@ ~~~A~5Yiu~~T~E ~!~BLIC OF THE PHILIPPINES

~NEW DELHI

REQUEST FOR QUOTATIONS FOR LEASE OF EPABX SYSTEM, LEASE OF MUL Tl-FUNCTIONAL PRINTERS AND INTERNET SERVICE PROVIDER FOR

ONE YEAR (01 JANUARY 2018-31 DECEMBER 2018)

1. The EMBASSY OF THE REPUBLIC OF THE PHILIPPINES, NEW DELHI (50 N Nyaya Marg Chanakyapuri New Delhi 110021, India) through the General Appropriation Act intends to apply the sum of INR 805,000.00 (PhP 629,633.84) being the Approved Budget for the Contract (ABC) to payments under the lease of EPABX System, Lease of Multi-functional printers and internet service for the Embassy Building, Consular and Official Residence for one year.

2. The EMBASSY OF THE REPUBLIC OF THE PHILIPPINES, NEW DELHI now invites quotation for the following: (please see attached Annex B for complete technical specifications)

Lot Type of Specifications/Description Approved Budget of the

Contract Number Procurement

Lot 1 Lease of Providing Lease of E-PABX System for INR

Lot 2

Lot 3

EPABX one year (please see Annex 8 for 280,000.00 System complete technical specifications)

Lease of Multi­

Functional Network Printers

Internet Service

Providing 3 units of A3 size multi INR functional network printer 350 ,000.00 /color/scanner/photocopier with automatic document feeder and duplex for one year and;

Providing 1 unit of multi functional network printer/color scanner/ photocopier with automatic document feeder and duplex for one year (please see Annex B for complete technical specifications) Internet Service for Embassy Building, INR Consular Building and, Official 175,000.00 Residence for one year (please see Annex 8 for complete technical specifications)

Total Approved Budget for the Contract for the three lots: (Including taxes and other charges) : INR 805,000.00 (PhP 629,633.84)

50-N Nyaya Marg , Chanakyapuri, New Delhi-110021 India Tel. No. (+91 · 11) 2688-9091 Fax No. (+91 -11) 2687-6401

www.newdelhipe.dfa.gov.ph

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The request for quotation form, technical specifications and requirements for small value procurement are attached as Annex A, Annex B and Annex C

3. The Embassy accepts open quotations submitted directly, through facsimile (+9111) 2687-6401 or e-mail address at newdelhi.pe@dfa.gov.ph. Quotations should not exceed the Approved Budget for the Contract. The below document should be submitted to the Bids and Awards Committee (BAC) on or before 1 :00 pm on 29 November 2017.

Annex A- Signed Quotations Annex B- Acceptance of Technical Specifications Annex C- Eligibility Requirements for Small Value Procurements

4. The BAC of the Embassy of the Republic of the Philippines reserves the right to accept or reject any offer and to annul the process at any time prior to awarding of contract without thereby incurring any liability to the affected contractor (s) .

5. For further information, please refer to:

New Delhi PE-BAC Secretariat Embassy of the Republic of the Philippines 50 N Nyaya Marg, Chanakyapuri, New Delhi 110021 Tel Number: (+9111)2688-9091,(+9111) 2410-1120 Fax Number: (+9111) 2687-6401 E-mail Address: newdelhi.pe@dfa.gov.ph

20 November 2017, New Delhi

(Sgd) ARVIN R. DE LEON

BAC Chairperson

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Embassy of the Republic of the Philippines

New Delhi

Annex "A"

REQUEST FOR QUOTATION

Name of Contractor/Supplier: ___ ~~----------------Contact Person:

-----~--------------------E -ma i I Address: --------------------------Te I. Number: Fax Number: --------~---.-~ ----------

Please quote your lowest price on the below various procurement of the Embassy. Please submit your quotation not later than 1 :00 P.M. on 29 November 2017 personally or thru Fax No. 2687-6401 or e-mail at newdelhi.pe@dfa.gov.ph

Terms and Conditions: 1. All entries must be typewritten/printed legibly. 2. Please see attach Annex B for complete technical specifications

Lot Type of Specifications/Description Approved Budget of the

Contract Number Procurement

Lot 1

Lot 2

Lease of EPABX System

Lease of Multi­

Functional Network Printers

Providing Lease of INR EPABX System for one 280,000.00 year (please see Annex B for complete technical specifications)

Providing three (3) units INR of A3 size multi functional 350,000.00 network/printer/color/ scanner/photocopier with automatic document feeder and duplex for one year and

Providing one (1) unit of multi functional network printer/color scanner/

Amount of Quotation of

Supplier Including taxes

and other charges

(The quotation should not exceed the Approved

Budget of the Contract)

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Lot 3 Internet Service

photocopier with automatic document feeder and duplex for one year (please see Annex B for complete technical specifications) Internet Service for INR Embassy Building , 175,000.00 Consular Building and, Official Residence for one year (please see Annex B for complete technical specifications)

Printed Name and Signature (Please put the company stamp)

Date

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Annex "B" Technical Specifications for Lease of EPABX System for one year

(01 January 2018-31 December 2018)

1. Contractor will provide the following equipment: One (1) microprocessor controlled EPABX System capable of handling six (6) trunk lines , twenty­four (24) extensions and expandable up to eight (8) trunk lines and thirty­two (32) extensions, including twenty-four (24) telephone units with CU and speaker phone feature.

2. Lease Term: The lease will take effect on 1 January 2018 and will end on 31 December 2018, renewable every year thereafter at the same rate as stated in the terms of payment. Alternatively, the Lessee may opt to renew the lease term for a period of less than one year for the same monthly rate as stated hereunder.

3. Lease Payments: Lessee will pay to Lessor (Contractor) as rent for the equipment the amount each month, in check.

4. Delivery and installation: Lessor shall be responsible for all expenses and costs for the transportation, installation, and commissioning of the equipment, including the de-commissioning, de-installation and removal of the same from the property of the Lessee.

5. Equipment Maintenance, Repair and Service Support: The Lessor shall be responsible for the repair and maintenance of the equipment or optimal performance. The Lessor likewise agrees to provide service support for the functioning of the equipment at least twice a month or on demand .

6. Confidentiality: Lessor shall not divulge any information to third parties, in whole or in part, pertaining to the equipment installed by the Lessor as well as any content of the Agreement. Lessor shall also guarantee that the equipment has not been tampered with, modified, or knowingly caused to work in a way that will compromise information and data as a result of such acts.

Notice. Any notice or otherwise given pursuant to this Agreement shall be expressed in writing and duly received by the Lessor or its authorized representative.

7. Exclusion of Liability. The Embassy shall not be liable for any direct, indirect, incidental, special, consequential, exemplary, punitive or any

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other damages or losses of any kind or nature whether in contract, tort (including negligence), products or strict liability or any other form of action such as personal injury or death resulting from negligence of the contractor.

Approved Budget for the Contract: INR 280,000.00 (Php 219,003.00)

Total amount of Quotation for the above specifications of renta l of E-PABX including taxes, services and other charges: INR __ ~--

Conforme:

Signature/s: Name of Authorized Representative/s : Position: Date:

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Annex "B"

Technical Specifications for Lease of Multi Functional Network Printers {Photocopier Machine) for one year

(01 January 2018-31 December 2018)

1. The contractor will provide the fol lowing :

a) Three (3) units of A3 size multi-functional Network Printer/ Color Scanner/ Photocopier with automatic document feeder & Duplex and ;

b) One (1) unit of FS size multi-functional Network Printer/ Color Scanner/ Photocopier with automatic document feeder & Duplex.

J;;> The Embassy does not buy the consumables, toner or spare parts, the Contractor provides that FREE of charge

J;;> The Embassy is entitled to free allowance of prints of 240,000 for the whole year

J;;> The Embassy does not pay for maintenance, it is the Contractor's commitment to undertake that for FREE

J;;> Contractor will connect multi-functional Network Printer/Color Scanner Photocopier to the computers in the Embassy.

The machines are supplied strictly on contract basis. The ownership of the equipment and its accessories rest solely with contractor. Printer function shall be loaded and demonstrated on the customer's systems.

This equipment must be returned to the Contractor at the end of the contract period or the machine will be removed when the Contractor receives a written communication from the Embassy stating to do so.

Either party may terminate this contract by giving one 1 month's notice in writing, in case any of the terms as agreed in this Letter/Agreement are not complied with and/ or any negligence in services or there are defects in working of the machine or there is delay in settling the due payment.

The Embassy shall not be liable for any direct, indirect, incidental , special , consequential, exemplary, punitive or any other damages or losses of any kind or nature whether in contract, tort (including negligence), products or strict liability or any other form of action such as personal injury or death resulting from negligence of the contractor. The Contractor shall take all precautions not to disclose, divulge, and or share to any Third Party any confidential information relating to the Embassy.

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Approved Budget for the Contract: INR 350,000.00 (Php 273,753.84)

Total amount of Quotation for the above specifications of Rental of Multi Functional Network Printers system including consumable, maintenance, taxes and other charges: INR ____ _

Conforme:

Signature/s : Name of Authorized Representative/s: Position: Date:

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Annex "B"

Technical Specifications for Internet Service to the Embassy Building, Consular and Official Residence for one year

(01 January 2018-31 December 2018)

1. The Contractor will arrange uninterrupted Internet Connectivity of 24 hours in a day at the speed as mentioned in the technical specifications.

The table below are the technical specifications of internet service that is required by the Embassy:

Location Limit Speed

Embassy Building Unlimited plan 20 MBPS

Official Residence Unlimited plan 10 MBPS

Consular Building Unlimited plan 10 MBPS

No other add-ons shall be included on top of the quoted amount without prior consultation and agreement from both parties.

2. Planned preventive network maintenance may be scheduled at an agreed time by the Embassy and the Contractor. The Contractor shall ensure that any disturbance to the normal work processes of the Embassy shall be kept to a minimum.

3. In case of the service failure, the subscriber is obliged to inform the Contractor about the nature of failure and the Contractor is obliged to attend/address and solve the problem at the Embassy within one working day free of charge.

4. The term of this contract shall be for a minimum of one (1) year. The contract will commence on 01January2018 up to 31 December 2018. Both parties may cancel the agreement at prior written notice of one month , counting from the date of delivery of notification.

5. The Parties will attempt in good faith to resolve any dispute or claim arising out of or in relation to this Contract through negotiations.

6. The Embassy shall not be liable for any direct, indirect, incidental , special , consequential, exemplary, punitive or any other damages or losses of any kind or nature whether in contract, tort (including negligence) , products or strict

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liability or any other form of action such as personal injury or death resulting from negligence of the contractor.

7. The Contractor shall take all precautions not to disclose, divulge, and or share to any Third Party any confidential information relating to the Embassy.

Approved Budget for the Contract: INR 175,000.00 (Php136,876 .92)

Total amount of Quotation for the above specifications including taxes, services and other charges: INR ____ _

Conforme:

Signature/s: Name of Authorized Representative/s : Position: Date:

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Annex "C"

EMBASSY OF THE REPUBLIC OF THE PHILIPPINES Bids and Awards Committee

CHECKLIST OF ELIGIBILITY DOCUMENTS FOR SMALL VALUE PROCUREMENT THAT NEED TO BE SUBMITTED TOGETHER WITH ANNEX A AND B

1. OMNIBUS SWORN STATEMENT (in the prescribed form, duly notarized in accordance with the Notarized Act).ln the case of a corporation, partnership, cooperative or joint venture, the Omnibus Sworn Statement shall be accompan ied by a notarized Secretary's Certificate (Authority of the Signatory) attesting to the fact that the signatory to the Omnibus Sworn Statement is the du ly authorized representative of the bidder and is granted full power and authority to execute and perform any and all acts necessary and/or to represent the bidder in the bidding. (copy attached format)

2. Valid and current mayor's permit issued by the city/municipality where the principal place of business of the prospective bidder is located or appropriate equivalent document(s) in India

3. PhilGEPS Registration Number: ______________ _

4. Copy of Income Tax Return

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Omnibus Sworn Statement

AFFIDA V IT

I, [Name of Affiant], of legal age, [Civil Status}, [Nationality} , and residing at [Address of Affiant}, after having been duly sworn in accordance with law, do hereby depose and state that:

1. Select one, delete the other:

If a sole proprietorship: I am the sole proprietor or authorized representative of [Name of Bidder} with office address at [address of Bidder} ;

If a partnership, corporation, cooperative, or joint venture: I am the duly authorized and designated representative of [Name of Bidder} with office address at [address of Bidder};

2. Select one, delete the other:

If a sole proprietorship: As the owner and sole proprietor, or authorized representative of [Name of Bidder}, I have full power and authority to do , execute and perform any and all acts necessary to participate, submit the bid/quotation, and to sign and execute the ensuing contract for [Name of the Project} of the [Name of the Procuring Entity}, as shown in the attached duly notarized Special Power of Attorney;

If a partnership, corporation, cooperative, or joint venture: I am granted full power and authority to do, execute and perform any and all acts necessary to participate, submit the bid/quotation, and to sign and execute the ensuing contract for [Name of the Project} of the [Name of the Procuring Entity}, as shown in the attached [state title of attached document showing proof of authorization (e .g., duly notarized Secretary 's Certificate, Board/Partnership Resolution, or Special Power of Attorney, whichever is applicable;)};

3. [Name of Bidder} is not "blacklisted" or barred from bidding by the Government of the Philippines or any of its agencies, offices, corporations, or Local Government Units, foreign government/foreign or international financing institution whose blacklisting rules have been recognized by the Government Procurement Policy Board ;

4. Each of the documents submitted in satisfaction of the bidding requirements/small value procurement is an authentic copy of the original, complete, and all statements and information provided therein are true and correct;

5. [Name of Bidder} is authorizing the Head of the Procuring Entity or its duly authorized representative(s) to verify all the documents submitted;

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6. Select one, delete the rest:

ff a sole proprietorship: The owner or sole proprietor is not related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

If a partnership or cooperative: None of the officers and members of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

If a corporation or joint venture: None of the officers, directors, and controlling stockholders of [Name of Bidder] is related to the Head of the Procuring Entity, members of the Bids and Awards Committee (BAC), the Technical Working Group, and the BAC Secretariat, the head of the Project Management Office or the end-user unit, and the project consultants by consanguinity or affinity up to the third civil degree;

7. [Name of Bidder} complies with existing labor laws and standards; and

8. [Name of Bidder] is aware of and has undertaken the followin g responsibilities as a Bidder:

a) Carefully examine all of the Bidding Documents/technical specifications;

b) Acknowledge all conditions, local or otherwise, affecting the implementation of the Contract;

c) Made an estimate of the facilities available and needed for the contract to be bid/qoute, if any; and

9. [Name of Bidder] did not give or pay directly or indirectly, any commission, amount, fee , or any form of consideration, pecuniary or otherwise, to any person or official , personnel or representative of the government in relation to any procurement proj ect or activity.

IN WITNESS WHEREOF, I have hereunto set my hand this _ day of _ , 20 at

Bidder' s Representative/ Authorized Signatory

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