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5 Feb 2019

REQUEST FOR QUOTATION (RFQ) Procurement of office Furniture and office equipment to Ministry of Justice- Galmudug State

Job Description

جمهــــــــــــــــــوريــــــــــــــة الصــــــــــــــــومال الفــــــــــدراليـــــــــــــــــة

حكومة اقليم جلمـــــدج

وزارة العدل والشؤون القضائية

مكتب الوزير

مكتب الوزير


DowladGobaleedka Gal-mudug

WasaaraddaCaddaaladda& Arr. Garsoorka



TIX.XWC/ XW/088/2018


Ministry of Justice & Judicial Affairs

Minister’s office


NAME & ADDRESS OF FIRM DATE:  February 5, 2019
REFERENCE: RFQ/001/19 – Procurement of office Furniture and office equipment to Ministry of Justice- Galmudug State

Dear Sir / Madam:

We kindly request you to submit your quotation for RFQ/001/19 Procurement of office Furniture and office equipment to Ministry of Justice- Galmudug State, as detailed in Annex 1 of this RFQ.  When preparing your quotation, please be guided by the form attached hereto as Annex 2.

Quotations may be submitted on or before 18.00 local (Mogadishu) time February 10, 2019 only through email; and requests received later than the deadline will not be considered. Please only fill table in annex send it with your company’s letter heard and stamp.

In the course of preparing your Proposal, it shall remain your responsibility to ensure that it reaches the address above on or before the deadline.

Quotations submitted by email must be limited to a maximum of 5.0 MB pdf, virus-free and no more than one (1) email transmissions. They must be free from any form of virus or corrupted contents, or the quotations shall be rejected.

It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by MoJ after the deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are submitting your quotation by email, kindly ensure that they are signed and in the .pdf format, and free from any virus or corrupted files. MoJ does not bear any responsibility for opening quotations which do not meet above requirements and do not contain proper reference or subject either on the envelope or email submissions.

Please take note of the following requirements and conditions pertaining to the supply of the above mentioned good/s:

Delivery Location Dhusamareb, Galmudug state
Customs clearance, if needed, shall be done by: UNDP
Latest Expected Delivery Date and Time(if delivery time exceeds this, quote may be rejected by MoJ 17 February 2019; COB


Delivery Schedule þ Required: the Supplier will be requested to provide detailed delivery schedule from dispatch to delivery to the point of destination
Packing Requirements Products must be packed in such a way as to avoid mechanical damage during transport. It is recommended to use the original packaging. Attach a copy of the documents to the articles of purchase, a copy of the arrangements for admission.
Mode of Transport Transportation is the responsibility of the supplier. Any damage or loss of items remain the responsibility of the supplier.

Currency of Quotation

United States Dollars (USD)
Tax It is the responsibility of the supplier for any tax or charges
After-sales services required þ Warranty on the equipment period of 2 months

þ Technical Support

The Successful Offeror shall provide all the required installation service

Deadline for the Submission of Quotation 18.00 Local (Mogadishu) time, February 10, 2019


All documentations, including catalogs, instructions and operating manuals, shall be in this language þ in English or

þ in Somali

Documents to be submitted þ Duly Accomplished Form as provided in Annex 2, and in accordance with the list of requirements in Annex 1;

þ Copy of latest Business Registration Certificate (Government registration; Galmudug or Federal government registration)

þ List of accomplished similar works for last three years, with the indication of the customers contact details;

Period of Validity of Quotes starting the Submission Date þ 10 days

In exceptional circumstances, MoJ may request the Vendor to extend the validity of the Quotation beyond what has been initially indicated in this RFQ.   The Proposal shall then confirm the extension in writing, without any modification whatsoever on the Quotation.

Partial Quotes þ Not permitted
Payment Currency USD
Payment Terms All payment will be provided when the Furniture/equipment are delivered to Ministry of justice office in Dhusamareb, tested, installed and the supplier submitted the following documentations

  1. Valid business registration
  2. Copy of passport (owner of the business)
  3. Vendor form (details of bank account); this form will provide by MoJ and filled by the supplier.
  4. MoJ signed receiving and inspection report
Liquidated Damages Any damages during the transport and installation remains the responsibility of the supplier
Evaluation Criteria


þ Technical responsiveness/Full compliance to requirements and lowest price[1]

þ Comprehensiveness of after-sales services

þ Full acceptance of the PO/Contract General Terms and Conditions

þ Earliest Delivery/Shortest Lead Time[2]

þ Others: compliance with RFQ requirements and presence of all requested documents

MoJ will award to: þ One and only one supplier, no sub-contracting is allowed
Type of Contract to be Signed þ Purchase Order
Special conditions of Contract þ Cancellation of PO/Contract if the delivery of equipment exceeds the delivery calendar days
Conditions for Release of Payment þ Written Acceptance of Goods/Services based on full compliance with  RFQ requirements
Annexes to this RFQ þ Specifications of the Goods Required (Annex 1)

þ Form for Submission of Quotation (Annex 2)

þ General Terms and Conditions / Special Conditions (Annex 3).

Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from thisprocurement process.

Goods offered shall be reviewed based on completeness and compliance of the quotation with the minimum specifications described above and any other annexes providing details of MoJ requirements.

The quotation that complies with all of the specifications, requirements and offers the lowest price, as well as all other evaluation criteria indicated, shall be selected.  Any offer that does not meet the requirements shall be rejected.

Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by MoJ.  The unit price shall prevail and the total price shall be corrected.  If the supplier does not accept the final price based on MoJ’s re-computation and correction of errors, its quotation will be rejected.

At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by MoJ after it has received the quotation.  At the time of award of Contract or Purchase Order, MoJ reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions.

Any Purchase Order that will be issued as a result of this RFQ shall be subject to the General Terms and Conditions attached hereto.  The mere act of submission of a quotation implies that the vendor accepts without question the General Terms and Conditions of UNDP herein attached as Annex 3.

Sincerely yours,

Ministry of Justice and Judiciary Affairs-Galmudug state

Annex 1

Specifications of the Goods Required

Terms of Reference

RFQ/006/14 – Procurement of complete set of equipment of solar water pumping system for rural water supply in Navoi region


The Galmudug Minsitry of Justice and judiciary affairs and the United Nations Development Programme (UNDP) has signed Standard Letter of Agreement (LOA) The Somalia Joint Justice Programme (JJP) to ‘Establish independent, accountable and efficient justice institutions capable of addressing the justice needs of the people of Somalia. the programme aims to contribute to sustainable security, peace and development by strengthening the capacity of justice actors to increasingly deliver justice services to users and communities in a human rights compliant manner. As part of this agreement, UNDP will support provision of equipment and furniture to Ministry of Justice through competitive procurement process. The payment will be made by UNDP Somalia after all the documentations signed by Ministry of justice-Galmudug state.


The main objective of this Request for Quotation (RFQ) is procurement of a complete set of equipment of furniture and equipment to Ministry of justice-Galmudug state.

 Annex 2


(This Form must be submitted only using the Supplier’s Official Letterhead/Stationery[4])

We, the undersigned, hereby accept in full the MoJ General Terms and Conditions, and hereby offer to supply the items listed below in conformity with the specification and requirements of MoJ as per RFQ Reference No. RFQ/001/19 Procurement of Office furniture and equipment in Dhusamareb- Galmudug state.

TABLE 1:  Offer to Supply Goods Compliant with Technical Specifications and Requirements

Item No. Description Specification of items Unit of measure Quantity Latest Delivery Date Unit Price (Currency____) Total Price per Item


  Procurement of a complete set of office furniture and equipment to Ministry of justice- Galmudug state of Somalia.
1 Executive table with chair 1. Length 180 cm

2. width 90 cm.

3. High quality solid wood

4. Leather writing pad on desk top

5. Desk grommets for electronics

6. One desk drawer

Chair specification;

Traditional big and tall design

Black leather

Width 69 cm

Depth 77 cm

2 Bonded leather guest chair Chair with arms, padded seat and back with sturdy steel sled frame   6
  Executive tables with chairs . Length 180 cm

2. width 90 cm.

3. High quality solid wood

4. Leather writing pad on desk top

5. Desk grommets for electronics

2 4-person workstation table with chairs 1. Length: 400 cm

2. Width 365 cm

3. Height: 112 cm

4. Wood

5. Desk grommets for electronics

6. 4 x “L Desk” with metal legs

7. 4 x bi-fold mobile

8. cabinet with locking mechanism

9. Privacy Screen/wood

10. High quality hardware, full extension drawer glide lock and key for all drawers

set 2
4 Meeting table with chairs 1. 20 persons (60×264 inches)

2. Solid wood

3. One piece top

4. Leather writing pad

5 Tyler 5 seat L-Sofa 1. 6 persons L-sofa

2. Faux leather

3. Contemporary design

4. Black or brown color

6 Filling cabinet 1. Length: 180cm

2. Width: 135 cm

3. Vertical storage includes open and concealed storage

4. Key for all drawers and doors

5. At least 3 upper door and 3 lower doors

7 AC Brand name: LG

Size: 18

8 AC Brand name: LG

Size: 12

9 AC Brand name: LG

Size: 9

10 Water cooler Nutricheif water cooler or any other good quality brand   5
11 Carpet (7×5) Green color with good quality   3
12 Carpet (4×4) Green color with good quality   1
13 desktop computer Hp 2 core all in one   6
14 Epson L382 All in one Epson L382 All in one   6
151 Laptop, Lenovo core I5 14 inches 8 GB ram. 500GB/1TB   1
16 Projector Espon EB S31 LCD Projector 300 inches   2
17 Office Tables with chairs 1. High quality solid wood

2. Leather writing pad on desk top

3. Desk grommets for electronics

4. One desk drawer

18 Plastic chairs with tables 6 seat size   2
19 Meeting table with chairs for 15 persons 1. Solid wood

2. One piece top

3. Leather writing pad

  Total Prices of Goods[5]
  Add: Cost of Transportation
  Add: Other Charges (pls. specify)
  Total Final and All-Inclusive Price Quotation

Annex 3

General Terms and Conditions

  1.             This Purchase Order may only be accepted by the Supplier’s signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Purchase Order, as herein specified.  Acceptance of this Purchase Order shall effect a contract between the Parties under which the rights and obligations of the Parties shall be governed solely by the terms and conditions of this Purchase Order, including these General Conditions. ACCEPTANCE OF THE PURCHASE ORDER
    • UNDP will make payment upon request of MoJ on fulfillment of the Delivery Terms, unless otherwise provided in this Purchase Order, make payment within 15 days of receipt of the Supplier’s invoice, business registration, copy of passport and filled vendor form.
    • Payment against the invoice referred to above will reflect any discount shown under the payment terms of this Purchase Order, provided payment is made within the period required by such payment terms.
    • Unless authorized by MoJ, the Supplier shall submit one invoice in respect of this Purchase Order, and such invoice must indicate the Purchase Order’s identification number.
    • The prices shown in this Purchase Order may not be increased except by express written agreement of MoJ.

Risk of loss, damage to or destruction of the goods shall be responsible by the supplier during the delivery and installation.


The Supplier warrants that the goods, including packaging, conform to the specifications for the goods ordered under this Purchase Order and are fit for the purposes for which such goods are ordinarily used and for purposes expressly made known to the Supplier by MoJ, and are free from defects in workmanship and materials.  The Supplier also warrants that the goods are contained or packaged adequately to protect the goods.


5.1    MoJ shall have a reasonable time after delivery of the goods to inspect them and to reject and refuse acceptance of goods not conforming to this Purchase Order; payment for goods pursuant to this Purchase Order shall not be deemed an acceptance of the goods.

5.2    Inspection prior to shipment does not relieve the Supplier from any of its contractual obligations.


In case of failure by the Supplier to fulfil its obligations under the terms and conditions of this Purchase Order, including but not limited to failure to delivery to Dhusamareb, or to make delivery of all or part of the goods by the agreed delivery date or dates, MoJ may, after giving the Supplier reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights:


Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be unable to deliver the goods to Dhusamareb on 18:00 (Mogadishu Time) 17 February 2018.

[3]This serves as a guide to the Supplier in preparing the quotation and price schedule.

[4]Official Letterhead/Stationery must indicate contact details – addresses, email, phone and fax numbers – for verification purposes


RFQ- Procuirement of office furniture and equipments1.

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