11 Viitorului str.

, Bucharest 020602, Romania

IOM Mission in Romania

REQUEST FOR QUOTATIONS (RFQ)

AND
GENERAL INSTRUCTION TO SUPPLIERS (GIS)1

To : ________________________________
Project: ________________________________
Ref. No.: ________________________________
Date : ________________________________

The International Organization for Migration (IOM) is an intergovernmental organization

established in 1951 and is committed to the principle that humane and orderly migration
benefits both migrants and society.
In the framework of IOM Projects, the IOM invites interested eligible Suppliers to submit
Quotations for the supply and delivery of following stationeries.
Item No. Item Description Quantity Unit
Paper A4 for copy machine/printer 80 -90 gr/mp, 500
1 690 top
sheets/top
Cartridge for copy machine/printer (C-EXV 33, C-EXV
2 14, 728 starter/HP- H 740, 344, 338, CB540A, CB541A, 98 piece
CB542A, CB543A, 49A, 11A)
3 Cartridge FX10 for fax 2 piece
Pencils, any color, hexagonal, hand strength, hardness
4 45 piece
HB, with eraser
5 Pen with blue gel and metal top 20 piece
6 Pen with blue refill 290 piece
7 Pen with black gel and metal top 20 piece
8 Pen with red refill 10 piece
9 Pen with black refill 42 piece
Post- it notes, cubes with adhesive, different color
10 400 piece
76x76 mm
Post-it notes, ruled, with adhesive different color
11 100 piece
102x152 mm
12 Post it notes with adhesive, different colors 38x51 mm 20 piece
Folders 8 cm, plasticized with nickel metal mechanism,
13 different colors, plastic pocket for labels 254 piece
interchangeable
Folders 5 cm, plasticized with nickel metal mechanism,
14 different colors, plastic pocket for labels 70 piece
interchangeable

1
This RFQ template is for the procurement of Goods requiring a more formal selection process with cost
threshold of less than USD 250,000. It contains general instruction to Suppliers and applicable forms which can
be modified by the Mission to suit their specific requirements.

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IOM Mission in Romania

Protective foil, A4 with opening on the top, with 11

15 23 set
perforations, 60-90 microns, 100 pierces in a set
Envelope C4 with natural color without bellows with
16 6200 piece
silicone closing
Envelope C4 with natural color with medium bellows
17 6200 piece
with silicone closing
Envelope C4 with natural color with big bellows with
18 70 piece
silicone closing
Envelope C5 with natural color with silicone closing
19 12000 piece
with air bubbles
Paper perforator with 2 perforations, with spacer
20 4 piece
included
21 Correction fluid 25 piece
22 Correction roller 10 piece
23 Blue ink for stamps 18 piece
24 Stapler 19 piece
25 Staples 24/6, 1000 pieces/box 330 box
26 Paper clips 32 mm, metallic, 100 pieces/box 30 box
27 Paper clips 78 mm, metallic, 100 pieces/box 32 box
Scissor, universal with steel blade and plastic handle,
28 6 piece
size 16 cm / 21 cm
Carton separator different colors (excluding black and
29 51 set
dark colors) 10cm x 24 cm, 100 separators/set
Plastic folders with rail and perforations, with
30 150 piece
transparent front cover
31 Foldback clips 25 mm, metallic, 10 pieces/box 97 box
32 Foldback clips 41 mm, metallic, 10 pieces/box 97 piece
33 Foldback clips 51 mm, metallic, 10 pieces/box 97 piece
Archive boxes, different colors with spine perforation,
34 spine thickness of 100mm and length height of 15 piece
245x345 mm
Archive containers with lid and capacity to fit 5 x 80
35 80 piece
mm folders
36 Adhesive label, 105 mm x 74 mm 150 sheet
37 Adhesive label, 105 mm x 42,3 mm 150 sheet
38 Adhesive label, 48,3 mm x 16,9 mm 100 sheet
39 Permanent markers, all colors 98 piece
40 White board marker, all colors 90 piece
41 Highlighter, all colors 98 piece
42 Adhesive tape, transparent, big roll 43 piece
43 Adhesive tape, transparent, small roll 42 piece
44 Money elastics 70 mm, 100 pieces/box 30 piece
45 Glue stick 21 gr 21 piece
46 AA Battery, alkaline 36 piece

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 11 Viitorului str., Bucharest 020602, Romania
IOM Mission in Romania

GENERAL INSTRUCTION TO SUPPLIERS (GIS)

1. Description of Services
IOM request prospective suppliers to submit quotation for the supply and delivery of
below stationeries.
Item No. Item Description Quantity Unit
Paper A4 for copy machine/printer 80 -90 gr/mp, 500
1 690 top
sheets/top
Cartridge for copy machine/printer (C-EXV 33, C-EXV
2 14, 728 starter/HP- H 740, 344, 338, CB540A, CB541A, 98 piece
CB542A, CB543A, 49A, 11A)
3 Cartridge FX10 for fax 2 piece
Pencils, any color, hexagonal, hand strength, hardness
4 45 piece
HB, with eraser
5 Pen with blue gel and metal top 20 piece
6 Pen with blue refill 290 piece
7 Pen with black gel and metal top 20 piece
8 Pen with red refill 10 piece
9 Pen with black refill 42 piece
Post- it notes, cubes with adhesive, different color
10 400 piece
76x76 mm
Post-it notes, ruled, with adhesive different color
11 100 piece
102x152 mm
12 Post it notes with adhesive, different colors 38x51 mm 20 piece
Folders 8 cm, plasticized with nickel metal mechanism,
13 different colors, plastic pocket for labels 254 piece
interchangeable
Folders 5 cm, plasticized with nickel metal mechanism,
14 different colors, plastic pocket for labels 70 piece
interchangeable
Protective foil, A4 with opening on the top, with 11
15 23 set
perforations, 60-90 microns, 100 pierces in a set
Envelope C4 with natural color without bellows with
16 6200 piece
silicone closing
Envelope C4 with natural color with medium bellows
17 6200 piece
with silicone closing
Envelope C4 with natural color with big bellows with
18 70 piece
silicone closing
Envelope C5 with natural color with silicone closing
19 12000 piece
with air bubbles
Paper perforator with 2 perforations, with spacer
20 4 piece
included
21 Correction fluid 25 piece
22 Correction roller 10 piece

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 11 Viitorului str., Bucharest 020602, Romania
IOM Mission in Romania

23 Blue ink for stamps 18 piece

24 Stapler 19 piece
25 Staples 24/6, 1000 pieces/box 330 box
26 Paper clips 32 mm, metallic, 100 pieces/box 30 box
27 Paper clips 78 mm, metallic, 100 pieces/box 32 box
Scissor, universal with steel blade and plastic handle,
28 6 piece
size 16 cm / 21 cm
Carton separator different colors (excluding black and
29 51 set
dark colors) 10cm x 24 cm, 100 separators/set
Plastic folders with rail and perforations, with
30 150 piece
transparent front cover
31 Foldback clips 25 mm, metallic, 10 pieces/box 97 box
32 Foldback clips 41 mm, metallic, 10 pieces/box 97 piece
33 Foldback clips 51 mm, metallic, 10 pieces/box 97 piece
Archive boxes, different colors with spine perforation,
34 spine thickness of 100mm and length height of 15 piece
245x345 mm
Archive containers with lid and capacity to fit 5 x 80
35 80 piece
mm folders
36 Adhesive label, 105 mm x 74 mm 150 sheet
37 Adhesive label, 105 mm x 42,3 mm 150 sheet
38 Adhesive label, 48,3 mm x 16,9 mm 100 sheet
39 Permanent markers, all colors 98 piece
40 White board marker, all colors 90 piece
41 Highlighter, all colors 98 piece
42 Adhesive tape, transparent, big roll 43 piece
43 Adhesive tape, transparent, small roll 42 piece
44 Money elastics 70 mm, 100 pieces/box 30 piece
45 Glue stick 21 gr 21 piece
46 AA Battery, alkaline 36 piece
2. Corrupt, Fraudulent, and Coercive Practices
IOM requires that all IOM Staff, manufacturers, suppliers or distributors, observe the
highest standard of ethics during the procurement and execution of all contracts. IOM
shall reject any proposal put forward by Suppliers, or where applicable, terminate their
contract, if it is determined that they have engaged in corrupt, fraudulent, collusive or
coercive practices. In pursuance of this policy, IOM defines for purposes of this
paragraph the terms set forth below as follows:
 Corrupt practice means the offering, giving, receiving or soliciting, directly or
indirectly, of any thing of value to influence the action of the Procuring/
Contracting Entity in the procurement process or in contract execution;
 Fraudulent practice is any act or omission, including a misrepresentation, that
knowingly or recklessly misleads, or attempts to mislead, the Procuring/

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IOM Mission in Romania

Contracting Entity in the procurement process or the execution of a contract, to

obtain a financial gain or other benefit to avoid an obligation;
 Collusive practice is an undisclosed arrangement between two or more bidders
designed to artificially alter the results of the tender procedure to obtain a
financial gain or other benefit;
 Coercive practice is impairing or harming, or threatening to impair or harm,
directly or indirectly, any participant in the tender process to influence
improperly its activities in a procurement process, or affect the execution of a
contract
3. Conflict of Interest
All Suppliers found to have conflicting interests shall be disqualified to participate in
the procurement at hand. A Supplier may be considered to have conflicting interest
under any of the circumstances set forth below:
 A Supplier has controlling shareholders in common with another Supplier;
 A Supplier receives or has received any direct or indirect subsidy from another
Supplier;
 A Supplier has the same representative as that of another Supplier for purposes
of this quotation;
 A Supplier has a relationship, directly or through third parties, that puts them in
a position to have access to information about or influence on the Quotation of
another or influence the decisions of the Mission/Procuring Entity regarding this
quotation process;
 A Supplier submits more than one Quotation in this Quotation process;
 A Supplier who participated as a consultant in the preparation of the design or
technical specifications of the Goods and related services that are subject of this
quotation process.
4. Eligible Suppliers
Only Suppliers that are determined to be qualified shall be considered for award. The
Supplier shall fill up and submit the standard IOM Vendor Information Sheet (VIS)
(Annex E) to establish their eligibility together with the Quotation.
5. Cost of Preparing the Quotation
The Supplier shall bear all costs associated with the preparation and submission of his
Quotation and IOM will not in any case be responsible and liable for the costs incurred.
6. Errors, omissions, inaccuracies and clarifications
The documents and forms requested for the purpose of soliciting Quotations shall
form part of the Contract; hence care should be taken in completing these documents.
Suppliers shall not be entitled to base any claims on errors, omissions, or inaccuracies
made in the Quotation Documents.
Contacts between IOM and Suppliers are prohibited throughout the entire procedure
save in exceptional circumstances and under the following conditions only:

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IOM Mission in Romania

 At the request of the supplier the IOM may provide additional information solely
for the purpose of clarifying the nature of the contract.
 Any requests for additional information must be made in writing only to the
mailbox procurement.ro@iom.int and/or the fax number 021.211.44.54.
 Requests for additional information received less than 7 days prior to the
deadline for submission will not be processed. Copies of the response including
description of the clarification will be given to all Suppliers who received this
General Instruction, without identifying the source of the inquiry.
 IOM may, on its own initiative, inform interested parties, of any error,
inaccuracy, omission, or any clerical error in the in the text of the Request for
quotation.
 Any additional information including that referred to above will be posted on
http://www.oim.ro/index.php/ro/administrativ/achizitii. The website will be
updated regularly and it is the suppliers’ responsibility to check for updates and
modifications during the submission period.
7. Confidentiality and Non-Disclosure
All information given in writing to or verbally shared with the Supplier in connection
with this General Instruction is to be treated as strictly confidential. The Supplier shall
not share or invoke such information to any third party without the prior written
approval of IOM. This obligation shall continue after the procurement process has
been completed whether or not the Supplier is successful.
8. IOM’s Right to Accept any Quotation and to Reject any and all Quotations
IOM reserves the right to accept or reject any Quotation, and to cancel the
procurement process and reject all Quotations, at any time prior to award of contract,
without thereby incurring any liability to the affected Supplier/s or any obligation to
inform the affected Supplier/s of the ground for IOM’s action.
9. Requirements
9.1. Quotation Documents
The following shall constitute the Quotation Documents to be submitted by the
Suppliers:
a) Quotation Form (Annex A)
b) Price Schedule Form (Annex B)
c) Technical Specifications Form (Annex C)
d) Vendor Information Sheet (Annex D)

Suppliers are required to use the forms provided as Annexes in this document.
9.2. Quotation Form
The Quotation Form (Annex A) and other required documents shall be duly signed
and accomplished and typewritten or written in indelible ink. Any correction made
to the prices, rates or to any other information shall be rewritten in indelible ink
and initialed by the person signing the Quotation Form.

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IOM Mission in Romania

The language of the Quotation shall be in English and prices shall be quoted in RON,
exclusive of VAT.
Prices quoted by the Supplier shall be fixed during Supplier performance of the
contract and not subject to price escalation and variation on any account, unless
otherwise approved by IOM. A submitted quotation with an adjustable price
quotation will be treated as non responsive and will be rejected.
9.3. Validity of Quotation Price
The Quotation shall remain valid for a minimum period of 30 calendar days, after
the deadline for submission.
In exceptional circumstances, prior to expiry of the period of validity of quotations,
IOM may request that the Suppliers extend the period of validity for a specified
additional period. The request and the response there shall to be made in writing. A
supplier agreeing to the request will not be required or permitted to modify its
quotation.
9.4. Documents Establishing Supplier’s Eligibility and Qualification
The Supplier shall furnish, as part of its Quotation, documents establishing the
Supplier’s eligibility to submit Quotation and its qualifications to perform the
contract if its Quotation is accepted. The IOM’s standard Vendors Information Sheet
(Annex D) shall be used for this purpose.
10. Submission of Quotation Documents
Quotations must be submitted in a sealed envelope as stated in item 9.1 (Quotation
Documents) with the mention on the sealed envelope:

“RFQ FOR STATIONARIES. NOT TO BE OPENED BY THE INTERNAL MAIL

DEPARTMENT”
Inside the envelope there should be three sealed envelopes, one containing the
administrative documentation, one the technical offer and one the financial offer.
Quotation shall be submitted by letter:
 either by post or by courier services, to be dispatched no later than 05
December 2014, in which case the evidence of dispatch is constituted by the
postmark or the date of the deposit slip, to the following address:
International Organisation for Migration
For the attention of the Procurement Section
11, Viitorului street,
020602,Bucharest,
Romania
 or be delivered by hand, to the same address as above, not later than 05
December 2014 at 15:00. In this case a receipt must be obtained as proof of
submission, signed and dated by the person from the IOM who took delivery.

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IOM Mission in Romania

 Late2 Quotations will not be accepted.

11. Opening of Quotations.
At the indicated time and place, the opening of Quotations shall be carried out by IOM.
IOM reserve the right to conduct opening of Quotations in public or not.
12. Acceptance of Quotations.
IOM is not bound to take an immediate decision on the acceptability or
unacceptability of Quotations at the time of their opening.
13. Rejection of Quotations
Quotation can be rejected for the following reasons:
a) the Quotation is not presented in accordance with this General Instruction;
b) the Quotation Form or any document which is part of the Quotation
Document is not signed;
c) the Supplier is currently under list of blacklisted suppliers;
d) the Supplier offer imposes certain basic conditions unacceptable to IOM
e) the offered price is above the approved budget
IOM is not bound to accept any offer received and reserves the right to waive any
minor defect in an offer, provided, however, that such minor defect:
(i) does not modify the substance of the offer and
(ii) does not change the relative ranking of the Suppliers.
14. Evaluation of Quotations
IOM shall evaluate and compare the Quotations on the basis of the following:
(a) Completeness and responsiveness of the documents mentioned in 9.1
(b) Compliance with technical specifications including delivery requirement
(c) Price
Arithmetical errors will be corrected on the following basis. If there is a discrepancy
between the unit price and the total price that is obtained by multiplying the unit price
and quantity, the unit price shall prevail, and the total price shall be corrected. If the
Supplier does not accept the correction of the errors, its Quotation will be rejected. If
there is a discrepancy between words and figures, the amount in words will prevail.
15. Post Qualification
Prior to award, post-qualification will be carried out by IOM to further determine the
selected Supplier’s technical and financial capability to perform the contract. IOM shall
verify and validate any documents/information submitted and shall conduct ocular
inspection of the office, plant and equipment.

2
Quotation delivered beyond the prescribed date and time shall be considered late, the envelope shall be
immediately returned to the Supplier unopened. The date and time of submission of the Quotation shall be
recorded. A quotation submission log shall be prepared for the purpose.

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IOM Mission in Romania

16. Award of Contract

The Supplier that has submitted the lowest evaluated price, substantially responsive to
the requirements of this General Instruction and who has been determined to be
qualified to perform the contract shall be selected and awarded the contract.
IOM shall notify the selected Supplier through a Notice of Award. IOM shall also notify
in writing, the other Suppliers who were not selected without disclosing the reason for
rejection.
17. Delivery Site and Period of Delivery
The goods should be sent to the delivery sites:
(a) Bucuresti, str. Viitorului, nr. 11, sector 2;
(b) Bucuresti, str. Thomas Masaryk, nr. 17/85, sector 2.
Delivery period shall be within 3 days upon the signature of the Purchase Order or
Contract.
18. Liquidated Damages
If the Supplier fails to deliver any or all of the services within the period specified in
Clause 17 above, a penalty payment of 0.1% of the price of the undelivered services
for every day of breach of the delivery schedule by the Supplier will be requested.
19. Payment
Payment shall be made only upon IOM’s acceptance of the services, and upon IOM’s
receipt of invoice describing the services provided.
20. Warranty
Warranty shall be quoted based on the standard warranties provided by the
manufacturer unless specified in the Technical Specifications of this General
Instruction. A Warranty Certificate shall be provided by the Supplier.
The RFQ should contain the period of warranty offered for labor services provided.
21. Settlement of Dispute
The United Nations Commission on International Trade Law (UNCITRAL) arbitration
rules will apply for any dispute, controversy or claim that will arise in relation to the
procurement process.

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