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REQUEST FOR QUOTATION (RFQ) REFERENCE: ISA/RFQ/001/2017 Dear Sir/Madam, You are invited to submit your quotation for the procurement of LED tubes with sensors, as detailed in the Terms of Reference (Annex 1). Quotations may be submitted on or before Friday, May 12 2017 by email at [email protected] or by courier to: The Director for Administrative Services INTERNATIONAL SEABED AUTHORITY 14-20 Port Royal Street, Kingston, Jamaica Re: LED Lighting Email: [email protected] Quotations received after the deadline indicated above, for whatever reason, shall not be considered for evaluation. Please send your quote with a cover letter. Quotations submitted by email must be limited to a maximum of 7MB, virus free, duly signed and in PDF format. Please take note of the following requirements and conditions pertaining to the supply of the requested goods: Latest expected date for delivery/installation

On or before Friday, June 30 2017 (COB)

Preferred currency

US$ or J$

After-sales service

Information on the warranty of the LED tubes to be provided

Partial quotes

Not permitted

Payment Terms

50% deposit and 50% balance paid 7 days after completion of job

Conditions of contract

Conditions for release of payment

• Cancellation of Purchase Order if delivery /completion is delayed by 30 calendar days • At any time during the validity of the quotation, no price variation due to escalation, inflation or fluctuation in exchange rates shall be accepted by the Authority after it has received the quotation. Written acceptance of goods and labour based on full compliance with the RFQ requirements

Annexes to this RFQ

• Annex 1 : Terms of Reference • Annex 2: General Conditions of Service • Annex 3: Vendor Form

Please note that the International Seabed Authority implements a zero tolerance on fraud and is committed to identifying and addressing all such acts and practices.

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Sincerely,

m� Ghislain Maertens

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irector, Office for Administrative Services

THE INTERNATIONAL SEABED AUTHORITY

REQUEST FOR QUOTATION ISA/RFQ/001/2017 – LED LIGHTING Terms of Reference Background

The Authority is an autonomous international organization established under the 1982 United Nations Convention on the Law of the Sea and became fully operational in 1996. It is located in Kingston, Jamaica, and one of its main functions is providing meeting services for the organs of the Authority: Assembly, Council, Legal and Technical Commission and Finance Committee.

Purpose & Objective

As part of the cost-saving measures, the Authority is seeking to reduce lighting energy consumption by acquiring LED tubes with sensors for its office space. To this effect, suitable vendors are invited to submit a quote for supplying and installing LED tubes with sensors. Interested companies are invited to do a site inspection previous to forwarding their quote. Please coordinate appointment with the Procurement Assistant, Lilian Valles, who can be reached at 922-9105/9, Ext 226 or by email at [email protected]. SCOPE OF WORK

Place of delivery and installation

The International Seabed Authority 14-20 Port Royal Street (The Jamaica Conference Centre), 1st and 2nd floors Kingston, Jamaica, W.I.

Scope of work

 

Supply and install 720 4ft/ 18-19W LED tubes Supply and install 24 2ft/10W LED tubes

Tubes with motion sensors required for low traffic areas like bathroom, kitchen and library. Required qualifications and Experience Selection of Contractor

  

Certification as electrical contractor Provide any product warranty, if applicable Complete the Authority’s vendor form (Annex 1)

Only one supplier will be selected based on:   

Compliance with product specification Acceptance of the Authority’s General Conditions of Service Value for money

The Authority is not bound to accept any quotation, nor award a Purchase Order, nor be responsible for any costs associated with a supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selections process Supervision arrangements

Work will be supervised by the Office of Administrative Services.

Deadline for submission of quotes

Friday, May 12 2017

Please note that there are no fees at any stage of the application process.

GENERAL CONDITIONS OF SERVICE 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 TIMELY DELIVERY OF THE GOODS AND GENERAL CONDITIONS PRINTED BELOW, AND AGREED ATTACHMENTS IF ANY (HEREAFTER COLLECTL Y REFERRED TO AS "THIS CONTRACT"). NO ADDITIONAL OR INCONSISTENT PROVISIONS PROPOSED BY THE VENDOR SHALL BIND THE INTERNATIONAL SEABED AUTHORITY UNLESS AGREED IN WRITING BY A DULY AUTHORIZED OFFICIAL OF THE INTERNATIONAL SEABED AUTHORITY. make delivery of all or part of the goods by the agreed delivery date or dates, the ISA may after giving the Vendor reasonable notice to perform and without prejudice to any other rights or remedies, exercise one or more of the following rights: 1. Procure all or part of the goods from other sources, in which event the ISA may hold the Vendor responsible for any excess cost accumulated thereby. 2. Refuse to accept delivery of all or part of the goods; 3. Terminate the contract

GENERAL CONDITIONS

A.

PAYMENT AND DELIVERY OF GOODS I. Payment of goods shall be made by the International Seabed Authority (hereby referred to as the ISA), upon receipt of an acknowledgement of purchase order. The vendor shall deliver the goods specified in the purchase order upon receipt of the payment without delay. 2. Unless otherwise authorized by ISA, a separate invoice must be submitted in respect of each shipment under the contract and such invoice must include the Purchase Order number appearing on the face of this document. 3. The prices shown herein may not be increased except by express written agreement of the ISA. The ISA will not pay any charge for late payment as expressly agreed in writing. 4. The ISA 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 contract; payment of any goods pursuant to this contract shall not be deemed as acceptance of the goods. B. TAX EXEMPTION The ISA is exempt from all direct taxes and is exempt from customs duties in respect of articles imported or exported for official use. Accordingly, the Vendor authorizes the ISA to deduct from the Vendor's invoice amounts representing such taxes or duties charged by the Vendor to ISA. Payments of such corrected invoiced amount shall constitute full payment by the ISA. In the event any taxing authority refuses to recognize the ISA exemption from such taxes, the Vendor shall immediately consult with the ISA to determine a mutually acceptable procedure. C.

EXPORT LICENSES If an export license or licenses are required for the goods, the vendor shall obtain that license or licenses.

D.

RISK OF LOSS Risk of loss, injury or destruction to the goods shall be borne by the Vendor until physical delivery of the goods has been completed in accordance with contract.

E.

FITNESS OF GOODS INCLUDING THEIR PACKAGING Vendor warrants that the goods, including their packaging, conforms to specifications and are fit for the purposes for which such goods are ordinarily and for the purpose expressly made known to the Vendor by the ISA, and are free from defects in workmanship and materials. The vendor also warrants that the goods are contained or packaged in a manner adequate to protect the goods.

F.

RIGHTS OF THE ISA In case of failure by the Vendor to perform under the terms and conditions of the contract, including but not limited to the failure to obtain necessary licenses or to

G.

ASSIGNMENT AND INSOLVENCY I. The vendor shall not, except after obtaining the writes of the ISA, assign, transfer, pledge or make other disposition of this contract or any part thereof, or any of the Vendor's rights or obligations under the contract. 2. Should the Vendor become insolvent or should control of the Vendor change by virtue of Insolvency, the ISA may, without prejudice to as other rights and remedies, terminate this contract by giving the Vendor written notice of termination.

H.

USE OF ISA NAME AND EMBLEM The Vendor shall not use the name, emblem or official seal of the International Seabed Authority or any abbreviation of the name International Seabed Authority for any purpose.

I.

PROHIBITION ON ADVERTISING The Vendor shall not advertise or otherwise make public that the Vendor is furnishing goods or services to the ISA.

J.

ARBITRATION Any controversy of claims arising out of or in connection with this contract or any breach thereof, shall unless it is settled by direct negotiations, be settled in accordance with the UNCITRAL Arbitration Rules as at present in force. The parties shall be bound by any arbitration award rendered as a result of such arbitration as the final adjudication of any such dispute, controversy, or claim.

INTERNATIONAL SEABED AUTHORITY

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REQUESTOR:

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INDIVIDUAL VENDOR INFORMATION FIRST NAME:

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COMPANY VENDOR INFORMATION TAX ID (TRN) #:

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This application must be accompanied by a copy of Registration Certificate/Incorporation and National Contracts Commission Certificate (where applicable) Last updated: 27 April 2017 -- P a g e | 1


Vendor/Person Profile Form LOCAL BANK INFORMATION (SEE BANK CODES ON PAGE 3 – DO NOT PRINT PAGE 3) BANK NAME:

BRANCH:

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BANK ID:

BRANCH ID:

BANK ACCOUNT:

         JMD  USD  EURO

ACCOUNT TYPE:

CURRENCY:

CHECKING  LIFE INS SAVING  RET. ACCT. CURRENT  RET. IT-DDA BOND  RET. IT-SAV BUS. ACCT.  SETTLEMENT MUTUAL  STOCK S&B ACCT.  TRUST FUND CHARGES  TIME DEP  POUND/STERLING  CANADIAN  OTHER

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COUNTRY: BRANCH ID:

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CHECKING SAVING CURRENT BOND BUS. ACCT. MUTUAL S&B ACCT. CHARGES

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LIFE INS RET. ACCT. RET. IT-DDA RET. IT-SAV SETTLEMENT STOCK TRUST FUND TIME DEP

BANK QUALIFIER:  JMD  USD  EURO

 POUND/STERLING  CANADIAN  OTHER

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Vendor/Person Profile Form SUMMARY OF ANY CHANGES IN YOUR COMPANY’S OWNERSHIP DURING THE LAST 5 YEARS:

17.List of Products/Services/Work offered (please indicate the Product/Service/Work): Product/Service/Work

Product/Service/Work Description

Questionnaire completed by: 18.Name:

Title:

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