Call center 119, MoI-LOTFA - UNDP Afghanistan

2 Sep 2012
Project name: Provision of furniture and other office items for five emergency call
centers 119 in five commandments of 5 provinces pertaining to SBD/IFB:
LOTFA, MoI /KBL/IFB/SB D/NCB/Limited/00103 - -2012
LETTER OF INVITATION
Invitation No: LOTFA, MoI /KBL/IFB/SB D/NCB/Limited/00103 -2012
Dear Mr./Ms.:
1. The Law and Order Trust fund for Afghanistan which is UNDP National Modality
Project (hereinafter called “Procuring Entity”) has budgeted (hereinafter called
“Funds”) toward the cost of [Provision of furniture]. The Procuring Entity intends to
apply a portion of the funds to eligible payments under the contract for which this
Request for Proposals is issued.
2. The Law and Order Trust fund/UNDP MoI/LOTFA now invites offerers/biders to
provide the furniture and other office items stipulated in Part A of this SBD.
Provide needed furniture for Law and Order Trust Fund for Afghanistan as per
enclosed Terms of Reference (TOR)
More details on the services are provided in the Terms of Reference.
3. It is not permissible to transfer this invitation to any other firm.
4.. Please inform us in writing at the following address, upon receipt or (Your offer
should reach the following address no later than 25 Sep 2012 15:00 hours, local time
Kabul:
Shamsullah Majmar
Procurement Advisor/Specialist, MoI
Cell phone 0795475733 E – mail: majmaropmsai@yahoo.com
At LOTFA/MoI, behind Finanace Directorate, MoI
Yours sincerely,
Support to Law & Order – Phase VI (LOTFA)
Norman Sanders
Chief Technical Advisor/Project Manager ai
Law and Order Trust Fund LOTFA, MoI

Kabul, Afghanistan
Dear Sir / Madam,
Bids Submission Form
Having examined the Invitation for bids, we, the under signed, offer to provide (
furniture and office items starting from the date of signing the contract agreement for the
sum of US$ XXXXXXX.XX as ascertained in the Needs list.
We undertake, if our Bid/Offer is accepted, to commence and complete delivery of all
services specified in the contract within the time frame stipulated.
We agree to abide by this Offer for a period of 100 days from the date fixed for opening
of Bids in the IFB/SBD, and it shall remain binding upon us and may be accepted at any
time before the expiration of that period.
We understand that you are not bound to accept any Offer without evaluation criteria you
may receive.
Dated this day /month/year
Signature
(In the capacity of)
Duly authorized to sign Bid/Offer for and on behalf of

LOTFA,MoI /KBL/IFB/SB D/NCB/Limited/00103 - -2012
Part A
NAME & ADDRESS OF FIRM:
DATE: 2 Sep 2012
REFERENCE: LOTFA,MoI /KBL/IFB/SB
NATIONAL SUPPLIERs
D/NCB/Limited/00103 - -2012
You are kindly requested to submit your sealed envelope to LOTFA to the below address
no later than 25 Sep 2012 at 15:00 hrs. Kabul time:
Shamsullah Majmar
Procurement Advisor/Specialist, MoI
Cell phone 0795475733 e – mail majmaropmsai@yahoo.com
At LOTFA/MoI, behind Finanace Directorate
Below furniture and other office items needed for each of following emergency call
centers 119 and should be delivered to following addresses:
1. Police commandment of Herat province
2. Police commandment of Kandahar Province (delivery at airport of Kandahar)
3. Police commandment of Hilmand province.
4. Police commandment of Balkh Province
5. Police commandment of Nanagrahar Province
No
1
Support to Law & Order – Phase VI (LOTFA)
Generic Description [incl. Technical
specifications, quality &
safety standards, special features required]
Photos are attached in annex A
Office Chair
-on strong casters
-adjustable seat height and back rest pitch
-with arm rest
Quantity
10
Unit Price
(AFN)
Total Price
(AFN)

-black color
-leather upholstery
-Industrial made
Call Takers Booth
Dimension: : LX200, WX125cm Metal Framing
of LX180, WX 120cm
2
3 Metal Rings, 1 at the Top, 1 at the middle
and 1 at the bottom, Covered with Plywood.
With one window of LX60, WX80 cm
Glass.out opening Door at the side LX180 ,
WX65Cm,
3 Trays
Classic 3 level, legal size. Similar to picture
4 Filling cabinets
Metal File Cabinet
-lockable -
LX200,WX120cm
-with 4 Shelves
-both doors openable
-standard size for office
-Local made best quality
5 A4 ring biders
Mix of 1" and 2"
6 Large dewsk for supervisors
Appearance similar to image:
-size L180 x W80 cm
-made from steel (frame)
-with solid wood (plate) with container
-international quality
7 1 Set of 7 Seaters sofa
-Standard size of Chinese
-dark grey, dark brown or dark blue leather
-with 1 large tea table, 2 small tea tables
(wooden)
-Industrial made best quality
8 Notice Board
Aluminum frame, plywood backing, soft
notice board 1m X 1.2m
9 Refrigerator
SANYO SR-LV209F - Lx140,
WX60 Cm - with freezer inside
10 Air Conditioners
SAMSUNG AC: -Model AQ
8
10
2
50
1
1
2
1
2

12UUPN -Capacity: (Cool/Heat):
18000BTU/h - Voltage/ Frequency: 220-240V-
50Hz -Current (C/H)
6/5,5A -Max Current (C/H) 8,5/8,8
-Power/input 1300/160W
11 Photo copier Machine
Copier:
Sharp Copier Machine
AR-5520N
• Speed: 16/20 CPM
• Digital A3 Copier
• Network Printer
• Scanner/Duplex
12 Color Printer
Color Printer Heavy duty:
Hp laserjet color 4700 Network Printer.
13 Carpet and Rug
Turkish Carpet: -1 Carpet of 6x4 meters
-Green, Red or blue collor (Moket) with 6X8
meters.
14 Afghan tea pots with heating irons
European style
15 Tea set
1 Complete Set of tea (12 person) Malysian
Product
16 Food dishes
1 Complete Set of (12 person) Malysian
CONDITIONS
General Terms and Conditions See Appendix A
Reception of the quotations Bids offers in Sealed envelopes to:
Shamsullah Majmar
Procurement Advisor/Specialist, MoI
Cell phone 0795475733 e – mail
majmaropmsai@yahoo.com
At Law & Order Trust Fund (LOTFA)
Charahi Sadarat
MoI compound, behind MoI Finance Directorate
Kabul Afghanistan
All correspondences should clearly indicate
references of the request for quotation (ref)
Late quotations shall be rejected.
Bid Security/Offer Guarantee is 600 USD
License of company is must.
PLACE: KABUL, Afghanistan
1
1
2
2
1
1

Payment Terms
Within 3 weeks upon every satisfactory delivery of items.
Validity of Quotation
100 DAYS
Preliminary Examination –
Completeness of quotation. Partial bids permitted. Partial bids permitted bid is in
Delivery Time
five lots every supplier can apply for all lots or for single lot.
1. Police commandment of Herat province
2. Police commandment of Kandahar Province (delivery at airport of
Kandahar)
3. Police commandment of Hilmand province.
4. Police commandment of Balkh Province
5. Police commandment of Nanagrahar Province
100 days upon information of purchaser after bid opening date.
Mode of Transport AIR SEA
General Terms and Conditions
SURFACE OTHERS
Please state the following in your quote
Details on any warranty/guarantee conditions: 1000 USD items will be inspected and compared to bidding
documents conditions specifications at delivery point by ISAF team
REQUIREMENTS
Language: All documentation, including installation and operating manuals shall be in:
English French Spanish Others
Number of Copies: Please submit your sealed bids in one copy (One original only).
Submission:
As mentioned above in part A
Please confirm hereafter:
Name of the company: __________________________
Address of company: __________________________
Name of authorized: __________________________
Representative: __________________________
Phone number: __________________________

Email address: __________________________
Date: ____________________________
Please signed and stamp all pages
General Terms and Conditions for Goods
1. ACCEPTANCE OF THE PURCHASE ORDER
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 affect 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. No additional or inconsistent provisions proposed by the Supplier shall bind LOTFA
unless agreed to in writing by a duly authorized official of LOTFA.
2. PAYMENT
2.1.1 LOTFA shall, on fulfillment of the Delivery Terms, unless otherwise provided in this
Purchase Order, make payment within 30 days of receipt of the Supplier's invoice for the goods
and copies of the shipping documents specified in this Purchase Order.
2.1.2 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.
2.1.3 Unless authorized by LOTFA, the Supplier shall submit one invoice in respect of this
Purchase Order, and such invoice must indicate the Purchase Order's identification number.
2.1.4 The prices shown in this Purchase Order may not be increased except by express written
agreement of LOTFA.
3. RISK OF LOSS
Risk of loss, damage to or destruction of the goods shall be governed in accordance with DDU
Incoterms 2000, unless otherwise agreed upon by the Parties on the front side of this Purchase
Order.
4. EXPORT LICENCES
Notwithstanding any INCOTERM 2000 used in this Purchase Order, the Supplier shall obtain
any export licenses required for the goods.
5. FITNESS OF GOODS/PACKAGING
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 LOTFA, 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.
6. INSPECTION
1. LOTFA 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.

2. Inspection prior to shipment does not relieve the Supplier from any of its contractual
obligations.
7. RIGHTS OF LOTFA
In case of failure by the Supplier to fulfill its obligations under the terms and conditions of this
Purchase Order, including but not limited to failure to obtain necessary export licenses, or to
make delivery of all or part of the goods by the agreed delivery date or dates, LOTFA 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:
a) Procure all or part of the goods from other sources, in which event LOTFA may hold the
Supplier responsible for any excess cost occasioned thereby.
b) Refuse to accept delivery of all or part of the goods.
c) Cancel this Purchase Order without any liability for termination charges or any other liability
of any kind of LOTFA.
8. LATE DELIVERY
Without limiting any other rights or obligations of the parties hereunder, if the Supplier will be
unable to deliver the goods by the delivery date(s) stipulated in this Purchase Order, the
Supplier shall (i) immediately consult with LOTFA- to determine the most expeditious means
for delivering the goods and (ii) use an expedited means of delivery, at the Supplier's cost
(unless the delay is due to Force Majeure), if reasonably so requested by LOTFA.
9. ASSIGNMENT AND INSOLVENCY
11.1. The Supplier shall not, except after obtaining the written consent of LOTFA, assign,
transfer, pledge or make other disposition of this Purchase Order, or any part thereof, or any of
the Supplier's rights or obligations under this Purchase Order.
11.2. Should the Supplier become insolvent or should control of the Supplier change by virtue
of insolvency, LOTFA may, without prejudice to any other rights or remedies, immediately
terminate this Purchase Order by giving the Supplier written notice of termination.
Cost of bids/offers
1. The bidder shall bear all costs associated with the preparation and submission of the
Offer, the LOTFA/MoI will be in no case responsible or liable for those costs.
Language of the Bidding
2. The Offers prepared by the suppliers and all correspondence and documents relating
to the bidding shall be in the English language.
Deadline for the submission of Bids
1. The Bids shall be delivered in a sealed envelope of package marked “Bid?Offer for
the provision of Chartered flights services for LOTFA-MoI”. Bids should reach the
following address no later than 25 Sep, 2012 or not after 14:00 hours, local time
Kabul:
Bids in response to the present request must be delivered in 1(one) hard copy to above
mentioned address.

It is the exclusive responsibility of the Bidders/suppliers to ensure that their Bid reaches
the above address before the stipulated deadline. Bids received after the deadline will be
rejected.
Opening and Evaluation of Bids/offers
Opening of Bids
2. Opening of Bids will take place on 26 Sep, 2012 at 10:00 am at meeting Hall of
LOTFA in the presence of bidders/firms (in case suppliers are interested to attend) by
the committee assigned by DM for Support. Bids evaluation will be done later on
within two days.
This Bidding Document have been prepared by:
Shamsullah Majmar
Procurement Advisor, MoI/LOTFA
Confirmed by:
Norman Sanders
Chief Technical Advisor/Project Manager ai
Law and Order Trust Fund LOTFA, MoI
Kabul, Afghanistan
Approved by: General Ghulam Ali Wahdat
DM for Support, MoI & V. Director of LOTFA