Annex A: Terms of Reference
Medical Kits ITB
Reference: UNHCR/PMCS/2015/GOODS/MI ITB/007
Terms of Reference
REQUIREMENTS
Medical Kits
Purpose:
The purpose of the Medical Kits is to furnish UNHCR staff members going on official
travel to location where access to health care is limited.
Estimated requirements:
The estimated quantity to be ordered during the FA extension is 1200 units (600 units
/year). This quantity is based on an average consumption for such a period of time.
Please note that this is quantity is only an estimate. The actual ordered amount could
be higher/lower than 600/year.
Manufacturers:
Medications manufactured in Brazil, China, Pakistan or South Africa won't be
accepted for this ITB.
Packing instructions:
All the various medication types are to be delivered in small Ziploc packaged to
reduce its weight and keep space in the kit.
Each kit must have a sticker on the outside with the date of expiry of the element/
medication that will expire first in that kit.
Quotes:
It is important to note that you must submit a quote for all the medicines and items
included in the kit. Partial quotes will result in disqualification of the offer.
Terms of Reference
Content of the Medical Kit:
PACK SIZE
1 AIGUILLE 22G Ø0,7mm NOIRE
2 AIGUILLE 23G 1 BLEUE
3 AMOXICILLIN 500MG 4 BLIST. 10
4 BANDE COTON SOMOS 4MX8CM
5 BIOCIDAN COLLYRE 0,4mL 10doses
10 unit doses total
6 CATHETER IV 18G VERT/GREEN
7 CETIRIZINE 10MG CP B/30
8 CITRIODORA SPRAY (BIOVECT insect repellant
9 COMPRESSE CHLORHEXIDINE SACHET
10 DRILL PASTILLES LOZ B/24
24 lozenges total
11 ECONAZOLE CREAM 1% tube 30g
12 ECONAZOLE PDR 1% 30g
13 LOPERAMIDE LYOC 2mg B/10
14 MICROPUR MF1T/DCCNA TABS B/100
15 PANSEMENTS ASSORTIS (15)
15 plasters total
16 PARACETAMOL CP 500mg B/16
17 PERMETHRINE 4% SPRAY 100ML
18 PRESERVATIF FEMININ - UNIT
19 PRESERVATIF MASCULIN - UNIT
20 SERINGUE 2,5ML
22 TROUSSE SERIGRAPHIEE UNHCR
23 TUBULURE PERFUSION 20gttes/1mL
24 XOLAAM CP A CROQ B/40
25 ciprofloxacine 250 mgs
UNHCR/PMCS/2015/GOODS/MI ITB/007 - MEDICAL KITS
Number of Tabs
PACK SIZE
Shelf Life
Goods readiness leadtime (days)
*Note that all
Item Sources
products in the kit
must be valid at
least for a year from
the date of delivery
to Geneva
UNHCR TROUSSE VOYAGER (MEDICAL KITS)
Lead time for
Lead time for
PACK SIZE
Expiry date
transport DAP
preparation (days) Geneva (days)
1 AIGUILLE 22G Ø0,7mm NOIRE
2 AIGUILLE 23G 1 BLEUE
3 AMOXICILLIN 500MG 4 BLIST. 10
4 BANDE COTON SOMOS 4MX8CM
5 BIOCIDAN COLLYRE 0,4mL 10doses
10 unit doses total
6 CATHETER IV 18G VERT/GREEN
7 CETIRIZINE 10MG CP B/30
8 CITRIODORA SPRAY (BIOVECTR insect repellant
9 COMPRESSE CHLORHEXIDINE SACHET
10 DRILL PASTILLES LOZ B/24
24 lozenges total
11 ECONAZOLE CREAM 1% tube 30g
12 ECONAZOLE PDR 1% 30g
13 LOPERAMIDE LYOC 2mg B/10
14 MICROPUR MF1T/DCCNA TABS B/100
15 PANSEMENTS ASSORTIS (15)
15 plasters total
16 PARACETAMOL CP 500mg B/16
17 PERMETHRINE 4% SPRAY 100ML
18 PRESERVATIF FEMININ - UNIT
19 PRESERVATIF MASCULIN - UNIT
20 SERINGUE 2,5ML
22 TROUSSE SERIGRAPHIEE UNHCR
23 TUBULURE PERFUSION 20gttes/1mL
24 XOLAAM CP A CROQ B/40
25 ciprofloxacine 250 mgs
WHEN SUBMITTING THE OFFER, THIS EXCEL FILE AS WELL AS A PDF COPY OF THE SAME SHOULD BE PROVIDED TO UNHCRDO NOT CHANGE THE FORMAT OF THIS FILE. UNHCR ITEM NUMBER SHOULD NOT BE REMOVED
UNHCR/PMCS/2015/GOODS/MI ITB/007 - MEDICAL KITS
ITEM
Number of Tabs
PACK SIZE
QTY UNIT UNIT PRICE
UNHCR TROUSSE VOYAGER (MEDICAL KITS)
PACK SIZE
1 AIGUILLE 22G Ø0,7mm NOIRE
2 AIGUILLE 23G 1 BLEUE
3 AMOXICILLIN 500MG 4 BLIST. 10
4 BANDE COTON SOMOS 4MX8CM
5 BIOCIDAN COLLYRE 0,4mL 10doses
10 unit doses total
6 CATHETER IV 18G VERT/GREEN
7 CETIRIZINE 10MG CP B/30
8 CITRIODORA SPRAY (BIOVECTR insect repellant
9 COMPRESSE CHLORHEXIDINE SACHET
10 DRILL PASTILLES LOZ B/24
24 lozenges total
11 ECONAZOLE CREAM 1% tube 30g
12 ECONAZOLE PDR 1% 30g
13 LOPERAMIDE LYOC 2mg B/10
14 MICROPUR MF1T/DCCNA TABS B/100
15 PANSEMENTS ASSORTIS (15)
15 plasters in total
16 PARACETAMOL CP 500mg B/16
17 PERMETHRINE 4% SPRAY 100ML
18 PRESERVATIF FEMININ - UNIT
19 PRESERVATIF MASCULIN - UNIT
20 SERINGUE 2,5ML
22 TROUSSE SERIGRAPHIEE UNHCR
23 TUBULURE PERFUSION 20gttes/1mL
24 XOLAAM CP A CROQ B/40
25 ciprofloxacine 250 mgs
CURRENCY
EXW PRICE (TOTAL KIT)
TRANSPORT PRICE *DAP GENEVA (TOTAL KIT)
WHEN SUBMITTING THE OFFER, THIS EXCEL FILE AS WELL AS A PDF COPY OF THE SAME SHOULD BE PROVIDED TO UNHCRDO NOT CHANGE THE FORMAT OF THIS FILE. UNHCR ITEM NUMBER SHOULD NOT BE REMOVED
Validity of offer:Company name:Name and contacts of company representative:
*Please note that UNHCR is exempt of import taxes and custom duties
UNHCR VENDOR REGISTRATION FORM – (Rev. Feb 10)
Section 1: Company Details and General Information
1. Name of Company:
2. Street Address:
3. P.O. Box and Mailing Address:
Postal Code: City:
8. Contact Name and Title: 9. Email: 10. Parent Company (Full legal / officially registered company name): 11. Subsidiaries, Associates - name, city, country (attach a List if necessary): 12. International Offices/Representation (Countries where the Company has local Offices/Representation): 13. Type of Business (Mark one only):
Corporate/ Limited:
Other (specify):
14. Nature of Business:
Authorised Agent:
Consulting Company:
Other (specify):
15. Year Established:
16. Number of Full-time Employees:
17. Licence no./State where registered:
18. VAT No./Tax I.D:
19. Technical Documents available in:
Other (specify) _
20. Working Languages:
Other (specify) _
Section 2: Banking Information
23. Branch Address:
26. Bank Account Number:
28. Account currency:
Swift/Bank Identifier Code (BIC):
30. International Bank Account Number (IBAN): 31. Routing Bank details (if applicable): full details to be provided as per above If multiple bank accounts exist that may be relevant to UNHCR, please provide details for each account.
Section 3: Technical Capability and Information on Goods / Services Offered
32. Quality Assurance Certification (e.g. ISO 9000 or Equivalent) (please provide a Copy of your latest Certificate):
33. For Goods only, do those offered for supply conform to National/International Quality Standards?
34. List below up to a maximum of ten (10) of your core Goods/Services offered:
Description (one Line for each Item)
National/International Quality Standard to which Item conforms
Section 4: Experience
35. Annual Value of Total Sales for the last 3 Years:
36. Annual Value of Export Sales for the last 3 Years:
37. If available, please provide a copy of the company's latest annual or audited Financial Report. Please note that the latest audited financial report
may be requested in case of a contract with UNHCR. Do you have outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern? Yes No
If available, please provide Credit Rating by Dun and Bradstreet or equivalent:
38. Recent Contracts with the UN and/or other International Aid Organizations:
Goods/Services Supplied:
39. To which Countries has your Company exported and/or managed Projects over the last 3 Years?
Section 5: UN Global Compact Initiative
40. Is your company aware of the UN Secretary General‟s Global Compact initiative, which can be viewed at http://www.unglobalcompact.org?
Yes No
If yes, have you signed up to this initiative or are you going to sign up to? Please state:
S ection 6: Environment
41. Does your Company have a written Statement of its Environmental Policy? (If yes, please attach a Copy)
42. Write down the name, qualification and contact details of your company‟s environmental focal point. Name: Qualification: Telephone: Email: _
43. Does your organisation hold any accreditation such as ISO 14001 related to the environment? Yes No If yes, please attach a copy.
Section 7: Anti Personnel Mines
44. By signing this VRF, potential vendor warrants and represents that neither it, its parent entities (if any), nor any of its subsidiary
or affiliated entities (if any) is engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any components produced
primarily for the operation thereof. Please confirm by answering Yes or No below.
Yes No Any breach of this clause may lead to the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 8: Child Labour
45. By signing this VRF, potential vendor warrants and represents that it is not engaged in any practice inconsistent with the Rights set forth in the
Convention on the Rights of Child which requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere
with the child‟s education or to be harmful to the child‟s health and physical, mental, spiritual, moral or social development. Do you agree with this?
Yes
No Any breach of this clause may result in the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 9: Official not to benefit
46. By signing this VRF, potential vendors confirm that they have read, understood and will comply with the UNHCR policy on the "zero tolerance" that
strictly prohibits the acceptance of any type of gift and/or hospitality by UN staff members participating in the procurement process. Please confirm.
Yes No Any breach of this clause may lead to the termination of all contracts your Company may have with
UNHCR and removal from the approved vendor database.
Section 10: Others
47. Please list any Disputes your Company has been involved in with UN Organizations over the last 3 Years:
48. List any National or International Trade or Professional Organizations of which your Company is a Member.
49. Is your company already registered with the United Nations Global Marketplace (UNGM)? If so, please provide registration number.
50. Certification:
I, the undersigned, hereby accept the UNHCR General Conditions, a copy of which has been provided to me, and warrant that the information provided in this form is correct and, in the event of changes, details will be provided as soon as possible:
51. Self Declaration: I, the undersigned, declare that:
(a) Our company is not involved in any fraudulent or corrupt activities and has not been in the past, and is not currently under any investigation for
any such activities which would render our company unsuitable for business dealing with UNHCR.
(b) Our company is not on, or associated with a company or individual, groups, undertakings and entities that are on the consolidated list established and maintained by the committee established by the UN Resolution No. 1267 (www.un.org/sc/committees/1267/consolist.html).
(c) Our company is not on, or associated with a company or individual that are subject to the list of Independent Inquiry Committee into United Nations Oil-for-food programme (www.iic-offp.org).
(d) Our company is not currently removed, invalidated or suspended by any other UN Headquarters, or Field Offices or any other UN Agencies (including the World Bank)
Functional Title:
Please mail completed form to*:
United Nations High Commissioner for Refugees
Supply Management Service HQSF00
Chief, Procurement & Contracts Section
Ipoly utca 5a/b/c
1133 Budapest
*Registration form to be returned to the relevant UNHCR Office
Companies that are registered with UNHCR and that have no purchase history over three years shall beinactivated. UNHCR may require new registration documentation from suppliers in case new business opportunity appears.
INSTRUCTIONS FOR COMPLETION
The form should be typewritten in uppercase and completed clearly and accurately ensuring that all questions are answered. The numbers below
correspond to item numbers on the registration form:
Section 1:
1. Full name of company.
2. Full street address.
3. Full mailing address (including P.O. Box, if any).
4. Telephone number, including correct country and area codes.
5. Fax number, including country and area codes.
6. Email address.
8. Provide name of person (including title) or department to whom correspondence should be addressed.
9. Provide email address of contact person.
10. Full legal name of parent company, if any.
11. Please provide, on a separate sheet if necessary, names and addresses of all subsidiaries & associates if any.
12. Please provide countries where the company has local offices or representation.
13. Please tick one box. If other; please specify.
14. Please tick one box. If other; please specify. If the company is a manufacturer of some products and a trader/agent of others which they do not
manufacture, both boxes should be ticked.
15. Indicate the year in which the organization was established under the name shown in Item 1.
16. Indicate the total number of full-time personnel in the company.
17. Provide the license number under which the company is registered, or the State where it is registered.
18. Provide the VAT number or Tax I.D. of the company.
19. Please tick the boxes for which languages the company is able to provide technical documents. Please specify other languages.
20. Please tick the boxes for which languages the company is able to work in. Please specify other languages.
21. Full name of bank.
22. Name of branch.
23. Address where branch is located.
24. Telephone number, including correct country and area codes.
25. Fax number, including country and area codes.
26. Number of the company account.
27. Name in which the account is held (important: tis should be the company name).
28. Currency of the account.
29. Swift code for the account.
30. International Bank Account Number (IBAN).
31. Should a routing be required for international payments, please provide full details of intermediate bank(s).
32. List any Quality Assurance Certificates (e.g. ISO 9000 series) that have been issued to your company and provide a copy of the latest certificates.
33. Indicate whether the company's products conform to national/international standards. If yes please attach copies of the certificates.
34. Please list up to 10 of the core goods/services offered. For each item, list the National/International Quality Standard to which it conforms.
35. Provide the total annual sales for the organization for the last 3 financial years in USD.
36. Provide the total export sales for the organization for the last 3 financial years in USD. 37. Please provide a copy of your most recent annual report or audited financial report. Please tick „yes‟ or „no‟ to reflect whether your company has
any outstanding bankruptcy, judgment or pending legal action that could impair operating as a going concern? If available, provide a rating by Dun and Bradstreet or equivalent (specify which).
38. Enter the name(s) of UN organizations which your company has dealt with recently. Provide the value and the year of the contract, the
goods/services supplied and the country of destination of each contract. If you have had more than 5 of such contracts, please attach a separate sheet indicating the others. Documentary evidence of such contracts may be required, e.g. copies of purchase orders.
39. List export markets, in particular, all developing countries to which your company has exported over the last 3 years.
40. Please confirm if your company is aware of the UN Global Compact Initiatives – ten universally accepted principles of Human Rights, Labour,
Environment and Anti-Corruption – by marking Yes or No. Also, please state if you have signed up to this initiative or you intend to do so.
41. The Earth Summit, held in Rio de Janeiro in 1992, emphasised the necessity to protect and renew the earth's limited resources. Agenda 21 was
adopted by 178 governments and lays an emphasis for the UN to exercise leadership, i.e. towards promoting environmental sensitive procurement policies for goods and services. Please indicate whether your company has a written statement of its Environmental Policy and, if so, please provide a copy.
42. Provide the name, qualification and contact details (e-mail and telephone) of your environmental focal point.
43. Please indicate if your organisation holds any accreditation such as ISO 14001 related to the environment. If so, please enclose copies of such
44. UNHCR expects all suppliers with whom it does business with to obey with the non-engagement in the sale or manufacture of anti-personnel mines
or components utilized in the manufacture of anti-personnel mines. Please mark yes if you are in agreement and no if otherwise.
45. UNHCR expects all suppliers with whom it does business with to obey with the non-engagement in any practice inconsistent with the rights set forth
in the Convention on the Rights of the Child, the International Labour Organization (ILO) Minimum Age Convention or the Prohibition and Immediate Elimination of the Worst Forms of Child Labour Convention. Please mark yes if you are in agreement and no if otherwise.
46. Official benefits: UNHCR adopted "zero tolerance" policy that strictly prohibits the acceptance of any type of gift and/or hospitality by UN staff
members participating in the procurement process. Please confirm your acceptance by answering Yes or No if otherwise.
47. List all disputes with UN organizations which your organization has been involved in over the last 3 years. If more space is required, please use a
48. Provide details of all national and international trade or professional organizations to which your company belongs.
49. UNHCR accepts UNGM-registered companies into its database, subject to submitting a hardcopy of a complete set of vendor registration form with
necessary attachments. The registration number provided by UNGM should be given.
50. Please read carefully the enclosed UNHCR General Term and Conditions, as signing of the form signifies acceptance. The form should be signed
by the person completing it and their name and title should be typed, along with the date.
51. Please sign a self declaration stating that:
(a) Your company is not involved in any fraudulent and corrupt activities and has not been in the past, and is not currently under any investigation for such activities which would render your company unsuitable for business dealing with UNHCR.
(b) Your company is not on, or associated with a company or individual, groups, undertakings and entities that are on the consolidated list established and maintained by the committee established by the UN Resolution No. 1267 (www.un.org/sc/committees/1267/consolist.html)
(c) Your company is not on, or associated with a company or individual that are subject to the list of Independent Inquiry Committee into United
Nations Oil-for-food programme (www.iic-offp.org)
(d) Your company is not currently removed, invalidated or suspended by the UN Headquarters or any of its field offices or any other UN agency
Headquarters or any of their field offices.
CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
1. LEGAL STATUS OF THE PARTIES: The United Nations Office of the High Commissioner for Refugees
("UNHCR") and the Contractor shall also each be referred to as a "Party" hereunder, and:
1.1 Pursuant, inter alia, to the Charter of the United Nations and the Convention on the Privileges and Immunities
of the United Nations, UNHCR, as a subsidiary organ of the United Nations, has full juridical personality and enjoys such privileges and immunities as are necessary for the independent fulfillment of its purposes.
1.2 The Contractor shall have the legal status of an independent contractor vis-à-vis UNHCR, and nothing
contained in or relating to the Contract shall be construed as establishing or creating between the Parties the relationship of employer and employee or of principal and agent. The officials, representatives, employees, or subcontractors of each of the Parties shall not be considered in any respect as being the employees or agents of the other Party, and each Party shall be solely responsible for all claims arising out of or relating to its engagement of such persons or entities.
2. SOURCE OF INSTRUCTIONS: The Contractor shall neither seek nor accept instructions from any authority external
to UNHCR in connection with the performance of its obligations under the Contract. Should any authority external to UNHCR seek to impose any instructions concerning or restrictions on the Contractor's performance under the Contract, the Contractor shall promptly notify UNHCR in writing and provide all reasonable assistance required by UNHCR. The Contractor shall not take any action in respect of the performance of its obligations under the Contract that may adversely affect the interests of UNHCR, and the Contractor shall perform its obligations under the Contract with the fullest regard to the interests of UNHCR.
3. RESPONSIBILITY FOR EMPLOYEES: To the extent that the Contract involves the provision of any services to
UNHCR by the Contractor's officials, employees, agents, servants, subcontractors and other representatives (collectively, the Contractor's "personnel"), the following provisions shall apply:
3.1 The Contractor shall be responsible for the professional and technical competence of the personnel it assigns to
perform work under the Contract and will select reliable and competent individuals who will be able to effectively perform the obligations under the Contract and who, while doing so, will respect the local laws and customs and conform to a high standard of moral and ethical conduct.
3.2 Such Contractor personnel shall be professionally qualified and, if required to work with officials or staff of
UNHCR, shall be able to do so effectively. The qualifications of any personnel whom the Contractor may assign or may propose to assign to perform any obligations under the Contract shall be substantially the same, or better, as the qualifications of any personnel originally proposed by the Contractor.
3.3 At the option of and in the sole discretion of UNHCR:
3.3.1 the qualifications of personnel proposed by the Contractor (e.g., a curriculum vitae) may be
reviewed by UNHCR prior to such personnel's performing any obligations under the Contract;
3.3.2 any personnel proposed by the Contractor to perform obligations under the Contract may be
interviewed by qualified staff or officials of UNHCR prior to such personnel's performing any obligations under the Contract; and,
3.3.3 in cases in which, pursuant to Article 3.3.1 or 3.3.2, above, UNHCR has reviewed the qualifications
of such Contractor's personnel, UNHCR may reasonably refuse to accept any such personnel.
3.4 Requirements specified in the Contract regarding the number or qualifications of the Contractor's personnel
may change during the course of performance of the Contract. Any such change shall be made only following written notice of such proposed change and upon written agreement between the Parties regarding such change, subject to the following:
3.4.1 UNHCR may, at any time, request, in writing, the withdrawal or replacement of any of the
Contractor's personnel, and such request shall not be unreasonably refused by the Contractor.
CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
REV.: JANUARY 2010
3.4.2 Any of the Contractor's personnel assigned to perform obligations under the Contract shall not be
withdrawn or replaced without the prior written consent of UNHCR, which shall not be unreasonably withheld.
3.4.3 The withdrawal or replacement of the Contractor's personnel shall be carried out as quickly as
possible and in a manner that will not adversely affect the performance of obligations under the Contract.
3.4.4 All expenses related to the withdrawal or replacement of the Contractor's personnel shall, in all
cases, be borne exclusively by the Contractor.
3.4.5 Any request by UNHCR for the withdrawal or replacement of the Contractor's personnel shall not be
considered to be a termination, in whole or in part, of the Contract, and UNHCR shall not bear any liability in respect of such withdrawn or replaced personnel.
3.4.6 If a request for the withdrawal or replacement of the Contractor's personnel is not based upon a
default by or failure on the part of the Contractor to perform its obligations in accordance with the Contract, the misconduct of the personnel, or the inability of such personnel to reasonably work together with UNHCR officials and staff, then the Contractor shall not be liable by reason of any such request for the withdrawal or replacement of the Contractor's personnel for any delay in the performance by the Contractor of its obligations under the Contract that is substantially the result of such personnel's being withdrawn or replaced.
3.5 Nothing in Articles 3.2, 3.3 and 3.4, above, shall be construed to create any obligations on the part of UNHCR
with respect to the Contractor's personnel assigned to perform work under the Contract, and such personnel shall remain the sole responsibility of the Contractor.
3.6 The Contractor shall be responsible for requiring that all personnel assigned by it to perform any obligations
under the Contract and who may have access to any premises or other property of UNHCR shall:
3.6.1 undergo or comply with security screening requirements made known to the Contractor by UNHCR,
including but not limited to, a review of any criminal history;
3.6.2 when within UNHCR premises or on UNHCR property, display such identification as may be
approved and furnished by UNHCR security officials, and that upon the withdrawal or replacement of any such personnel or upon termination or completion of the Contract, such personnel shall immediately return any such identification to UNHCR for cancellation.
3.7 Not less than one working day after learning that any of Contractor's personnel who have access to any
UNHCR premises have been charged by law enforcement authorities with an offense other than a minor traffic offense, the Contractor shall provide written notice to inform UNHCR about the particulars of the charges then known and shall continue to inform UNHCR concerning all substantial developments regarding the disposition of such charges.
3.8 All operations of the Contractor, including without limitation, storage of equipment, materials, supplies and
parts, within UNHCR premises or on UNHCR property shall be confined to areas authorized or approved by UNHCR. The Contractor's personnel shall not enter or pass through and shall not store or dispose of any of its equipment or materials in any areas within UNHCR premises or on UNHCR property without appropriate authorization from UNHCR.
4. ASSIGNMENT:
4.1 Except as provided in Article 4.2, below, the Contractor may not assign, transfer, pledge or make any other
disposition of the Contract, of any part of the Contract, or of any of the rights, claims or obligations under the Contract except with the prior written authorization of UNHCR. Any such unauthorized assignment, transfer, pledge or other disposition, or any attempt to do so, shall not be binding on UNHCR. Except as permitted with respect to any approved subcontractors, the Contractor shall not delegate any of its obligations under the Contract, except with the prior written consent of UNHCR. Any such unauthorized delegation, or attempt to do so, shall not be binding on UNHCR.
REV.: JANUARY 2010
GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
4.2 The Contractor may assign or otherwise transfer the Contract to the surviving entity resulting from a
reorganization of the Contractor's operations, provided that:
4.2.1 such reorganization is not the result of any bankruptcy, receivership or other similar proceedings;
4.2.2 such reorganization arises from a sale, merger, or acquisition of all or substantially all of the
Contractor's assets or ownership interests; and,
4.2.3 the Contractor promptly notifies UNHCR about such assignment or transfer at the earliest
opportunity; and,
4.2.4 the assignee or transferee agrees in writing to be bound by all of the terms and conditions of the
Contract, and such writing is promptly provided to UNHCR following the assignment or transfer.
5. SUBCONTRACTING: In the event that the Contractor requires the services of subcontractors to perform any
obligations under the Contract, the Contractor shall obtain the prior written approval of UNHCR. UNHCR shall be entitled, in its sole discretion, to review the qualifications of any subcontractors and to reject any proposed subcontractor that UNHCR reasonably considers is not qualified to perform obligations under the Contract. UNHCR shall have the right to require any subcontractor's removal from UNHCR premises without having to give any justification therefor. Any such rejection or request for removal shall not, in and of itself, entitle the Contractor to claim any delays in the performance, or to assert any excuses for the non-performance, of any of its obligations under the Contract, and the Contractor shall be solely responsible for all services and obligations performed by its subcontractors. The terms of any subcontract shall be subject to, and shall be construed in a manner that is fully in accordance with, all of the terms and conditions of the Contract.
6. OFFICIALS NOT TO BENEFIT: The Contractor warrants that it has not and shall not offer any direct or indirect
benefit arising from or related to the performance of the Contract or the award thereof to any representative, official, employee, or other agent of UNHCR. The Contractor acknowledges and agrees that any breach of this provision is a breach of an essential term of the Contract.
7. PURCHASE OF GOODS: To the extent that the Contract involves any purchase of goods, whether in whole or in part,
and unless specifically stated otherwise in the Contract, the following conditions shall apply to any purchases of goods under the Contract:
7.1 DELIVERY OF GOODS: The Contractor shall hand over or make available the goods, and UNHCR shall
receive the goods, at the place for the delivery of the goods and within the time for delivery of the goods specified in the Contract. The Contractor shall provide to UNHCR such shipment documentation (including, without limitation, bills of lading, airway bills, and commercial invoices) as are specified in the Contract or, otherwise, as are customarily utilized in the trade. All manuals, instructions, displays and any other information relevant to the goods shall be in the English language unless otherwise specified in the Contract. Unless otherwise stated in the Contract (including, but not limited to, in any "INCOTERM" or similar trade term), the entire risk of loss, damage to, or destruction of the goods shall be borne exclusively by the Contractor until physical delivery of the goods to UNHCR in accordance with the terms of the Contract. Delivery of the goods shall not be deemed in itself as constituting acceptance of the goods by UNHCR.
7.2 INSPECTION OF THE GOODS: If the Contract provides that the goods may be inspected prior to delivery,
the Contractor shall notify UNHCR when the goods are ready for pre-delivery inspection. Notwithstanding any pre-delivery inspection, UNHCR or its designated inspection agents may also inspect the goods upon delivery in order to confirm that the goods conform to applicable specifications or other requirements of the Contract. All reasonable facilities and assistance, including, but not limited to, access to drawings and production data, shall be furnished to UNHCR or its designated inspection agents at no charge therefor. Neither the carrying out of any inspections of the goods nor any failure to undertake any such inspections shall relieve the Contractor of any of its warranties or the performance of any obligations under the Contract.
7.3 PACKAGING OF THE GOODS: The Contractor shall package the goods for delivery in accordance with the
highest standards of export packaging for the type and quantities and modes of transport of the goods. The goods shall be packed and marked in a proper manner in accordance with the instructions stipulated in the Contract or, otherwise, as customarily done in the trade, and in accordance with any requirements imposed by applicable law or by the transporters and manufacturers of the goods. The packing, in particular, shall mark the
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GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
Contract or Purchase Order number and any other identification information provided by UNHCR as well as such other information as is necessary for the correct handling and safe delivery of the goods. Unless otherwise specified in the Contract, the Contractor shall have no right to any return of the packing materials.
7.4 TRANSPORTATION & FREIGHT: Unless otherwise specified in the Contract (including, but not limited
to, in any "INCOTERM" or similar trade term), the Contractor shall be solely liable for making all transport arrangements and for payment of freight and insurance costs for the shipment and delivery of the goods in accordance with the requirements of the Contract. The Contractor shall ensure that UNHCR receives all necessary transport documents in a timely manner so as to enable UNHCR to take delivery of the goods in accordance with the requirements of the Contract.
7.5 WARRANTIES: Unless otherwise specified in the Contract, in addition to and without limiting any other
warranties, remedies or rights of UNHCR stated in or arising under the Contract, the Contractor warrants and represents that:
7.5.1 The goods, including all packaging and packing thereof, conform to the specifications of the
Contract, are fit for the purposes for which such goods are ordinarily used and for any purposes expressly made known in writing in the Contract, and shall be of even quality, free from faults and defects in design, material, manufacturer and workmanship;
7.5.2 If the Contractor is not the original manufacturer of the goods, the Contractor shall provide UNHCR
with the benefit of all manufacturers' warranties in addition to any other warranties required to be provided under the Contract;
7.5.3 The goods are of the quality, quantity and description required by the Contract, including when
subjected to conditions prevailing in the place of final destination;
7.5.4 The goods are free from any right of claim by any third-party, including claims of infringement of
any intellectual property rights, including, but not limited to, patents, copyright and trade secrets;
7.5.5 The goods are new and unused;
7.5.6 All warranties will remain fully valid following any delivery of the goods and for a period of not less
than one (1) year following acceptance of the goods by UNHCR in accordance with the Contract;
7.5.7 During any period in which the Contractor's warranties are effective, upon notice by UNHCR that
the goods do not conform to the requirements of the Contract, the Contractor shall promptly and at its own expense correct such non-conformities or, in case of its inability to do so, replace the defective goods with goods of the same or better quality or, at its own cost, remove the defective goods and fully reimburse UNHCR for the purchase price paid for the defective goods; and,
7.5.8 The Contractor shall remain responsive to the needs of UNHCR for any services that may be required
in connection with any of the Contractor's warranties under the Contract.
7.6 ACCEPTANCE OF GOODS: Under no circumstances shall UNHCR be required to accept any goods that do
not conform to the specifications or requirements of the Contract. UNHCR may condition its acceptance of the goods upon the successful completion of acceptance tests as may be specified in the Contract or otherwise agreed in writing by the Parties. In no case shall UNHCR be obligated to accept any goods unless and until UNHCR has had a reasonable opportunity to inspect the goods following delivery. If the Contract specifies that UNHCR shall provide a written acceptance of the goods, the goods shall not be deemed accepted unless and until UNHCR in fact provides such written acceptance. In no case shall payment by UNHCR in and of itself constitute acceptance of the goods.
7.7 REJECTION OF GOODS: Notwithstanding any other rights of, or remedies available to UNHCR under the
Contract, in case any of the goods are defective or otherwise do not conform to the specifications or other requirements of the Contract, UNHCR, at its sole option, may reject or refuse to accept the goods, and within thirty (30) days following receipt of notice from UNHCR of such rejection or refusal to accept the goods, the Contractor shall, in sole option of UNHCR:
7.7.1 provide a full refund upon return of the goods, or a partial refund upon a return of a portion of the
goods, by UNHCR; or,
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7.7.2 repair the goods in a manner that would enable the goods to conform to the specifications or other
requirements of the Contract; or,
7.7.3 replace the goods with goods of equal or better quality; and,
7.7.4 pay all costs relating to the repair or return of the defective goods as well as the costs relating to the
storage of any such defective goods and for the delivery of any replacement goods to UNHCR.
7.8 In the event that UNHCR elects to return any of the goods for the reasons specified in Article 7.7, above,
UNHCR may procure the goods from another source. In addition to any other rights or remedies available to UNHCR under the Contract, including, but not limited to, the right to terminate the Contract, the Contractor shall be liable for any additional cost beyond the balance of the Contract price resulting from any such procurement, including, inter alia, the costs of engaging in such procurement, and UNHCR shall be entitled to compensation from the Contractor for any reasonable expenses incurred for preserving and storing the goods for the Contractor's account.
7.9 TITLE: The Contractor warrants and represents that the goods delivered under the Contract are unencumbered
by any third party's title or other property rights, including, but not limited to, any liens or security interests. Unless otherwise expressly provided in the Contract, title in and to the goods shall pass from the Contractor to UNHCR upon delivery of the goods and their acceptance by UNHCR in accordance with the requirements of the Contract.
7.10 EXPORT LICENSING: The Contractor shall be responsible for obtaining any export license required with
respect to the goods, products, or technologies, including software, sold, delivered, licensed or otherwise provided to UNHCR under the Contract. The Contractor shall procure any such export license in an expeditious manner. Subject to and without any waiver of the privileges and immunities of UNHCR, UNHCR shall lend the Contractor all reasonable assistance required for obtaining any such export license. Should any Governmental entity refuse, delay or hinder the Contractor's ability to obtain any such export license, the Contractor shall promptly inform UNHCR in writing and consult with UNHCR to enable UNHCR to take appropriate measures to resolve the matter.
8. INDEMNIFICATION:
8.1 The Contractor shall indemnify, defend, and hold and save harmless, UNHCR, and its officials, agents and
employees, from and against all suits, proceedings, claims, demands, losses and liability of any kind or nature brought by any third party against UNHCR, including, but not limited to, all litigation costs and expenses, attorney's fees, settlement payments and damages, based on, arising from, or relating to:
8.1.1 allegations or claims that the possession of or use by UNHCR of any patented device, any
copyrighted material, or any other goods, property or services provided or licensed to UNHCR under the terms of the Contract, in whole or in part, separately or in a combination contemplated by the Contractor's published specifications therefor, or otherwise specifically approved by the Contractor, constitutes an infringement of any patent, copyright, trademark, or other intellectual property right of any third party; or,
8.1.2 any acts or omissions of the Contractor, or of any subcontractor or anyone directly or indirectly
employed by them in the performance of the Contract, which give rise to legal liability to anyone not a party to the Contract, including, without limitation, claims and liability in the nature of a claim for workers' compensation.
8.2 The indemnity set forth in Article 8.1.1, above, shall not apply to:
8.2.1 A claim of infringement resulting from the Contractor's compliance with specific written instructions
by UNHCR directing a change in the specifications for the goods, property, materials, equipment or supplies to be or used, or directing a manner of performance of the Contract or requiring the use of specifications not normally used by the Contractor; or
8.2.2 A claim of infringement resulting from additions to or changes in any goods, property, materials
equipment, supplies or any components thereof furnished under the Contract if UNHCR or another party acting under the direction of UNHCR made such changes.
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8.3 In addition to the indemnity obligations set forth in this Article 8, the Contractor shall be obligated, at its sole
expense, to defend UNHCR and its officials, agents and employees, pursuant to this Article 8, regardless of whether the suits, proceedings, claims and demands in question actually give rise to or otherwise result in any loss or liability.
8.4 UNHCR shall advise the Contractor about any such suits, proceedings, claims, demands, losses or liability
within a reasonable period of time after having received actual notice thereof. The Contractor shall have sole control of the defense of any such suit, proceeding, claim or demand and of all negotiations in connection with the settlement or compromise thereof, except with respect to the assertion or defense of the privileges and immunities of UNHCR or any matter relating thereto, which only UNHCR itself is authorized to assert and maintain. UNHCR shall have the right, at its own expense, to be represented in any such suit, proceeding, claim or demand by independent counsel of its own choosing.
8.5 In the event the use by UNHCR of any goods, property or services provided or licensed to UNHCR by the
Contractor, in whole or in part, in any suit or proceeding, is for any reason enjoined, temporarily or permanently, or is found to infringe any patent, copyright, trademark or other intellectual property right, or in the event of a settlement, is enjoined, limited or otherwise interfered with, then the Contractor, at its sole cost and expense, shall, promptly, either:
8.5.1 procure for UNHCR the unrestricted right to continue using such goods or services provided to
8.5.2 replace or modify the goods or services provided to UNHCR, or part thereof, with the equivalent or
better goods or services, or part thereof, that is non-infringing; or,
8.5.3 refund to UNHCR the full price paid by UNHCR for the right to have or use such goods, property or
services, or part thereof.
9. INSURANCE AND LIABILITY:
9.1 The Contractor shall pay UNHCR promptly for all loss, destruction, or damage to the property of UNHCR
caused by the Contractor's personnel or by any of its subcontractors or anyone else directly or indirectly employed by the Contractor or any of its subcontractors in the performance of the Contract.
9.2 Unless otherwise provided in the Contract, prior to commencement of performance of any other obligations
under the Contract, and subject to any limits set forth in the Contract, the Contractor shall take out and shall maintain for the entire term of the Contract, for any extension thereof, and for a period following any termination of the Contract reasonably adequate to deal with losses:
9.2.1 insurance against all risks in respect of its property and any equipment used for the performance of
9.2.2 workers' compensation insurance, or its equivalent, or employer's liability insurance, or its
equivalent, with respect to the Contractor's personnel sufficient to cover all claims for injury, death and disability, or any other benefits required to be paid by law, in connection with the performance of the Contract;
9.2.3 liability insurance in an adequate amount to cover all claims, including, but not limited to, claims for
death and bodily injury, products and completed operations liability, loss of or damage to property, and personal and advertising injury, arising from or in connection with the Contractor's performance under the Contract, including, but not limited to, liability arising out of or in connection with the acts or omissions of the Contractor, its personnel, agents, or invitees, or the use, during the performance of the Contract, of any vehicles, boats, airplanes or other transportation vehicles and equipment, whether or not owned by the Contractor; and,
9.2.4 such other insurance as may be agreed upon in writing between UNHCR and the Contractor.
9.3 The Contractor's liability policies shall also cover subcontractors and all defense costs and shall contain a
standard "cross liability" clause.
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9.4 The Contractor acknowledges and agrees that UNHCR accepts no responsibility for providing life, health,
accident, travel or any other insurance coverage which may be necessary or desirable in respect of any personnel performing services for the Contractor in connection with the Contract.
9.5 Except for the workers' compensation insurance or any self-insurance program maintained by the Contractor
and approved by UNHCR, in its sole discretion, for purposes of fulfilling the Contractor's requirements for providing insurance under the Contract, the insurance policies required under the Contract shall:
9.5.1 name UNHCR as an additional insured under the liability policies, including, if required, as a
separate endorsement under the policy;
9.5.2 include a waiver of subrogation of the Contractor's insurance carrier's rights against UNHCR;
9.5.3 provide that UNHCR shall receive written notice from the Contractor's insurance carrier not less than
thirty (30) days prior to any cancellation or material change of coverage; and,
9.5.4 include a provision for response on a primary and non-contributing basis with respect to any other
insurance that may be available to UNHCR.
9.6 The Contractor shall be responsible to fund all amounts within any policy deductible or retention.
9.7 Except for any self-insurance program maintained by the Contractor and approved by UNHCR for purposes of
fulfilling the Contractor's requirements for maintaining insurance under the Contract, the Contractor shall maintain the insurance taken out under the Contract with reputable insurers that are in good financial standing and that are acceptable to UNHCR. Prior to the commencement of any obligations under the Contract, the Contractor shall provide UNHCR with evidence, in the form of certificate of insurance or such other form as UNHCR may reasonably require, that demonstrates that the Contractor has taken out insurance in accordance with the requirements of the Contract. UNHCR reserves the right, upon written notice to the Contractor, to obtain copies of any insurance policies or insurance program descriptions required to be maintained by the Contractor under the Contract. Notwithstanding the provisions of Article 9.5.3, above, the Contractor shall promptly notify UNHCR concerning any cancellation or material change of insurance coverage required under the Contract.
9.8 The Contractor acknowledges and agrees that neither the requirement for taking out and maintaining insurance
as set forth in the Contract nor the amount of any such insurance, including, but not limited to, any deductible or retention relating thereto, shall in any way be construed as limiting the Contractor's liability arising under or relating to the Contract.
10. ENCUMBRANCES AND LIENS: The Contractor shall not cause or permit any lien, attachment or other encumbrance
by any person to be placed on file or to remain on file in any public office or on file with the United Nations against any monies due to the Contractor or that may become due for any work done or against any goods supplied or materials furnished under the Contract, or by reason of any other claim or demand against the Contractor or UNHCR.
11. EQUIPMENT FURNISHED BY UNHCR TO THE CONTRACTOR: Title to any equipment and supplies that may
be furnished by UNHCR to the Contractor for the performance of any obligations under the Contract shall rest with UNHCR, and any such equipment shall be returned to UNHCR at the conclusion of the Contract or when no longer needed by the Contractor. Such equipment, when returned to UNHCR, shall be in the same condition as when delivered to the Contractor, subject to normal wear and tear, and the Contractor shall be liable to compensate UNHCR for the actual costs of any loss of, damage to, or degradation of the equipment that is beyond normal wear and tear.
12. COPYRIGHT, PATENTS AND OTHER PROPRIETARY RIGHTS:
12.1 Except as is otherwise expressly provided in writing in the Contract, UNHCR shall be entitled to all
intellectual property and other proprietary rights including, but not limited to, patents, copyrights, and trademarks, with regard to products, processes, inventions, ideas, know-how, or documents and other materials which the Contractor has developed for UNHCR under the Contract and which bear a direct relation to or are produced or prepared or collected in consequence of, or during the course of, the performance of the Contract. The Contractor acknowledges and agrees that such products, documents and other materials constitute works made for hire for UNHCR.
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12.2 To the extent that any such intellectual property or other proprietary rights consist of any intellectual property
or other proprietary rights of the Contractor: (i) that pre-existed the performance by the Contractor of its obligations under the Contract, or (ii) that the Contractor may develop or acquire, or may have developed or acquired, independently of the performance of its obligations under the Contract, UNHCR does not and shall not claim any ownership interest thereto, and the Contractor grants to UNHCR a perpetual license to use such intellectual property or other proprietary right solely for the purposes of and in accordance with the requirements of the Contract.
12.3 At the request of UNHCR, the Contractor shall take all necessary steps, execute all necessary documents and
generally assist in securing such proprietary rights and transferring or licensing them to UNHCR in compliance with the requirements of the applicable law and of the Contract.
12.4 Subject to the foregoing provisions, all maps, drawings, photographs, mosaics, plans, reports, estimates,
recommendations, documents, and all other data compiled by or received by the Contractor under the Contract shall be the property of UNHCR, shall be made available for use or inspection by UNHCR at reasonable times and in reasonable places, shall be treated as confidential, and shall be delivered only to UNHCR authorized officials on completion of work under the Contract.
13. PUBLICITY, AND USE OF THE NAME, EMBLEM OR OFFICIAL SEAL OF THE UNITED NATIONS OR
OF UNHCR: The Contractor shall not advertise or otherwise make public for purposes of commercial advantage or
goodwill that it has a contractual relationship with the United Nations or UNHCR, nor shall the Contractor, in any
manner whatsoever use the name, emblem or official seal of the United Nations or of UNHCR, or any abbreviation of
the name of the United Nations or of UNHCR in connection with its business or otherwise without the written
permission of UNHCR.
14. CONFIDENTIAL NATURE OF DOCUMENTS AND INFORMATION: Information and data that is considered
proprietary by either Party or that is delivered or disclosed by one Party ("Discloser") to the other Party ("Recipient") during the course of performance of the Contract, and that is designated as confidential ("Information")1, shall be held in confidence by that Party and shall be handled as follows:
14.1 The recipient ("Recipient") of such Information shall:
14.1.1 use the same care and discretion to avoid disclosure, publication or dissemination of the
Discloser's Information as it uses with its own similar Information that it does not wish to disclose, publish or disseminate; and,
14.1.2 use the Discloser's Information solely for the purpose for which it was disclosed.
14.2 Provided that the Recipient has a written agreement with the following persons or entities requiring them to
treat the Information confidential in accordance with the Contract and this Article 14, the Recipient may disclose Information to:
14.2.1 any other party with the Discloser's prior written consent; and,
14.2.2 the Recipient's employees, officials, representatives and agents who have a need to know such
Information for purposes of performing obligations under the Contract, and employees officials, representatives and agents of any legal entity that it controls, controls it, or with which it is under common control, who have a need to know such Information for purposes of performing obligations under the Contract, provided that, for these purposes a controlled legal entity means:
a corporate entity in which the Party owns or otherwise controls, whether directly or indirectly, over fifty percent (50%) of voting shares thereof; or,
any entity over which the Party exercises effective managerial control; or,
for UNHCR, a principal or subsidiary organ of the United Nations established in accordance with the Charter of the United Nations.
1 Information and data that is considered by UNHCR as proprietary and confidential includes, but is not limited to, data pertaining to refugees and persons of concern to UNHCR.
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14.3 The Contractor may disclose Information to the extent required by law, provided that, subject to and without
any waiver of the privileges and immunities of UNHCR, the Contractor will give UNHCR sufficient prior notice of a request for the disclosure of Information in order to allow UNHCR to have a reasonable opportunity to take protective measures or such other action as may be appropriate before any such disclosure is made.
14.4 UNHCR may disclose Information to the extent as required pursuant to the Charter of the United Nations, or
pursuant to resolutions or regulations of the General Assembly or rules promulgated thereunder.
14.5 The Recipient shall not be precluded from disclosing Information that is (i) obtained by the Recipient without
restriction from a third party who is not in breach of any obligation as to confidentiality to the owner of such Information or any other person, or (ii) disclosed by the Discloser to a third party without any obligation of confidentiality, or (iii) previously known by the Recipient, or (iv) at any time is developed by the Recipient completely independently of any disclosures hereunder.
14.6 These obligations and restrictions of confidentiality shall be effective during the term of the Contract,
including any extension thereof, and, unless otherwise provided in the Contract, shall remain effective following any termination of the Contract.
15. FORCE MAJEURE; OTHER CHANGES IN CONDITIONS:
15.1 In the event of and as soon as possible after the occurrence of any cause constituting force majeure, the
affected Party shall give notice and full particulars in writing to the other Party, of such occurrence or cause if the affected Party is thereby rendered unable, wholly or in part, to perform its obligations and meet its responsibilities under the Contract. The affected Party shall also notify the other Party of any other changes in condition or the occurrence of any event which interferes or threatens to interfere with its performance of the Contract. Not more than fifteen (15) days following the provision of such notice of force majeure or other changes in condition or occurrence, the affected Party shall also submit a statement to the other Party of estimated expenditures that will likely be incurred for the duration of the change in condition or the event of force majeure. On receipt of the notice or notices required hereunder, the Party not affected by the occurrence of a cause constituting force majeure shall take such action as it reasonably considers to be appropriate or necessary in the circumstances, including the granting to the affected Party of a reasonable extension of time in which to perform any obligations under the Contract.
15.2 If the Contractor is rendered unable, wholly or in part, by reason of force majeure to perform its obligations
and meet its responsibilities under the Contract, UNHCR shall have the right to suspend or terminate the Contract on the same terms and conditions as are provided for in Article 16, "Termination," except that the period of notice shall be seven (7) days instead of thirty (30) days. In any case, UNHCR shall be entitled to consider the Contractor permanently unable to perform its obligations under the Contract in case the Contractor is unable to perform its obligations, wholly or in part, by reason of force majeure for any period in excess of ninety (90) days.
15.3 Force majeure as used herein means any unforeseeable and irresistible act of nature, any act of war (whether
declared or not), invasion, revolution, insurrection, terrorism, or any other acts of a similar nature or force, provided that such acts arise from causes beyond the control and without the fault or negligence of the Contractor. The Contractor acknowledges and agrees that, with respect to any obligations under the Contract that the Contractor must perform in areas in which UNHCR is engaged in, preparing to engage in, or disengaging from any humanitarian or similar operations, any delays or failure to perform such obligations arising from or relating to harsh conditions within such areas, or to any incidents of civil unrest occurring in such areas, shall not, in and of itself, constitute force majeure under the Contract.
16. TERMINATION:
16.1 Either Party may terminate the Contract for cause, in whole or in part, upon thirty (30) day's notice, in writing,
to the other Party. The initiation of conciliation or arbitral proceedings in accordance with Article 19 "Settlement of Disputes," below, shall not be deemed to be a "cause" for or otherwise to be in itself a termination of the Contract.
16.2 UNHCR may terminate the Contract at any time by providing written notice to the Contractor in any case in
which the mandate of UNHCR applicable to the performance of the Contract or the funding of UNHCR
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applicable to the Contract is curtailed or terminated, whether in whole or in part. In addition, unless otherwise provided by the Contract, upon sixty (60) day's advance written notice to the Contractor, UNHCR may terminate the Contract without having to provide any justification therefor.
16.3 In the event of any termination of the Contract, upon receipt of notice of termination that has been issued by
UNHCR, the Contractor shall, except as may be directed by UNHCR in the notice of termination or otherwise in writing:
16.3.1 take immediate steps to bring the performance of any obligations under the Contract to a close in a
prompt and orderly manner, and in doing so, reduce expenses to a minimum;
16.3.2 refrain from undertaking any further or additional commitments under the Contract as of and
following the date of receipt of such notice;
16.3.3 place no further subcontracts or orders for materials, services, or facilities, except as UNHCR and
the Contractor agree in writing are necessary to complete any portion of the Contract that is not terminated;
16.3.4 terminate all subcontracts or orders to the extent they relate to the portion of the Contract
16.3.5 transfer title and deliver to UNHCR the fabricated or unfabricated parts, work in process,
completed work, supplies, and other material produced or acquired for the portion of the Contract terminated;
16.3.6 deliver all completed or partially completed plans, drawings, information, and other property that,
if the Contract had been completed, would be required to be furnished to UNHCR thereunder;
16.3.7 complete performance of the work not terminated; and,
16.3.8 take any other action that may be necessary, or that UNHCR may direct in writing, for the
minimization of losses and for the protection and preservation of any property, whether tangible or intangible, related to the Contract that is in the possession of the Contractor and in which UNHCR has or may be reasonably expected to acquire an interest.
16.4 In the event of any termination of the Contract, UNHCR shall be entitled to obtain reasonable written
accountings from the Contractor concerning all obligations performed or pending in accordance with the Contract. In addition, UNHCR shall not be liable to pay the Contractor except for those goods delivered and services provided to UNHCR in accordance with the requirements of the Contract, but only if such goods or services were ordered, requested or otherwise provided prior to the Contractor's receipt of notice of termination from UNHCR or prior to the Contractor's tendering of notice of termination to UNHCR.
16.5 UNHCR may, without prejudice to any other right or remedy available to it, terminate the Contract forthwith
in the event that:
16.5.1 the Contractor is adjudged bankrupt, or is liquidated, or becomes insolvent, or applies for a
moratorium or stay on any payment or repayment obligations, or applies to be declared insolvent;
16.5.2 the Contractor is granted a moratorium or a stay, or is declared insolvent;
16.5.3 the Contractor makes an assignment for the benefit of one or more of its creditors;
16.5.4 a receiver is appointed on account of the insolvency of the Contractor;
16.5.5 the Contractor offers a settlement in lieu of bankruptcy or receivership; or,
16.5.6 UNHCR reasonably determines that the Contractor has become subject to a materially adverse
change in its financial condition that threatens to substantially affect the ability of the Contractor to perform any of its obligations under the Contract.
16.6 Except as prohibited by law, the Contractor shall be bound to compensate UNHCR for all damages and costs,
including, but not limited to, all costs incurred by UNHCR in any legal or non-legal proceedings, as a result of any of the events specified in Article 16.5, above, and resulting from or relating to a termination of the
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Contract, even if the Contractor is adjudged bankrupt, or is granted a moratorium or stay or is declared insolvent. The Contractor shall immediately inform UNHCR of the occurrence of any of the events specified in Article 16.5, above, and shall provide UNHCR with any information pertinent thereto.
16.7 The provisions of this Article 16 are without prejudice to any other rights or remedies of UNHCR under the
Contract or otherwise.
17. NON-WAIVER OF RIGHTS: The failure by either Party to exercise any rights available to it, whether under the
Contract or otherwise, shall not be deemed for any purposes to constitute a waiver by the other Party of any such right or any remedy associated therewith, and shall not relieve the Parties of any of their obligations under the Contract.
18. NON-EXCLUSIVITY: Unless otherwise specified in the Contract, UNHCR shall have no obligation to purchase any
minimum quantities of goods or services from the Contractor, and UNHCR shall have no limitation on its right to obtain goods or services of the same kind, quality and quantity described in the Contract, from any other source at any time.
19. SETTLEMENT OF DISPUTES:
19.1 AMICABLE SETTLEMENT: The Parties shall use their best efforts to amicably settle any dispute,
controversy, or claim arising out of the Contract or the breach, termination, or invalidity thereof. Where the Parties wish to seek such an amicable settlement through conciliation, the conciliation shall take place in accordance with the Conciliation Rules then obtaining of the United Nations Commission on International Trade Law ("UNCITRAL"), or according to such other procedure as may be agreed between the Parties in writing.
19.2 ARBITRATION: Any dispute, controversy, or claim between the Parties arising out of the Contract or the
breach, termination, or invalidity thereof, unless settled amicably under Article 19.1, above, within sixty (60) days after receipt by one Party of the other Party's written request for such amicable settlement, shall be referred by either Party to arbitration in accordance with the UNCITRAL Arbitration Rules then obtaining. The decisions of the arbitral tribunal shall be based on general principles of international commercial law. The arbitral tribunal shall be empowered to order the return or destruction of goods or any property, whether tangible or intangible, or of any confidential information provided under the Contract, order the termination of the Contract, or order that any other protective measures be taken with respect to the goods, services or any other property, whether tangible or intangible, or of any confidential information provided under the Contract, as appropriate, all in accordance with the authority of the arbitral tribunal pursuant to Article 26 ("Interim Measures of Protection") and Article 32 ("Form and Effect of the Award") of the UNCITRAL Arbitration Rules. The arbitral tribunal shall have no authority to award punitive damages. In addition, unless otherwise expressly provided in the Contract, the arbitral tribunal shall have no authority to award interest in excess of the London Inter-Bank Offered Rate ("LIBOR") then prevailing, and any such interest shall be simple interest only. 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.
20. PRIVILEGES AND IMMUNITIES: Nothing in or relating to the Contract shall be deemed a waiver, express or
implied, of any of the privileges and immunities of the United Nations, including its subsidiary organs or of UNHCR (as a subsidiary organ of the United Nations).
21. TAX EXEMPTION:
21.1 Article II, Section 7, of the Convention on the Privileges and Immunities of the United Nations provides, inter
alia, that the United Nations, including UNHCR as one of its subsidiary organs, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. In the event any governmental authority refuses to recognize the exemptions of UNHCR from such taxes, restrictions, duties, or charges, the Contractor shall immediately consult with UNHCR to determine a mutually acceptable procedure.
21.2 The Contractor authorizes UNHCR to deduct from the Contractor's invoices any amount representing such
taxes, duties or charges, unless the Contractor has consulted with UNHCR before the payment thereof and UNHCR has, in each instance, specifically authorized the Contractor to pay such taxes, duties, or charges under written protest. In that event, the Contractor shall provide UNHCR with written evidence that payment of such taxes, duties or charges has been made and appropriately authorized, and UNHCR shall reimburse the
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Contractor for any such taxes, duties, or charges so authorized by UNHCR and paid by the Contractor under written protest.
22. OBSERVANCE OF THE LAW: The Contractor shall comply with all laws, ordinances, rules, and regulations bearing
upon the performance of its obligations under the Contract. In addition, the Contractor shall maintain compliance with all obligations relating to its registration as a qualified vendor of goods or services to UNHCR, as such obligations are set forth in vendor registration procedures.
23. MODIFICATIONS:
23.1 The Director of the Division for Emergency and Supply Management, or such other contracting authority as
UNHCR has made known to the Contractor in writing, possesses the authority to agree on behalf of UNHCR to any modification of or change in the Contract, to a waiver of any of its provisions or to any additional contractual relationship of any kind with the Contractor. Accordingly, no modification or change in the Contract shall be valid and enforceable against UNHCR unless provided by a valid written amendment to the Contract signed by the Contractor and the Director of the Division for Emergency and Supply Management or such other contracting authority.
23.2 If the Contract shall be extended for additional periods in accordance with the terms and conditions of the
Contract, the terms and conditions applicable to any such extended term of the Contract shall be the same terms and conditions as set forth in the Contract, unless the Parties shall have agreed otherwise pursuant to a valid amendment concluded in accordance with Article 23.1, above.
23.3 The terms or conditions of any supplemental undertakings, licenses, or other forms of agreement concerning
any goods or services provided under the Contract shall not be valid and enforceable against UNHCR nor in any way shall constitute an agreement by UNHCR thereto unless any such undertakings, licenses or other forms are the subject of a valid amendment concluded in accordance with Article 23.1, above.
24. AUDITS AND INVESTIGATIONS:
24.1 Each invoice paid by UNHCR shall be subject to a post-payment audit by auditors, whether internal or
external, of UNHCR or by other authorized and qualified agents of UNHCR at any time during the term of the Contract and for a period of two (2) years following the expiration or prior termination of the Contract. UNHCR shall be entitled to a refund from the Contractor for any amounts shown by such audits to have been paid by UNHCR other than in accordance with the terms and conditions of the Contract.
24.2 The Contractor acknowledges and agrees that, from time to time, UNHCR may conduct investigations relating
to any aspect of the Contract or the award thereof, the obligations performed under the Contract, and the operations of the Contractor generally relating to performance of the Contract. The right of UNHCR to conduct an investigation and the Contractor's obligation to comply with such an investigation shall not lapse upon expiration or prior termination of the Contract. The Contractor shall provide its full and timely cooperation with any such inspections, post-payment audits or investigations. Such cooperation shall include, but shall not be limited to, the Contractor's obligation to make available its personnel and any relevant documentation for such purposes at reasonable times and on reasonable conditions and to grant to UNHCR access to the Contractor's premises at reasonable times and on reasonable conditions in connection with such access to the Contractor's personnel and relevant documentation. The Contractor shall require its agents, including, but not limited to, the Contractor's attorneys, accountants or other advisers, to reasonably cooperate with any inspections, post-payment audits or investigations carried out by UNHCR hereunder.
25. LIMITATION ON ACTIONS:
25.1 Except with respect to any indemnification obligations in Article 8, above, or as are otherwise set forth in the
Contract, any arbitral proceedings in accordance with Article 19.2, above, arising out of the Contract must be commenced within three years after the cause of action has accrued.
25.2 The Parties further acknowledge and agree that, for these purposes, a cause of action shall accrue when the
breach actually occurs, or, in the case of latent defects, when the injured Party knew or should have known all of the essential elements of the cause of action, or in the case of a breach of warranty, when tender of delivery is made, except that, if a warranty extends to future performance of the goods or any process or system and the discovery of the breach consequently must await the time when such goods or other process or system is ready
REV.: JANUARY 2010
GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
to perform in accordance with the requirements of the Contract, the cause of action accrues when such time of future performance actually begins.
26. CHILD LABOR: The Contractor represents and warrants that neither it, its parent entities (if any), nor any of the
Contractor's subsidiary or affiliated entities (if any), is engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including Article 32 thereof, which, inter alia, requires that a child shall be protected from performing any work that is likely to be hazardous or to interfere with the child's education, or to be harmful to the child's health or physical, mental, spiritual, moral, or social development. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of this representation and warranty shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.
27. MINES: The Contractor warrants and represents that neither it, its parent entities (if any), nor any of the
Contractor's subsidiaries or affiliated entities (if any), is engaged in the sale or manufacture of anti-personnel mines or components utilized in the manufacture of anti-personnel mines. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of this representation and warranty shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.
28. SEXUAL EXPLOITATION:
28.1 The Contractor shall take all appropriate measures to prevent sexual exploitation or abuse of anyone by its
employees or any other persons engaged and controlled by the Contractor to perform any services under the Contract. For these purposes, sexual activity with any person less than eighteen years of age, regardless of any laws relating to consent, shall constitute the sexual exploitation and abuse of such person. In addition, the Contractor shall refrain from, and shall take all reasonable and appropriate measures to prohibit its employees or other persons engaged and controlled by it from exchanging any money, goods, services, or other things of value, for sexual favors or activities, or from engaging any sexual activities that are exploitive or degrading to any person. The Contractor acknowledges and agrees that the provisions hereof constitute an essential term of the Contract and that any breach of these provisions shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, without any liability for termination charges or any other liability of any kind.
28.2 UNHCR shall not apply the foregoing standard relating to age in any case in which the Contractor's personnel
or any other person who may be engaged by the Contractor to perform any services under the Contract is married to the person less than the age of eighteen years with whom sexual activity has occurred and in which such marriage is recognized as valid under the laws of the country of citizenship of such Contractor's personnel or such other person who may be engaged by the Contractor to perform any services under the Contract.
29. EXPLOITATION AND ABUSE OF REFUGEES AND OTHER PERSONS OF CONCERN TO UNHCR:
The Contractor warrants that it has instructed its personnel to refrain from any conduct that would adversely reflect on UNHCR and/or the United Nations and from any activity which is incompatible with the aims and objectives of the United Nations or the mandate of UNHCR to ensure the protection of refugees and other persons of concern to UNHCR. The Contractor hereby undertakes all possible measures to prevent its personnel from exploiting and abusing refugees and other persons of concern to UNHCR. The failure of the Contractor to investigate allegations of exploitation and abuse against its personnel or related to its activities or to take corrective action when exploitation or abuse has occurred, shall entitle UNHCR to terminate the Contract immediately upon notice to the Contractor, at no cost to UNHCR.
30. PAYMENT INSTRUCTIONS: UNHCR shall, on the fulfillment of the delivery terms, unless otherwise provided
in the Contract or purchase order, make payment by bank transfer within thirty days of receipt of the Contractor's invoice for the goods and copies of any other documentation specified in the Contract. Payment against the invoice referred to above will reflect any discount shown under the payment terms agreed among the parties, provided payment is made within the period required by such payment terms. The prices shown in the Contract or the purchase order may not be increased except by express written agreement of UNHCR. Documents are to be sent to the address indicated in the Contract or purchase order.
REV.: JANUARY 2010
GENERAL CONDITIONS OF CONTRACT FOR CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES
FAQs - ADMINISTRATIVE ISSUES
May suppliers submit their bids by fax?
Bids are NOT to be submitted by fax, only by e-mail to the designated e-mail box as explained in the
Should vendors already registered with UNHCR submit their Vendor Registration Form?
If a supplier is registered with UNHCR and has received a purchase order from UNHCR during the past
two years, it is not required to resubmit this form
If a company is registered on UNGM, is it still required to submit the Vendor Registration Being registrered on UNGM is not equal to being registered with UNHCR. The Vendor Registration Form
is a specific UNHCR document which is to be submitted with the bid
Following the tendering procedure, does UNHCR plan to establish several frame
In order to secure the supply, UNHCR usually awards multiple frame agreements per tender
agreements or just one?When suppliers can expect the first purchase order after the contract award?
It depends mainly on organizational requirements and funds available. In case of a Frame Agreement,
there is no committemt from UNHCR to place any purchse orderThe ordered quantity of goods may be equal or less than indicated in the tender, pending funds availability. In additon, UNHCR reserves the right to accept only part of the offer
If the tender indicates a certain quantity of required goods,
received. In case of Frame Agreements, there is no committment to purchase any minimum quantity. In
can the final purchase order differ from this quantity?
any case, suppliers are required to keep unit prices fixed regardless of the quantity ordered. Transport cost can be modified accordinglyUNHCR procurement Service sources at Global level with operations mainly in Africa and the Middle East. Normally Global Frame Agreements cover worldwide demand. In the tender documents under the
Which countries/ cities will be covered by a particular Frame Agreement?
paragraph "Requirements"
Is there any estimated budget for Purchase Orders following a particular tender?
All Tenders include an estimated (not biding) demand volume
What are customs procedures in Hungary?
Hungary belongs to the European Schengen Area, therefore Schengen's rules apply
What is the billing address for items procured by UNHCR office in Budapest?
UNHCR Budapest, 5/B,C,D Ipoly Utca, 1133-Budapest, HungaryUNHCR is VAT excluded. As a result, UNHCR has no VAT number and VAT shall not be apply in invoices
Does UNHCR office in Budapest have a Hungarian VAT number?
Is it possible to bid for alternative items? (different brands, packaging, etc…)
When alternative solutions are allowed this is clearly mentioned in the text of the tender document
In regards to pricing lists, can excel spreadhsheets be modified by
Where a specifica Financial Form is provided as an Annex to the tender document, it cannot be
modified. Additional data can be provided in a separete sheet, if it is the case.
Source: http://www.unhcr.net/5506eb259.pdf
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