Request for Quotations (RFQ)

 

Request for Quotations (RFQ)

 

RFQ Number:                    RFQ-PEEP-2017-028

Issuance Date:                   April 27, 2017

Deadline for Offers:        Deadline for submitting quotation: May 05, 2017, 05:00 pm Lahore time. Lahore Time.

Description:                        Event management services for Marketing Activities

For:                                        In Kind Grant to Livestock welfare Associations (5) from USAID Punjab Enabling Environment Project (PEEP)

Funded By:                         United States Agency for International Development (USAID),Contract No. AID-391-C-14-00002

Implemented By:             Chemonics International Inc.

Point of Contact:              [email protected]

 

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct, available at http://www.chemonics.com/OurStory/OurMissionAndValues/Pages/default.aspx.

Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.

Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with Chemonics or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for restricting competition.
• Certify that all information in the proposal and all supporting documentation are authentic and accurate.
• Certify understanding and agreement to Chemonics’ prohibitions against fraud, bribery and kickbacks.

Please contact [email protected] with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Chemonics at to [email protected] or by phone/Skype at 888.955.6881.

Section 1:Instructions to Offerors

Introduction: The Punjab Enabling Environment Project (PEEP) is a USAID program implemented by Chemonics International in Pakistan. PEEP’s overarching goal is to develop a business environment that will provide support to business through policy and regulatory reforms, improved infrastructure and institutions to improve the enabling environment for the agriculture sector in the Punjab province of Pakistan to promote private sector led growth, with a focus on the horticulture. As part of project activities, the PEEP is providing in kind grant to five associations in different districts of Punjab in the form of trainings. The purpose of this RFQ is to hire the services for those trainings.

Offerors are responsible for ensuring that their offers are received by Chemonics in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

Offer Deadline and Protocol: Offers must be received no later than 5:00 pm local Lahore time on May 05, 2017 by email or by hard copy delivery to the PEEP office. Any emailed offers must be emailed to [email protected].

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Chemonics.

Questions/Answers:Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 2:00 pm local Lahore time on May 2, 2017, by email to [email protected].Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Chemonics believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding. 

Only the written answers issued by Chemonics will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Chemonics or any other entity should not be considered as an official response to any questions regarding this RFQ.

Specifications: Section 3 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused.

Please note that, unless otherwise indicated, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Pakistani Rupees (PKR).Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on official letterhead or format; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

• Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
• Individuals responding to this RFQ are requested to submit a copy of their identification card.

Delivery: The delivery location for the items described in this RFQ is Khushab, Bahawalpur, Bahawalnagar, Lodhran, and Sargodha. As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order).The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.

Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228.The cooperating country for this RFQ is Pakistan.

Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

Warranty: Warranty service and repair within the cooperating country is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications.

10.   Taxes and VAT:PEEP is funded by USAID under the strategic Grant Objective Agreement between the United States of America and Islamic Republic of Pakistan. Chemonics is an official implementing partner and the procured Office mobile sets are part of this agreement that exempts the procured goods from taxes and duties. PEEP will be seeking exemption from cooperative country General Sales Tax (GST) and duties after selection of a successful offeror. For the purpose of this procurement, the offerors are requested to include any taxes, duties and VAT in the quote as a separate line that they can be clearly identifiable.

Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. Chemonics will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.

Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and meets or exceeds the minimum required technical specifications, and is judged to be the best value based on a lowest-price, technically-acceptable basis.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Chemonics reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, Chemonics reserves the right to conduct any of the following:

• Chemonics may conduct negotiations with and/or request clarifications from any offeror prior to award.
• While preference will be given to offerors who can address the full technical requirements of this RFQ, Chemonics may issue a partial award or split the award among various suppliers, if in the best interest of the PEEP Project.
• Chemonics may cancel this RFQ at any time.

Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the PEEP Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Chemonics, at its sole discretion, will make a final decision on the protest for this procurement.

Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Chemonics, the PEEP, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to Chemonics’ standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

 

(a)    Chemonics’ standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.

(b)    Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.

(c)     No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

(d)    Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.

(e)    United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.

(f)      The title to any goods supplied under any award resulting from this RFQ shall pass to Chemonics following delivery and acceptance of the goods by Chemonics. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Chemonics

Section 2:Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

□ Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)

□ Official quotation, including specifications of offered equipment (see Section 3 for example format)

□ Copy of offeror’s registration or business license (see Section 1.5 for more details)

□ Copy of NTN

Section 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services for one district. We need these commodities and services at the following locations from 2^nd week of May to End of May, 2017;

1. 1.      Thalli breeders welfare society Khushab.     
2. 2.      Nachi goat breeders welfare society, Bahawalpur.   
3. 3.      Beatal goat breeders welfare society, Bahawalnagar.
4. 4.      Lohi sheep breeders welfare society, Lodhran.
5. 5.      Kajli breeders welfare society, Sargodha.

Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible; offerors may complete this Section 3 and submit a signed/stamped version to Chemonics.

 

Line Item	Description and Specifications	Qty	Items and Specifications Offered	Unit Price PKR	Total Price PKR
1	Moveable Manger Structure of Iron sheet 16 gauge (0.0598 Inch or 1.519 mm). Molded sheet in “U” Shape (Length 5 feet). The upper widening of “U” Shape structure 18 Inch. Support Iron Pipe 3 Inch in width and 3 feet in height, four in numbers. Connecting pipe 1 inch, linking from support pipes at 1 feet height. Wheel 4 inch and 4 in numbers. Additional support 1 inch pipe or 1 inch Iron bar connecting the support at base level of structure. Water and heat resistant good quality paint on feeding trough. 6 rings of 3-inch diameter in each feeding trough, properly welded to the structure at suitable places with equal distance apart to the sheep/goat.	7 each
2.	Chaff Cutter Rental Motor of 2 Horse Power Chaff Cutter with 2 cutting blades and wheel of 3 feet diameter	1each
3.	Seating arrangement including tests, chairs, for 50 participants	50 each
4.	Prize distribution (shield/trophy) 1st winner, wooden made with steel plate boundary on front with USAID branding. (size 12 inches height and 8 inches width) (photo attached)	1 each
5.	Prize distribution (shield/trophy) 2nd winner, wooden made with steel plate boundary on front with USAID branding. (size 12 inches height and 8 inches width)	1each
6.	Prize distribution (shield/trophy) 3rd winner, wooden made with steel plate boundary on front with USAID branding. (size 12 inches height and 8 inches width)	1 each
7.	Sound system with Mic	1 each
Subtotal:
Delivery Costs:
Other Costs (Describe:______________________) :
GRAND TOTAL PKR:

Note:

Delivery time (after receipt of order):                     calendar days

Length of warranty on offered equipment:                           years

 

Location of service center(s) for after-sales service, including warranty repair:                                                                                                                                                                                                                                                                     
Section 4:Offer Cover Letter

 

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

To:                   Punjab Enabling Environment Project (PEEP)

                        House #: 78-A, Block B-III, Gulberg III, Lahore.

Reference:        RFQ No. PEEP-2017-027

To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ.We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

Furthermore, we hereby certify that, to the best of our knowledge and belief:

• We have no close, familial, or financial relationships with any Chemonics or PEEP staff members;
• We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
• The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
• All information in our proposal and all supporting documentation is authentic and accurate.
• We understand and agree to Chemonics’ prohibitions against fraud, bribery, and kickbacks.

 

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

 

Authorized Signature:                                                                                                                    

 

Name and Title of Signatory:                                                                                                         

 

Date:                                                                                                                                             

 

Company Name:                                                                                                                           

 

Company Address:                                                                                                                        

 

Company Telephone and Website:                                                                                                  

 

Company Registration or Taxpayer ID Number:                                                                              

 

Does the company have an active bank account (Yes/No)?                                                               

 

Official name associated with bank account (for payment):