REQUEST FOR PROPOSAL -
SOLAR PANEL MAINTENANCE /
SERVICES FRAMEWORK CONTRACT

REQUEST FOR PROPOSAL

Request No. RFP- 18-0080

Solar Panel Maintenance / Services Framework Contract

 

ISSUE DATE:                                              09 July 2018

DUE DATE/TIME FOR SUBMISSION:   24 July 2018/ 03:00PM Local Time

SUBMISSION ADDRESS:                        Procurement Manager, IMC Worldwide Ltd (Humqadam Office), 11^th Floor, Ufone Tower, Blue Area, Islamabad, Phone: 051-8485050-4

 

AWARD CRITERIA:                                   Technical Qualification & Best Economical Rates, VFM, Better Rating, Past Related Experience

MINIMUM PERIOD OF VALIDITY OF QUOTES: 90 days

ANTICIPATED NO. OF AWARDS:          One

 

IMC Client: DFID

IMC Contract: PO6292

Place of Performance/Delivery: Punjab, KP, Pakistan 

This RFP comprises two parts as detailed below:

PART - I 

INSTRUCTIONS FOR SUBMITTING PROPOSAL

 

1. INTRODUCTION & GENERAL BACKGROUND

The Department for International Development, United Kingdom, is committed to supporting Pakistan in addressing the severe unmet needs in the education sector. It is supporting the implementation of Humqadam: the brand name for the School Construction and Rehabilitation Programme; March 2014 – March 2020, to address the deficiencies and development of educational infrastructure and rehabilitation of government schools in the Punjab and Khyber Pakhtunkhwa provinces.

The scope of the Humqadam/SCRP Programme interventions through various components will help in achieving educational outcomes by providing quality infrastructure through additional classrooms and addressing deficiencies in existing facilities subject to the approval of the respective provincial governments.

 2.    SPECIFIC REQUIREMENT & RFP ANNEXES

IMC Worldwide Pakistan, seeks the services of experienced professionals herein referred to as the Contractor, for Solar panels services framework contract referred to as the Project.

Because any resulting award will be financed by DFID, the submission, handling and evaluation procedures of quotations need to be in accordance with DFID procurement guidelines.

IMC Worldwide Ltd now invites sealed bids from eligible bidders for “Solar Panels Maintenance/ Services Framework Contact” as per details specified in Annex-A. 

3. TYPE OF AWARD

IMC Worldwide Ltd intends to award a Contract for the items covered by this RFP.

IMC Worldwide Ltd is interested in providing Solar Panel Services Framework Contract for the period of almost 1.5 Years starting from July 2018 to March 2020.

4. SPECIFICATIONS AND SOURCE SELECTION

Award will be made on the basis of technical capability, and price (value for money) incorporating the criteria set forth in Paragraph 7, below. In order to be considered for award, bidders must respond to all the requests and requirements of this RFP. Bidders must be able to demonstrate their ability to deliver the requirements set out in this RFP.

5. CONTENT AND FORMAT OF YOUR QUOTATION (PROPOSAL)

In order for IMC Worldwide to conduct the most efficient and thorough analysis of proposals received, Service Provider(s) are requested to format their proposals as follows:

Contents of the Proposal

The Proposal will be submitted in one envelope containing technical as well as financial proposal.

a)    Technical Part:

1. 1.    Letter (one page) signed by a person authorised to bind your firm and act on your behalf. 
2. 2.    Bidders must provide their NTN.
3. 3.    Certified copy of the company registration certificate.
4. 4.    A detailed description of the products being offered and any information relevant to meeting the Technical Specifications
5. 5.    Company Brochure
6. 6.    Statement of satisfactory Performance from Top two (02) Clients in terms Contract value and Performance and references with contact details.
7. 7.    Copies of minimum of three (03) relevant contracts executed during last three years with national or multinational organizations (optional but desirable)
8. 8.    Proposed product with its technical specification
9. 9.    Proposed methodology
10. 10.  Proposed timeline for work completion
11. 11.  Warranty and indemnity to the client/ Employer

b)    Financial Part:

Cost/Price Proposal – A detailed cost/price itemisation or a commercial price proposal in PKR should be submitted using the Pricing Table(s) in Annex B, “Detailed Price Quotation,” including any additional cost items that the vendor wishes to propose.  Prices must be inclusive of all the taxes. Quoted price must be inclusive of taxes plus operational and administrative cost if any.

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by IMC Worldwide Ltd after it has received the Proposal. After the time of Award of Contract or Purchase Order, IMC Worldwide Ltd reserve the right to vary (increase or decrease) the quantity of services and/or  goods, by up to maximum twenty five percent (25%) of the total offer, without any change in the Unit price or other terms and conditions.

All costs must be quoted in Pakistani Rupee (PKR)

6. GUIDELINES & NOTICES FOR YOUR PROPOSAL

The following conditions, guidelines and notices are included to assist you in preparing a competent proposal; all of which should be reflected in your submission.

Technical Compliance

Bidders are required to review and confirm specifications for the requirement as presented in Annex B. In your quotation, please ensure that your responses use plain language, are concise and unambiguous, and deliver full information. Provide additional information if it is useful to this process.

Pricing

Please complete and return the table(s) provided in Annex B.  Prices are to be valid for ninety days. They must include all taxes. You must provide a specific quoted price for each line item listed in Annex B and any additional costs that your firm will be charging for the services.  

Bidders should quote separately any recommended options, spares, and supplies not specifically addressed or required in the RFP or technical specification. Bidders shall note any exceptions to the specifications.

Fixed Unit Pricing

IMC expect your prices in the financial proposal to cover all costs and expenses that you will charge for the provision of the services detailed, should you be selected. The only circumstance under which IMC will accept any price changes from what is included in your quotation, or will accept additional charges beyond what is included in your quotation, is if IMC modifies the quotation requirements. Please answer all questions in the attached annexes that cover all components you will be bidding on.  If you provide pricing for any component, it means that you are capable of providing the required item. We will also understand that all pricing include any necessary customizations, or customization costs are listed as a separate line item elsewhere.  Otherwise, we will understand that there are no additional costs associated with those items.  Please provide explanations / assumptions where necessary to help us develop a better understanding of your pricing.

Payment Conditions

All payments will be made in PKR by bank transfer/banker cheque. The Supplier shall be liable to pay all taxes, duties, levies and other charges which are due on the basis of national legislation. Such payments need to be separately shown on all invoices, receipts, claims etc. together with appropriate evidence.

No advance payment will be provided. Payments against the work will be made within 30 Days calendar days.

No Obligation to Award

IMC may reject any or all offers if such actions are in the best interests of IMC, DFID or the Host Country and waive informalities and minor irregularities in offers received.

Multiple Awards

IMC may accept any item or group of items of a proposal, unless the Service providers qualifies the proposal by specific limitations such as “all or none”.  IMC reserves the right to make an award on any item for a quantity less than the quantity proposed, at the unit prices proposed, unless the Service providers specifies otherwise in the proposal.  Quotations will be evaluated on the basis of advantages and disadvantages to IMC and DFID in making multiple awards or awarding less than full quantity.

Language

Service Provider(s) shall provide documentation in English.

Principles of Conduct Clause:

Service Provider(s) seeking to work with IMC shall agree to abide by IMC Business Code of Ethics.

If at any time during the procurement process IMC determines that the Supplier is in violation of the above mentioned principles, that Supplier’s proposal may be rejected as ineligible. All costs in relation to the cancellation of tender/Agreement shall be borne by the Supplier.

7. EVALUATION CRITERIA FOR AWARD

Award will be made on the basis of the lowest (economical) priced proposal that meets or exceeds the acceptability standards (which shall include past performance and a demonstrated ability to meet the technical requirements). The evaluation will take into account Economy, Effectiveness and Efficiency in order to deliver Value for Money.

A. Price - The “lowest (economical) price or technically acceptable source selection process” is considered appropriate by IMC. This evaluation takes into account “Economy”. Prices must be appropriately itemized, reasonable and firm.

B. Acceptability will be based on ability to demonstrate they can meet with the required specifications, past performance and two positive references. This assessment takes into account “Effectiveness” and “Efficiency”.

C. Statement of satisfactory Performance from Top Three (03) Clients in terms Contract value and Performance and references with contact details.

8. SUBMISSION OF PROPOSALS

Bids may be submitted by mail in sealed / confidential cover at the address mentioned on the cover page of this RFP.

1)    Condition for Offer Submission

Your Proposal must be submitted in single sealed envelope marked with RFP # 18-0080 “Solar Panel Maintenance/ Services Framework Contract - containing two separate envelopes, one marked with and for the Technical Proposal and other marked with and for the Financial Proposal. All the pages of this RFP should be signed as a commitment to agree with the terms and conditions mentioned therein and these should be submitted along with the offer and dispatched at below address on or before deadlines;

24 July 2018/ 03:00PM Local Time (PAKISTAN STANDARD TIME) to the following address:

Attention: Procurement Manager

Operations Procurement Department

IMC Worldwide Ltd (Humqadam Office)

11^th Floor, Ufone Tower, Blue Area, Islamabad

Phone +92-51-8485050

Fax +92-51-8449696

To particpate in bidding, Kindly request bidding documents at [email protected]