Request for Quotations (RFQ) for Blanket Purchase Agreement (BPA) Provision of Stationery items for CPI Office in Kabul, Afghanistan

Transcription

1 Counterpart International Afghanistan Afghan Civic Engagement Program (ACEP) Request for Quotations (RFQ) for Blanket Purchase Agreement (BPA) RFQ Number: CPI-ACEP-BPA Issuance Date: December 31, 2017 Deadline for Offers: Description: For: Funded by: Implemented by: January 24, 2018 by 16:00 hours (Local Time) Provision of Stationery items for CPI Office in Kabul, Afghanistan Afghanistan Civic Engagement Program (ACEP) United States Agency for International Development (USAID), Cooperative Agreement No. Contract No. AID-306-A Counterpart International Inc. Section 1: Instructions to Prospective Vendors 1. Introduction: The Afghanistan Civic Engagement Program (ACEP) Project is a USAID program implemented by Counterpart International (CPI) in Afghanistan. The goal of the ACEP is to increase the role and viability of civil society in Afghanistan by providing capacity building, training and small grants to civil society organizations showing potential to be sustainable and effective organizations. The purpose of this RFQ is to solicit quotations from eligible prospective vendors for as-needed, ad hoc purchases of stationary items. As a result of this RFQ, Counterpart anticipates issuing a Blanket Purchase Agreement (BPA) or possibly multiple BPAs to establish specific pricing levels and parameters for procuring the stationary items. This will allow Counterpart to issue specific ordering documents, on an as-needed basis, for the procurement of these items over the next 6 months. The Prospective Vendor shall provide the stationaries described in any ordering documents issued by Counterpart under this BPA. Counterpart is only obligated to pay for supplies ordered through ordering documents issued under this BPA and delivered by the Vendor in accordance with the terms/conditions of this BPA. The prospective vendors are responsible for ensuring that their offers are received by Counterpart 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. 2. Offer Deadline and Protocol: Offers must be received either by electronic mail or in hardcopy, no later than Wednesday, January 24, 2018 on or before 16:00 hours (Local Time). The quotation shall be placed in a sealed envelope (signed and stamped) by the offeror s authorized representative and clearly marked CPI-ACEP-BPA-17-08, Provision of Stationery Items. The hard copies of quotations shall be delivered to the Counterpart Office located at: Page 1 of 10

2 Haji Yaqob Square Street No. 2, Lane 2, House No. 42, Shahr-e-Now Kabul, Afghanistan Contact#: +93 (0) (Only for specifying office location) Counterpart security personnel will allow prospective vendors to enter Counterpart compound and to place quotations in the Quotation Box located just inside the security screening area. Offerors must bring acceptable and valid identification (ID) and undergo a physical search, including any hand-carried items, by a security officer. An electronic submission must be sent to ACEP.Procurement@counterpart.org and no later than the due date and time listed in the timeline of the RFQ. The subject line of the quotation must be CPI- ACEP-BPA-17-08, Provision of Stationery Items. Quotations submitted by must be limited to a maximum of 04 MB, virus-free transmissions. They must be free from any form of virus or corrupted contents, or the quotations shall be rejected. It shall remain offeror s responsibility to ensure that the quotation will reach the address above on or before the deadline. Offers received after the specified time and date is considered late, and will only be included in the evaluation process at the discretion of Counterpart. 3. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than January 17, 2018 by 15:00 hours (Local Time) by to ACEP.Procurement@counterpart.org. Questions and requests for clarification and the responses thereto that Counterpart believes may be of interest to other prospective vendors will be circulated to all RFQ recipients who have indicated an interest in bidding. Only the written answers issued by Counterpart will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Counterpart or any other entity should not be considered as an official response to any questions regarding this RFQ. 4. Specifications: Section 3 contains the technical specifications of the items that may be ordered under the BPA. 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. At this time, specific quantities to be purchased under any BPA resulting from this RFQ are unknown. Specific quantities will depend on the needs of Counterpart. Individual ordering documents will be issued under the BPA agreement, as the need arises for additional commodities/services. 5. Quotations: The per-unit pricing in quotations in response to this RFQ must be priced on a fixedunit price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in local currency (Afghani). Offers must remain valid for not less than ninety (90) calendar days after the offer deadline. In addition, prospective vendors responding to this RFQ are requested to submit the following: A copy of their official registration or business license. A copy of their Afghani bank account and the president and vice president s identification cards (Tazkira) or passports. Page 2 of 10

3 6. Delivery: The delivery location for the items described in this RFQ is Haji Yaqob Square, Street#2, Lane#2, House#42, Shahr-e-Now, Kabul, Afghanistan. As part of its response to this RFQ, each prospective vendor 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. 7. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR 228. The cooperating country for this RFQ is Afghanistan. 8. Taxes and VAT: Pursuant to the provisions of the Government of Afghanistan Income Tax Law 2009, Article 72, effective March 2009, Counterpart is required to withhold income tax at the prescribed rates at the time of making payment from the gross amounts payable to all Afghan for-profit legal or natural person(s) providing supplies, materials, construction and services under contract. 9. Eligibility: By submitting an offer in response to this RFQ, the prospective vendor certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. Counterpart will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government. 10. Evaluation and Award: The award will be made to a responsible vendor 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. Technically-acceptable means that the prospective vendors need to submit a complete quotation with all the items requested and attach the required documentation accordingly. The prospective vendors must ensure to provide stationery with good quality. 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. Counterpart 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, Counterpart reserves the right to conduct any of the following: Conduct a site visit to examine samples of the items the potential vendor has offered. Counterpart may conduct negotiations with and/or request clarifications from any Vendor prior to award. While preference will be given to Prospective Vendors who can address the full technical requirements of this RFQ, Counterpart may issue a partial award or split the award among various Prospective Vendors, if in the best interest of Counterpart. Counterpart may cancel this RFQ at any time. Counterpart may reject any and all offers, if such action is considered to be in the best interest of Counterpart. Please note that in submitting a response to this RFQ, the prospective vendor understands that USAID is not a party to this solicitation and the prospective vendor agrees that any protest hereunder must be presented in writing with full explanations to Counterpart for consideration, as USAID will not Page 3 of 10

4 consider protests regarding procurements carried out by implementing partners. Counterpart, at its sole discretion, will make a final decision on the protest for this procurement. 11. Terms and Conditions: This is a Request for Quotation only. Issuance of this RFQ does not in any way obligate Counterpart, the ACEP Project, or USAID to make an award or pay for costs incurred by potential Vendors in the preparation and submission of an offer. This solicitation is subject to Counterpart 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) Counterpart standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment for ordering documents issued under any BPA resulting from this RFQ will only be issued to the entity submitting the offer in response to this RFQ and identified in the corresponding BPA award; payment will not be issued to a third party. (b) Any award resulting from this RFQ will be in the form of a Blanket Purchase Agreement (BPA). The Counterpart Project anticipates issuing a BPA (or multiple BPAs) under which specific ordering documents can be issued on an as-needed basis at the pricing levels established in the BPA. When the need arises for the commodities/services described in the BPA, Counterpart will issue an ordering document to the BPA holder. If there are multiple BPA-holders as a result of this RFQ, the ordering document will be issued to the BPA-holder that presents the best value for that specific order, based on price and delivery time. Any BPA issued as a result of this RFQ will have a minimum duration of at least 6 months. The vendor shall furnish the supplies/services described in any ordering documents issued by Counterpart under the BPA. Counterpart is only obligated to pay for supplies/services to the extent ordering documents are issued under any BPA resulting from this RFQ. (c) United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The Vendor under any award resulting from this RFQ must ensure compliance with these laws. (d) The title to any goods supplied under any award resulting from this RFQ shall pass to Counterpart following delivery and acceptance of the goods by Counterpart. Risk of loss, injury, or destruction of the goods shall be borne by the Vendor until title passes to Counterpart. Counterpart has zero tolerance for fraud. Fraud is any act or omission that intentionally misleads, or attempts to mislead, to obtain a benefit or to avoid an obligation. Page 4 of 10

5 Section 2: Offer Checklist To assist Prospective Vendors 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 vendor (see Section 5 for template) A brief outline of the company, including: a. Full legal name and address of the company or individual; b. Full name of the legal representative (president or managing director) of the company (not applicable for individuals); c. The Year business was started or established. Detailed description of past experiences providing similar services to the United Nations, International NGOs, Government Agencies, etc. Names, addresses, and telephone numbers of three business references, and approval to contact the listed references. Counterpart reserves the right to request and check additional references. Official quotation, including specifications of offered goods (see Section 4 for example format) A copy of registration or business license (see Section 1.5 for more details) A copy of bank account information A copy of President s and Vice President s Tazkira (Identification Card) or Passport Page 5 of 10

6 Section 3: Specifications and Technical Requirements The prospective vendor/s shall provide Stationaries as listed in Section 4 of this RFQ. The contractor/s shall provide services in accordance with the terms, conditions, and specifications set forth in this section. The Vendor shall briefly respond in writing to the following requirements. 1. Vendor/s must have the capability to provide all the stationery items listed in Section 4 of this RFQ, partial quotations are not allowed. 2. Vendor/s must provide stationary items that are of good quality and that meets the minimum requirements stipulated in the technical specifications. 3. Low quality stationary will not be accepted and will be rejected on vendor s own expense. 4. Vendor/s must have the capacity to provide the required stationery items (on as needed basis) within 24 hours of a request; 5. Vendor/s are requested to submit portfolio of their services, list of clients with their contact information, samples of products and any other information in support of their proposals. Page 6 of 10

7 Section 4: Detailed Specifications and Requirements/Price Schedule: The table below contains the list of commodities/services that may be ordered under the BPA mechanism. Prospective Vendors are requested to provide per-unit quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, Prospective Vendors may complete this Section 4 and submit a signed/stamped version to Counterpart. This solicitation is not for a one-time bulk delivery. Stationery will be requested in incremental amounts over a 6-months period by the Counterpart Procurement Department. Offered unit prices should include transportation/delivery costs and the offer price must be in local currency and must remain valid for a period of six months. Please write the name of substitute products offered other than specified in this RFQ in the Remarks column. No. Item Description Unit Quantity A4 Paper for printer and copier (210x279mm, 1 80GSM), box of 5 reams, Lucky boss or Box equivalent 1 2 Binder clip, big size, WIDTH 2", (black color, each box contains 12 packs of 12 pcs each, i.e. 12 packs x 12 pcs = 144 clips in each box) Diamond or equal 3 Binder clip, medium size, 1"WIDTH (black color, each box contains 12 packs of 12 pcs each, i.e. 12 packs x 12 pcs = 144 clips in each box) 4 Binder clip, small size, 15mm1/2" (black color, each box contains 12 packs of 11 pcs each, i.e. 12 packs x 12 pcs = 144 clips in each box) 5 Paper clip, big size, 50mm (Each box contains 10 packs of 100 clips each) Shan yuan or equivalent 6 Paper clip, small size, 28mm (Each box contains 10 packs of 100 clips) Shan yuan or equivalent 7 CD (one pack contains 10 each) 8 DVD (one pack contains 10 each) 9 Glue stick (Box of 12 pcs) UHU stick or equivalent) 10 Punch (to punch at least 50 sheets), Deli or equivalent 11 Correction pen (Each pack contains 12 each) white color, LGLE or equivalent 12 Highlighter, different colors, (each pack contains 6 highlighters), TF-220 or equivalent 13 Stapler, big size (to staples at least 60 pages), BEIFA or equivalent Page 7 of 10 Unit Price (AFN) Remarks

8 14 Stapler, medium size (to staples at least 25 pages) 15 Stapler pin (Each pack contains 10 small boxes) 16 Pen, blue (Each pack contains 10 each) link or equal 17 Pen, red (Each pack contains 10 each) link or equal 18 Pencil (Each pack contains 12 each) Chenhao or equal 19 White Board marker (Each pack contains 12 pcs), different colors 20 Permanent marker (Each pack contains 12 pcs), different colors 21 Notebook, A4 size (100 pages), JIN SHA or equivalent 22 Notebook, medium size (100 pages), JIN SHA or equivalent 23 Notebook Diary 24 Management file (Each pack contains 12 each) 25 Box file, large size (3", blue color, each box contains 50 pcs), ALBA or equivalent 26 Ring file, blue color (Each box contains 50 pcs) 27 Separator, paper & plastic (one pack contains 10 pcs) 28 Plastic sheet (One pack contains 100 sheets) 29 Ruler, 30cm, stainless steel 30 Cutter (PAT SDI crop, auto lock), JIANZHONS or equivalent 31 Paper tray, wooden 32 Paper/document holder 33 Scotch tape, big size 34 Scotch tape, small size 35 Calculator (large size, 14 digits) Citizen CASIC or equivalent 36 Scissors, stainless steel, medium size 37 Stick Note pad (12 pcs in one box, different sizes and colors) 38 Flip chart, 23 X32, 585X810mm, 80 GSM, 20 sheets 39 Certificate paper, best quality (Each pack contains 100 pcs) 40 Envelope, A3 size (each pack contains 50 envelopes), white color, MYZ or equivalent Page 8 of 10

9 41 Envelope, A4 size (each pack contains 50 envelopes) MYZ or equivalent 42 Envelope, small size (each pack contains 50 envelopes), MYZ or equivalent 43 Photo paper, A4 size (each pack contains 20 each) Kodak or equivalent 44 White board, 120x90, best quality 45 Notice board, 90x60, best quality 46 Laminating pouch film, A4 size (216x303x80MIC), pack of 100 sheets 47 Sharpener, metal 48 Pen container/holder, wooden 49 Magnet, 30 mm (Pack of 12 pcs) 50 Noticeboard pin (Box of 40 pints), SANXINS Small or equivalent box 1 Sign here sticky note (Flag leaf), 25 sheets, 51 neon transparent indexing notes to highlight without covering up, pack of 5 pcs 52 Eraser, rubber (Pack of 30 pcs) 53 Hanging file (Each pack contains 25 each) Delivery time (after receipt of each order): calendar days Page 9 of 10

10 Section 5: Offer Cover Letter (Must be submitted on the organization s commercial letterhead) To: Reference: Afghan Civic Engagement Program (ACEP) Haji Yaqob Square, Street No. 2, Lane 2, House No. 42, Shahr-e-Now, Kabul, Afghanistan RFQ No: CPI-ACEP-BPA 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 Counterpart or project staff members; We have no close, familial, or financial relationships with any other Prospective Vendors 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 Vendor or competitor for the purpose of restricting competition. 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): Page 10 of 10