Request for Quotation (RFQ) Solicitation Overview

Transcription

1 Request for Quotation (RFQ) Solicitation Overview Reference Number: Activity Title: Determination of Award: Award Type: Submission Deadline: Question & Answers: Delivery Location: Source & Nationality Requirements: Notice: Accompanying Annexes: OPSC-NBO Facilitator for the TIS+ Strategic Review Session in Nairobi, Kenya Lowest Price Technically Acceptable (LPTA) Fixed-Price Contract Final submissions will be due no later than Friday, 6 July 2018; 1600hrs (East African Time) submitted to tenderbox.nairobi@somtisplus.com Questions regarding OPSC-NBO shall be submitted to procurement@somtisplus.com no later than Wednesday, 27 June 1600hrs (East African Time). Answers to questions will be distributed via to all interested parties within 48 hours of the deadline (by no later than Friday, 29 June 2018, 1600 hrs (East African Time). AECOM International Development will not respond to questions pertaining to this RFQ over the phone. AECOM International Development will not in any way assist Offerors in preparing their bids nor reimburse any bid preparation costs incurred by the Offeror. TIS+ Office in Nairobi TIS+ is bound by USAID and its own policies on procurement, including those of source and nationality requirements. This is a competitive procurement open to all interested bidders in accordance with the source and nationality requirements set forth in Attachment A. Detailed information on source & nationality is provided within this RFQ. Issuance of OPSC-NBO does not in any way obligate AECOM to award a subcontract for facilitation services. Award to a service provider is subject to availability of funds and requisite donor approvals. Offerors interested in submitting quotations do so at their own discretion and cost. Attachment A: Proposal Cover Letter Attachment B: Scope of Work Attachment C: Bio Data Attachment D: Past Performance Experience Attachment E: Evidence of Responsibility Form 1

2 Issuance Date: Monday, June 18, 2018 To: Funded by: For: Implemented by: Subject: Offerors United States Agency for International Development (USAID) Contract No. AID-623-C Transition for Stabilization Plus TIS+ AECOM International Development OPSC-NBO FACILITATOR FOR TIS+ STRATEGIC REVIEW SESSION (SRS) IN NAIROBI, KENYA INTRODUCTION: The TIS+ Program aims to promote peace and stability in Somalia by increasing the visibility of, and confidence in Government through improved service delivery and creating collaborative and strategic partnerships among government institutions, the private sector, civil society and communities. The TIS+ Program focuses on four objectives: 1) Increase confidence in governance based on equitable participation in decision making and management of community assets; 2) Empower community and government representatives to engage with private sector and development actors in collaborative process for community growth; 3) Increase Somali engagement in creating a more stable future; and 4) Support inclusive, sustainable development by reducing gender gaps in stabilization and development. PURPOSE: The purpose of this RFQ is to solicit quotations from eligible Service Providers to facilitate the TIS+ Strategic Review Session in Nairobi, with specifications provided in Attachment B of this document. Offerors are responsible for ensuring their offers are received by TIS+ in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to the instructions for submission described in this RFQ may lead to an offeror s bid being deemed non-responsive, resulting in disqualification for a determination of award. INSTRUCTIONS: Submission deadline: July 6, 2018, 1600 hrs (East Africa Time) Submissions shall be ed to tenderbox.nairobi@somtisplus.com. The subject line of the shall be clearly labeled RFQ TIS +/ OPSC-NBO : Facilitator TIS+ Strategic Review Session, Nairobi, Kenya. Bids sent to personal addresses of TIS+ staff will not be considered for award under this RFQ. Offerors shall reference the RFQ Number and Activity Title in the subject line. No late submissions will be accepted. Questions: Questions regarding the technical or administrative requirements of this RFQ shall be submitted no later than 27 June 2018, 1600 hrs (East African Time) by to procurement@somtisplus.com. 2

3 Questions and requests for clarification and the responses thereto will be circulated to all RFQ recipients who have indicated an interest in bidding by no later than Friday, 29 June 2018, 1600 hrs (East African Time). Only the written answers issued by TIS+ will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of AECOM/TIS+ or any other entity should not be considered as an official response to any questions regarding this RFQ. Specifications: Attachment B describes the services to be provided. Duties: The TIS+ Program is VAT exempt (TIS+ will request duty exemption and request reimbursement upon presentation of a duly approved DA1 Form). Quotations shall exclude Customs and VAT. Quoted Price: Quotations in response to this RFQ should be based on a fixed-price basis, that will be based on the Bio Data provided in Attachment C. Any fees, costs, taxes or other demand of funds not disclosed in the offeror s quotation will not be considered for payment. Offerors are requested to provide quotations on official letterhead or quotation format. Currency should be specified in Kenyan Shillings (KES). Certification of Quotation: Offerors must certify that quotations are valid for up to 60 days, as required in Attachment A. Payment Schedule: Payments will be made upon receipt of official monthly invoice, in accordance with the instructions for payment and terms shown in the subcontract, and only after verification and approval by the technical manager and TIS+ designated authorities. 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. Code 937 is defined as the United States, the cooperating country, and any developing countries other than advanced developing countries, and excluding prohibited sources. The cooperating countries for this RFQ are Kenya and Somalia. 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 prohibited countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, or Syria. 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. AECOM will not award a contract to any firm that is debarred or suspended. Determination for 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 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. TIS+ reserves the right to waive immaterial deficiencies at its discretion. 3

4 Best-offer quotations are requested to include any discounts for monthly rates. It is anticipated that award will be made solely on the basis of these original quotations; however, AECOM reserves the right to conduct any of the following: TIS+ 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 service requirements in full per this RFQ, TIS+ may issue a partial award or split the award among various suppliers, if in the best interest of the TIS+ Project. TIS+ may cancel this RFQ at any time. TIS+ may reject any and all offers, if such action is considered to be in the best interest of TIS+. Best Value - Best Value Determination TIS+ will review all proposals and make an award based on the technical and cost evaluation criteria stated above and shall select the bidder whose proposal provides the best value to TIS+. TIS+ may also exclude an offer from consideration if it determines that a Bidder is "not responsible, i.e., that it does not possess the requisite management and financial capabilities necessary to perform the work required. TIS+ may award to a Bidder without discussions. Therefore, the initial offer must contain the Bidder s best price and technical terms. Instructions for Preparation of Proposals General Proposals MUST include the following contents: 1. Detailed CV must be attached. 2. Biodata that includes contact information for at least 3 references (see Attachment C). 3. Signed and Completed Proposal Cover Letter (see Attachment A template). 4. Record of Past Performance Experience (Attachment D). 5. Filled out Evidence of Responsibility (Attachment E). Cost The successful applicant will be selected by the Lowest Price Technically Acceptable (LPTA) method, which means that the lowest price offer among the technically accepted proposals will receive the award based on review of their Bio Data. All Offerors must submit a completed Attachment C, Bio Data. Past Performance Provide a list of at least three (3) recent awards of similar scope and duration from the past four years. The information shall be supplied as a table (complete the table in Attachment D). Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate AECOM, TIS+ or the TIS+ Project to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. 4

5 This solicitation is subject to TIS+ s 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) 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. (b) Any award resulting from this RFQ will be in the form of a fixed-price subcontract for services. Logistics TIS+ will be responsible for accommodations and meals. Procurement Ethics Neither payment nor preference shall be made by either the Bidder, or by any TIS+ staff, in an attempt to affect the results of the award. TIS+ treats all reports of possible fraud/abuse very seriously. Acts of fraud or corruption will not be tolerated, and TIS+ employees and/or subcontractors/grantees/vendors who engage in such activities will face serious consequences. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Bidder or the TIS+ staff may report violations to the ethics and compliance anonymous via to ethics@somtisplus.com. TIS+ ensures anonymity and an unbiased, serious review and treatment of the information provided. Such practice may result in the cancellation of the procurement and disqualification of the Bidder s participation in this, and all future procurements. Violators will be reported to USAID, and as a result, may be reported to the U.S. Department of Justice to be included in a Restricted Parties list, preventing them from participating in future U.S. Government business. Thank you... TIS+ PROGRAM Inc. (Kenya) procurement@somtisplus.com 5

6 ATTACHMENT A: PROPOSAL COVER LETTER [On Firm s Letterhead] <Insert date> TO: AECOM-Transition initiatives for Stabilizations TIS+ We, the undersigned, provide the attached proposal in accordance with RFQ OPSC-NBO issued on June 18, Our attached proposal is for the fixed price of KES <Sum in Words and Figures > per day. I certify that our proposal is valid for a period of 60 days. Upon award, our proposal price shall be binding upon us, subject to the modifications resulting from any discussions and final negotiations. I certify our financial responsibility. Further, I will accept TIS+ VAT exempt status and understand that the project will provide VAT exempt documentation upon award. We understand that TIS+ is not bound to accept any proposal it receives. Yours sincerely, Signature Name of Applicant 6

7 Summary ATTACHMENT B: Scope of Work The Strategic Review Session (SRS) Facilitator will manage the SRS agenda, discussion and timeline to support the achievement of the event s intended outputs and outcomes. S/he will as well support effective participation by SRS attendees to help ensure outputs and outcomes are informed by the perspectives of all contributors. Primary Responsibilities Responsibilities include, but are not limited to the following: 1. Develop an overarching understanding of the TIS+ program, its strategic approach and its activities, achievements to date; 2. Develop a working understanding of the TIS+ programs with geographic specific and objective 1-4 specific strategies / programmatic rationales, activities to date, activities in planning; 3. Engage with USAID/Somalia and TIS+ staff in advance of the SRS to discuss goals, objectives, priorities and other pertinent information for the SRS; 4. Work with all parties to finalize the SRS agenda, with clearly articulated intended session outputs and overall intended outputs of the SRS; 5. Facilitate the SRS in Nairobi, Kenya; 6. Participate in an SRS analysis and debrief with the TIS+ PMU and USAID at the conclusion of the SRS; 7. Produce a draft SRS report highlighting key outputs, agreed actions, recommendations, within two weeks of the completion of the SRS; 8. All other duties as required to support the successful implementation of the SRS. Required Qualifications The following are the minimum requirements/qualifications: a. 5-7 years of experience in facilitating strategic review sessions b. Experience working with USAID or USAID implementing partners c. Experience working in Somalia Minimum Mandatory Requirement Detailed CV must be attached. Biodata that includes contact information for at least 3 references (Attachment C). Signed and Completed Proposal Cover Letter (see Attachment A template). Record of Past Performance Experience (Attachment D). Filled out Evidence of Responsibility (Attachment E). Expected Level of Effort The expected level of effort is anticipated to be a period of fourteen (14) days, with submission of a draft report within three (3) working days following the SRS. A detailed work plan should be included in the proposal and will be negotiated and agreed, as part of the award negotiation, as needed. The SRS is expected to take place in September Reporting 7

8 The consultant will work under the overall supervision of the TIS+ Deputy chief of Party, with support from the AECOM Engagement Manager and TIS+ Chief of Party (COP) as needed. Evaluation of Proposals Technical Approach DESCRIPTION Proposed Methodology Proposed Level of Effort/Period of Performance for this assignment and Provide draft Work Plan for the assignment Past Experience Previous experience in Implementing similar works for the last five years Evidence of past experience showing a similar assignment conducted such as Recommendation letters or copies of contract Previous experience in supporting facilitation of SRS with USAID or USAID implementing partners TOTAL POINTS POINTS (MAXIMUM 100) 40 Points 20 Points 10 Points 10 Points 20 Points 100 Points Pass Mark: 70 Points 8

9 ATTACHMENT C: Bio Data CONTRACTOR EMPLOYEE BIOGRAPHICAL DATA SHEET 1. Name (Last, First, Middle) 2. Contractor s Name AECOM 3. Employee s Address (include ZIP code) 4. Contract Number AID-623-C Proposed Salary Per Day 5. Position Under Contract Human Resources 7. Duration of Assignment STTA 8. Telephone Number (include area code) 9. Place of Birth 10. Citizenship (If non-u.s. citizen, give visa status) 11. Names, Ages, and Relationship of Dependents to Accompany Individual to Country of Assignment 12. EDUCATION (include all college or university degrees) 13. LANGUAGE PROFICIENCY (see Instruction on Page 2) NAME AND LOCATION OF INSTITUTION MAJOR DEGREE DATE LANGUAGE Proficiency Speaking Proficiency Reading 14. EMPLOYMENT HISTORY 1. Give last three (3) years. List salaries separate for each year. Continue on separate sheet of paper if required to list all employment related to duties of proposed assignment. 2. Salary definition basic periodic payment for services rendered. Exclude bonuses, profit-sharing arrangements, commissions, consultant fees, extra or overtime work payments, overseas differential or quarters, cost of living or dependent education allowances. POSITION TITLE EMPLOYER S NAME AND ADDRESS POINT OF CONTACT &TELEPHONE # Dates of Employment (M/D/Y) Annual Salary From To Dollars 15. SPECIFIC CONSULTANT SERVICES (give last three (3) years) SERVICES PERFORMED EMPLOYER S NAME AND ADDRESS POINT OF CONTACT &TELEPHONE # Dates of Employment (M/D/Y) From To Days at Rate Daily Rate In Dollars 16. CERTIFICATION: To the best of my knowledge, the above facts as stated are true and correct. Signature of Employee Date 17. CONTRACTOR'S CERTIFICATION (To be signed by responsible representative of Contractor) Contractor certifies in submitting this form that it has taken reasonable steps (in accordance with sound business practices) to verify the information contained in this form. Contractor understands that USAID may rely on the accuracy of such information in negotiating and reimbursing personnel under this contract. The making of certifications that are false, fictitious, or fraudulent, or that are based on inadequately verified information, may result in appropriate remedial action by USAID, taking into consideration all of the pertinent facts and circumstances, ranging from refund claims to criminal prosecution. Signature of Contractor s Representative Date 9

10 ATTACHMENT D: Past Performance/Experience No. Name: Client Description of Services Location Cost (Indicate Currency) Start Date: Dates 1 Tel: Address End Date: Name: Start Date: 2 Tel: Address End Date: Name: Start Date: 3 Tel: Address End Date: Name: Start Date: 4 Tel: Address End Date: 10

11 ATTACHMENT E: Evidence of Responsibility Each vendor is required to respond to each point in the form below and sign it Evidence of Responsibility -- FAR Subsection To be determined responsible, a prospective contractor must -- a. Have adequate financial resources to perform the contract, or the ability to obtain them see FAR (a); b. Be able to comply with the required or proposed delivery or performance schedule, taking into consideration all existing commercial and governmental business commitments; c. Have a satisfactory performance record (see (b) and Subpart 42.15). A prospective contractor shall not be determined responsible or non-responsible solely on the basis of a lack of relevant performance history, except as provided in ; d. Have a satisfactory record of integrity and business ethics; e. Have the necessary organization, experience, accounting and operational controls, and technical skills, or the ability to obtain them (including, as appropriate, such elements as production control procedures, property control systems, quality assurance measures, and safety programs applicable to materials to be produced or services to be performed by the prospective contractor and subcontractors). (See (a); f. Have the necessary production, construction, and technical equipment and facilities, or the ability to obtain them (see (a)); g. Be otherwise qualified and eligible to receive an award under applicable laws and regulations. Company Name: Authorized Representative Name: Signature: Date: 11