AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT REQUEST FOR QUOTE ( RFQ )

Transcription

1 AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT REQUEST FOR QUOTE ( RFQ ) PURCHASE AND DELIVERY OF ONE (1) 2012/2013 4X4 Four-DOOR Heavy Duty PICK-UP TRUCK July 31, 2012 RFQ NO. FY FSM ANDRA SAMOA Chief Executive Officer Page 1 of 10

2 ISSUANCE DATE: July 31, 2012 NOTICE TO OFFERORS REqUEST FOR quote {URFqU) RFQNO, PROJECT: CLOSING DATEITIME: FY12.109S.FSM Purchase and Delivery of One (1) '4.4' Four-Door Heavy Dutv Pick-Up Truck August 29, American Samoa time The American Samoa Power Authority (ASPA) hereby issues this Request for Quotes ('RFQ') for the purchase and delivery of one (1) ' 4x4' Four-Door Heavy Duty Pick-Up Truck in accordance with specifications and conditions provided. Complete package may be picked up from the ASPA Procurement Office on the second floor of the T&D Building in Tatuna. Yo u may also view this on the ASPA website: For more information about this RFQ, you may contact Josephine Siaumau, Procurement (684) or a-mail at Josephlne@aspower.com, or Panaia Fa'ali'i, FSM Manager at Penaia@aspower.com. Qualified Offerors must submit sealed quotes and forms in a sealed envelope, box, or other enclosure addressed to the ASPA Procurement Manager and must be labeled "RFg No. FY12.109S,FSM Purchase and DeUvery of One (1) "4x4" Four-Door Heavy DyIY Pick Up Truck". An original, one (1) PDF electronic copy and three (3) hard copies of the Offeror's quote must be received at the ASPA Procurement Office no later than 2:00 p.m. on or before Augusl29, Quotes transmitted by electronic means, such as via the Intemet and facsimile instruments shall be accepted upon receipt by the ASPA. Quotes may be transmitted via Alr Mail Delivery through Registered, Certified Mail, USPS Express Mail, or use of DHL or Fed Ex, but must be postmarl<ed no later than ten (10) days prior to the quote-opening date. The only acceptable evidence of date of mailing is a U,S. Postal Service postmarl< or similar marl< by DHL or Fed Ex; the only acceptable evidence of time of receipt at the ASPA facility is the timehlate evidence maintained by ASPA. The American Samoa Power Authority reserves the right to: 1. Reject all quotes and reissue a new or amended RFQ. 2. Request additional infonnation from any submitting a quote. 3. Select a firm for award based on otiher than ' least cost' (e.g. capabilijy to complete work in a timely fashion or proven technical capabilities). 4. Negotiate a contract witih the firm selected for award. 5. Waive any non-material violations of rules set up in this RFQ at its sale discretion. 3 /,;) Andra Samoa, Chief Executive Officer Date RFQ No. FY FSM One (1 ) x4 4000r Pick Up Truck (Heavy Duty) - PurchaselDelivery Page 2 of 10

3 QUOTE INVITATION IOANA S. ULI MANAGER, PROCUREMENT OFFICE AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT P.O. BOX PPB PAGO PAGO, AS (684) DATED ISSUED: July 31, 2012 REQUEST FOR QUOTES NO: FY FSM ONE (1) 2012/2013 4x4 FOUR-DOOR HEAVY DUTY PICK-UP TRUCK PURCHASE AND DELIVERY INSTRUCTIONS: 1) This REQUEST FOR QUOTES shall require an original, one PDF electronic copy and three (3) hard copies that must be received at the ASPA Procurement Office no later than 2:00 p.m. on August 29, The envelope or box must be labeled RFQ No. FY FSM Purchase and Delivery of One (1) 2012/2013 4x4 Four-Door Heavy Duty Pick- Up Truck. Late submittals will not be opened or considered and will be determined as non-responsive. All Offerors shall provide sufficient written and verifiable information that responds to the requirements set forth herein, the Contract Documents, and in the Scope of Work. 2) Pre-Quote Questions Any pre-quote questions and/or clarifications shall be submitted to or the Procurement Manager in writing (through electronic mail or hard copy) prior to the closing date set forth above. Questions and/or clarifications are welcome and should be submitted no later than August 17, The ASPA shall issue addenda to address any questions and/or clarifications as necessary. NOTE TO OFFERORS: This Quote is subject to the attached General Terms and Conditions of the Request for Quotes for the purchase and delivery of One (1) 2012/2013 4x4 Four-Door Heavy Duty Pick-Up Truck. The undersigned offers and agrees to furnish within the time specified, the articles and services at the price stated opposite the respective terms listed on the schedule provided, unless otherwise specified by an Offeror. In consideration to the expense of the American Samoa Power Authority in opening, tabulating, and evaluating this and other quotes, and other considerations such as the schedule, the undersigned agrees that this quote shall remain firm and irrevocable within Ninety (90) calendar days from the date opening to supply any or all of the items which prices are quoted. SIGNED: DATE Page 3 of 10

4 AMERICAN SAMOA POWER AUTHORITY GENERAL TERMS AND CONDITIONS RFQ NO. FY FSM Purchase and Delivery of One (1) 2012/2013 4x4 Four-Door Heavy Duty Pick-Up Truck I. GENERAL DESCRIPTION The ASPA hereby solicits formal written quotes for the purchase and delivery of one ( 1) 2012/2013 4x4 Four-Door Heavy Duty Pick-Up Truck. The complete description of required deliverables is listed in the attached Scope of Work, which is incorporated herein as if fully set forth. II. DATE/TIME/PLACE FOR QUOTE SUBMITTAL Each Offeror must submit his or her quote in a sealed envelope addressed to the Procurement Manager. An original, one PDF electronic copy and three (3) hard copies of the quotes must be received at the ASPA Procurement Office no later than 2:00 p.m. local time on August 29, Late submittals will not be opened or considered and will be determined as nonresponsive. All Offerors shall provide sufficient written and verifiable information that responds to the specifications of this RFQ, and in accordance with the attached Scope of Work. III. PRE-QUOTE QUESTIONS: Any pre-quote questions and/or clarifications shall be submitted to the Procurement Manager in writing (through electronic mail or hard copy) no later than 4:00 PM on August 17, The ASPA shall issue addenda to address questions and/or clarifications as necessary. IV. PREPARATION INSTRUCTIONS The quote must contain three (3) parts. Offerors shall prepare all quotes in detail accordingly. a. Warranty: Offerors must describe its approach in addressing any warranties and service plan for the following: Oil changes and maintenance checks including air filter, fuel filter, oil filter and spark plugs Basic Power train Corrosion perforation Specified Major Emission Stock availability b. Quote Price: Offerors must set forth the rate for specific type of vehicle as stated on the attached Quote Form, which is incorporated herein as if fully set forth. c. Shipping and Handling: Offerors shall explain and/or describe the Offeror s experience/knowledge with shipping agencies and/or freight forwarding companies doing business in the South Pacific region. Offerors shall state the lead times for shipping and handling for the items set forth in this RFQ. V. SCOPE OF WORK (REFER TO ATTACHMENTS B Page 4 of 10

5 VI. BASIS FOR SELECTION EVALUATION: Quotes for specified items will be evaluated by a Source Evaluation Board ( SEB ). SEB members will be chosen by the Chief Financial Officer based on recommendation by the Procurement Manager. Submission of a quote shall constitute a waiver of any challenge or dispute of the SEB members, as well as the choice of methodology set forth on the SEB score sheets. The awards will be made by the ASPA in accordance with the evaluation criteria set forth herein and with Section of the ASPA s Procurement Rules. The results of the SEB s evaluation shall be documented and a determination shall be made by the SEB of those responsible Offerors whose quotes are susceptible of being selected for award for each type of equipment, in descending order. The determination shall be included in the contract file. The results of the SEB evaluation will be documented and the SEB determinations will be sent to the Procurement Manager. The Procurement Manager, upon receipt of the SEB s recommendation of award, shall forward to the Division Manager for routing to the Board of Directors and the CEO, through the CFO for final approval. The Procurement Manager shall notify the winning Offeror(s) accordingly. The ASPA reserves the right to make the award to the Offeror who submits the quote which meets the requirements set forth herein and best meets the needs of ASPA after taking into consideration the aforementioned factors. The ASPA also reserves the right to select portions of a quote, or to reject any and all quotes. VII. WITHDRAWAL OF QUOTES: Any quote may be withdrawn prior to the scheduled time for the opening of quote by notifying the ASPA in a written request. No quote may be withdrawn after the time scheduled for opening of quotes. VIII. OPENING AND COMPARISON OF QUOTES: In accordance with Procurement Rule 3-110, quotes will be opened and recorded as part of the record for the Source Evaluation Board on the date and at the time indicated above at the Procurement Office in Tafuna or in another place designated by the ASPA Procurement Manager in writing. IX. RFQ CONDITIONS: The ASPA reserves the right to issue any addenda to this RFQ. Offerors shall send the ASPA a signed form confirming receipt of any addenda, and shall submit supporting/additional information as required by any addenda. In the event that any Offeror fails to acknowledge receipt of any such addendum in the space provided, his or her quote shall be considered irregular and will be accepted by the ASPA only if it is in the ASPA s best interest. In the event that addenda are not received until after the Offeror has submitted his or her quote, a supplementary quote may be submitted revising the original quote. Such supplementary quotes must be received by the ASPA prior to the scheduled time for opening of quotes. Page 5 of 10

6 X. EVALUATION CRITERIA: The following criteria will be used by the Source Evaluation Board to evaluate quotes: Service Plan/Warranty Price: Shipping/Lead Time Total: 0-25 points 0-50 points 0-25 points 100 points (best possible score) The ASPA reserves the right to award by item, groups or items or total quote, whichever is in the best interest of the ASPA. The ASPA may reject any quote, in whole or in part, or reject all quotes if it determines that the lowest quote exceeds the funds available for purchase, or if the lowest quote is considered in excess of current reasonable market prices. XI. DELIVERY: Offerors must clearly state in their quotes: A. Date the item will arrive at West Coast destination B. Date the item will arrive at the ASPA s Tafuna compound XII. PAYMENT: Net 30 days (negotiable) after item has been received and passed inspection at the ASPA Tafuna warehouse. XIII. BILL OF SALE: The successful Offeror shall render bill(s) of sale for each item delivered under this contract. Failure to comply with this requirement will result in rejection of delivery. The bill(s) of sale must accompany the items delivered but will not be considered as an invoice for payment. Supplier shall bill the ASPA in accordance with billing instructions as indicated on the Purchase Order. XIV. MANUFACTURER'S CERTIFICATE: The successful Offeror is required, upon delivery of any item under this contract, to furnish a certificate from the manufacturer indicating that the goods meet the specifications. Failure to comply with this request will result in rejection of delivery. XV. INSPECTION: All supplies, materials, equipment, or services delivered under the contract shall be subjected to the inspection and/or test conducted by the ASPA at destination. If in any case the supplies, materials, equipment, or services are found to be defective in material, workmanship, performance, or otherwise do not conform with the specifications, the ASPA shall have the right to reject the items or require that they be corrected. The number of days required for correction will be determined by the ASPA. XVI. SELLER S INVOICES: Invoices shall be prepared and submitted in quadruplicate (one copy shall be marked "original") unless otherwise specified. Invoices shall be "certified true and correct" and shall contain the following information: Contract or Purchase Order number (if any,) item numbers, description of Page 6 of 10

7 supplies or services, sizes, quantities, unit prices, shipping and handling insurance, extended total, and any other non product costs associated with this order. Bill of lading number and weight of shipment will be shown for shipments made on Government bills of lading. XVII. AWARD, CANCELLATION & REJECTION: Award shall be made to the lowest responsible and responsive Offeror, whose quote is determined to be the most advantageous to the American Samoa Power Authority, taking into consideration the evaluation factors set forth in this solicitation. No other factors or criteria shall be used in the evaluation. The right is reserved as the interest of the ASPA may require waiving any minor irregularity in quotes received. The Procurement Manager shall have the authority to award, cancel, or reject quotes, in whole or in part for any one or more items if she determines it is in the public interest. The award issued to the lowest responsible and responsive Offeror results in a binding contract without further action by either party. In case of an error in the extension of prices, unit price will govern. It is the policy of the ASPA to award contracts to qualified Offerors. The ASPA reserves the right to increase or decrease the quantity of the items for award and make additional awards for the same type items and the vendor agrees to such modifications and additional awards based on the quotation prices for a period of thirty (30) days after the original award. No award shall be made under this solicitation which shall require advance payment. Page 7 of 10

8 ATTACHMENT A QUOTE FORM TO: American Samoa Power Authority Attn: Procurement Manager ADDRESS: PO Box PPB, Pago Pago, American Samoa TITLE: RFQ NO. OFFEROR: Purchase and Delivery of One (1) 2012/2013 4x4 Four-Door Heavy Duty Pick-Up Truck FY FSM DATE:, 2012 Gentlemen/Ladies: The undersigned, (hereafter called a Offeror ) (Corporation, Partnership or Individual), hereby proposes and agrees to furnish all the necessary information to above quotation in accordance with the Technical Specifications, Scope of Work, General Terms and Conditions, and other procurement requirements specified in these Contract Documents for the prices stated in the itemized quotation form(s) attached hereto, plus any and all sums to be added and/or deducted resulting from all extra and/or omitted work in accordance with the unit and/or lump sum prices stated in the itemized Quotation form attached hereto. The undersigned has read and understands the quotation requirements, and is familiar with and knowledgeable of the local conditions at the place where the product is to be delivered. We have read the Invitation for Quotation Instructions and General Terms and Conditions attached to the Quotation Invitation to ascertain that all requirements of the quotation are submitted in the quotation envelope that includes one original, one electronic and three (3) hard copies at the date and time of quotation opening. QUOTATION: Item Description Quantity Price 1. New 2012/2013 4X4 Four-Door Heavy Duty Pick-Up Truck One (1) 2. Shipping & Handling 3. Warranty Plan (State Number of Years Coverage) TOTAL QUOTE IN WITNESS THEREOF, the undersigned has caused this instrument to be executed by its duly authorized officers on this day of, OFFEROR: By: Date: Name: Title: Seal Page 8 of 10

9 ATTACHMENT B SCOPE OF WORK SPECIFICATIONS: 4x4 Four-Door Full Size Heavy Duty Pick-Up Truck Minimum Specifications: Year: 2012/13 Transmission: Steering: Brakes: Traction: Door Count: Fuel Type: Cab Type: Drivetrain: Engine Horsepower: Engine Capacity Suspension: 5 speed Automatic transmission with overdrive and tow haul mode Power assisted 4-Wheel ABS Advanced Trac with Roll Stability Control/System 4 doors Diesel (ULSD) or Unleaded Gasoline Crew Cab/Extended Cab Part time 4 Wheel Drive 340 hp 5.7 Liters V8 Heavy Duty handling trailering with heavy duty piston mono tube shocks and heavy duty front stabilizer bar Front: independent with torsion bar Rear: semi-elliptic, two stage multi leaf springs and heavy duty shock absorbers or equivalent Color: Seating: Ground Clearance: EPA Fuel Consumption: Estimated (Hwy) Towing capability: White 5 (Minimum) 10.1 (Minimum) 16 miles/gallon Trailer tow package (installed) with tow ball hitch/hook; must be able to tow minimum 6,000 lbs. Towing prep package with wiring provisions Page 9 of 10

10 Truck must come equipped with a Whellen Mini 9m Series Lightbar permanently mounted on rooftop. OTHER/COMFORTS: 1. Air Conditioning 2. AM/FM CD Stereo Radio 3. Vinyl floor covering 4. Seven (7) way wire electrical trailer connection. 5. Power windows 6. Central door locks Warranty: Basic: Three (3) years or 36,000 miles whichever comes first (free service plan) Corrosion Protection: Because of the highly corrosive environment this unit will be operating in, the Chassis shall be undercoated and all exposed metal painted with a corrosion inhibiting paint; also the top and inside of the bed shall be coated with sprayed on lava liner or equivalent. Page 10 of 10