Request for Quotations (RFQ)

Transcription

1 Strengthening Watershed and Irrigation Management (SWIM) The Baron Kabul, Afghanistan Request for Quotations (RFQ) RFQ Number: RFQ-SWIM Issuance Date: April 13, 2017 Deadline for Quotations: Description: For: Funded by: Implemented by: Point of Contact: April 20, 2017 / 3:00 p.m. Kabul, Afghanistan local time Provision and Delivery of Office Supplies and Stationery Strengthening Watershed and Irrigation Management (SWIM) United States Agency for International Development (USAID) Contract No. AID-306-C AECOM International Development Inc. swimprocurement@gmail.com Section 1: Instructions to Respondents 1. Introduction: The Strengthening Watershed and Irrigation Management (SWIM) project is a USAID program implemented by AECOM International Development Inc. (AECOM) in Afghanistan. The goal of the SWIM project is to support sustainable, agriculture-led economic growth by increasing the sustainable and productive use of water livelihoods, and strengthening water resource management. The purpose of this RFQ is to solicit quotations from eligible office supplies and stationary vendors for as-needed and ad hoc provision of office supplies and stationary. The SWIM project anticipates issuing a blanket purchase agreement (BPA) to establish specific pricing levels for ordering of office supplies and stationary. This will allow the project to issue specific purchase order or call orders, on an as-needed basis, for a period not to exceed 12 months. Respondents are responsible for ensuring that their quotations are received by AECOM in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to instructions described in this RFQ may lead to disqualification of a quotation from consideration. 2. Submission Deadlines and Instructions: Quotations must be received no later than 3:00 p.m. Kabul local time on April 20, 2017, by or hard copy delivery to the SWIM office. ed quotations must be ed to swimprocurement@gmail.com. The subject line of the quotation must be as follows: RFQ-SWIM : Provision and Delivery of Office Supplies and Stationery. Hard copy quotations must be stamped and signed by the respondent s authorized representative and delivered in a sealed envelope to the SWIM Office located at the Baron, Kabul, Afghanistan. The address for the Baron is as follows: West of Hamid Karzai International Airport, Kawja Rawash Street, Kabul, Afghanistan. Respondents must coordinate the drop off of hard copy quotations no later than 24 hours prior to the requested drop off by sending an request to swimprocurement@gmail.com. Please reference the RFQ number in any response to this RFQ. Quotations received after the specified time and date will be considered late and considered only at the discretion of AECOM. Page 1 of 9

2 3. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 12:00 p.m. local Kabul time on April 20, 2017, by to Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification and the responses thereto that AECOM believes may be of interest to other respondents will be circulated to all RFQ respondents who have indicated an interest in submitting quotations. Only the written answers issued by AECOM will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of AECOM or any other entity should not be considered as an official response to any questions regarding this RFQ. 4. Specifications: Section 4 contains the technical specifications of the required items. All items offered in response to this RFQ must be new and unused and delivered in their original packaging. 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. 5. 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 Afghani (AFN). Quotations must remain valid for not less than sixty (60) calendar days after the RFQ deadline. Respondents are requested to provide quotations using their official quotation format or letterhead; if this is not possible, respondents may complete and submit the table in Section 4 of this RFQ. In addition, respondents 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 issued by any of the following entities as applicable - the Ministry of Commerce and Industry, Afghanistan Investment Support Agency (AISA), Ministry of Information and Culture, Ministry of Education or Ministry of Public Health Individuals responding to this RFQ are requested to submit a copy of their national identification card. 6. Delivery: The delivery location for the items described in this RFQ is the SWIM Office, The Baron, West of Hamid Karzai International Airport, Kawja Rawash Street, Kabul, Afghanistan. 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 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR 228. The cooperating country for this RFQ is Afghanistan. Respondents 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. 8. Warranty: Respondent warrants and implies that all goods and services delivered or provided hereunder to be merchantable and fit for use for the particular purpose described in the contract. All equipment shall have the standard manufacturer s 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. Page 2 of 9

3 9. Taxes and VAT: Respondents must assess and include in the total cost of their quotation the Business Receipt Tax (BRT) or any other tax required by the Afghanistan income tax law. AECOM will not allow an awarded entity to add taxes (including BRT taxes) or any previously unanticipated costs to the agreement after an award is made. Pursuant to the provisions of the Government of Afghanistan Income Tax Law 2009, Article 72, effective March 2009, SWIM is required to withhold 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. The prescribed rate of tax withholding is 2% of the gross purchase amount for contractors/vendors who are in possession of an active business license issued by any of the following entities - the Ministry of Commerce and Industry, Afghanistan Investment Support Agency (AISA), Ministry of Information and Culture, Ministry of Education or Ministry of Public Health - at the time the awarded entity submits invoices for payment, and the invoices are successfully reviewed and approved. Contractors/vendors who provide supplies, materials, construction, and services under contract, which are contrary to that approved by-law, are subject to 7% income tax withholding from the gross purchase amount. Before signing this Agreement, the contractor/vendor will provide a copy of the organization's business license and TIN (Tax Identification Number) to AECOM. Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF) Tax Division and credited to the firm's TIN. Records of payments to the MOF shall be maintained on file with AECOM. 10. Eligibility: By submitting a quotation in response to this RFQ, the respondent 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, suspended, or considered to be ineligible by the U.S. Government. 11. Evaluation and Award: The award will be made to a responsible Respondent whose quotation 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 lowestprice, technically-acceptable basis. Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, a quotation may be deemed non-responsive and thereby disqualified from consideration. AECOM 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, AECOM reserves the right to conduct any of the following: AECOM may conduct negotiations with and/or request clarifications from any respondent prior to award. While preference will be given to respondents who can address the full technical requirements of this RFQ, AECOM may issue a partial award or split the award among various respondents, if in the best interest of the SWIM project. AECOM may cancel this RFQ at any time. 12. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate AECOM, the SWIM project, or USAID to make an award or pay for costs incurred by potential suppliers in the preparation and submission of a quotation. Page 3 of 9

4 This solicitation is subject to AECOM s standard terms and conditions. Any resultant award will be governed by these terms and conditions. 13. Period of Agreement: The base period for any BPA awarded as a result of this RFQ shall be from the effective date of the awarding of the BPA through April 30, Most Favored Customer Prices: The prices in any BPA awarded as a result of this RFQ shall be at least as low as or lower than those charged to the supplier s most favored customer for comparable quantities under similar terms and conditions, in addition to any discounts for prompt payment. If, at any time, prices under any other contract vehicle become lower than the prices in this BPA, this BPA will be modified to include the lower prices. 15. BPA Master Limit: AFN 480,000. By mutual written agreement of both parties, the maximum value may be used early, which will render the agreement period shorter. AECOM estimates but does not guarantee that the maximum ceiling will be obtained. Individual purchase orders requested shall not exceed a combined total of AFN 40,000 per month unless approved by the Director of Contracts, Grants, and Compliance or the Chief of Party. Section 2: Quotation Checklist To assist respondents in the preparation of quotations, the following checklist summarizes the documentation to submit a quotation in response to this RFQ: Cover letter, signed by an authorized representative of the respondent (see Section 3 for template) Official quotation, including specifications of offered items (see Section 4 for example format) Copy of Respondent s registration or business license issued by any of the following entities - the Ministry of Commerce and Industry, Afghanistan Investment Support Agency (AISA), Ministry of Information and Culture, Ministry of Education or Ministry of Public Health. Page 4 of 9

5 Section 3: Quotation Cover Letter Example (Must be submitted on the organization s commercial letterhead) Date: SWIM Project Attn: Procurement Department The Baron Kabul, Afghanistan Reference: RFQ-SWIM : Provision and Delivery of Office Supplies and Stationery Dear SWIM Project: I, the undersigned, hereby provide the attached Quotation to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. I hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. I 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. Please see attached the submitted Quotation which is comprised of: Quotation Cover Letter Specifications, Technical Requirements, and Price Schedule Copy of Business License With references to all components of our Quotation, I have reviewed the information presented, and to the best of my knowledge, certify that all of the information is current, complete and accurate. Our Quotation shall be binding upon us, including mutually agreed upon modifications resulting from negotiations, for a period of 60 calendar days from the specified RFQ closing date, after which time the validity of our quotation will expire. We understand that SWIM is not required to accept and/or evaluate quotations that do not conform to the instructions of the referenced RFQ and may reject all quotations and not award a BPA for this RFQ. Name of Organization Name of Agent Title of Agent Signature Seal/Stamp of Organization Date Page 5 of 9

6 Section 4: Specifications, Price and Technical Requirements 4.1 Specifications and Price This solicitation is not for a one time bulk delivery. The vendor will be asked to provide office supplies and stationary on an as-needed basis over a 12-months period by the SWIM Procurement Department. Prices effective date of the awarding of the BPA through April 30, Respondents must enter all information required in the table below. An authorized representative of the respondent must sign below and stamp this page with the organization s seal. All prices shall be quoted in Afghani. Quoted prices shall be all-inclusive meaning that quoted pricing will include all ancillary and associated costs (e.g., delivery, installation, taxes, duties, training, warranty, etc.) Item Description Unit Offered Price (AFN) Accordion File, for A4 Sized Documents Calculator Medium Size (Original-good Quality) Notice Board 80x60cm (good Quality) Notice Board 80x120cm (good Quality) White Board 80x120cm (good Quality) White Board 2mx1m (good Quality) Note Book Diary 2017 (Original) Note Book, (Record Book) 100 sheets Pen Holder (good Quality) Note Pad, Yellow, Legal Size Binder Clip Large Size, x 2`` width, x12 Binder Clip Medium Size, 5/8" width, x12 Binder Clip Small Size, 3/4" width, x12 Stapler Kangro, Large Size, for 100 sheets Stapler Kangro Medium Size, for 50 sheets Stapler Kangro Small Size, for 30 sheets Staples, Large Size, for 100 sheets, 12 pack x 1000 Count Staples, Heavy duty, 23/15, x 1000 Count Staples, Heavy duty, 23/12, x 1000 Count Staples, Heavy duty, 23/8, x 1000 Count Staples, Small Size, for 30 sheets, 12 pack, x1000 Count Hole Punch, Large Size, 3 holes, A4 size Hole Punch, Medium Size, 2 holes Scissors Medium Size Scotch Tape (Large Size, 150m) Scotch Tape (Small Size) Hanging Folder, A4 size Staple Remover, x 12 Metallic Ruler, 6 inch Metallic Ruler, 12 inch Metallic Ruler, 18 inch Roll Roll Comments Page 6 of 9

7 Wooden Paper Tray for Desk (good quality) Plastic Paper Tray for Desk (good quality) White Board Marker Erasable (Assorted Colors) White Board, Permanent Marker (Assorted Colors) Permanent Marker (Sharpie) Binder Folder, 1, A4 size, Plastic Cover with Binding Rings Binder Folder, 2, A4 size, Plastic Cover with Binding Rings Binder Folder, 3, A4 size, Plastic Cover with Binding Rings Paper, A4 size, good Quality Clipboard, A4 size File, with Fasteners and Dividers Sheet Protector, x 1 00 White board Eraser Envelope Regular Size, 4.5x9" Envelope Large Size 16 x 12 Envelope Large Size 9 x 12 Flip Chart 20 Pages Flip Chart Paper Flip Chart Holder, (Stand) Glue Stick, good Quality, x 12, 8 gr Highlighter x 6 Pcs good Quality ID Card Holder Key Ring, good Quality, X 100 Lamination Film A4 Size x 100, Glossy Lamination Film A4 Size x 100, Matte Lamination Film, Small size, Glossy Stick on Notes, x 12 pcs x100sheets, 76x100mm, 3x4inch Stick on notes, x 12pcs 76x51 mm, 3x2inch, x 100 sheets Paper Clip Large Size, x 100, 50 mm Paper Clip Small Size, x mm Pen (Uni Ball, or Equivalent) Pen (Piano, or Equivalent) Pencil, good Quality Color printing (special) paper, A4 Business Card Holder Pencil Sharpener Copy Paper, A3 Size Manila Folder for A4 Paper Sticker (Labels) Divider, 1-10, A-Z, paper Tape dispenser File Separator Trash Bin, Plastic Mesh Extension Cord (good Quality) Rubber Bands Stamp Inking Pad Box Book Box Ream Page 7 of 9

8 Mechanical Pencil, 0.7mm Pencil Lead Hard Certificate Paper, A4 Size Photo Paper, A4 Size, Glossy, 50 Sheets Push Pin, Notice Board Pin Paper Cutter Post It Message Flags, Sign Here Manila Folder Large Size- 1/5 Cut Paint Marker, Assorted Colors Double sided Tape Tape for Labeling Machine, 9mm Tape for Labeling Machine, 12mm Tape for Labeling Machine, 188mm AAA Batteries (Alkaline or alike) AA Batteries (Alkaline or alike) aged Thuraya Phone card/500 Afghani credit Roll The Contractor shall: a. Provide office supplies and stationary on an as needed basis for the SWIM project. b. The supplies and stationary shall be delivered at SWIM. c. The SWIM project will conduct site visit of the selected vendor to ensure availability of stock and best quality. The vendor will enter the estimated time for delivery of the supplies and stationary after receipt of a call order below. The delivery estimate presented in any offers in response to this RFQ must be honest, accurate, and upheld in the performance of any resulting BPA. Time Required for Delivery after Receipt of Call Order: Hours Company Name: Authorized Agent s Printed Name: Date: Phone: Address: Signature: Stamp: Page 8 of 9

9 4.2. Technical Requirement: 4.2.1: Business detail information Vendor name per Business License Vendor Address: Vendor Contact person and Phone Numbers Vendor addresses Minimum Terms and Conditions No Description/Question Response Offer Cover letter 1 2 Did you submit the Offer Cover Letter? See Section 2 for template. Valid Business License and Nature of Business. Only vendors in the business of office supplies and stationary are eligible to apply. Vendors in the business of Construction or not related to the relevant scope will not be considered. Attached Not attached Attached Not attached 3 Did you include the cost and specification for each item? The cost should be in AFN See section 4.1 for template Yes No 4 Delivery Period Can you deliver the supplies within one day notice? Yes No 5 6 Quality: The items provided MUST be of good quality. Do you understand that low quality supplies will be rejected? Validity of Bid Price: Bids must be valid for at least 30 days. Please choose only one checkbox. Yes, we understand that any expired or low quality supplies will be returned by project. No 30 Days 60 Days 90 Days Other: 7 Payment Term: Payment will be made to the vendor within 30 business days after the delivery of goods and acceptance of invoice. No advance payment is authorized under this procurement. Do you accept these terms and conditions? Yes No Page 9 of 9