Date: 4th September 2015. REQUEST FOR QUOTATION FOR THE SUPPLY OF GOODS Procurement Reference Number: SusWatch Kenya/Assessing Community Climate Change Risks and Adaptive capacities-consultancy / 04/09/2015 Sustainable Environmental Development Watch (Suswatch Kenya) invites your company to submit a quotation for the provision of Laptops, Tablets, Telephone set, power banks and headlamps designed for use in rural areas and off grid locations where electrical supplies are limited or unreliable like community centers. This procurement process will be conducted in accordance with the Suswatch Kenya s internal procurement guidelines. Any resulting contract shall be subject to the terms and conditions contained in a contract that Suswatch Kenya and the successful service provider will agree to. Any queries should be addressed to the undersigned address given below or to Mr. Nobert Nyandire (+254721878329) Please prepare to submit your quotation in accordance to instruction in Part I. Kindly advice the undersigned in writing if you will not submit your quotation. Yours sincerely Nobert Nyandire CCCA Coordinator 1
QUOTATION PROCEDURES Procurement Reference Number: SusWatch Kenya/Assessing Community Climate Change Risks and Adaptive capacities-consultancy / 04/09/2015 Preparation of Quotations: You re requested to quote for these items by completing, signing and returning: 1. The Quotation Submission Sheet( Part 1) 2. The List Price Schedule ( PART 2) 3. The Specification and Compliance sheet (PART 3) 4. The Documents Evidencing your eligibility You are advised to carefully read the complete Request for Quotations document; Sealing and Marking of Quotations: Quotations should be sealed in a single envelope, clearly Marked with the procurement reference number above and the bidder s Name. Submission of Quotations: Quotations should be submitted to the Suswatch Kenya Procurement committee Box 7659-40100 Kisumu. Milimani Area next to Palmers Hotel, Off Nairobi-Kisumu Highway, Tel. No. 020 2584757. Late quotations will be rejected Date of Deadline: 9 th September 2015 Time of deadline: Mid-night Opening of quotations: Quotations will be opened internally by the Suswatch Kenya procurement committee. Bidder s representatives will not be permitted to attend the opening. Evaluation of quotations: The evaluation of Quotations will use the Technical compliance selection methodology as detailed below on a pass or fail basis:- 1. Examination to determine eligibility and administrative compliance to this request for quotation. 2. Detailed evaluation to determine commercial and technical responsiveness. 3. Financial comparison to determine the evaluated price of quotation and to determine the best evaluated bid. Please note that a quotation failing any stage will be eliminated and not considered in subsequent stages. Eligibility Criteria: You are required to meet the following criteria to be eligible to participate in this procurement:- 1. Have the legal capacity to enter into a contract 2. Not be insolvent for the period of contract 2
3. Not have a conflict of interest in relation to this procurement Documents Evidencing Eligibility: You are requested to submit copies of the following documents as evidence of your eligibility and sign the declaration in the quotation Submission Sheet:- 1. Current trading license. 2. Valid certificate of registration. 3. Income tax clearance. Technical criteria: The specification and compliance sheet details the minimum specification of the service required. The service offered must meet this specification Currency: Quotations should be strictly priced in Kenya Shillings only. Best Evaluated bid: The best evaluated bid shall be the lowest priced quotation, which is eligible and responsive to the commercial and technical requirements of the Suswatch Kenya procurement Committee and shall be recommended for the award of the contract. A notice of the best evaluated Bidder will be sent my Email or Post to the best evaluated bidder and shall be copied to all bidders Award of the Contract: Award of the contract shall be by placement of a local purchase order. Right to reject: The Suswatch Kenya procurement committee reserves the right to accept or reject any quotation or cancel the bidding process at any time prior to contract award. 3
PART I: Quotation Submission Sheet (Kindly complete this form with all the requested details and submit it as your first page of your quotation) Quotation Addressed to Date of Quotation Procurement reference Number Subject of procurement We offer to supply internet services as per the specifications stated in accordance with the terms and conditions stated in the request for quotations. We confirm that we are eligible to participate in this procurement process and meet the eligibility criteria specified in Part I. We undertake to abide by the code of Ethical Conduct for bidder and providers during this procurement process and the execution of any resulting contract. The validity period of our quotation is: ---------------------- days/ Weeks/ Months from the time and date of the submission deadline. We confirm that the prices quoted are fixed and firm and will not be subject to revision or variation. The delivery period offered is: ----------------------days / weeks/ Months from the date of local purchase order. Quotation Authorized by:- Signature: ------------------------------------------------ Name: ----------------------------------------------------- Position: ------------------------------------------------- Date: ------------------------------------------------------- Authorized for and on behalf of: Company: ----------------------------------------------------------------------------------------------------------------- Address: ----------------------------------------------------------------------------------------------------------------- 4
PART 2: Statement of Requirements: List of price scheduled Procurement referencenumber: -------------------------------------------------------------------------------- Kindly indicate the currency of your Quotation, the Unit cost, quantity and total price Currency of Quotation: ----------------------------------- Item No Item Quantity Unit price Total price for the year 1 Laptops 5 2 Tablets 10 3 Telephone set 1 4 Power banks 10 5 Head lamps 10 Please Note: Include VAT in the unit prices; List of price schedule Authorized By: Signature: ---------------------------------------------Name: --------------------------------------------- Position: ------------------------------------------- Date: -------------------------------------------------- Authorized for and on behalf of: Company: ------------------------------------------------------------------------------------------------------------ 5
PART 3: Statement of Requirements Specification and Compliance Sheet Procurement reference Number: (Kindly complete the table below with the specification of the goods offered) Item No Technical specifications Compliance of specification Offered 1. 5 laptops - Core i3-3110m 2.4/4 GB/ 500GB/DVDRW/15.6 /Win7 2 Tablets - Android OS/ 8/16GB Storage, MicroSD card slot/7 /3MP/1.5GB RAM/4000mAh 3 Telephone Set - Wireless/SMS capabilities/cordless handset/with at least 2 extensions 4 Power Banks - 12500mAh/5V/1A;2A/MicroUSB, USB/Charging for most smart phones, tablets, digital camera and other USB gadgets 5 Head Lamps - High Intensity discharge; Continuous run time; Attachable to a person s head with flexible straps, Water resistant Specification and compliance Sheet Authorized By:- Signature: ------------------------------------------------------------- Name: ----------------------------------------- 6
Position: ---------------------------------------------------------------- Date: ------------------------------------------ Authorized for and on behalf:- Company: ---------------------------------------------------------------------------------------------------------------- 7