Date: 3/26/2015 Ref.: RFQ/15/115 Subject: Solicitation for Stationery Supplies and Packing Services The International Foundation for Electoral Systems (IFES) - Washington DC, invites your firm to participate in this competitive solicitation for pricing, delivery and terms of potential sale on the following items and services for IFES office in Islamabad, Pakistan BACKGROUND IFES is an independent, non-governmental organization (NGO) with headquarters registered in the United States. IFES promotes democratic stability by providing technical assistance to the electoral cycle worldwide to enhance citizen participation and strengthen civil societies, governance and transparency. DESCRIPTION OF GOODS/SERVICES The International Foundation for Electoral Systems’ (IFES) Support for Election Reform in Pakistan (SERP) project aims to promote and strengthen electoral processes in Pakistan and to provide support to the Election Commission of Pakistan (ECP). In an effort to strengthen the ECP’s capacity to conduct credible elections, IFES will work with the ECP to conduct district/division wise trainings in KPK for conduct of KPK Local Government Elections 2015. For the aforementioned trainings, various training material will need to be deployed to all districts of KPK province. IFES will contract a stationery and packing company to procure stationery materials and assemble the training kits. Which is the purpose of this RFQ. A separate printing company will be responsible for producing the printed materials and transporting them to the assembly location to be included in the training kits. All materials will be assembled in Islamabad/Rawalpindi and handed over to the IFES designated transport company when scheduled. Following is the summary of total stationery consignment required to be purchased for preparation of training kits for polling staff training which will be engaged in the conduct of KPK Local Government Elections 2015. Item details as listed below: Sr # Item description Unit QTY 1 Ball point pen blue ink fine quality medium point each 115514 2 Number 2 wooden [encil with eraser on top each 3 Pencil sharpener plastic each 115514 112392 Sr # Item description 4 Eraser fine quality 7 Unit each 5 Ruler (12 inches) plastic each 6 Masking tape 1" roll (15 meter approx) Zob/fresh Cards (9x4 inches two color per pack) 10 of each color (ivory and pink) 150 g partition card sheet size 9 x 4 inches each 8 Permanent Marker (black color) Cut tip each each 9 Permanent Marker (blue color) Cut tip Standard C5 size envelope white color 10 162 x 229 mm or 6.4 x 9.0 inches Unbound flip chart pages (Size 20 x 30 inches) 11 fine quality paper each 12 Packing of stationery kits (material & labor) kit QTY 112,392 15,610 3,122 62,440 6,244 6,244 each 124,880 each 62,440 3,122 NOTE: The quantities may increase or decreased up to 10% at the time of actual procurement. Stationery Items for Training Kits In total 3,122 training kits are required to be prepared. Each kit should contain the following stationery items plus the printed training material as shown below: Sr # 1 2 3 4 5 6 7 8 9 10 11 Sr # 1 2 3 4 Item Description Ball point pen blue ink fine quality, medium point No. 2 wooden pencil with eraser on top Pencil sharpener plastic Eraser fine quality Ruler (12 inches) plastic Masking tape 1" Zob/fresh Cards (9x4 inches two color per pack) 10 of each color (ivory and pink) 150 g partition card sheet size 9 x 4 inches Permanent Marker (black color) Cut tip Permanent Marker (blue color) Cut tip C5 size envelope 80 g imported paper Unbound flip chart sheets (Size 20 x 30 inches) 80 g imported paper. Training material provided by IFES Item Description Handbook for participants Folder Certificate for participants Set of printed marked ballot papers (7 categories) Pakistan RFQ/15/115 Page 2 of 5 Unit each each each each each each each QTY in one kit 37 37 36 36 5 1 20 each each each each 2 2 40 20 Unit each each each each QTY in one kit 35 35 37 3 5 Sr # 6 7 8 9 10 11 Printed envelopes for results (statement of count) Item Description Printed envelopes for results (ballot paper account) Form statement of count Form ballot paper account Printed registration sheet pages Printed attendance sheet pages Training charts (10 sheets/set) each each each each each each each Set 22 QTY in one kit 22 22 22 6 6 1 Assembling, Packing and Labeling of Training Kits Services First the company would receive printed material from the printing company. Then the company would assemble complete training kit (containing stationery items and prescribed number of printed material as designated for each of training kit). The individual training kits should be packed in boxes measuring approximately 24” inches in length, 18” inches in width, and 12” inches high. For the purposes of quality assurance, the Company is required to provide the following:  IFES will provide the additional printed material to the vendor’s packing/storage facility and the vendor will be responsible for putting the material in the stationery kits as per IFES packing details and requirements.  Vendor must provide a secure and appropriate space/warehouse for assembling and packing of training kits for the entire duration of contract performance.  Vendor must provide appropriate security & safety measures at the packing/storage facility  Packing and kit assembly will be done as per IFES’ requirements  The vendor will be responsible for printing and pasting address labels fo reach location on all the boxes as per location details provided by IFES  Vendor will be responsible for keeping track of the material and stationery kits handed over to the Transportation Company and getting a signed and detail receipt of goods from the Transportation Company with the number of boxes handed over writtin on the receipt.  Vendor will submit a status report on daily basis to IFES.  Vendor needs to follow packing and dispatching tasking orders under the supervision of IFES on every consignment. REQUIREMENTS (Your bid will be disqualified if these requirements are not met.) Bidders must submit the following: 1. IFES requires bids for the above listed services be providen on per training kit basis with a total cost plus any applicable taxes. 2. Names, addresses and telephone numbers of three business references, and approval to contact listed references. 3. The bid must be received by the due date and time. Additional information requested (Your bid evaluation score will be lowered if this information is not provided)  General information about the bidder history and experience.  Detailed description of past experiences providing similar services to international NGOs and other international aid agencies. Pakistan RFQ/15/115 Page 3 of 5  Preferred Payment Terms EVALUATION IFES will evaluate bids based on the following criteria: 1. Timeline to complete all kits and the number of completed kits per day 45% 2. Past Performance 10% 3. Cost 45% SCHEDULE OF EVENTS Release of RFQ Questions Due Answers from IFES RFQ Closes – All Bids Due 26 March 2015 30 March 2015 1 April 2015 14 April 2015 GENERAL TERMS AND CONDITIONS 1. Prices quoted must be valid for 90 days. 2. Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation. 3. All procurement will be subject to IFES contractual obligations and contingent on the availability of donor funding. 4. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability. 5. IFES reserves the right to accept all or part of the quotation when awarding the purchase order. 6. All information provided by IFES in this RFQ is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error. IFES is not responsible or liable for any use of the information or for any claims asserted there from. 7. IFES reserves the right to require any bidder to enter into a non-disclosure agreement. 8. The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the Response and supporting documentation. FORM/CONTENT OF RESPONSE All quotations shall: 1. Be in the English language. 2. Contain detailed cost in Pakistani Rupees with applicable Tax/Charges clearly identified, provided against each of the categories of services described in this request. 3. Include a contact name, email address, and telephone number to facilitate communication between IFES and the Bidder. 4. A brief outline of the company and services offered, including:  Full legal name and address of the company or individual; Pakistan RFQ/15/115 Page 4 of 5  Full legal name of company’s President and / or Chief Executive Officer (not applicable for individuals);  Year business was started or established 5. All questions and responses must adhere to the schedule noted above and shall be to the attention of Elizabeth Durbin ([email protected]) and Khurram Naz ([email protected]) End of RFQ Pakistan RFQ/15/115 Page 5 of 5