To: Offerors From:
To: Offerors From: Development Alternative Inc. (DAI) Date: 21 October, 2014 Subject: Request for Quotation - RFQ # DAI-ACE- 14-0085- Provision of LED Screen, Barcode Grinding Machine, Marking Machine, Mugs, and Stand. Reference: USAID/DAI Contract No.EDH-T-14-05-00004, Agriculture Credit Enhancement Project (ACE) Dear Offerors: Enclosed is a request for quotation for the RFQ # DAI-ACE- 14-0085- Provision of LED Screen, Barcode Grinding Machine, Marking Machine, Mugs, and Stand as per BOQ specifications. ACE invites firms to submit a best-offer for subject RFQ funded by the U.S. Agency for International Development (USAID) under Contract No.EDH-T-14-05-00004, Agriculture Credit Enhancement Project (ACE). I. II. Type of Subcontract – An award resulting from this RFQ will be a Fixed Price Purchase Order with Ceiling. Submission of Questions: All quotations are due in Kabul on October 28, 2014 by no later than 1600 hours local Afghanistan time. Quotations received at the office designated below after 1600 hours (4:00 p.m.) will not be considered. Bidder should submit 1 complete copy of the offering. Submissions by fax will not be accepted. Bidder’s proposals should not contain any unnecessary promotional material or elaborate presentation formats (black and white is preferred). Bidder’s standard technical specifications and product literature are preferred. Bidder should confirm by phone to (DAI/ACE) Procurement Dept (0799888582) or by email to [email protected]. All quotations must be submitted by email in.PDF format to: [email protected] Questions Technical inquiries and/or requests for clarification to this offering must be made in writing and may be made via e-mail to [email protected] by no later than 24 October,2014 . All questions received may be forwarded by DAI/ACE to all participating bidders. Background Page 1 of 12 RFQ # DAI-ACE- 14-0085 The purpose of the Afghanistan Agricultural Credit Enhancement (ACE) Program is to work with and through the Afghanistan Ministry of Agriculture, Irrigation and Livestock (MAIL) to provide credit to small commercial agricultural producers. The project consists of three components: (1) Management of the Afghanistan Development Fund (ADF); (2) Agricultural modernization and value chain development; and (3) coordination and knowledge management. The businesses financed by ADF include agribusinesses from the sectors of poultry, livestock, dairy, food processing, cashmere/carpet, textile/handicrafts, agricultural inputs import, distribution and sale agencies, fresh and dried fruits exporters. ACE and ADF support the ADF clients’ investments and business using ACE and ADF grants that are intended to implement activities that are complementary to the grants. Activities include among others trainings, introduction of new technologies, business capacity development, and exploration of new markets and expansion of existing markets. III. Offeror’s Agreement with Terms and Conditions – The completion of all RFQ requirements in accordance with the instructions in this RFQ and submission to DAI/ACE of a quote will constitute an offer and indicate the Offeror’s agreement to the terms and conditions in this RFQ and any attachments hereto. DAI/ACE reserves the right to award a purchase order without discussion and/or negotiation; however, DAI/ACE also reserves the right to conduct discussions and/or negotiations, which among other things may require an Offeror(s) to revise its quote (technical and/or price. Issuance of this RFQ in no way obligates DAI to award a purchase order, nor does it commit DAI to pay any costs incurred by the Offeror in preparing and submitting the quote. IV. Index of RFQ – This RFQ is comprised in its entirety of the following sections and appendices: Sections of RFQ Section 1 Quotation Instructions Section 2 Description of Goods Section 3 Special Provisions Section 4 Evaluation Criteria Section 5 Questions Appendices Appendix A: Cover Letter Appendix B: Detailed Cost Breakdown/Bill of Quantities Form Appendix C: Summary of Relevant Capability, Experience and Past Performance Appendix D: Copy of business certificate Appendix E: Quotation Checklist V. Composition of Quote – Offerors shall submit his quote for items detailed in Appendix B Detailed Cost Breakdown/Bill of Quantities. The quote will consist of Appendix A through E (see above). Page 2 of 12 RFQ # DAI-ACE- 14-0085 SECTION 1 – QUOTATION INSTRUCTIONS / ADDITIONAL INFORMATION The Offeror shall submit its best price offer/quotation as per the following requirements: 1. Quotation Cover Letter signed by a person authorized to sign on behalf of the Offeror. Use the template in Appendix A. 2. All Prices shall be quoted in Afghan Local Currency (Afghanis) only, Offers in other currencies will not be considered. 3. Offeror shall submit quotes in prescribed Format of Appendix B. 4. In case of price discrepancy between unit price and SUBTOTAL price, the unit price shall prevail. 5. The rates quoted shall be for complete service inclusive of all taxes all charges for service contingent to the work. 6. DAI-ACE is Exempt from Import Duties into Afghanistan 7. DAI has the rights to increase or decrease the goods and services mentioned in this RFQ 8. DAI/ACE Payment term: Net 30 days. 9. Bid validity: Net 60 days from date of submission 10. DAI/ACE will not award a subcontract or purchase order to an organization without AISA/Ministry of Commerce Business license. The AISA/Ministry of Commerce Business License must be attached to the quotation. 11. DAI will reserve the right to issue single award or multiple awards. SECTION 2 – DESCRIPTION OF GOODS OR SERVICES REQUESTED Please refer to Appendix B for a list and specifications of items required. SECTION 3 – SPECIAL PROVISIONS The below provisions will be incorporated into any purchase order issued by DAI. 3.1. Government Withholding Tax Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, DAI is required to withhold "contractor" taxes from the gross amounts payable to all Afghan for-profit subcontractors/vendors. In accordance with this requirement, DAI shall withhold two percent (2%) tax from all gross invoices to Afghan subcontractors/vendors under this Agreement with active AISA or Ministry of Commerce license. For subcontractors/vendors without active AISA or Ministry of Commerce license, DAI shall withhold seven percent (7%) "Contractor" taxes per current Afghanistan Tax Law. Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the organization's AISA or Ministry of Commerce license and TIN (Tax Identification Number). Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF) Tax Division credited to the firm's TIN. Records of payments to the MOF shall be maintained on file with DAI. Page 3 of 12 RFQ # DAI-ACE- 14-0085 3.2 Penalty Charges If the Vendor fails to supply the specified Goods/Services within the date stipulated, DAI shall, without prejudice to its other remedies under the Purchase Order/Contract price, as liquidated damages, deduct a sum equivalent to five percent (5%) of the delivered price of the delayed Goods/Services for each week of the delay until actual delivery, up to a maximum deduction of Ten Percent (10%) of the Purchase Order/Contract/Contract value. 3.3 Source, Origin and Nationality All bidders, services and supplies provided must comply with the source, origin, and nationality restrictions defined by USAID regulations. In particular, the suppliers and supplies must not originate or be composed of any parts from any of the following countries: Cuba, Iran, North Korea, and Syria. 3.4 Inspection DAI shall have reasonable time to time, after delivery, to inspect the service and goods, and to reject acceptance in not conforming to the specifications of this Purchase Order and offer. Recovery of the rejected item (s) shall be the sole responsibility of the supplier. 3.5 Warranties Bidder shall provide information on product warranty and availability of warranty service in Afghanistan. Bidder shall indicate exactly what is covered under the warranty (parts, labor, product replacement etc.). Bidders shall provide most favored warranty provisions. SECTION 4 - EVALUATION CRITERIA All quotations received in response to this solicitation will be evaluated and scored by evaluation sub factors. DAI will evaluate these items according to the tradeoff method. Both price and technical criteria will be evaluated and the bid opening committee will debate the merits of each offering. The following sub factors shall be used to evaluate offers. Therefore, the Bidder’s initial offer should contain the best terms from a price and technical standpoint. If determined to be necessary, (DAI/ACE) reserves the right to conduct discussions with the Bidder. (DAI/ACE) may reject any or all offers if such action is in the interest of (DAI/ACE) or the public; accept other than the lowest offer; and waive informalities and minor irregularities in offers received. Factors that will be considered in making an award under this RFQ include: Price (40%) Specifications (15%) Past Performance of Bidder (10%) Delivery Time (25%) Warranties (10%) Page 4 of 12 RFQ # DAI-ACE- 14-0085 SECTION 5 – QUESTIONS Does your organization agree to install the machines? Yes or no____________ Does your organization agree to transport the machines to Ariana Saffron Cultivation, Processing & Packaging Company which is located in Herat province? Yes or no.___________ Does your organization agree to train Ariana Saffron Cultivation, Processing & Packaging Company’s employees after installation? Yes or no.___________ Does your company agree to provide warranty for the machines? Yes or no? ______________ If Yes specify time (months/years)___________ Did you include 3 past performance references? ________________________________ For how many days the quote is valid? ________________________________________ Time required for procurement of mentioned activities? _________________________ Time required for delivery? _________________________________________________ Page 5 of 12 RFQ # DAI-ACE- 14-0085 APPENDIX A QUOTATION COVER LETTER [On Letterhead] <Insert date> TO: DAI /ACE House # 509, Shura Street, C8, Kabul City Kabul, Afghanistan Ladies and Gentlemen: We, the undersigned, offer to provide the Request for Quotation - RFQ # DAI-ACE- 14-0085Provision of LED Screen, Barcode Grinding Machine, Marking Machine, Mugs, and Stand .In accordance with your Request for Quotation dated <Insert date> and our Proposal (Technical and Financial). Our attached quotation is for the sum of <Sum in Words (AFN .00 Sum in Figures) >. Our quotation shall be binding upon us subject to the modifications resulting from contract negotiations, up to expiration of the validity period of the quotation, i.e., <Expiration date or Validity of Bid >. We understand you are not bound to accept any quotation you receive. Yours sincerely, Authorized Signature: Name and Title of Signatory: Name of Firm: Address: Page 6 of 12 RFQ # DAI-ACE- 14-0085 Appendix B BILL OF QUANTITIES No Item Name 1 LED Screen 2 Barcode Grinding Machine Technical Specification “P10-RGB” LED Display full color (2m*2m) Unit Firm Fixed Quantity Unit Price (AFN) Each 1 Each 1 Each 1 A machine-readable code Similar to Attached Picture Laser-Marking-Machine-Co2-60W-Glass-Tube 3 Marking Machine Similar to Attached Picture Page 7 of 12 Firm Fixed Total Price (AFN) RFQ # DAI-ACE- 14-0085 4 Mugs On the left and Right of Glass will be saffron Flower and will be written some text in English and Dari Similar to Attached picture Each 500 Each 5 Height: 2 M Width: 80 Cm Similar to attached picture 5 Stand GRAND-TOTAL IN US DOLLARS/AFGHANIS Additional Required Information No Description / Question 1 Validity of Bid Price: 2 Period of Performance: Response October & November, 2014 Page 8 of 12 RFQ # DAI-ACE- 14-0085 3 Payment terms: 4 Delivery Time 5 Warranty Net 30 Days Appendix C Page 9 of 12 RFQ # DAI-ACE- 14-0085 SUMMARY OF RELEVANT CAPABILITY, EXPERIENCE AND PAST PERFORMANCE Include projects that best illustrate your experience relevant to this (RFQ) or similar activities, sorted by decreasing order of completion date. Projects should have been undertaken in the past three years (i.e. 2010, 2011, 2012 and 2013) Projects undertaken in the past Five years may be taken into consideration at the discretion of the evaluation panel. Item # Project Title and Description of Activities Location Province/Distric t Client Name Client Telephone # Client Email Address 1 2 3 Page 10 of 12 Cost in US$ Start Dates End Dates Completed on Schedule (Yes/No) Subcontractor or Prime Contractor? RFQ # DAI-ACE- 14-0085 APPENDIX D BUSINESS LICENSE/CERTIFICATE License Please Attach Page 11 of 12 RFQ # DAI-ACE- 14-0085 APPENDIX E: DAI/ACE QUOTATION CHECKLIST (Please check all that apply and include this page in the proposal) Request for Quotation-RFQ # DAI-ACE- 14-0085- Provision of LED Screen, Barcode Grinding Machine, Marking Machine, Mugs, Stand. Offeror: _________________________________________________________________________ Does your proposal include the following? Cover Letter (use template in Appendix A) Detailed Cost Breakdown/Bill of Quantities Form (use form in Appendix B) Summary of Relevant Capability, Experience and Past Performance (use form in Appendix C) Copy of business license (use form in Appendix D) Page 12 of 12
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