Tuesday, April 18, 2017

Chemonics,RFQ for Distribution of text books



RFQ Number:                    Soma Umenye-0205
Issuance Date:                  April 18, 2017
Deadline for Offers:        13:00 local Kigali time on 28,  2017
Description:                        RFQ for Distribution of text books
For:                                        Rwanda Soma Umenye
Funded By:                         United States Agency for International Development (USAID),

                                                IDIQ Contract No. AID-OAA-I-14-00055, Task Order AID-696-TO-16-00001
Implemented By:             Chemonics International Inc.
Point of Contact:              Rwanda Soma Umenye Operations
                                                rwandasomaumenyeoperations@gmail.com
                                                                                                                                                             
***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****
Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct, available at http://www.chemonics.com/OurStory/OurMissionAndValues/Standards-of-Business-Conduct/Pages/default.aspx.
Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.
Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.
Offerors responding to this RFQ must include the following as part of the proposal submission:
  • Disclose any close, familial, or financial relationships with Chemonics or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
  • Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
  • Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • Certify that all information in the proposal and all supporting documentation are authentic and accurate.
  • Certify understanding and agreement to Chemonics’ prohibitions against fraud, bribery and kickbacks.
Please contact the Soma Umenye PMU, RwandaSomaUmenye@chemonics.com, with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Chemonics’ Washington officethrough the contact information listed on the website found at the hyperlink above.
Section 1:Instructions to Offerors
TheSomaUmenye Activity is a USAID program implemented by Chemonics International in Rwanda.The goal of the SomaUmenye Activityis toimprove reading outcomes in Kinyarwanda for at least 1 million children in public and government-aided schools in Rwanda by the end of P3.  Specifically, Soma Umenye will target all children in Grades P1-P3 attending public and government-aided schools nationwide and ensure that at least 70 percent of students are able to read grade level text with fluency and comprehension by the end of P3.As part of project activities, the Soma Umenye Activity requires the transportation and distribution of 7,500 Teacher Guides and 80,000 Student’s Books to 2,494 Public Primary Schools scattered throughout the territory of the Republic of Rwanda. The purpose of this RFQ is to solicit quotations for these items.
Offerors are responsible for ensuring that their offers are received by Chemonics in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.
Offerors are responsible for ensuring that their offers are received by Chemonics in accordance with the instructions, terms, and conditions described in this RFQ.Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.
Offer Deadline and Protocol:Offers must be received no later than 13:00local Kigalitime on Friday, April28, 2017byemail delivery.All emailed offers must be emailed torwandasomaumenyeoperations@gmail.com.
Please reference the RFQ number in any response to this RFQ.Offers received after the specified time and date will be considered late and will be considered only at the discretion of Chemonics.
Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00local Kigali time on Monday ,April 24, 2017by email to rwandasomaumenyeoperations@gmail.com. Questions must be submitted in writing; phone calls will not be accepted.Questions and requests for clarification—and the responses thereto—that Chemonics believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.
Only the written answers issued by Chemonics will be considered official and carry weight in the RFQ process and subsequent evaluation.Any verbal information received from employees of Chemonicsor any other entity should not be considered as an official response to any questions regarding this RFQ.
Section 3 contains the technical specifications of the transportations services required.
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.
Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including deliveryand all other costs.Pricing must be presented in Rwandan Francs.Offers must remain valid for not less than sixty (60)calendar days after the offer deadline.Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.
In addition, offerors responding to this RFQ are requested to submit the following:
  • Organizations responding to this RFQ are requested to submit a copy of their official registration and VAT registration.
  • The copy of the vehicle(s) yellow cards
  • 3 past performance reviews for the offeror
The delivery location for the services described in this RFQ is 2,494 Public Primary Schools scattered throughout the territory of the Republic of Rwanda (the list of the schools and their physical location is presented on the Annex A attached).As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order).The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.
All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228.The cooperating country for this RFQ is Rwanda.
Offerors may not offer or supply any commodities or servicesthat are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries:  Cuba, Iran, North Korea,  Syria.
Taxes and VAT:In accordance with the agreement under which this procurement is financed, Chemonics will be reimbursed by the Rwandan government for taxes imposed on suppliers and subcontractors.  Therefore, offerors must include taxes, VAT, charges, tariffs, duties and levies in accordance with the laws of Rwanda.  If selected for award, the selected supplier will cooperate in providing Chemonics with the documentation necessary to obtain tax reimbursement.
By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligiblefor an award by the U.S. Government.Chemonics will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.

Evaluation and Award:The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, andis determined via a trade-off analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:
  • – 20 points: Responsiveness to the technical specifications and requirements
  • – 20 points: The speed of delivery.
  • Past Performance– 40 points: offerors should  provide information related to their past work conducting similar distributions for educational materials- they should indicate the size of the procurement (number of books or materials delivered), the scope (i.e. where in Rwanda, number of schools, etc.), and their on-time delivery record for the distribution. The Offerors should provide at least three referees that could comment on supplier’s ability to deliver according to the terms of purchase orders.
  • Price – 20 points: The overall cost presented in the offer.
Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration.Chemonics 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, Chemonics reserves the right to conductany of the following:
  • Chemonics may conduct negotiations with and/or request clarifications from any offeror prior to award.
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, Chemonics may issue a partial award or split the award among various suppliers, if in the best interest of the Soma Umenye Activity.
  • Chemonics may cancel this RFQ at any time.
Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the SomaUmenye Activityfor consideration, as USAID will not consider protests regardingprocurements carried out by implementing partners.Chemonics, at its sole discretion, will make a final decision on the protest for this procurement.
Terms and Conditions:This is a Request for Quotations only.Issuance of this RFQ does not in any way obligate Chemonics, the Soma Umenye Activity, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.
This solicitation is subject toChemonics’ standard terms and conditions.Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request.Please note the following terms and conditions will apply:
  • Chemonics’ standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables.Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
  • Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.
  • No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
  • Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.
  • United Stateslaw prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  • The title to any goods supplied under any award resulting from this RFQ shall pass to Chemonicsfollowing delivery and acceptance of the goods byChemonics.Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes toChemonics.
  • Additionally, in accordance with the United States Code of Federal Regulations (CFR), 22CFR §228.19(b), offerors must meet the following criteria:
    • The vehicle is independentely owned or leased by the hired driver or company, and
    • The vehicle will be maintained by the individual or commercial entity and driven only by the hired driver(s)
Section 2:Offer Checklist
To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:
□ Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
□ Official quotation, (see Section 3 for example format)
□ Copy of offeror’s registration or business license (see Section 1.5 for more details)
□ Copy of offeror’s VAT business registration (see 1.5 for more details)
□Distribution plan
□ 3 professional references or past performance reviews (See Section 1.5 for more details)
Section 3:Specifications and Technical Requirements
Section 3(a) Specifications
The table below contains the technical requirements of the required services. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to Chemonics.
Description
Transportation and distribution of 7,500 Teacher Guides and 80,000 Student’s Books to 2,494 Public Primary Schools scattered throughout the territory of the Republic of Rwanda
1
Quotations shall include pick-up of commodities, and delivery to the final destination (2,494 schools)
2
All items are to be insured with coverage equal to 100% of the C&F value of the commodities, with “all risks” and “war” included. The total value of the commodities is RWF 280,750,000.
3
The attached document entitled “ List of Schools” provides the list of schools to be covered and  quantities of books  per school.
4
After receipt of the commodities, the selected offeror shall be responsible for securing receiving records from the heads of the schools.
5
At minimum, commodities shall be consolidated, containerized , and palletized”according to the best Rwandan transport of goods standards, suitable to prevent theft, loss, or damage (including water damage) to cargo during transit and until safe arrival at the delivery point specified.


Section 3(b) Pricing Schedule
Section 3(a) contains the same line items as Section 3(b). Offerors must fill in this Section to provide the total pricing for total distribution of the commodities  inclusive of all related cost.
Description and Specifications of Item
Total delivey price Inclusive of VAT
Transportation and distribution of 7,500 Teacher Guides and 80,000 Student’s Books to 2,494 Public Primary Schools scattered throughout the territory of the Republic of Rwanda

Delivery time (after receipt of order):                    calendar days
Section 4:Offer Cover Letter

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:
To:                   Rwanda Some Umenye Activity
                        Kigali, Rwanda
Reference:       RFQ No. Soma Umenye-0205
To Whom It May Concern:
We, the undersigned, hereby provide the attached offer to perform all work required to complete the activitiesand requirements as described in the above-referenced RFQ.Please find our offerattached.
We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ.We 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.
Furthermore, we hereby certify that, to the best of our knowledge and belief:
  • We have no close, familial, or financial relationships with any Chemonics or Soma Umenye Activity staff members;
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response tothe above-referenced RFQ; and
  • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • All information in our proposal and all supporting documentation is authentic and accurate.
  • We understand and agree to Chemonics’ prohibitions against fraud, bribery, and kickbacks.
We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.
Authorized Signature:                                                                                                       
Name and Title of Signatory:                                                                                            
Date:                                                                                                                                 
Company Name:                                                                                                               
Company Address:                                                                                                                       
Company Telephone and Website:                                                                                               
Company Registration or Taxpayer ID Number:                                                               
Does the company have an active bank account (Yes/No)?                                                         
Official name associated with bank account (for payment):                                                         

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