RFQ for Transportation Services in Western Province

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Request for Quotations (RFQ)

RFQ Number:              Soma Umenye-1456

Issuance Date:             September 25, 2018

Deadline for Offers:    17:00 Kigali time on October 03, 2018

Description:                 RFQ for Transportation Services in Western Province

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 Soma Umenye LLC

Point of Contact:         Rwanda Soma Umenye Operations SUProcurement@soma-umenye.org                                                                                                                

***** 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, the 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 office through the contact information listed on the website found at the hyperlink above.

Section 1: Instructions to Offerors

  1. Introduction: The Soma Umenye is a USAID program implemented by Chemonics Soma Umenye LLC in Rwanda. The goal of the Soma Umenye Project is to improve 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 Project requires the hiring of vehicles to transport the personnel during project activities within Western Province and from Western Province to outside. 

The purpose of this RFQ is to solicit quotations from eligible suppliers for as-needed, ad hoc hire of sport utility vehicles. As a result of this RFQ, the Soma Umenye anticipates issuing multiple Transportation Services Agreement (TSAs) to establish specific levels and parameters for hiring these services. This will allow the Soma Umenye project to issue specific purchase orders, on an as-needed basis, for the procurement of these services over the next twelve (12) months. The supplier(s) shall furnish the services described as requested in writing by Chemonics under the TSA. Chemonics Soma Umenye is only obligated to pay services ordered through specific written requests issued under any issued TSA and delivered by the Supplier in accordance with the terms/conditions of the TSA.

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.

2.    Offer Deadline and Protocol: Offers must be received no later than 17:00 Kigali time on Wednesday, October 03, 2018 by email delivery. All offers must be sent via email to SUProcurement@soma-umenye.org.

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.

3.    Questions:  Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 Kigali time on Thursday, September 27, 2018, by email to SUProcurement@soma-umenye.org.  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 Chemonics or any other entity should not be considered as an official response to any questions regarding this RFQ.

4.    Specifications:  Section 3 contains the technical specifications of the transportation services required. Section 4 contains a cover letter that offerors must complete for the evaluation. 

Please note that, unless otherwise indicated, stated brand names or models are for illustrative purposes 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-unit-price, all-inclusive basis, including delivery and 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 offered vehicle(s) yellow cards
  • 3 recent past performance reviews who can comment on the offeror ability to comply with the terms of the contract

6.    Delivery:  The delivery location for the services described in this RFQ is Western Province, Rwanda. 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.

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 935 in 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 services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.

8.    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.

9.    Eligibility: 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 ineligible for 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.

10.    Evaluation and Award:  The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets eligibility requirements, and is determined via a trade-off analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

  • Technical – 50 points: Responsiveness to the technical specifications and requirements and the degree to which the offeror can provide the requested vehicles/specifications.
  • Delivery – 20 points: The amount of time between issuance of an order and the delivery of a vehicle and driver to the required location
  • Past Performance – 30 points: Based on at least three (3) client references for recently-supplied transportation services of similar nature within the quoted location (district and province in Rwanda).

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 conduct any 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 Project.
  • 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 Soma Umenye Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Chemonics, at its sole discretion, will make a final decision on the protest for this procurement.

11.    Terms and Conditions:  This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Chemonics, the Soma Umenye Project, 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 to Chemonics’ 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:

  1. 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.
  2. Any award resulting from this RFQ will be firm fixed price, in the form of a transportation services agreement. The final fixed payment amount must be inclusive of all maintenance, storage, and insurance costs, as well as driver’s salary and related costs.
  3. 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.
  4. United States law 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.
  5. The title to any goods supplied under any award resulting from this RFQ shall pass to Chemonics following delivery and acceptance of the goods by Chemonics. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Chemonics.
  6. Additionally, in accordance with the United States Code of Federal Regulations (CFR), 22CFR §228.19(b), offerors must meet the following criteria:
    1. The vehicle is independently owned or leased by the hired driver or company, and
    2. 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, including specifications of offered equipment (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)

□ Copy of offeror’s vehicle yellow cards and insurance information for all offered vehicles (see Section 1.11 (f) for more details)

□ 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 commodities/services that may be ordered under the TSA. Offerors are requested to state whether they will offer the requested model or propose a similar model as per the information contained below:

Line Item

Description and Specifications

Items and Specifications Offered

1

Toyota RAV 4 or equivalent

Vehicle Type: SUV

Model Year: 2010 or newer

Seating Capacity: 4 – 5 people (each person must have access to a seat belt)

Other: Air Conditioning

Unlimited mileage with fuel and driver

Comprehensive automobile liability policy

 

2

Toyota Land Cruiser/Prado or equivalent

Vehicle Type: 4 X 4

Model Year: 2010 or newer

Seating Capacity: 7-8 people (each person must have access to a seat belt)

Other: Air Conditioning

Unlimited mileage with fuel and driver

Comprehensive automobile liability policy

 

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 daily unit pricing for each item inclusive of all related cost.

Description and Specifications of Item

Unit

Unit Price per Day Inclusive of VAT

Unlimited mileage with fuel and driver within Karongi District

1

 

Unlimited mileage with fuel and driver within Ngororero District

1

 

Unlimited mileage with fuel and driver within Nyabihu District

1

 

Unlimited mileage with fuel and driver within Nyamasheke District

1

 

Unlimited mileage with fuel and driver within Rubavu District

1

 

Unlimited mileage with fuel and driver within Rusizi District

1

 

Unlimited mileage with fuel and driver within Rutsiro

1

 

Unlimited mileage with fuel and driver to and from Kigali

1

 

Unlimited mileage with fuel and driver within Western Province

1

 

 

Delivery time (after receipt of order):                        calendar days for 1 – 10 vehicles.

Delivery time (after receipt of order):                        calendar days for 10 vehicles or more.

Section 3 (c) Other Requirements

  • The offeror will assign a representative that will handle the Soma Umenye project needs.
  • The offeror must submit a list with proof documentation for its available fleet, drivers’ names, drivers’ licenses, insurance
  • The offeror will be responsible for any misconduct or negligence on the part of the drivers and will replace any driver with whom Chemonics is not satisfied.
  • In case any driver or vehicle is replaced – i.e., a new driver is hired, or new vehicle is bought to be used in the implementation of a resulting Transportation Services Agreement – advance approval must be obtained from the Soma Umenye project before either the driver or the vehicle is used in performance of any work under a resulting TSA.
  • The offeror must provide a statement on their company’s letter head that they fully understand and accepts full responsibility for vetting and ensuring that any driver or vehicle to be used in the implementation of any resulting Transportation Services Agreement does not have family, business, or financial relationships to any agent or staff that is currently employed by the Soma Umenye Project. The offeror must also acknowledge its liability for any breach to this statement and that Chemonics will hold the offeror responsible for any financial implications resulting from this breach. Such breach may result the offeror’s ineligibility for future subcontracts with or other service provisions for the project.

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 Soma Umenye Project

                        Kigali, Rwanda

Reference:      RFQ No. Soma Umenye-1456

To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

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 project staff members;
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the 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:                                                             

Company DUNS Number:                                                                                                

Does the company have an active bank account (Yes/No)?                                                       

The official name associated with a bank account (for payment):                                                      

Section 5:  EVIDENCE OF RESPONSIBILITY STATEMENT

The following certification must be completed and submitted with the offeror’s quotation:

Evidence of Responsibility Statement

This statement describes the offeror’s internal policies and procedures, as well as its ability to comply with the terms and conditions of a potential subcontract resulting from RFQ No. Soma Umenye-1456.  The offeror shall complete the information in this statement as part of its proposal.

Company Name:                                                                    

1. Authorized Negotiators

The offeror’s proposal in response to RFQ No. Soma Umenye-1456 may be discussed with any of the following individuals. These individuals are authorized to represent our company in negotiation of this proposal.

Names of authorized negotiator(s):                                                                          

These individuals can be reached at the following office:

Address:                                                                                 

Telephone/Email:                                                                  

2. Adequate Financial Resources

We hereby certify that the above-named company maintains adequate financial resources to manage any subcontract resulting from this offer.

3. Ability to Comply

We certify we are able to comply with the proposed schedule and period of performance, having taken into consideration all existing business commitments, commercial as well as governmental.

4. Record of Performance, Integrity, and Business Ethics

Our record of integrity is outstanding.  We have no allegations of lack of integrity or of questionable business ethics. Our integrity can be confirmed by our Past Performance References, contained in the Technical Volume.

5. Organization, Experience, Accounting, and Operational Controls, and Technical Skills

Describe how the subcontract will be managed:                                                             

6. Equipment and Facilities

We maintain the necessary facilities and equipment to carry out the subcontract.

7. Eligibility to Receive Award

We are qualified and eligible to receive an award under applicable laws and regulation.  In addition, we have performed similar work – describe:                                                

8. Acceptability of Subcontract Terms and Conditions

We have reviewed the solicitation document and attachments and agree to the terms and conditions set forth therein.

I hereby certify that the above statements are true and accurate, to the best of my knowledge.

Company Name:                                                                                

By (Signature): ___________________ Title: _____________________

Printed Name: ____________________ Date: _____________________

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