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RFQ Number:

HW-2019-02-04

Issuance Date:

February 22, 2019

Deadline for Questions:

February 26, 2019

Deadline for Offers:

February 28, 2019

Description:

Supply of promotional materials (t-shirts and banners)

For:

Feed the Future Rwanda Hinga Weze

Funded By:

USAID

AID-696-C-17-00001

Implemented By:

CNFA

Point of Contact

Mr. Aaron Gatabazi, Operations and Procurement Manager

KG 28 AV, 7, Kimihurura- Gasabo District

hingaweze@cnfarwanda.org

  1. Introduction:

The Feed the Future Rwanda Hinga Weze Activity is a USAID program implemented by CNFA in Rwanda. The goal of the Feed the Future Rwanda Hinga Weze project is to sustainably increase smallholder farmers’ income, improve nutritional status of Rwandan women and children, and increase the resilience of the agriculture and food systems to the changing climate.

As part of project activities, the Feed the Future Rwanda Hinga Weze Activity requires the purchase of promotional materials (T-Shirts and banners). The materials are needed for the upcoming celebration of International Women’s Day.

The purpose of this Request for Quotations (RFQ) is to solicit quotations for these items.  Offerors are responsible for ensuring that their offers are received by CNFA 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.

  1. Offer Deadline and Protocol:

Offers must be received no later than 5:00 PM, Kigali City time, on February 28, 2019. Offers must be submitted by email or hard copy delivery to the Feed the Future Rwanda Hinga Weze’s office. Any emailed offers must be emailed to:  hingaweze@cnfarwanda.org  while any hard copy bids must be stamped and signed by the offeror’s authorized representative and delivered to the Feed the Future Rwanda Hinga Weze’s office located at KV 28 AV, House 7, Kimihurura/Gasabo District, Kigali, Rwanda.

Please reference the RFQ number and clearly indicate title of this RFQ in subject line of email or on outer envelope for hard copies bids for this RFQ.  Offers received after the specified time and date will be considered late and will be considered only at the discretion of CNFA. The cover page of this solicitation summarizes the important dates of the solicitation process. Offerors must strictly follow the provided deadlines to be considered for award.

  1. Questions:

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 12:00 PM/Kigali time on February 26, 2019 by email to hingaweze@cnfarwanda.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification – and the responses thereto – that CNFA believes may be of interest to other offers will be circulated to all RFQ recipients who have indicated an interest in bidding on or about February 26, 2019

Only the written answers issued by CNFA will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of CNFA or any other entity should not be considered as an official response to any questions regarding this RFQ.

  1. Technical Requirements:

The table below contains the detailed specifications or/and requirements of the commodities. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. All commodities offered in response to this RFQ must be new and unused. Please note that unless otherwise indicated, stated models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

 Supply of promotional materials

No

Item

Specifications

Quantity

Unit price (Frw)

Total Price

(Frw)

1

Embroidered Polo, T-shirts (Short sleeves)

Colors:

· Collar: Beige or Carrington beige

· Sleeves and front of t-shirt: Navy Blue

· Left arm message: Feed the Future Rwanda Hinga Weze

· Right arm message: USAID

·         Back of t-shirt: Navy blue color

Messages and logos on back:

Right chest area: The Flag of Rwanda

·         Left chest area: The Government Seal of Rwanda

 

Theme of IWD 2019 in Kinyarwanda: “Dufatane Urunana, Twubake Umuryango Utekanye.”

·         Front of t-shirt: color Navy Blue

Messages on Front of t-shirt:

Right chest area: The Flag of Rwanda

Left chest area: The Government Seal of Rwanda

Under the seal it should be written INAMA Y’IGIHUGU Y’ABAGORE (NWC). In bold cleared on Font or Bookman Font.

400 (must include different sizes:  80 pcs of XXL, 100 pcs of XL,100 pcs of Large ,60 pcs of Medium, 60 pcs of Small)

 

 

2

 

Embroidered Polo, T-shirts (long sleeves)

 

Same as above mentioned on point 1

30 (must include different sizes: 10 pcs of XXL, 10 pcs of XL,5 pcs of Large, 5 pcs of Medium)

 

 

3

 

Same as above mentioned on point 1

1,700 must include different sizes: 200 pcs of XXL, 350 pcs of XL,600 pcs of Large, 350 pcs of Medium, 200 small)

 

 

4

Banners

2×6 m

12 pces

 

 

Subtotal in RWF

 

    Taxes

 

Grand Total Lot I in RWF

 

Maximum Delivery time (after receipt of order): 5 calendar days, a shorter period is preferred.

Payment terms: Within 15 calendar days upon completion of delivery.

  1. Quotations:

Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in RWF currency. As a USAID sponsored Contractor, CNFA is exempted from being charged import duties and other eligible taxes and therefore, offers must indicate detailed price for items and relevant taxes. Offers must remain valid for not less than sixty (60) calendar days after the offer deadline. Offerors are requested to provide quotations on official letterhead or format; in the event this is not possible, offerors may complete the table in Section 5.

  1. Delivery:

The delivery location for the items described in this RFQ is Feed the Future Rwanda Hinga Weze Activity’s office, located at KG 28 Av, 7, Kimihurura/Gasabo District, Kigali, 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) and proposed payment terms.  Please note that the maximum delivery time after receipt of order is 5 calendar days but a shorter period is preferred. The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting purchase order. The delivery time is of essence.

  1. 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.

  1. Taxes and VAT:

CNFA is exempt from payment of VAT, customs duty or fee, excise tax, road tax, or any other form of tax or tariff for goods and services purchased for USAID funded activities, and therefore, offers must indicate detailed price for items and relevant taxes.

  1. 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. CNFA will not award a contract to any firm that is debarred, suspended, or ineligible by U.S. Government.

  1. Evaluation:

The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via Lowest Price Technically Acceptable (LPTA) evaluation methodology. The award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors designated in section 4 and section 12 of this RFQ

Best-offer proposals are requested. It is anticipated that award will be made solely on the basis of these original proposals. However, CNFA reserves the right to conduct any of the following:

  • CNFA may conduct negotiations with and/or request clarifications from any offeror deemed to be the best prior to award;
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, CNFA may issue a partial award or split the award among various suppliers, if in the best interest of the Feed the Future Rwanda Hinga Weze Activity;
  • CNFA may cancel this RFQ at any time or reject all bids at its discretion.

Please note that if there are deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. CNFA reserves the right to waive immaterial deficiencies at its discretion.

  1. Award and Payment:

The award will be awarded to the offeror whose quotation represents the best value to the Project. Any award and payment resulting from this RFQ is anticipated to be in the form of a purchase order. This award is subject to the Feed the Future Rwanda Hinga Weze Activity’s terms and conditions as stipulated in Annex 3.

  1. Offer Format Instructions:

All proposals must be formatted in accordance with the below preliminary requirements and a full offer will include the following documents:

  • Offer in English or French languages only, maximum of 10 pages including all documents
  • Include the individual/agency/organization name, date, RFQ number, and page numbers as a header or footer throughout the document.
  • Offer checklist (refer to Annex 1)
  • A cover letter on company letterhead, signed by an authorized representative of the offeror (Annex 2).
  • A complete Technical Offer in response to the evaluation criteria and in the format provided in Section 4.
  • A copy of the offeror’s business license/registration,
  • Two (2) references or recommendations from organizations/individuals for which the offeror has successfully performed similar work within past three years.
  • A bidder commitment letter confirming his/her financial capacity to execute this tender without an advance payment from CNFA;

Annex 1 – Offeror 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 Annex 2)

□ Official quotation, including specifications of offered items (see Section 4)

□ Copy of offeror’s registration or business license

□ At least two (2) references from organizations for which the offeror has successfully delivered similar items.

□ A bidder commitment letter confirming his/her financial capacity to execute this tender without an advance payment from CNFA;

Annex 2 – Offeror 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:                   CNFA/Feed the Future Rwanda Hinga Weze Activity                     

Reference:      RFQ No. HW 2019- 02-04

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, and further explained in Annex 3 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 CNFA or Feed the Future Rwanda Hinga Weze Activity 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 CNFA’s prohibitions against fraud, bribery, and kickbacks.
  • We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

 

Authorized Signature:____________________

Name & Title of

Signatory:_______________________________

 

Date:___________________________________

 

Company Name:_________________________

 

Company Address:_______________________

________________________________________

 

Telephone:______________________________

Website:________________________________

 

Company Registration Number:________________________________

 

Does the company have an active bank account? (Y/N):__________________________

 

Official name associated with the bank account (for payment): ___________________________________________________________________________________

Annex 3 – CNFA Terms and Conditions

  1. Ethical and Business Conduct Requirements.

CNFA is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

CNFA 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 CNFA 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, CNFA 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 CNFA 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 CNFA’s prohibitions against fraud, bribery and kickbacks.

Please contact Mr. Daniel Gies at dgies@cnfa.org with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA at to FraudHotline@cnfa.org or by phone at 202-296-3920.

  1. Terms and Conditions:

This solicitation is subject to CNFA’s 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:

  • CNFA’s 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.
  • 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 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.
  • The title to any goods supplied under any award resulting from this RFQ shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
  • United States law prohibits engaging in any activities related to Trafficking in Persons. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  1. Disclaimers:

This is an RFQ only. Issuance of this RFQ does not in any way obligate CNFA, the Feed the Future Rwanda Hinga Weze Activity, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:

  • CNFA may cancel RFQ and not award;
  • CNFA may reject any or all responses received;
  • Issuance of RFQ does not constitute award commitment by CNFA;
  • CNFA reserves the right to disqualify any offer based on offeror failure to follow RFQ instructions;
  • CNFA will not compensate offerors for response to RFQ;
  • CNFA reserves the right to issue award based on initial evaluation of offers without further discussion;
  • CNFA may negotiate with short-listed offerors for their best and final offer;
  • CNFA reserves the right to order additional quantities or units with the selected offeror;
  • CNFA may reissue the solicitation or issue formal amendments revising the original RFQ specifications and evaluation criteria before or after receipt of proposals;
  • CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the RFQ;
  • CNFA may choose to award only part of the activities in the RFQ, or issue multiple awards based on multiple RFQ activities;
  • CNFA reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition;
  • CNFA will contact all offerors to confirm contact person, address, and that the bid was submitted for this RFQ;
  • CNFA will contact all offerors to inform them whether or not they were selected for award;
  • In submitting a response to this RFQ, offerors understand 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 Feed the Future Rwanda Hinga Weze Activity for consideration. USAID will not consider protests regarding procurements carried out by implementing partners. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.

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