Counterpart International

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1 REQUEST FOR QUOTATIONS (RFQ) RFQ Number: CPI-ACEP Issuance Date: January 22, 2017 Submission Deadline: Overview: Issued by: Funded by: Implemented by: February 2, :00 PM Local Kabul Time Transportation Services (National Staff Pick-up and Drop-off) - Kabul City Civic Engagement Program (ACEP) United States Agency for International Development (USAID), Contract No. AID-306-A Counterpart International A. Background: Counterpart International (Counterpart) is implementing the Afghan Civic Education Program (ACEP) program funded by USAID under Cooperative Agreement No AID-306-A ACEP Program aims to increase the role and viability of civil society in Afghanistan by providing capacity building, training and small grants to civil society organizations showing potential to be sustainable and effective organizations. B. Period of Performance: The period of performance for any contract resulting from this RFQ shall be from the effective date of the awarding of the contract through February 28, C. Type of Contract: Counterpart will award a Firm Fixed Unit Price Contract with a specific ceiling to the successful Bidder. D. Bid Validity Period: Bids must include a statement that the bid shall remain valid up to ninety (90) days from the offer due date. A bid valid for a shorter period shall be rejected as non-responsive. E. Eligible Source Countries for Goods and Services All goods and services to be supplied under the Contract shall be sourced from eligible suppliers in USAID Geographical Code 935 countries, which include any area or country excluding, for practical purposes, Cuba, Syria, Iran, North Korea, and Libya. Bidders will be considered ineligible if they are currently suspended, debarred, or deemed ineligible, as identified on (1) either by entity or individual, and/or (2) the Specially Designated Nationals and Blocked Persons List maintained by the U.S. Treasury (online at: List/Pages/default.aspx), and/or (3) individuals or entities that appear on or the United Nations Security designation list (online at: F. Submission of Questions: Questions regarding clarifications on this RFQ shall be in writing and need to be submitted no later than January 29, 2017 by address acep.procurement@counterpart.org cc karify@counterpart.org and tbiyete@counterpart.org. No phone calls shall be answered in responding to questions. G. Submission of Quotations: Quotations must be received by electronic mail or in hardcopy no later than February 2, 2017 before 3:00 PM. 1 P a g e

2 K. L. Counterpart International Afghanistan The quotation shall be placed in a sealed envelope (signed and stamped) and clearly marked CPI-ACEP Transportation Service. Hard copies of quotations shall be delivered to the Counterpart Office located at: Haji Yaqob Square Street No. 2, Lane 2, House No. 42, Shahr-e-Now Kabul, Afghanistan Contact#: +93 (0) Only for Location Counterpart security personnel will allow Bidders to enter the Counterpart compound to place quotations in the Quotation Box located just inside the security screening area. Bidders must present proper identification and submit to a search of their person and any hand carried items. Electronic submissions must be addressed to acep.procurement@counterpart.org and received no later than the quotation deadline. The subject line of the quotation must be CPI-ACEP Transportation Service. Submission of the quotation to any other account or copied to any other account will be considered a non-responsive bid. Late bids will be deemed non-responsive and not accepted. H. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Counterpart, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. I. Government Tax Withholding: J. Pursuant to the provisions of the Government of Afghanistan Income Tax Law 2009, Article 72, effective March 2009, Counterpart is required to withhold income tax at the prescribed rates at the time of making payment from the gross amounts payable to all Afghan for-profit legal or natural person(s) providing supplies, materials, construction and services under contract. J. Criteria for Award and Evaluation: All quotations received in response to this solicitation will be evaluated against the evaluation factors listed below: a. Technical Acceptability (40 Score): The Bidder s quotation shall be evaluated to determine whether the offered vehicles meet the salient physical, functional, and performance specifications specified in the Special Provision of this RFQ. Bidders may include descriptive literature such as illustrations, vehicle green books, or photographs to clearly describe the offered vehicles. Counterpart reserves the right to require Bidders to submit vehicles for physical checks during the evaluation process. Counterpart will evaluate quotations on the basis of information furnished by the Bidder. Counterpart is not responsible for locating or obtaining any information not identified in the quotation. b. Organization Background, Statement of Qualifications and Relevant Past Performance (30 Score): The Bidder shall include in its bid evidence in support of its technical qualifications and ability to perform the services. At least three past performance references for successful prior service of a similar nature are of key importance. These references should include contact names, company names addresses, addresses, and telephone numbers of persons who can be contacted regarding the Bidder's prior performance. Subcontracting arrangements: If the execution of work to be performed by the offeror requires the hiring of subcontractors, the proposal must clearly identify the subcontractor(s), contact information of subcontractor(s), and the work they will perform. Counterpart will not refuse a proposal based upon the use of subcontractors; however, Counterpart retains the right to approve or reject the specific subcontractors selected. c. Delivery Timeframe (10 Score): Delivery timeframe will be evaluated to ensure the Bidder has the capability to deliver the requested services in the quantities, type, and locations indicated in this RFQ. The delivery of services includes submission of vehicle registration documents and driver s license. Price (20 Score): - The Bidder s cost/price proposal will be evaluated for reasonableness. For a price to be reasonable, it must represent a price to Counterpart that a prudent person would pay when consideration is given 2 P a g e

3 to prices in the local market. Normally, price reasonableness is established through adequate price competition. The Bidder shall submit fixed prices for all line items listed in Annex A. Pricing must be presented in AFN. Counterpart s technical evaluation committee will select the successful Bidder using a best value approach, considering price factors and past performance. The Procurement Department at Counterpart s discretion may enter into negotiations with one or more offeror to discuss improvements in the proposal and cost deduction. Counterpart anticipates that this RFQ will result in a single award to a single Bidder; however, Counterpart reserves the right to make multiple awards, if it is in the best interest of the project. K. Amendment of Bidding Documents: Prior to the expiration of the proposal, Counterpart shall notify the successful Bidder in writing that it submitted the highest scoring proposal. If a contract cannot be negotiated with the top ranking Bidder, Counterpart reserves the right to commence negotiations with other successful Bidders. All unsuccessful Bidders shall be notified once the successful Bidder has been awarded a contract. Counterpart s Right to Accept Any Bid and to Reject Any or All Bids Counterpart retains the right to reject any bid that is nonresponsive. Further, Counterpart reserves the right to (1) waive any minor informalities in the bids received if it appears in Counterpart s best interests to do so; (2) reject the bid of any firm if, in Counterpart s judgment, the firm is not fully qualified to provide the services as specified in the RFQ and Contract; or (3) to reject all bids. L. Notification of Award Counterpart will notify the successful Bidders in writing that their bids have been accepted before the expiration of the period of bid validity. Counterpart International will award Firm Fixed Unit Price Contract to successful bidders equal to the total value of their quote. Payments will be based on a Deliverables schedule tied to scheduled payments based on receipt and acceptance of the scheduled deliverables. Counterpart s technical evaluation committee will select the successful Bidder using a best value approach, considering price factors and past performance. The Procurement Department at Counterpart s discretion may enter into negotiations with one or more offeror to discuss improvements in the proposal and cost deduction. Counterpart anticipates that this RFQ will result in a single award to a single Bidder; however, Counterpart reserves the right to make multiple awards, if it is in the best interest of the project. M. (Required Documents and Information from Bidders: Bidders are requested to provide and attach the following documentation and information into their quotation: Portfolio/brochure of their services, list of clients, and any other information in support of their quotation. AISA License: (please attach your AISA license with your quotation) CAGE Code (if applicable) DUNS Number Bank Details National ID Cards (Tazkiraz) for both President and Vice President of the company or a color copy of their passports are required. Please note that this RFQ does not constitute an agreement. Counterpart reserves the right to change or cancel these requirements at any time in the pre-qualification and/or solicitation process. N. Terms of Payment: Counterpart shall pay the Bidder within thirty (30) calendar days after receipt of a proper invoice and acceptance of the service. 3 P a g e

4 O. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 937 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR 228. The cooperating country for this RFQ is Afghanistan. P. Special Provisions for the Transportation Service: Counterpart international is seeking qualified Bidders to quote for provision of daily Transportation Services (ACEP/CPI project National Staff Pick up & drop-off) in Kabul City for the period of one year. Bidders are expected to fully review all instructions and specifications contained in this RFQ and submit their quotation accordingly. For further details regarding Technical Requirement, please see below Special Provisions or clauses that shall be included into the Contract for the selected Bidder after the evaluation process: 1. An average of Six (6) transportation routes for morning pick up & evening drop off, from/to locations including but not limited to (Chahrahi Qamber, Arzan Qemat Karti Now, Kotal Khair Khana Shahrak Haji Nabe and Sarak now). 2. The Bidder shall ensure that all vehicles are left hand drive (or equal) and that all necessary documents for vehicles(s) specified herein; driver identification and licensing documents are valid and present in the vehicles at all times while operating the vehicle under the service of Counterpart. The Bidder shall also ensure that emergency equipment noted in paragraph (7) below is present in the vehicles at all times. 3. The transportation service price defined herein is inclusive of all costs, including driver, fuel, routine maintenance, repair, taxes, legal fees and insurance. Counterpart is not financially responsible for the normal wear and tear of the vehicle, nor any other costs of repair associated with the vehicle. 4. Vehicles shall only be used for official Counterpart business only while in service. 5. The services specified herein require that the vehicles be at the disposal of Counterpart five (5) days per week during morning (approximately 3 hours) and evening time (approximately 3 hours). Drivers will generally be responsible for morning pick up and evening drop-off of Counterpart National Staff. Drivers will not generally work on holidays declared by the Government of Afghanistan. Payment to the Bidder will only be made for the days the vehicles are in service. 6. The Bidder shall ensure that vehicles are properly maintained and functional at all times. Any necessary repairs must be immediately carried out. Counterpart will not provide engine oil or fuel of any kind for the upkeep of the vehicle. The Bidder is responsible for providing sufficient fuel in a timely manner for the needs of Counterpart activities. 7. The Bidder shall provide fully functional vehicles in good working condition and equipped with AC and good tires including one spare tire and equipment inside the vehicle to change the tire in the event of a flat tire. At a minimum, the vehicle must be equipped with the following: 1. Jack and handle 8. All mirrors 2. Wheel Brace 9. Functional electrical systems, including lights 3. One spare tire in good condition 10. Working windshield wipers 4. Tool kit 11. Very good brakes 5. Jumper cables 12. Windows and doors intact and operable 6. Loud horn 13. Fire extinguisher 8. Drivers must be experienced and security cleared by Counterpart and issued an identification badge prior to the beginning of the period of performance. 9. The Bidder shall keep a log book of dates, times and number of passengers for each route and vehicle. 10. The Bidder shall be liable for any and all damage or any claims whatsoever (personal or damage to the vehicle) following an accident, including claims for transported goods, caused by the driver of the vehicle or brought about as a result of the technical state of the vehicle. Any and all related costs are at the Bidder s expense. 4 P a g e

5 11. The Bidder shall subscribe to and pay for comprehensive insurance coverage for the vehicle(s). This insurance should cover all liabilities. Counterpart accepts no liability under any circumstances for the vehicle or the vehicle staff/driver. Counterpart takes NO responsibility for any damages, loss, theft or bodily injury. 12. The Bidder shall take full responsibility for any damages, loss, theft, or bodily injury of the vehicles, the driver and other parties. Counterpart will not be responsible for the bodily injury or death of vehicle staff/driver while in service or when out of the service to Counterpart. All related negotiations and compensation are the sole responsibility of the Bidder/Service Provider. Counterpart shall not pay compensation to pedestrians or any other person involved in an accident of the vehicle(s) either when on or off duty from Counterpart assignments. 13. Counterpart reserves the right to terminate the contract under this award immediately in the following situations: The vehicle breaks down or is maintained in an unacceptable condition. The Bidder or driver of the vehicle does not follow any of the Counterpart guidelines, or the Counterpart security and transport policies and procedures where and when applicable. Any kind of misconduct by Bidder or drivers at any time whatsoever. Budgetary/Funding Issues/Changes in Counterpart project activities. Unilateral decision of Counterpart at its convenience. 14. The vehicles provided for the service under this award must be cleared by the Counterpart Operations Department prior to being initially placed into operation. In case of any mechanical or technical problem with the vehicles, the Bidder is responsible for replacing the vehicle immediately. 15. The agreement under this award will automatically terminate in the case of evacuation of Counterpart from the project area. In this case, no further claims will be accepted from the Bidder, other than payment up to the date of the evacuation. 16. Bidder will provide a copy of the green book for each vehicle, a copy of the driver s license for each vehicle prior to signing of the contract. 17. Counterpart shall reserve the right to change the number and type of vehicles as well as routes at any time, giving a one-week notice to the selected contractor/s. In case the contractor is not able to respond to Counterpart s request within these terms, Counterpart shall reserve the right to cancel the contract immediately without negotiation. 5 P a g e

6 Annex A: Detailed Specifications/Requirements and Price Schedule Annex A contains the requested goods/services and the associated technical requirements of each good/service. Each good/service is listed as a line item and is further broken down into required technical specifications. For each technical specification listed below, Bidders must describe the extent to which each specification is met. If there is a difference between the required specification and the offered specification, please indicate and describe the difference. Best and final price quotations are requested from all Bidders. It is anticipated that awards will be made solely on the basis of these original quotations. However, Counterpart reserves the right to conduct negotiations and/or request clarifications prior to awarding a contract which among other things may require a Bidder(s) to revise its quotation (technical and/or price). Item No Item Description Required Technical Specifications Coverage Area Transportation Toyota Picnic, or equivalent (7-8 passengers Capacity) Kabul City Service for Model 2000, Higher or Equivalent and any color, (Particularly Counterpart the following International in Toyota Picnic or equivalent, (7-8 passengers Capacity) area but not Kabul Office, Model 2000, Higher or Equivalent and any color limited to inclusive of all Toyota Corolla or equivalent, (4 Passengers Capacity) Chahrahi costs, including Model 2005, Higher or Equivalent, any color Qamber, driver, fuel, routine Arzan Qemat maintenance, Toyota Corolla or equivalent, (4 Passengers Capacity) Karti Now, repair, taxes, legal Model 2005, Higher or Equivalent, any color Kotal Khair fees and insurance Toyota Corolla or equivalent, (4 Passengers Capacity) Khana (for further details Model 2005, Higher or Equivalent, any color Shahrak Haji please see RFQ s Toyota Corolla or equivalent, (4 Passengers Capacity) Nabe and Special Provision). Model 2005, Higher or Equivalent, any color Sarak Now). Offered Model/ Service Specification Quantity Approx. Unit Unit Price (AFN) Note: Counterpart totally needs 6 vehicles (2 Toyota Picnic or equal and 4 Toyota Corolla or equal). Vehicles shall only be used for official by Counterpart business for staff pick-up (approximately 3 hours) and drop-off (approximately 3 hours) n Kabul City. Payment to the Bidder will only be made for the days the vehicles are in service. Issuance of this RFQ in no way obligates Counterpart to award a contract, nor does it commit Counterpart to pay any costs incurred by the Bidder in preparing and submitting the quotation. Delivery time (after receipt of order): Calendar days Company Name: Name and Title of Signatory: Date: Authorized Signature/ Stamp: Please stamp and initial all pages of the RFQ. 6 P a g e