East Africa Trade and Investment Hub. Request for Quotation (RFQ) Issue Date: January 17, 2018

Transcription

1 East Africa Trade and Investment Hub Request for Quotation (RFQ) RFQ-NAI-0192 Supply and Delivery of Assorted Office Stationery for February 2018 August 2019 Issue Date: January 17, 2018 WARNING: Prospective Bidders, who have received this document from a source other than the East Africa Trade and Investment Hub, should immediately contact ProcurementTIH@dai.com and provide their name and mailing address in order that amendments to the RFQ or other communications can be sent directly to them. Any prospective Bidder who fails to register their interest assumes complete responsibility in the event that they do not receive communications prior to the closing date. Any amendments to this solicitation will be issued and posted by .

2 1.0 Synopsis of the Request for Quotation DAI, implementer of the USAID funded East Africa Trade and investment Hub (EATIH), invites qualified vendors to submit quotations for Supply and Delivery of Assorted Office Stationery for the period February 27, 2018 to August 15, RFQ No. RFQ-NAI Issue Date January 17, Title Supply and Delivery of Assorted Office Stationery for the period February 27, 2018 to August 15, Issuing Office & Physical Address 5. Address for Submission of Quotes 6. Address for Questions 7. Deadline for Submission of Questions. 8. Deadline for answering questions 9. Deadline for Receipt of Quotes 10. Anticipated Award Type DAI _ East Africa Trade and Investment Hub (the Hub). GoodMan Towers, 5th Floor, off Waiyaki Way Nairobi, Kenya tenderstih@eatradehub.org We only accept applications, no hard copies will be accepted. ProcurementTIH@eatradehub.org Monday, January 22, 2018, 5:00 pm local time Nairobi. Tuesday, January 23, 2018, 5:00 pm local time Nairobi. Sunday, January 28, 2018, 11:59 pm local time Nairobi. Blanket Purchase Order (BPA). A Blanket Purchase Agreement (BPA) is a master ordering agreement that establishes unit prices for a category of goods that will be procured on a recurring basis over a fixed period of time. Individual purchase orders (releases) are issued against the BPA for specific quantities as needed. A BPA places a limit on the total dollar value which may be procured within a specified period of time. A BPA does not commit or guarantee that the project will spend any amount under the agreement, but rather a simplified method of filling anticipated repetitive needs from qualified sources. Offerors are expected to include all costs, direct and indirect, into their total proposed unit prices and fix (guarantee) the prices over the stated period of performance, not to be adjusted unless the subcontract is modified or the period of performance of the BPA expires. One or more BPAs will be issued as a result of this solicitation. The duration of the BPA is estimated to be 18 months. BPA will specify the general terms and conditions of procurement, but will not have any value. Individual orders will be placed through Release Orders (ROs) issued periodically throughout the validity period of the BPA. Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Bidders will not be reimbursed for any costs associated with the preparation of their quote.

3 11. Basis for Award An award will be made to the responsible bidder whose bid is responsive to the terms of the RFQ and is most advantageous to DAI, considering price or/and other factors included in the RFQ. To be considered for award, bidders must meet the requirements identified in Section 13, Determination of Responsibility. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price. 2.0 Request for Quotation Women led or women owned or women majority employed companies are encouraged to apply. Evaluation points will be automatically allocated to businesses that demonstrate they are women-led or employ majority women or women owned. 1. General Instructions to Bidders 2. Questions Regarding the RFQ 3. Technical Specifications and requirements for Technical Acceptability Deadline for Receipt of Quotes is Sunday, January 28, 2018, pm local time Nairobi. Late offers will be rejected except under extraordinary circumstances at DAI s discretion. Bidders shall submit quotes electronically via tenderstih@eatradehub.org Include a statement that the vendor fully understands that their quote must be valid for a period of 60 days Bidders shall sign and date their quotation. Bidders shall complete Attachment A: Price Schedule template. Value Added Tax (VAT) shall be included on a separate line. These services are not eligible for VAT exemption under the DAI prime contract. DAI will pay the bidder VAT and then seek exemption per transaction; on receipt of DA 1 Exemption certificate from KRA the bidder will refund DAI the VAT. Women led or women owned or women majority employed companies are encouraged to apply. Each Bidder is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via to the Issuing Office no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Bidders via Certified copy of certificate of incorporation, or a registration document or a single business permit. 2. Personal Identification Number (PIN) certificate 3. Valid Tax Compliance Certificate 4. Letter from references for similar assignments/ work done in the past ( to list past assignments use the format in attachment C below) 5. Quotation should be in accordance with the scope of work indicated in the RFQ

4 4. Determination of Responsibility DAI will not enter into any type of agreement with a vendor prior to ensuring the vendor s responsibility. When assessing an vendor s responsibility, the following factors are taken into consideration: 1. Provide copies of the required business licenses to operate in the host country. 2. Evidence of a DUNS number (explained below and instructions contained in the Annex).- applicable to contracts above US $ 25, The source, origin and nationality of the services are not from a Prohibited Country (explained below). 4. Ability to comply with required or proposed delivery or performance schedules. 5. Geographic Code Under the authorized geographic code for its contract DAI may only procure goods and services from the following countries. Geographic Code 935: Goods and services from any area or country including the cooperating country, but excluding Prohibited Countries. DAI must verify the source, nationality and origin, of goods and services and ensure (to the fullest extent possible) that DAI does not procure any services from prohibited countries listed by the Office of Foreign Assets Control (OFAC) as sanctioned countries. The current list of countries under comprehensive sanctions include: Cuba, Iran, North Korea, Sudan, and Syria. DAI is prohibited from facilitating any transaction by a third party if that transaction would be prohibited if performed by DAI. By submitting a quote in response to this RFQ, Bidders confirm that they are not violating the Source and Nationality requirements and that the services comply with the Geographic Code and the exclusions for prohibited countries. 6. Data Universal Numbering System (DUNS) 7. Compliance with Terms and Conditions All U.S. and foreign organizations which receive first-tier subcontracts/purchase orders with a value of $25,000 and above are required to obtain a DUNS number prior to signing of the agreement. Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. DAI requires that Bidders sign the selfcertification statement if the Bidder claims exemption for this reason. For those required to obtain a DUNS number, you may request Attachment C: Instructions for Obtaining a DUNS Number. For those not required to obtain a DUNS number, you may request Attachment D: Self-Certification for Exemption from DUNS Requirement. If needed, log on to the D&B (Dun & Bradstreet) DUNS registration website to begin the process of obtaining a DUNS number free of charge. Bidder shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Bidder shall comply with all Representations and Certifications of Compliance listed in Attachment D.

5 8. Procurement Ethics By submitting an Bidder, Bidders certify that they have not/will not attempt to bribe or make any payments to DAI employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Bidders or the DAI staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at , via the DAI website, or via to

6 3.0 Attachment A: Scope of Work 3.1 Purpose DAI Global LLC, the implementer of the USAID-funded East Africa Trade and Investment Hub (The Hub) project invites qualified offerors to submit proposals to supply and deliver assorted office stationery for the period February 27, 2018 to August 15, 2019 as per the scope of work below. 3.2 Scope of Work for Services Supply and delivery of assorted office stationery as per the price schedule below: Period of performance The period of performance is anticipated to be 18 Months from the date of contract. Attachment A: Price Schedule Template (Official Company Letter Head/Logo) East Africa Trade and Investment Hub RFQ-Nai-0192 Office Stationery # Description/Specifications/Activity Title Unit 1 Clear View Folders(assorted Colours) - Teepee, Office Point Unit Price KES. VAT Cost KES. Total Item Cost KES. 2 Box files 320mm*280mm(Teepee, office point or (any other of such quality/above) Bandle(10 s) 3 Box files 280mm*280mm(Teepee, office point) Bandle(10 s) 4 Magazine / Leaflets holder 5 Top Label Suspension Files harman product (green and blue) pcs 6 Plastic File Dividers A4 - colour Index(1-10, 1-20, A-Z) Pkt*10pcs 7 Clear Pockets folders A4 - Teepee, Office Point pcs 8 Office Point Page Sleeves pcs 9 Paper clips small size Karatasi brand Box*10pcs 10 Paper clips Medium size Karatasi Brand Box*10pcs 11 Paper clips Jumbo Karatasi brand Box*10pcs 12 A4 Printing Papers Xerox (White/ coloured) Box*5 reams 13 A3 Printing Papers-Xerox (White/ coloured) Box*5 reams 14 Deli Multi-purpose Scissors 15 Bic Biro pens fine point 20s (Assorted colours) Box*20pcs 16 Bic Biro pens (Assorted colours) Box*50pcs 17 Pelican whiteboard Markers( Assorted colours) Box*12pcs 18 Pelican permanent Markers( Assorted colours) Box*12pcs

7 19 Bic Whiteout- BIC (any other of such quality or above) 20 Whiteboard erasers 21 Desk mounted pencil Sharpener Box*12pcs 22 Pelican glue stick 40gram Packet*12pcs 23 HB Pencil - Staedler Packet*12pcs 24 Kangaro Staples(26/6 ) Pkt*10pkts 25 Kangaroo staples - Large size more than 100 sheet capacity Pkt*10pkts 26 Pelican Sticky notes (Assorted colours) 76x76, 400s Packet*5 27 Binder Clips 25mm(I ) -small Box*12pcs 28 Binder clips Medium size 32mm Box*12pcs 29 Binder Clips 51mm(2 ) -big Box*12pcs 30 Five Star Office Glue. 31 Kangaroo Stapler DS Kangaroo Stapler DS Kangaro Stapler heavy duty SDI A5 spiral notebooks office point Dozen*12pc 35 Kangaroo Paper Punch - DP cm 36 Kangaro Heavy duty Paper Punch over 100 sheet capacity(hdp ) 37 Kangaro Heavy duty Paper Punch (FIS - FSPU9378) 38 DL Envelopes (Peal & seal white) Packet*50pcs 39 Envelopes A5 (Peal & seal Brown) Packet*50pcs 40 Envelopes A4 (Peal & seal Brown) Packet*50pcs 41 Envelopes A3 (Peal & seal Brown) Packet*50pcs 42 Spring file PVC Rapid (Pink, blue, yellow, red, orange) 43 30cm rulers clear Haco 44 Page stickers/ Index notes (pvc adhessives, paper adhesives) Packet 45 Casio calculators MJ-120D 46 Highlighters(Assorted Colours)-office point/(any other of such quality or above) Packet*10pcs 47 Office waste paper baskets Plastic 48 Staple removers Pelican 49 Cellotape 24mm Afritape 50 Brown binding tape 72mmx100mts Afritape 51 Masking Tape (brown) 24mmx30Y Afritape 52 Packaging Tape (clear) 48mmx50Y Afritape 53 Flip charts Pkg*10 54 In/out office Tray meshed, Silver/Black (3 tire)

8 55 Pen and paper holder (Bantex) 56 A5 Branded notebooks 57 AAA Batteries Energizer/Duracell 58 AA Batteries Energizer/Duracell 59 Flash disks - regular 4GB - 8GB 60 Flash disks - regular 4GB - 8GB 61 Business card holders - Album type cardholder 62 Business card holders - Album type cardholder 63 Document Wallet - PVC (Teepee, Office point) 64 Name tags - assorted (largest size 4x31/2 inch) 65 Lanyards - assorted 3/4inch width 66 Thumb tucks 67 Pencil erasers Pelikan 68 Casio tape catridge (XR -12WE1-12mm) 69 Spiral binders(different sizes) pcs 70 Embossed & clear binding covers 71 Paper trimmer - Deli 72 A4 Note book - Loose leaf Kartasi 73 A4 Counter book - Hard cover with lines 2 quire Kartasi gsm and 175 gsm matt paper for printing Box*5 reams 75 Ivory board paper for printing of event certificates - white or cream 76 Urgent stickers Packet 77 Rubber bands 50gsm Packet 78 Cotton twine large size Are the prices Tax inclusive Tax exclusive Payment terms (please tick 1) After delivery Before delivery Others (Specify) Lead-time (Delivery period) N.B i. As per market research, the above brands in the table are the ones preferred by the Hub. ii. If you re quoting for an item other than what is specifically indicated, please specify clearly. iii. Quote to be on an official company's Letter head. iv. Currency: Quotes are to be submitted in KES.

9 Attachment B. Cover Letter [On Firm s Letterhead] <Insert date> TO: East Africa Trade and Investment Hub (the Hub) Project Development Alternatives, Inc. We, the undersigned, provide the attached request for quotation information in accordance with RFQ- NAI-0192 issued on January 17, We understand that you may cancel the bidding process at any time and that you are neither bound to accept any application that you may receive nor to invite the applicants to bid for the contract subject of this request for quotation, without incurring any liability to the Applicants. I certify our acceptance of the Hub payment terms if awarded. Further, we will accept the Hub VAT exempt status, and understand that the project will provide VAT exempt documentation upon award. We understand that DAI is not bound to accept any quotation it receives. Yours sincerely, Authorized Signature: Name and Title of Signatory: Click here to enter text. Name of Firm: Click here to enter text. Address: Click here to enter text. Telephone: Click here to enter text.

10 Attachment C: Past Performance Form Describe past assignments that best illustrate your ability to meet specifications requested in this RFQ, sorted by decreasing order of completion date. Assignments should have been executed within the past three years. Assignments undertaken in the past six years may be taken into consideration at the discretion of the evaluation committee. Name of organization and contact information for whom office stationery was provided. Type of Contract/Value in KES

11 Attachment D: Representations and Certifications of Compliance 1. Federal Excluded Parties List - The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency. 2. Executive Compensation Certification- FAR requires DAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub- Award Report System (FSRS) 3. Executive Order on Terrorism Financing- The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at or the United Nations Security Designation List (online at: This provision must be included in all subcontracts/sub awards issued under this Contract. 4. Trafficking of Persons The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award. 5. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions The Bidder certifies that it currently is and will remain in compliance with FAR , Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions. 6. Organizational Conflict of Interest The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information. 7. Prohibition of Segregated Facilities - The Bidder certifies that it is compliant with FAR , Prohibition of Segregated Facilities. 8. Equal Opportunity The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or national origin. 9. Labor Laws The Bidder certifies that it is in compliance with all labor laws. 10. Federal Acquisition Regulation (FAR) The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions. 11. Employee Compliance The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of a DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

12 By submitting a quote, bidders agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein, and will be asked to sign these Representations and Certifications upon award. Page 12 of 12