Date: 17 th November 2016 Dear Respondents LETTER OF INVITATION RE: RFQ FOR PROVISION OF ICT MAINTENANCE, REPAIR AND SUPPORT SERVICES, INCLUDING SERVER MAINTENANCE The African Forum for Agricultural Advisory Services (AFAAS) is issuing a Request for Quotations (RFQ) for the Provision of ICT Maintenance, Repair and Support Services, including Server Maintenance. The contract shall be a fixed price contract for a period of two (2) years with the option to extend for one additional year. Please find attached the RFQ which includes the instructions for the preparation and submission of quotations, the rules that govern the bidding process and the relevant forms. Bids must be submitted either by hand or mail, fax and electronic mail to secretariat@afaas-africa.org and please state in the subject line RFQ for Provision of ICT Maintenance, Repair and Support Services, including Server Maintenance. All quotations must be received no later than 10:00 hours on December 08, 2016. Late submissions will not be accepted. This Invitation and the attached Request for Quotations (RFQ) together with the TORs has been published on the AFAAS website http://www.afaas-africa.org and http://networking.afaas-africa.org/opportunities webpage along with any addendums. All communications must be directed to Grace Paddy Wanzala on email: pwanzala@afaas-africa.org this also includes all questions or enquires regarding this bid. For all enquires, we ask that you clearly state in the subject line of the email Enquiry RFQ for Provision of ICT Maintenance, Repair and Support Services and the area of concern in the body. This letter is not to be construed in any way as an offer to contract with your firm. We appreciate your interest in this invitation, and look forward to receiving your Bid. Yours Sincerely Grace Paddy Wanzala Procurement Officer AFAAS FOR EXECUTIVE DIRECTOR
Request for Quotations (RFQ) COUNTRY: AFRICA NAME OF PROJECT: AFCC2/RI - AFAAS Second Multi Donor Trust Fund INSERT SECTOR: Agriculture and Rural Development Grant No. TF015730 Project ID No. P14337 PROCUREMENT REFERENCE: AFAAS/SVCS/2015/053 SUBJECT: Request for Quotations for ICT Maintenance, Repair and Support Services Date Issued: 17 th November, 2016 RFQ FOR PROVISION OF ICT MAINTENANCE, REPAIR AND SUPPORT SERVICES, INCLUDING SERVER MAINTENANCE 1) The AFAAS received a grant from the Multi Donor Trust Fund (MDTF) administered by the World Bank and intends to apply part of the proceeds of this grant to eligible payments under the contract for which this Request for Quotations is issued. 2) The procurement process will be conducted in accordance with the shopping procurement method as contained in the World Bank Guidelines - Procurement of Goods, Works and Non-consultancy services, January 2011 and the procedures described therein. 3) Therefore, AFAAS is seeking a company to provide ICT Maintenance, Repair and Support Services, including Server Maintenance and kindly request you to submit your quotation as per Terms of Reference (TOR) detailed in Annex 1 of this RFQ. 4) Conditions for Submission: The Request for Quotation (RFQ) shall be submitted by hand or by mail, fax, and electronic mail. RFQ submitted by email must be limited to a maximum of 10 MB, virus-free and no more than 3 email transmissions. They must be signed, PDF format, free from any form of virus or corrupted contents; otherwise the quotations shall be rejected. 5) Validity of Quotations: The quotation validity required is 2 years. At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by AFAAS after it has received the quotation. 6) Variation in Contract: At award of Contract or Purchase Order, AFAAS reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum 25% (twenty five per cent) of the total offer, without any change in the unit price or other terms and conditions. 7) Preparation of Quotations: You are requested to quote for these services by completing, signing and returning: the List of services and Maintenance Schedule; submit the documents confirming your eligibility, as listed on the next page; The standard forms in this RFQ may be retyped for completion but the Bidder is responsible for their accurate reproduction. 8) Sealing and marking of Quotations: Quotations should be placed in a single sealed envelope, clearly marked RFQ for Provision of ICT Maintenance, Repair and Support Services, including Server Maintenance the Reference above, the name of the Bidder and the Implementing Agency. 9) Submission of Quotations: Quotations should be submitted to the address below by hand or by mail, fax and electronic mail by the date and time of the deadline below. Date of deadline: 8 th December, 2016. Time of deadline: 10.00 a.m. (local time). Address: Plot 22A, Nakasero Road; P.O. Box 34624 Kampala, Uganda; Email: secretariat@afaas-africa.org; cc pwanzala@afaas-africa.org.
It is the responsibility of the provider to ensure that the quotation reaches the address above on or before the deadline. Quotations that are received by AFAAS Secretariat after the deadline indicated above, for whatever reason, shall not be considered for evaluation. 10) Documents Evidencing Eligibility: You will be requested to submit copies of the following documents as evidence of your eligibility. a). Valid trading licence or equivalent; b). Valid certificate of registration or equivalent; 11) Evaluation Criteria and Process The Evaluation Committee will conduct an evaluation of qualifications and will rate each submittal based upon the following criteria: Experience Understanding of services to be provided Personnel expertise Compatibility with end users Project approach Satisfaction of clients/end users 12) Best Evaluated Bid: The best evaluated bid shall be the lowest priced quotation, which is eligible and technically compliant. 13) Currency: Quotations may be priced in Uganda Shillings or any other freely convertible currency. The currency of evaluation will be Uganda shillings. Quotations in other currencies will be converted to this currency for evaluation purposes only, using the exchange rates published by the Central Bank of Uganda on the date of the evaluation. 14) Terms of Payment: Payment shall be made within 30 days against submission of your Invoice and supporting documents following completion of the maintenance services. 15) Any resulting contract awarded shall be by placement of a Contract or Purchase Order and shall be subject to the World Bank Purchase Order General Terms and Conditions for goods and services, revised December 2014. The mere act of submission of a quotation implies that the vendor accepts without question the General Terms and Conditions of the Bank. 16) Any queries should be addressed to the Administrator & Procurement Officer at the address given above. 17) Please prepare and submit your quotation or inform the undersigned if you will not be submitting a quotation. Yours sincerely, Grace Paddy Wanzala (MCIPS) Procurement Officer AFAAS QUOTATION FORM Name of Bidder: Date of the Quotation: Request for Quotation Nº: Currency of Bid Price: Expiration of Validity if Quotation: (The quotation shall be valid for a period of at least 2 years after the Closing date.) RFQ/AFAAS/SVCS/2016/053 Uganda Shillings 2 Years
1) We offer to provide maintenance and support services listed below in accordance with the terms and conditions stated in your Request for Quotation referenced above. 2) We confirm that we are eligible to participate in public procurement and meet the eligibility criteria specified in the Request for Quotation. 3) The validity period of our quotation is: days/years. 4) We confirm that the prices quoted in the Maintenance Price Schedule are fixed and firm for the duration of the validity period and will not be subject to revision or variation. 5) The delivery period offered is: days on an on call basis and 2 days per week from the date of Purchase Order. Currency of Quotation: MAINTENANCE PRICE SCHEDULE: The Maintenance fee is for the schedule of maintenance for the AFAAS ICT in accordance with the agreed quarterly rate. No Maintenance fees shall be paid if the quarterly maintenance is not done as per the agreed schedule, and report requirements are not met. Cost of service as outlined in the TOR.** Quarterly Fees Quantity Total Cost Cost for 24 visits per quarter of technical support 4 Quarters **This includes a regular visit to the AFAAS by the technical support company to address and resolve issues. OTHER OPTION This is for optional services only, and will not be considered in the financial evaluation. Model A: (This model is based on regular visits to the AFAAS) Cost of service as outlined in the TOR Cost of 40 visits of technical support per year. Cost of 60 visits of technical support per year. Cost (ex VAT) VAT Rate (18%) Total Cost (incl VAT) Quotation authorised by: Signature: Name: Position: Date: Authorised for and on behalf of: (dd/mm/yy) Company: ANNEXTURE 1: Service Provider Experience (Complete the table to detail the experience of the firm) Client/Customer Name Description of work done on Maintenance Support Start Date End Date NB: No additional charges for travel time, travel expenses or other cost shall be claimed for on-site visit.
PRICE SCHEDULE ITEMISED ICT MAINTENANCE & SUPPORT SERVICES Item No. Description of Equipment for Maintenance and Support Services Quantity Unit Rate Quarterly Fees VAT Rate (18%) Total Fees ((incl VAT) 1. Desktop Computer Dell Optiplex 780; Windows 7 6 professional 2. Desktop Computer (Dell Optiplex 7010); Windows 5 7 Professional 3. Hp Probook 4530s; Windows Home premium 3 4. Hp 530; Xp professional 4 5. Laptop Computer (Dell Latitude E5540); Windows 5 7 Professional (64Bit) 6. HP Laser jet Network Printer 4515 x 6 7. Hp Colour Laser jet 2600n 1 8. Projector Sony SVGA VPL-ES5 3 9. HP Laser jet Network Printer 4515 x 6 10. Switch CISCO 5 11. Switch 3-COM 3 12. Router Net gear 1 13. Router Linksys 2 14. Router D-link 1 15. LAN (170 nodes) test and replace the sockets which are not working, locate and test the cables (Cat 5 and cat 6 )and replace it if possible Ethernet (Connects all above Computers and server) TOTAL COST PER QUARTER N/A N/A N.B: Routine servicing and repair shall be invoiced on actual supported by the Preventive and Remedial Maintenance Reports