Request for Quotation (RFQ) Solicitation Overview

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1 Request for Quotation (RFQ) Solicitation Overview Issuance Date: Sep. 25 th 2017 Reference Number: RFQ Activity Title: Provision of Internet Equipment and Subscription within South Sudan Determination of Technically Acceptable, Lowest reasonable Price Award: Introduction: Quotation: Evaluation Criteria: Award Type: Submission Deadline: Submission Address: Delivery Location: Source & Nationality Requirements: AECOM International Development is a United States Government Contractor and implementing partner for the United States Agency for International Development (USAID) South Sudan s Viable Support to Transition and Stability (VISTAS) Program. Quotations in response to this RFQ must be priced on a fixed-price basis in accordance with the specifications provided in Annex 2 Detailed Technical Specifications. Award will be made to the offeror that meets the minimum criteria and technical specification for acceptable award (see Annex 2) Blanket Purchase Agreement (BPA) Quotations must be received No-Later-Than 4:00 PM Juba time on Monday Oct. 2 nd 2017 Submissions shall be in hard copies delivered IN A SEALED ENVELOPE clearly labeled with the name of the vendor and the RFQ number to VISTAS Office Reception, at Kololo Road, Plot No. 5, Tongpiny, Next to Immigration Office, Juba / South Sudan AECOM INTERNATIONAL SOUTH SUDAN- JUBA OFFICE ATTN: USAID SOUTH SUDAN S VISTAS PROGRAM CONTRACT NO. AID-668-C AT KOLOLO RD, PLOT NO. 5, TONGPINY, NEXT TO IMMIGRATION OFFICE, JUBA, SOUTH SUDAN AISS VISTAS is bound by USAID policies on procurement, including those of source and nationality requirements. Supplier-Vendors shall disclose information on source and nationality for all goods and services quoted. Detailed information on source & nationality is provided within the terms and conditions of this RFQ. Notice: Accompanying Annexes: Payment Terms: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate AECOM, VISTAS or USAID to make an award or pay for costs incurred by potential Supplier-Vendors in the preparation and submission of an offer. Annex 1 Terms & Conditions Annex 2 Detailed Technical Specifications Annex 3 Supplier Vendor Cover Letter All payments will be made in the name of the individual and/or entity to whom the contract is awarded. 1

2 ANNEX 1 TERMS & CONDITIONS 1.1 Late Submission: no late submissions will be accepted; however, AISS reserves the right to consider submissions past the deadline in order to ensure adequate price competition and/or procurement needs. 1.2 Supporting Bid Information: Supplier-Vendors may elect to submit any company brochures, product documentation, or other supporting information to convey best price and/or discounted offers. 1.3 Warranty: Warranty terms shall be provided for all services and commodities under this RFQ. The warranty coverage must be valid on all services and commodities per the manufacturer standards after delivery, installation and acceptance of the services & commodities, unless otherwise specified in the technical specifications. 1.4 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 South Sudan. 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: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria. 1.5 DUNS Number: If the subcontract resulting from this RFQ exceeds $25,000 and if the successful Offeror had more than $30,000 gross income during its last tax year, the successful Offeror shall have a DUNS number prior to the subcontract being executed. If the successful Offeror does not have a DUNS number, the successful Offeror shall apply and receive one prior to the subcontract being executed. AISS/VISTAS may be able to assist the successful Offeror with securing a DUNS number. The following information will be required for obtaining a DUNS Number: a) Legal Name; b) Headquarters name and address for your business; c) Doing Business As (DBA) or other name by which your business is commonly recognized; d) Physical address, city, state (country), and Zip/Country Code; e) Mailing Address (if separate from headquarters and/or physical address); f) Contact name and title; g) Number of employees at your physical location; and h) whether you are a Home-Based Business. For more information please visit Delivery Location & Time: As part of its response to this RFQ, each vendor 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 Agreement. 1.7 Packing: for delivery of commodities, the contract line item number(s) must be clearly written on each box and the contents identified in each box. Packing information will be provided at purchase order award. Any international shipping carried out under any service agreement resulting from this RFQ must take place on US-flag vessels. 1.8 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. AECOM will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government. 1.9 Demonstration of Responsibility: To be deemed a responsible and responsive Supplier-Vendor, the Supplier-Vendor s bid shall include all of the following in accordance with the instructions and terms and conditions of the RFQ: Completed Supplier-Vendor Cover Letter, signed by an authorized representative of the Supplier-Vendor with company/contact details (See Annex 2; Official quotation against specifications described in this RFQ; Tax ID &/or Business Registration Number; and Disclosure on Source & Nationality requirements Demonstration of Understanding: Offeror s response must provide sufficient information to demonstrate understanding of AISS needs and requirements, goals, and objectives Negotiations: It is anticipated that award will be made solely on the basis of original quotations submitted by the supplier-vendor. However, AECOM reserves the right to conduct any of the following: AISS 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, AISS may issue a partial award or split the award among various suppliers, if in the best interest of the VISTAS Program; AISS may cancel this RFQ at any time; AISS may reject any and all offers, if such action is considered to be in the best interest of AISS Deficiencies: 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. AISS reserves the right to waive immaterial deficiencies at its discretion Governance: Please note that in submitting a response to this RFQ, the Supplier-Vendor understands that USAID is not a party to this solicitation and the Supplier-Vendor agrees that any protest hereunder must be presented in writing with full explanations to the VISTAS Program for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. AISS, at its sole discretion, will make a final decision on the protest for this procurement Payment Terms: AISS 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 Prohibitions: 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 Title: The title to any goods supplied under any award resulting from this RFQ shall pass to AISS following delivery and acceptance of the goods by AISS. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to AISS Restrictions: 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: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria Brand Name or Equal: If an item in this solicitation is identified as brand name or equal, the purchase description reflects the characteristics and level of quality that will satisfy VISTAS needs. The salient physical, functional, or performance characteristics that equal products must meet are specified in the solicitation. Unless the offeror clearly indicates in its offer that the product being offered is an equal product, the offeror shall provide the brand name product referenced in the solicitation 2

3 ANNEX 2 DETAILED FINACIAL PROPOSAL NO. Descriptions Qty Unit Unit Price (USD) 1 KU-Band hardware supply cost, hardware cost will include not less than complete antenna, cables, connections, modem, Mikrotik wireless router RB951 Ui-2HND or equivalent 1 Set Amount (USD) 2 Installation cost shall include not less than mounting and aligning of the dish (if necessary), cabling and configuration testing and troubleshooting of modem, router, AP and switch. 3 Additional labor cost includes either or not less than: Dish mounting, dish alignment, troubleshooting/ configuration/ reconfiguration of router, modem, AP, switch, firewall, cabling and termination of connectors, charges for such labor will be per day 1 Juba 1 Field 1 Juba 1 Field 4 WiMax hardware + installation for grants locations within Juba 1 Juba 5 Internet subscription, Bandwidth; Downstream 1536 kbps and Upstream 1024 kbps, ratio 1:2, shared 6 Internet subscription, Bandwidth; Downstream 1280 kbps and Upstream 1024 kbps, ratio 1:2, shared 7 Internet subscription, Bandwidth; Downstream 1024 kbps and Upstream 512 kbps, ratio 1:4, shared 8 Internet subscription, Bandwidth; Downstream 512 kbps and Upstream 128 kbps, ratio 1:10, shared 9 Internet subscription, Bandwidth; Downstream 1280 kbps and Upstream 384 kbps, ratio 1:10, shared 10 Internet subscription, Bandwidth; Downstream 512kbps and Upstream 128 kbps, ratio 1:8, shared 11 Internet subscription, Bandwidth; Downstream 1280 kbps and Upstream 384 kbps, ratio 1:8, shared 12 Internet subscription, Bandwidth; Downstream 1536 kbps and Upstream 512 kbps, ratio 1:8, shared 13 Internet subscription, Bandwidth; Downstream 2048 kbps and Upstream 768 kbps, ratio 1:8, shared 3

4 Important Notes : 1- Bidders are required to provide quotation for all options and items mentioned above. However, AISS VISTAS reserves the right to acquire any of the internet options or item without protest from the vendor. 2- This RFQ covers not only Juba but also other parts of South Sudan. You will be required to provide technicians to travel to remote areas for installation of hardwares and repair work. 3- For each internet bandwidth subscription, AISS VISTAS will determine the number of months considering the timeframe of VISTAS project. PLEASE SPECIFY and INCLUDE WITH YOUR QUOTATION Payment Terms Delivery Time Payment Schedule Price Validity Warranty Technical acceptability Requirements Submit a quotation in response to this RFQ using the template provided above. Quoting hardware/equipment on lease does not guarantee your company winning the contract. Catalogues and manuals and any documentation shall accompany the offer. Vendors are to commit to the delivery time after placing the order, which is critical and important to VISTAS. Charges against any of the goods or services will be made against the price quoted in this RFQ. Quoted Price: Quotations in response to this RFQ must be priced on a fixed-price basis in accordance with the specifications provided for in Annex 1. Supplier-Vendors are requested to provide quotations on official letterhead. Supplier-Vendors shall provide contact list of past clients (preferably INGOs and Cooperate Business, at least three (3) they have provided services in the past 3 years, recommendation letters should be attached. Hard copies quotation: In case of a supplier Vendor is submitting a hard copy quotation, it shall then be submitted in a sealed envelope, RFQ number (for reference) shall be clearly written on this envelope and shall be registered with VISTAS receptionist during submission. Vendors must attach a copy of their business incorporation certificate and a copy of updated tax clearance certificate. Demonstration of Responsibility: To be deemed a responsible and responsive Supplier-Vendor, the Supplier- Vendor s bid shall include all of the following in accordance with the instructions and terms and conditions of the RFQ: Completed Supplier-Vendor Cover Letter, signed by an authorized representative of the Supplier- Vendor with company/contact details. Official quotation, including specifications of offered equipment (see Annex 1). For Organizations: Copy of Supplier-Vendor s registration or business license. Certification of Price Guarantee or Warrantee (12 months). Determination for Award: award will be made to a responsible Supplier-Vendor whose offer follows the RFQ instructions and provides the lowest-cost, technically acceptable offer. 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. Please note that in submitting a response to this RFQ, the Supplier-Vendor understands that USAID is not a party to this solicitation and the Supplier-Vendor agrees that any protest hereunder must be 4

5 presented in writing with full explanations to the VISTAS Program for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. AISS, at its sole discretion, will make a final decision on the protest for this procurement. Obligation: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate AECOM, AISS, the VISTAS Project, or USAID to make an award or pay for costs incurred by potential Supplier-Vendors in the preparation and submission of an offer. Bank Account: The Supplier-Vendors who wins this bid shall be required to submit their company account details for a bank operating in South Sudan. 5

6 ANNEX 3 SUPPLIER-VENDOR 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 Supplier-Vendor: To: Reference: AECOM INTERNATIONAL SOUTH SUDAN- JUBA OFFICE ATTN: USAID SOUTH SUDAN S VISTAS PROGRAM CONTRACT NO. AID-668-C AT KOLOLO RD, PLOT NO. 5, TONGPINY, NEXT TO IMMIGRATION OFFICE, JUBA, SOUTH SUDAN RFQ 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 AECOM or VISTAS project staff members; We have no close, familial, or financial relationships with any other Supplier-Vendors submitting proposals in response to the above-referenced RFQ; The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other Supplier-Vendor or competitor for the purpose of restricting competition; All information in our proposal and all supporting documentation is authentic and accurate; and, We understand and agree to AECOM s 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: 6

7 Company Registration or Taxpayer ID Number: Does the company have an active bank account (Yes/No)? Official name associated with bank account (for payment): 7

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