REQUEST FOR BIDS FOR GENERAL SCHOOL SUPPLIES FOR THE ROOM TO LEARN PROJECT WI-RTL 657- RFB- 0 Manufacturing and assembly of primary and ALP school desks This RFB is distributed by Winrock International Issued: April, 06 All bids must be submitted in a sealed hard copy to: Mr. David Zindo, Procurement Manager USAID Room to Learn Project Implemented by Winrock International Kololo Road Opp. US Embassy Juba, South Sudan Questions may be addressed to David Zindo at: Tel: +0959 309 Email: david.zindo@winrock.org BIDS MUST BE RECEIVED NO LATER THAN 5:00PM ON April 9 th, 06, late bids will not be received. Page of 0
Introduction Winrock International is a nonprofit organization that works with people in the ed States and around the world to empower the disadvantaged, increase economic opportunity, and sustain natural resources. Winrock International is the implementer of the USAID Room to Learn South Sudan (RTL) Project in partnership with FHI 360 and Plan International. The goal of RTL is to expand access to education for children and youth who are out of school or at risk of dropping out by creating a safer, more inclusive and effective education environment. As part of this goal, Winrock International is soliciting bids for the provision of school furniture (school desks) as specified in the attached scope to schools located in Juba, Yambio, Yei, Kajo Keji, Terekeka and Kapoeta South, including two sizes to cover the need for desks of P-P3 primary classes (small size), and then P4 up to ALP classes (big size) Companies with demonstrated experience in this area, and willingness to participate are invited to respond. For the purpose of this RFB, Winrock International will be referred to as WI. Bidders means the companies or individuals that submit bids in response to this RFB. The documents submitted will be referred to as Bids The purpose is to find a qualified company or companies to provide quality supplies in a cost effective, efficient and timely manner. The winning bidder will be awarded a fixed Purchase Order PO to supply the number of needed desks (excluding final painting), WI will make the needed arrangement to have them transported to the respective school location, after transportation, the vendor will send his carpentry team to fix any broken/ missing part due to transportation and to complete the final painting work. Instructions to Bidders A. Submission of Questions or Requests for Clarifications Bidders must communicate only with the Procurement Manager. All requests for clarification must be submitted in writing either delivered to the WI office to RTL Procurement Manager Mr. David Zindo at the following e-mail address: David.Zindo@winrock.org. The subject of the email must clearly indicate that the contents are Questions and Request for Clarification of WI-RTL 657- RFB- 0. Calls will not be accepted unless they are general in nature. B. Shortlisted bidders will be asked to provide samples of the school desks they are proposing, submitted samples will be inspected by a committee including representatives from all related departments within RTL Project to determine Page of 0
the quality score among competing bidders. C. Deadline and Procedures for Submitting Bids: Bids must be received no later than 5:00 pm of April. 9 th, 06. No bids will be received after the deadline. D. Validity of bid: must be 30 days starting from the submission date. E. Winrock RTL is not obliged to go with the lowest bidder. F. Winrock RTL has the right to choose more than one supplier and divide the scope among the suppliers. G. Delivery time: up to the bidder to decide, and will be a comparative criteria of award among bids. Should be mentioned as number of calendar days per each 00 desks. H. Bids currency: vendor preferred currency including transportation and offloading to Winrock warehouse (Paxton, Juba). I. Bidders are encouraged to include any evidence showing their past performance with the work of school desks provisions (previous contracts, recommendation letters, photos of the supplied desks, etc). J. Place of of materials: Winrock International/ Juba warehouse, Paxton. K. Bidders shall submit () original bid, with (ALL PAGES) signed in ink, and stamped. The bid shall be signed by an authorized agent of the bidder who has the authority to bind the bidder to the bid, terms, conditions,, and quality of supplies. L. Bidders are allowed to provide more than one technical solution with different s per options (like different design, different materials, finish etc). M. No electronic copy required and will not be accepted to replace the hard copy bid. Bids should be submitted in a sealed hard copy marked RFB for School desks with the RFB number to: Mr. David Zindo Procurement Manager USAID Room to Learn Program Implemented by Winrock International Kololo Road, Plot 57, between (Rainbow Hotel) and Immigration Office Juba Nabari South Sudan Tel: +0959 309 Email: david.zindo@winrock.org Bids Documents to Include: Page 3 of 0
o o o o o Cost Proposal Proof of business registration and nationality A list of previous similar supplies contracts completed successfully with the names and contact information of buyers. Full desks design (drawings, dimensions, materials used) including options if any. Payment schedule suggested by the vendor to eliminate/ minimize any cash flow issues with the vendor, these terms are to be negotiated and finalized before signing the Purchase order. 3. Procurement Timetable Note that the dates and size of orders are subject to change by WI. Below dates are the planned dates for the procurement activities, also subjected to changes based on obtaining necessary approvals. Activity Target Date Request for Bids Issued April. st 06 Bids Due April. 9 th 06 Inform potential awardees to provide samples. May. 03 nd 06 Signing POs May. 0 th 06 4. General Conditions and Guidelines Each Bid must conform to the following requirements. Must agree to the general provisions outlined in the list of supplies below. Any variations must be requested in the bid submission and agreed to before Purchase Order is issued.. No minimum order requirements may be made by a bidder 3. WI will not consider advance payment. But progress payments is negotiable and should be based on actual amount supplied. 4. All vendors are required to be registered with the Government of South Sudan. Proof of Business Registration must be provided. 5. A Bidder may withdraw or change a bid before the deadline to receive bids if written notice of the withdrawal or change is received by WI for submission of bids. Any changes may be made only by substitution of another bid before deadline, it is preferred that bidders thoroughly review/ modify their bids before the deadline submission. 6. No bid will be received after the deadline mentioned in this RFB. 7. Title to the goods herein described shall not pass until said goods have actually been received by WI or its consignee. Risk of loss/ damage prior to such actual receipt by WI or its consignee shall be borne by the bidder. 8. All supplies shall be subject to inspection by WI to ensure compliance with specifications, quantities, and condition of goods. WI reserves the right to Page 4 of 0
reject any goods which contain defects in material or workmanship or do not comply with the set specifications. Rejected goods shall be removed at the expense of the bidder, including all transportation costs, promptly after notification of rejection. 9. Payments by WI will not be made until inspection and acceptance of supplies has been completed by WI program and operations teams. 0. WI reserves its rights to reject any goods and to cancel all or any part of this sale if bidder fails to deliver all or any part of the goods described in the request for bid. Acceptance of any part of the goods covered by the request to bid shall not obligate WI to accept future shipments nor deprive it of its rights to revoke any acceptance given. If bidder ceases to conduct its operations in the ordinary course of business or are unable to meet its obligations, WI may cancel Blanket Purchase Agreement BPA without liability except for deliveries previously made or for goods covered.. The bidder must be able to demonstrate substantial experience in working on similar projects and, in particular, to demonstrate past experience in working with organizations similar to Winrock International.. The bidder must have excellent communication skills and methods, and be able to communicate very clearly at every step of development, both providing information to the WI team as well as requesting, understanding and closely following guidance from the WI team. 3. Bidders would bear all costs associated with the rejected items after inspection, WI RTL will not be obliged to pay or compensate for rejected items, and the vendor will be responsible of removing rejected items from schools and replace them with accepted ones after passing inspection by RTL team. 5. Cost Proposal. Bids are to be submitted in Preferred Currency.. Bids shall show both unit and total s, this is very important to enable Winrock RtL preparing lists of supplies that are tailored to the quantities needed in certain grants. Bids with no unit rates will not be considered. 3. Bids shall show the time of completion in case of award, a schedule can work. (example: the vendor offering the of 00 desks per week, etc, or the total time to deliver the whole amount of desks) 4. The unit shall govern should figures be conflicting, and award will be made on that basis. 5. Bid s shall include ALL charges including packaging, shipping & Page 5 of 0
6. Award handling, customs fees up to WI RTL warehouse at Paxton/ Juba. 6. WI is tax exempt and will execute tax exemption certificates when requested.. Bids will be reviewed by a committee consisting of staff in procurement, finance, and grants under supervision from senior management of RTL project.. WI may increase or decrease an item quantities or items as needed when placing an order. 3. WI will pay upon final and acceptance of goods. Per each supply order package. 4. WI reserves the right to split the bid on the basis of best value to Winrock. Winrock will award bids based on, conformity with specifications, stock availability and terms of. 5. Selection Criteria: A committee will meet to score these bids. The following weighted criteria will be considered: Price Delivery Time Quality of supplies 40 pts. 30 pts. 30 pts. Page 6 of 0
# List of Supplies: School Desks for Kajo-Keji Big size school desks (0 x 80 x 75 cm) made of approved hard wood, fully assembled delivered to WI RTL warehouse (Paxton Juba) the job include supply materials, necessary alignment and cuts, assembly, shipping to Paxton warehouse, offloading of desks packages, and fixing any damage due to transportation at the school final location and complete painting according to the quality of the provided approved samples. 03 480 Total Cost # School Desks for Terekeka Big size school desks (0 x 80 x 75 cm) made of approved hard 54 364 Total Cost # School Desks for Yambio Big size school desks (0 x 80 x 75 cm) made of approved hard 6 58 Total Cost Page 7 of 0
# School Desks for Yei Big size school desks (0 x 80 x 75 cm) made of approved hard 6 5 Total Cost # School Desks for Kapoeta South Big size school desks (0 x 80 x 75 cm) made of approved hard 300 703 Total Cost # School Desks for Juba Total Cost Big size school desks (0 x 80 x 75 cm) made of approved hard 97 470 Note: Please see below figures for better understanding of dimensions of both small and big size desks. Page 8 of 0
Small size desk dimenstions: 40 cm 60 cm 0 cm 70 cm Large size desk dimensions: 75 cm 45 cm 0 cm 80 cm Page 9 of 0
Certification of Independent Price Determination: i. (a) The offeror certifies that - () The s in this offer have been arrived at independently, without, for the purpose of restricting competition, any consultation, communication, or agreement with any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor relating to (i) those s, (ii) the intention to submit an offer, or (iii) the methods or factors used to calculate the s offered; - () The s in this offer have not been and will not be knowingly disclosed by the offeror, directly or indirectly, to any other offeror, including but not limited to subsidiaries or other entities in which offeror has any ownership or other interests, or any competitor before bid opening (in the case of a sealed bid solicitation) or contract award (in the case of a negotiated or competitive solicitation) unless otherwise required by law; and - (3) No attempt has been made or will be made by the offeror to induce any other concern or individual to submit or not to submit an offer for the purpose of restricting competition or influencing the competitive environment. ii. (b) Each signature on the offer is considered to be a certification by the signatory that the signatory - () Is the person in the offerors organization responsible for determining the s being offered in this bid or bid, and that the signatory has not participated and will not participate in any action contrary to subparagraphs (a)() through (a)(3) above; or - () (i) Has been authorized, in writing, to act as agent for the principals of the offeror in certifying that those principals have not participated, and will not participate in any action contrary to subparagraphs (a)() through (a)(3) above; (ii) As an authorized agent, does certify that the principals of the offeror have not participated, and will not participate, in any action contrary to subparagraphs (a)() through (a)(3) above; and (iii) As an agent, has not personally participated, and will not participate, in any action contrary to subparagraphs (a)() through (a)(3) above. iii. (c) Offeror understands and agrees that - () Violation of this certification will result in immediate disqualification from this solicitation without recourse and may result in disqualification from future solicitations; and - () Discovery of any violation after award to the offeror will result in the termination of the award for default. Page 0 of 0