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Request for Quotation

RFQ Number: FY2024-002

Subject: Invitation for Quotations for Supply of Electronic Equipment Section I: Company information and project details

Company information Company name RFQ title

The DayLight Inc. Electronic Equipment: RFQ #: FY2024-002 RFQ date issued: December 3, 2024 Response deadline: December 19, 2024

The DayLight Inc. is a Liberian non-profit media organization with a niche in environmental news and investigations. We were founded in 2020 but began publishing in 2021. We apply evidence-based journalism in developing independent

Company Description

and quality news content that tells all the happenings across nature’s frontiers and the extractive sector of Liberia. Our news content and reportage are used to amplify the voices of communities, raise awareness with the public, spur concern and redress issues that we identify. We also use our website and social media pages to publish our investigative findings. Our work is focused on fighting corruption and

environmental crimes and promoting the sustainable use of natural resources in Liberia.

Contact information

Project lead name Phone Email

Gabriel M. Dixon Project information

Project

(+231)886647857 /

770142191procurement24dl@gmail.com

Description The DayLight Inc. has received funding from the U.S. Forest Service under its

International Forestry Program and intends to apply part of the proceeds to eligible payments under the contract for which this invitation for quotation is issued.

We invite the most competitive quotation from qualified vendors in Liberia as per the specifications mentioned below in section II. The standard forms in this RFQ may be retyped for completion but the bidder is responsible for their accurate reproduction.

Submission

instructions a) The bidder must mention the Lot that they are offering. However, the

quantity offered should be 100% of the requirement for the quoted Lot.

Corrections, if any, shall be made by crossing out, initialling, dating and re writing. b) Quotation should be placed in a single sealed envelope, clearly marked as “Quotation for Electronic Equipment under USFS Award Number 25-IG-I

1132762-001”.

1. c) All duties, taxes and other levies payable on the raw materials and

components shall be included in the total price.

1. d) Goods and Service Tax (GST) should be indicated separately. The rates

quoted by the bidder shall be fixed for the duration of the contract and shall not be subject to adjustment on any account.

1. e) The Prices shall be quoted in United States Dollars only.
2. f) Bidder must expressly mention the Name/Brand/Model Number and any other extra specifications/configurations etc of the items offered by them in the price schedule along with proper brochures. Specification Brochures

should be submitted along with the bid.

1. g) The bidder must mention the details about the product being offered in lieu of the specified specifications and not by simply mentioning “Complied”.
2. h) Quotations with no proper technical specifications/catalogs are likely to be disqualified.

Section II: Specifications

* Detailed specifications are provided in Annexure 1

****Note: All goods must be built or made in the United States of America (USA)

Section III: Eligibility and Evaluation Criteria

Eligibility information

All qualified bidders must the below requirements and submit the following documents in their bids:

1. Must present a valid Tax Clarence certificate from LRA.
2. Must present a valid Business Registration Certificate.
3. Article of Incorporation
4. Company profile
5. All bids must be signed and stamped by authorized personnel
6. All Bid prices must be quoted in United States Dollars

Additional criteria:

• Bidders shall submit a Cover letter in the prescribed Format as specified in Appendix A.
• CRS has the right to increase or decrease the number of staff mentioned in this bidding document.
• The bid validity period shall be sixty (60) working days from the bid submission date.
• Bid submitted after the deadline will NOT be considered.
• Electronic bids are NOT allowed.

Evaluation information

Quotes will be evaluated using a 3-stage process.

1. Responsiveness [Pass/Fail]: Bids must be complete and compliant. A quote will be deemed complete and compliant if the quotation submission form is signed along with the quote, meets product specifications, is valid for at least 60 days, and is substantively responsive to the terms and conditions of the RFQ.
2. Technical Evaluation Weight 70%: The evaluation of technical specifications will be graded on a scale of 100 points breakdown as below. Only bidders scoring 70 points and above will proceed to the financial stage
3. Financial Evaluation Weight 30%: Below is the detailed financial evaluation criteria.

Top performers will be invited for an in-person presentation.

After the evaluation process, the Contract will be awarded to the most advantageous responsive offer (combination of quality and price) that meets the minimum requirements and offers the best price offer.

A service provider must meet the below criteria to move to the technical and financial evaluation:

1. Compliance with local and international standards and regulations: This Legal Documents such as Copies of business registration, tax clearance certificates, and any other relevant legal documents.
2. Evidence of Certification by the Central Bank of Liberia
3. Article of incorporation
4. Acknowledged its adherence to the CRS supplier code of conduct
5. Bid submitted before the deadline.

Section IV: Terms and conditions

Selection information

Legal

Requirements 1. Have the legal capacity to enter into a contract;

2. Not be insolvent, in receivership, bankrupt or being wound up

or subject to legal proceedings for any of these circumstances;

3. Must present evidence of residency compliance and must have

met requirements of the Ministry of Labour for foreign

workers, if foreign-owned.

4. Must prove its operations are environment-friendly.
5. Self-declaration to the effect that the bidder is not insolvent, in

receivership, bankrupt or being wound up, or subject to legal

proceedings for any of these circumstances.

Amendments & Clarification: If the Purchaser receives any request for clarification of this RFQ Document, it will be through emails as

provided for this RFQ.

Place of Delivery: Smythe Road Old Road Sinkor, Monrovia Liberia Validity of Quotation: Quotations shall remain valid for a period not less than 60 days after the deadline date specified for submission.

Evaluation of Quotations: The Purchaser will evaluate and compare the quotations lot wise that are determined to be substantially

responsive i.e. which

1. a) are properly signed and confirm to the terms and conditions

and specifications.

1. b) The Quotations would be evaluated lot wise; GST will not be

considered while evaluating the quotations.

1. c) Any historical information, if required may be asked from the

bidders during evaluation of quotes.

1. d) The purchaser reserves the right to give more weightage to the
   

Terms and conditions

product offered which is of the latest make and model.

Award of contract:

1. The Purchaser will award the supply orders to the bidders whose quotations have been determined to be substantially responsive in respective lots and who has offered the lowest evaluated quotation price, compliance to the technical specifications and which are of the latest make and model for that respective lot.
2. The announcement for this assignment will be mailed to bidders via procurement24dl@gmail.com.
3. a) Notwithstanding the above, the Purchaser reserves the right to accept or reject any quotations and to cancel the bidding process and reject all quotations at any time before the award of the contract. The numbers against each item may increase or decrease by 10 to 15 percent at the time of issuing the Purchase Order.
4. b) The bidder whose quotation is accepted will be notified of the issue of Supply Order by the Purchaser prior to the expiration of the quotation validity period. The terms of the accepted offer shall be incorporated in the supply order (sample form attached).
   
5. Payment shall be made within 60 days after delivery of the goods.
6. Normal commercial warranty/ guarantee of a minimum of 2 years shall apply to the supplied equipment. (Extended warranty if required will be mentioned in the technical specifications.)
7. You are requested to provide your sealed quote by 1630 hours on 9th December 2024. Quotations that have been submitted on or before time will be opened at 1630 Hrs. on 10th December 2024. Late quotes will be rejected.

We look forward to receiving your quotations and thank you for your interest in this project.

FORMAT OF QUOTATION*

_______________________

1 A bidder may offer for one or more than one lots.

2 Any unconditional discounts if offered shall be specified in this column along with the unit rates.

3 Indicate each applicable tax separately.

Gross Total Cost: USD. _________________________

We agree to supply the above goods in accordance with the technical specifications for a total contract price of US$………… (Amount in figures) (United States: ………… amount in words) within the period specified in the Invitation for Quotations.

We also confirm that commercial warrantee/guarantee of ___________months shall apply to the offered goods.

We hereby certify that we have taken steps to ensure that no person acting for us or on our behalf will engage in bribery or collusive agreements with competitors.

Signature of Supplier

WORK ORDER (SAMPLE)

Yours Faithfully;

James H. Giahyue

Director/Managing Editor

The DayLight Inc.

ANNEXURE 1: Detailed Specification