USAID-funded Local Empowerment
for Accountability and
Decentralization (LEAD) project
USAID Local Empowerment for Accountability and Decentralization (LEAD) REQUEST FOR QUOTATION (RFQ)
Issue date: October 14, 2024
Deadline: October 21, 2024
Request No: LEAD-RFQ-2024-018
Selection of vendors for the provision of conference hall and catering services in Monrovia for LEAD project Dates: November 4-6, 2024 (3 days) November 12-14, 2024 (3 days) All quotation should be submitted to: LGGAprocurementInbox@dai.com Click the apply button below to download the full pdf version of this advert. |
NOTICE: Prospective Offerors who have received this document from a source other than the LEAD project should immediately contact LGGAprocurement@dai.com and provide their name and mailing address so that any amendments to this RFQ or other solicitation-related communications can be sent directly to them. Any prospective Offeror who fails to register their interest with DAI/LEAD assumes complete responsibility if they do not receive communications prior to the closing date of this RFQ. Any amendments to this solicitation will be issued via email.
Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Offerors will not be reimbursed for any costs associated with the preparation of their quote. No discussions or negotiations are permitted with Offerors under this RFQ. Offerors shall submit their best and final price.
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
Request for Quotations
Overview: DAI Global LLC, a legally registered company in Liberia and implementer of the USAID-funded Local Empowerment for Accountability and Decentralization in Liberia (LEAD) Project, is seeking quotations from qualified vendors to provide a conference hall and catering services in Monrovia. The LEAD project will improve the capacities of targeted ministries, agencies, and commissions (MACs), to formulate and administer sound tax policies, improve budget transparency, deepen decentralization, and deliver much needed quality services at the sub-national level.
1. RFQ No. | LEAD-RFQ-2024-0018 |
2. Issuance Date | October 14, 2024 |
3. Title | Provision of conference hall and catering services in Monrovia, Liberia |
4. Issuing Office | DAI Global, LLC USAID-funded LEAD project 18th Street and Warner Avenue, Sinkor, Apt 2A & 2B Monrovia, Liberia |
5. Email Address for Submission of Quotations | All quotes must be submitted by email to LGGAprocurementInbox@dai.com with “LEAD-RFQ-2024- 018” in the email subject line. Any other form of submission will not be accepted. |
6. Deadline for Receipt of Quotes | 12:00 GMT, October 21, 2024 Late submissions will not be accepted. |
7. Submission of Questions / Clarification Requests | Offerors may submit questions and requests for clarifications by email no later than October 18, 2024 at 13:00 GMT. Please only submit questions to: LGGAprocurement@dai.com. All questions received will be compiled and answered in writing and distributed to all registered Offerors. |
8. Anticipated Award Type | DAI anticipates awarding a Purchase Order (PO). 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. |
9. Basis for Award | An award will be made to the responsible Offeror whose quotation is responsive to the terms and conditions of this RFQ and is most advantageous to DAI, considering price or/and other factors included in this RFQ. To be considered for award, Offerors must follow the instructions provided in this RFQ, submit a complete quotation (see section 11), meet all of the requirements identified in Sections 12 and 13, and produce a SAM number (see section 14) prior to award. |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
10. Technical Specifications and Requirements | 1. See Attachment A 2. The event will be held in Monrovia in two sessions: From: November 4-6, 2024 (3 days) November 12-14, 2024 (3 days) |
11. Complete Quotation Response | A complete submission in response to this RFQ includes: |
1. Attachment A – Price Schedule | |
12. General Instructions to Offerors | • Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. Failure to do so will be at the Offeror’s risk. • All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email. • If this RFQ solicitation is amended, then all terms and conditions not modified through the amendment shall remain unchanged. • By submitting a quote, Offerors fully understand that their quote must be valid for a period of 30 days, which shall be indicated in the cover letter submission. • Prior to any award the Offeror must meet all determination of responsibility requirements as listed in Box 13. • Offerors shall submit quotes on company letterhead and sign, date and stamp their quotation. • Offerors shall complete Attachment B: Price Schedule template in United States Dollars (USD) only exclusive of Value Added Tax (VAT). DAI will seek VAT exemption in Liberia as permitted under the DAI prime contract. |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
13. Determination of Responsibility | DAI will not enter into any type of agreement with a vendor prior to ensuring the vendor’s responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration: 1. Copy of certificate of incorporation/registration 2. Copy of current and valid Tax Compliance certificate with relevant authorities 3. Evidence of an Unique Entity ID (SAM)(explained below and instructions contained in the Annex) (Not applicable for this procurement unless any of the language from section 16 apply) 4. Confirmation the source, origin and nationality of the services are not from a Prohibited Country (explained below) or include the use of prohibited technology. 5. Ability to comply with required or proposed delivery or performance schedules. 6. Have a satisfactory past performance record as demonstrated by completed past performance information for three current or prior clients. 7. Be qualified and eligible to perform work under applicable laws and regulations. 8. Have an official/company’s bank account for payments. |
14. Geographic Code | Under the authorized geographic code of 935 for its contract DAI may only procure goods and services from authorized countries. 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. | |
15. Prohibited Technology | Offerors MUST NOT provide any goods and/or services that utilize telecommunications and video surveillance products from the following companies: Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hikvision, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25. |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
16. Unique Entity ID (SAM) | All U.S. and foreign organizations which receive first-tier subcontracts/ purchase orders with a value of $30,000 and above are required to obtain a Unique Entity ID (SAM) 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 self certification statement if the Bidder claims exemption for this reason. For those required to obtain a Unique Entity ID (SAM)you may request Attachment C: Instructions for Obtaining a Unique Entity ID (SAM)For those not required to obtain an Unique Entity ID (SAM), you may request Attachment D: Self-Certification for Exemption from Unique Entity ID (SAM)Requirement |
17. Compliance with Terms and Conditions | The 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 B. |
18. Anti-Corruption and Antibribery Policy and Reporting Responsibilities | DAI conducts business under the strictest ethical standards to assure fairness in competition, reasonable prices and successful performance or delivery of quality goods and equipment. DAI does not tolerate the following acts of corruption: • Any requests for a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by a DAI employee, Government official, or their representatives, to influence an award or approval decision. • Any offer of a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by an offeror or subcontractor to influence an award or approval decision. • Any fraud, such as mis-stating or withholding information to benefit the offeror or subcontractor. |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
• Any collusion or conflicts of interest in which a DAI employee, consultant, or representative has a business or personal relationship with a principal or owner of the offeror or subcontractor that may appear to unfairly favor the offeror or subcontractor. Subcontractors must also avoid collusion or conflicts of interest in their procurements from vendors. Any such relationship must be disclosed immediately to DAI management for review and appropriate action, including possible exclusion from award. These acts of corruption are not tolerated and may result in serious consequences, including termination of the award and possible suspension and debarment by the U.S. Government, excluding the offeror or subcontractor from participating in future U.S. Government business. Any attempted or actual corruption should be reported immediately by either the offeror, subcontractor or DAI staff to: • Toll-free Ethics and Compliance Anonymous Hotline at (U.S.) +1-503-597-4328 • Hotline website – www.DAI.ethicspoint.com, or • Email to Ethics@DAI.com • USAID’s Office of the Inspector General Hotline at https://oigportal.ains.com/eCasePortal By signing this proposal, the offeror confirms adherence to this standard and ensures that no attempts shall be made to influence DAI or Government staff through bribes, gratuities, facilitation payments, kickbacks or fraud. The offeror also acknowledges that violation of this policy may result in termination, repayment of funds disallowed by the corrupt actions and possible suspension and debarment by the U.S. Government. | |
19. Cancellation of procurement procedure | DAI may, at any time, cancel this RFQ before a final award is made. |
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Attachment A: Price Schedule
USAID-funded Local Empowerment for Accountability and Decentralization (LEAD) project
Instruction: Please Date, Sign, and Stamp Price Schedule on Company Letterhead
# | Description | Specifications | Quantity | Unit | Unit price | Total price |
1 | HALL RENTAL | Two Sessions: Air-conditioned room Number of rooms: 1 Number of days of renting: 1 Capacity of the room Max: 36 participants Amenities: PA system, Chairs, workshop tables with projection space, micro, projection screen, Board with paper, etc.… November 4-6, 2024 (3 days) November 12-14, 2024 (3 days) | 6 | Days | ||
2 | Breakfast | In Two sessions Date: November 4-6, 2024 (3 days) Number of participants: 36 Number of days: 3 Total number of breakfasts: 108 Date: November 12-14, 2024 (3 days) Number of participants: 36 Number of days: 3 Total number of breakfasts: 108 Breakfast including water bottle. Menu: open breakfast. Example, coffee, tea, assorted juices, scrambled eggs or African spicy omelet and chicken sausages | 216 | Each |
# | Description | Specifications | Quantity | Unit | Unit price | Total price |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
3 | LUNCH | In Two sessions Date: November 4-6, 2024 (3 days) Number of participants: 36 Number of days: 3 Total number of lunches: 108 Date November 12-14, 2024 (3 days) Number of participants: 36 Number of days: 3 Total number of lunches: 108 Lunch including soft drink and water bottle. Menu: Main course; Example, Fried potato, white rice, fried chicken, fish, pasta, grilled chicken, sweet potato leaves, etc.… N.B: Alcoholic beverages are excluded | 216 | Each | ||
4 | MORNING AND AFTERNOON COFFEEBREAK | In two sessions Date: November 4-6, 2024 (3 days) Number of participants: 36 Number of days: 3 Number of coffee-breaks for each day: Two (2) times a days Total number of Coffee-breaks: 144 Date November 12-14, 2024 (3 days) Number of participants: 36 Number of days: 3 Number of coffee-breaks for each day: Two (2) times a days Total number of Coffee-breaks: 144 Composition Example: Pastries and coffee station, Tea-Sugar-Juice-Mini-pizza-Cake Croissant-Mini-hamburger and water | 432 | Coffee break |
USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
GRAND TOTAL IN USD HT |
The vendor must attach to its quotation the details of the capacity of the hall provided and the menu to be provided for each need (Breakfast, coffee breaks and lunch).
Name and Title of Signatory:
___________________________________ ____________________ Authorized Signature Company Seal/Stamp Attachment B:
Representations and Certifications of Compliance
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USAID-funded Local Empowerment for Accountability and Decentralization (LEAD) project
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USAID-funded Local Empowerment for Accountability and Decentralization (LEAD) project
resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.
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.
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