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Request for Quotations (Procurement of Stationery supplies, Equipment Cleaning Supplies, Scratch cards, Fuel and Gasoline.)

  • Location:
  • Salary:
    negotiable
  • Job type:
    Bid / ToR/RFQ/RFP/EOI
  • Posted:
    10 months ago
  • Category:
    Bid / ToR/RFQ/RFP/EOI
  • Deadline:
    March 8, 2024

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24)

Procurement of Equipment, supplies and services.

  1. Synopsis of the Request for Quotation

Supporting Citizen Initiative for Development in Africa (SCIDA) is a leading nonprofit and Nongovernmental Organization (NGO) established in 2013 and registered in 2017 under the Association Law of Liberia. With Headquarters based in Ganta, Nimba County, SCIDA is committed to sustainable development and citizen empowerment in Liberia. It focusses on marginalized communities facing poverty, violence, illiteracy, diseases, and social injustice. SCIDA’s programs cover various areas such as governance, health, education, agriculture, rule of law, peace-building, livelihood, community development, economic empowerment, water and sanitation, climate change, and gender equality.

SCIDA have received funding from the USAID Incentivize Learning Activity (ILA) and other ongoing projects and is inviting qualified vendors to submit quotation for the provision of Stationery supplies, Cleaning Supplies, Equipment, Fuel oil and Gasoline, and Scratch Card as follows:

1. RFQ NO.RFQ-SCIDA018-ILA-001-FY24
2. Issue DateFebruary 5, 2024
3. TitleProcurement of Stationery supplies, Equipment Cleaning Supplies, Scratch cards, Fuel and Gasoline.
4. Issuing Office

&

Email/physical

Address for

submission of

quotes.

SCIDA-Liberia Office, Saclepea Road, Behind Gordodin Market, LPRC Community, Ganta City, Nimba County, Liberia.

Email: scidaliberiatenders@gmail.com

5. Deadline for

receipt of

quotations

Each Bidder is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. All communications regarding this RFQ are to be made solely through the Issuing Office and must be submitted via email: scidaliberiatenders@gmail.com. Please submit questions by March 8, 2024 at 11:59 am local time to: scidaliberiatenders@gmail.com
6. Point Of

Contact

SCIDA- Liberia Procurement Department scidaliberiatenders@gmail.com
7. Deadline for

Receipt of

Quotes.

Quotations to in response to this RFQ must be received on or before February 26, 2024, by 5:00 pm local time to: scidaliberiatenders@gmail.com, and copy: sdevelopmentinafrica@gmail.com.

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

8. Anticipated

Award Type

Issuance of this RFQ in no way obligates SCIDA 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 bidder whose bid is responsive to the terms of the RFQ and is most beneficial to SCIDA, considering price or/and other factors included in the RFQ. To be considered for award, bidders must meet the requirements identified in Section 13, “Determination of Responsibility”. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price.
10. General

instructions to

bidders.

Venders and suppliers wishing to submit quotation must do so on or before February 30, 2024 at 12 noon indicate the Lots they are submitting bid for on the subject line, late offers will be rejected.

RFQ-SCIDA018-ILA-001-FY24

LOT 1 ——-Office equipment

LOT 2 ——-Stationary supplies

LOT3 ——-Fuel and Gasoline supplies

LOT 4 ——-Scratch Card supplies

LOT 5 ——-Cleaning Supplies

.

Vendors /supplier fully understands that their quote must be valid for a period of 348 days.

Bidders shall sign and date their quotation.

Bidders shall complete Attachment A: Price Schedule template.

11. Question

regarding the

quotation

Each Bidder is responsible for reading very carefully and understanding Fully the terms and conditions of this RFQ. All communications Offers must be submitted via email or in writing delivered to the Issuing address, no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Bidders.
12. Prohibited

Technology

Bidders 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, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.
13. Determination of

Responsibility

SCIDA will not enter into any type of agreement with a vender prior to ensuring the vender’s responsibility. When assessing a vender’s responsibility, the following factors are taken into consideration:

1. Provide up to date business registration certificate and Tax clearance 2. Quality of the goods and technical capacity of the vender to supply or provide the goods.

3. Affordable prices and accessibility of the goods.

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

4. The Business must be registered and operating in Liberia or the United States with an up-to-date tax clearance.

5. Must comply with local and international Laws and Policies. Evidence of a Unique Entity ID (SAM) (explained below and instructions contained in the Annex).

6. The source, origin and nationality of the services are not from Prohibited Country (explained below).

7. Ability to comply with required or proposed delivery or performance schedules.

14. Geographic

Code

Under the authorized geographic code for its contract SCIDA may only procure goods and services from the following countries.

Geographic Code 935: Goods and services from any area or country including the cooperating country, but excluding Prohibited Countries. SCIDA will verify the source, nationality and origin, of goods and services and ensure (to the fullest extent possible) that SCIDA does not procure any services from prohibited countries listed by the Office of Foreign Assets Control (OFAC) as sanctioned countries and individuals. The current list of countries under comprehensive sanctions include: Cuba, Iran, North Korea, Russia, Syria, and certain conflict regions of Ukraine, which heavily restrict nearly all trade and financial transactions between U.S. persons and those regions. SCIDA is prohibited from facilitating any transaction by a third party if that transaction would be prohibited if performed by SCIDA.

By submitting a quote in response to this RFQ, Bidders confirm that they are not violating the Source and Nationality requirements and that the services comply with the Geographic Code and the exclusions for prohibited countries.

15. 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. SCIDA 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 contact SCIDA to assist in 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.
16. Compliance

with Terms

and

Conditions

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.
17. Anti

Corruption

and Bribery

policy and

SCIDA conducts business under the strictest ethical standards to assure fairness in competition, reasonable prices and successful performance or delivery of quality goods and equipment. SCIDA does not tolerate the following acts of corruption:

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

reporting

responsibilities

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 offer or subcontractor to influence an award or approval decision.

Any fraud, such as misstating or withholding information to benefit the offer or supplier/ contractor.

Any collusion or conflicts of interest in which a SCIDA employee, consultant, or representative has a business or personal relationship with a principal or owner of the offer or subcontractor that may appear to unfairly favor the offer or subcontractor. Subcontractors must also avoid collusion or conflicts of interest in their procurements from vendors. Any such relationship must be disclosed immediately to SCIDA 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 offer or subcontractor from participating in future U.S. Government business.

Any attempted or actual corruption should be reported immediately by either the offer or, subcontractor or SCIDA staff to:

Ethics and Compliance Anonymous Hotline at: +231777959336 / +231886190217 – Message us on Facebook: https://web.facebook.com/SCIDALiberia/ – WhatsApp: 0770198410

– USAID’s Office of the Inspector General Hotline at hotline@usaid.gov.

By signing and submitting your quote, the offer confirms adherence to this standard and ensures that no attempts shall be made to influence SCIDA or Government staff through bribes, gratuities, facilitation payments, kickbacks or fraud nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. The offer 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.

Any such practice constitutes an unethical, illegal, and corrupt practice. Either the Bidders or the SCIDA staff may report compliance violations anonymously 24 hours a day via email to: sdevelopmentinafrica@gmail.com.

 

Attachment A: Price Schedule

LOT 1: Equipment

Item

#

Item DescriptionTechnical Specifications and requirements for Technical AcceptabilityQuantityUnit of

Measure

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

1.Digital cameraImproved Dual Pixel CMOS AF and eye detection AF 24.1 Megapixel CMOS (APS-C) sensor with is 100–6400 (H: 12800)

Built-in Wi-Fi and NFC technology working temperature range: 32-104°F/0-40°C

9-Point AF system and AI Servo AF

Optical Viewfinder with approx 95% viewing coverage

Use the EOS Utility Webcam Beta Software (Mac and Windows) to turn compatible camera into a high quality webcam

Video capture resolution: FHD 1080p

2Pieces
2.Standby Generator Generator rated power: 12KW/15KVA Rated frequency: 50HZ

Rated voltage: 400/230V (Can be adjusted) Rated speed: 1500RPM

Fuel consumption: 3.34L/h

Silent type size: 2200×940×1460 MM

Silent type weight: 950 Kg

ENGINE DATA

Engine model: YD380D

Bore & Stroke: 80×90 mm

Displacement: 1.809 L

Compression ratio: 18.0:1

Fuel consumption at 100% load: 250.5g/kW.h Type: In line,4 cylinders,4 stroke

Aspiration: Nature

Governor: Electric

Starting method: DC 24V

Cooling method: Water cooled by radiator ALTERNATOR DATA

Alternator: STAMFORD/MECC

Power factor: 0.8 (lagging)

Phase and wire: 3 phase 4 wires

Excite type: Single Bearing, Close coupled. Brushless, self-exciting, AVR

Fuel type: Diesel

Protection class: IP23

Insulation class: H

1Piece
3.Laptop ComputerProduct Description

Key Features and Benefits: CPU: Intel Core i5- 1135G7 Processor (2.40 GHz, up to 4.20 GHz with Turbo Boost, 4 Cores, 8 Threads, 8 MB Cache) Memory: Up to 16 – 32GB DDR4 RAM

Hard Drive: Up to 1TB PCIe Solid State Drive

5Pieces

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

Operating System: Windows 10 or 11 Professional Display: 15.6″ Full HD (1920 x 1080) IPS, anti-glare, non-touch screen

Graphics: Intel Iris Xe Graphics Backlit

Keyboard: No

Numeric Keyboard: Yes

Ports: 1 x Thunderbolt 4 / USB4 40Gbps (with the function of PD 3.0 and DP 1.4); 1 x USB 3.2 Gen 1 (Always On); 1 x USB 2.0; HDMI 1.4b; Ethernet(RJ 45); headphone / microphone combo jack

Wireless Connectivity: Intel Wi-Fi 6 AX201 802.11AX (2 x 2) & Bluetooth 5.2

Camera: 720p HD camera

Bluetooth: Bluetooth 5.2

Power Supply: 3 Cell 45Wh Internal Battery, 65W AC adapter

Weight: 3.74 pounds

Color: Black

4.PrinterPrint function: Speed: 22/28 pages/min(b/w) – Resolution: 1800*600DPI

Paper size: A3-A5, 16K, 8K Paper thickness: 60- 220G – Paper Type: Coated, Plain, Cardstock – Speed: 36/45 pages/min(b/w,color); Resolution: 1800(equivalent)*600DPI – Paper size: SRA3* , A3- A5, Paper thickness: 52-300G, Paper Type: Coated, Plain, Cardstock

Copy function: Speed:22/28 pages/min; Resolution: 600*600DPI Continuous copying of 1-9999 sheets, automatic double-sided copying of document table Speed: 36/45 pages/min (b/w,color); Continuous copying of 1-9999 sheets, automatic double-sided copying of document table

Scan function: Speed: 45 pages/min (black white/color); Resolution: 600*600DPI Scan to Mailbox, Scan to PC

Speed: Speed: single-sided120 pages/min, double sided240 pages/min (black white/color) Resolution: 600*600DPI Storage format: JPEG, TIFF, PDF, XPS, PPTx

Preheating time: 20s – Black white: ≤25s -Color: ≤25s

1Piece

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

First Print Out ≤5.3s -Black white≤4s – Color≤5.1s

Appearance Type: Two/three/four trays

Machine power: 110V/220V

Machine weight: About 56.5KG, With wooden box about 96KG -About 110KG, With wooden box about 150KG

RAM and HDD: 2/4GB RAM, 250GB HDD, 4GB RAM, 250GB HDD

Monthly print volume: Suggested 100,000/120,000 – Suggested 80,000/100,000/150,000/200,000/220,000

5.Smart TVSmart Interactive WhiteboardSupport 5G-wifi (Android 11.0: 4+32G); support iOS system and Android system; can project videos, pictures, music, documents, etc. on mobile phones, and can also watch, learn, Product electronic digital display, etc.; The superior hardware of the digital whiteboard provides an unprecedented writing experience: 6ms response time ensures that the stylus-to-touchscreen experience is natural and familiar.

Advanced and Rich Features20-point multi touch, high-definition touch screen displays for multi person, multi-device real-time editing and sharing; digital whiteboard for wall to take notes and

annotations on images or documents for better creative instructions; the electronic whiteboard function of the smart whiteboard supports graphic recognition and table insertion; supports Airplay, Miracast and screen mirroring from mobile devices; electronic board for intelligent split-screen display.

Open application and cloud diskWhat you create on the LCD screen can be exported to your favorite cloud drives such as Google Drive, OneDrive, Dropbox and Box.

1TV
6.Motorbike2Pieces
7.Motorcycle safety gear (jacket,

trousers, gloves and footwear)

Description of motorcycle PPE and essentials. These PPE items are essential for personnel safety as a field worker and motorcyclist.

Motorbike Helmet

The main protector of head should:

Be a snug fit and properly fastened

Have a visor that is clean and clear

Meet proper safety standards, e.g. CE mark

5Set

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

Not be cracked or badly scratched,

Never be cleaned with solvents or petrol as these will damage its structure.

Motorbike safety jacket and trousers

The main protectors of personnel body and legs should:

Give you proper protection from impact, abrasion, cold or adverse weather conditions. Protect vulnerable areas such as the back, knees, elbows, shoulders, hips and shins using approved body armour.

Be adjustable so that they fit snugly and do not move on impact.

Include high-visibility material to make personnel more visible on the road.

Motorbike hand gloves and footwear

The main protectors of your hands and feet should: Be made of strong, durable but comfortable material so that personnel can easily operate their motorcycle controls and levers.

Meet proper safety standards, e.g. CE mark. Offer protection against extreme weather to avoid your hands becoming cold thus

affecting personnel bike handling and

concentration.

Fit above the ankle to protect feet, calves and ankles.

Free of laces to prevent a boot getting caught in motorcycle chain.

 

LOT 2: Stationary Supplies

Item

#

Item DescriptionTechnical Specifications and requirements for Technical AcceptabilityQuantityUnit of

Measure

2.1Conference table with chairs (4 persons)1Set
2.2Regular Office desk 120cm1Piece
2.3Semi executive office chairs with high back.5Pieces
2.4Chairs for conference Table8Pieces
2.5Cash Saving Box1Piece
2.6Office desk phone1Piece
2.7Pen Drive ( 64 GB)4Pieces

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

2.8Extension cord (heavy duty)4Pieces
2.9Lineless sheet A4 size20Cartons
2.10File Divider20Set
2.11Stick On pad4Packs
2.12White Board cleaner2Pcs
2.13White Board Marker4Packs
2.14Paper Clip4Packs
2.15Plastic File5Packs
2.16Flip Chart Pad5Realm
2.17Stick Glue 20gram10Pieces
2.18Highlighter Assorted colors6Packs
2.19Pen (ball Pen Blue & black)5Packs
2.20Box File black, Standard, 13.5 Inches High30Pieces
2.21Perforator ( Big Size)1Pieces
2.22Manila folder1Pack
2.23Canon MF237W Printer cartridge5Pieces
2.24Conon printer G3411 Ink (all colors set)2Sets
2.25Scanner1Piece
2.26Regular Office Rod (green and Red)1Set

 

LOT 3: Fuel Oil and Gasoline Supplies

Item

#

Item DescriptionQuantityUnit of Measure
3.1Gasoline240Gallons
3.2Fuel for (Vehicle and generator)1,050Gallons
3.4Engine Oil (C50) for Motorbike and Generator361 Liter
3.5Engine OIL ( Sheff 15W40 5l)28Gallons

 

LOT 4: Scratch Cards

Item #Item DescriptionSpecificationQuantityUnit of measure
4.1Scratch cardsLone star MTN scratch cards $5.00 Category132Pieces
4.2Scratch CardsOrange Scratch cards $5.00 Category132Pieces

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

4.3Scratch CardsOrange Scratch cards for Fly Box Recharging

$1.00 Category

600Pieces

 

LOT 5: Cleaning Supplies

Item #Item DescriptionQuantityUnit of Measure
5.1Air Freshener20CAN
5.2Air Freshener For Vehicle20CAN
5.3Anti-Septic Detergent 500ML; Equivalent to DELTOL2Cartons
5.4Detergent –CLORA, 4 Liter Bottle20Bottles
5.5Powder soap large pack 200g5Packs
5.6Rubber Gloves for Cleaning (durable and Heavy1Pack
5.7Toilet Paper/ Tissue6Roll
5.8Hand Liquid soap 450-500ML10Bottles
5.9Nose Mask1Pack
5.10Broom (indoor) with wooden and Rubber stick4Pieces
5.11Floor Mob with Stick Handle4Pieces
5.12Dust Pan4Pieces
5.13Floor Rag2Pieces
5.14Commode Brush2Pieces
5.15Insect Killer/spray2Can

 

LOT 6: Services including Office and vehicle repair and maintenance.

item# #Item DescriptionQuantityUnit of Measure
6.1Vehicle insurance3Vehicle
6.2Motorbike Insurance5Bikes
6.3Vehicle Repairs and Maintenance service (2 Vehicle)12Months
6.4Generator Repairs and Maintenance service12Months
6.5Motorbikes Repairs and Maintenance (4 bikes)12Months
6.6Office renovation and maintenance service (Office partition with Glass)1Office

 

Attachment B: Representations and Certifications of Compliance

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

1. Federal Excluded Parties List – The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.

2. Executive Compensation Certification- FAR 52.204-10 requires SCIDA, as subrecipient of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS).

3. Executive Order on Terrorism Financing- The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked Persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub awards issued under this Contract.

4. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.

5. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.

6. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide SCIDA with a disclosure statement describing this information.

7. Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.

8. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or National origin.

9. Labor Laws – The Bidder certifies that it is in compliance with all labor laws.

 

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

10. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.

11. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an SCIDA Purchase Order to comply with the provisions of the 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.

 

Attachment C: RFQ Schedule Price Template

[Please inset your letter head here]

RFQ Schedule Price Template

Business Name: ___________________________________________ Date________________

Business Registration No. _________________Tax payer identification No_______________ UEI #: _______________________ Business Street address & contact Number (s):

______________________________________________________________________________ Schedule Price

Item

Number

SpecificationsUnitUnit Price USD

Request for Quotations (RFQ-SCIDA018-ILA-001-FY24): Procurement of Equipment, supplies and services.

We, the undersigned, provide the attached quote in accordance with Request for Quotes RFQ No: SCIDA018-ILA001-FY24, dated ___________________________

I certify a validity period of ___days for the prices provided in the attached Price Schedule/Bill of Quantities. Our quote shall be binding upon us subject to the modifications.

We understand that SCIDA is not bound to accept any quotes it receives.

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Address:

Telephone:

Email: Company Stamp: Date:

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