Request for Quotations (Provision of Rooms, Conference Hall and catering services in Ganta, Nimba County, Liberia)
- Location:
- Salary:negotiable
- Job type:Bid / ToR/RFQ/RFP/EOI
- Posted:4 months ago
- Category:Bid / ToR/RFQ/RFP/EOI
- Deadline:May 28, 2024
USAID-funded Local Empowerment
for Accountability and Decentralization
(LEAD) project
| USAID Local Empowerment for Accountability and Decentralization (LEAD) REQUEST FOR QUOTATION (RFQ) Issue date: May 16, 2024 Deadline: May 28, 2024 Request No: LEAD-RFQ-2024-0098 Selection of vendors for the provision of Rooms, conference hall and catering services in Nimba for LEAD project from June 19-22, 2024 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-2024-008 |
| 2. Issuance Date | May 16, 2024 |
| 3. Title | Provision of Rooms, Conference Hall and catering services in Ganta, Nimba County, 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 LGGAprocurement@dai.com with “LEAD-RFQ-2024-098” in the email subject line. Any other form of submission will not be accepted. |
| 6. Deadline for Receipt of Quotes | 17:00 GMT, May 28, 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 May 21th h, 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. |
| 10. Technical Specifications and Requirements | 1. See Attachment A 2. The event will be held in Ganta, Nimba County June 16-19, 2024 |
| 11. Complete Quotation Response | A complete submission in response to this RFQ includes: |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
| 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. |
| 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 (Not applicable) 2. Copy of current and valid Tax Compliance certificate with relevant authorities (Not applicable) 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 |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
| 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. |
| 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 a 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 Anti Bribery 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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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
Attachment A:
Price Schedule
Instruction: Please Date, Sign, and Stamp Price Schedule on Company Letterhead
Hall and Catering services
| # | Description | Specifications | Quantity | Unit | Unit price | Total price |
| 1 | HALL RENTAL | Date: June 19-21 ,2024 Air-conditioned room Number of rooms: 1 Number of days of renting: 3 Capacity of the room Max: 100 participants Amenities: PA system, Chairs, workshop tables with projection space, micro, projection screen, Board with paper, etc.… | 3 | Days | ||
| 2 | Breakfast | Date: June 19-21 ,2024 Number of participants: 100 Number of days: 3 Total number of breakfasts: 100 Total number of breakfasts for 3 days: 300 Menu: Open buffet breakfast; including water Example, coffee, tea, assorted juices, scrambled eggs and Liberian cassava, eddoes, and gravy | 300 | Each | ||
| 3 | LUNCH | Date: June 19-21, 2024 Number of participants: 100 Number of days: 3 Total number of lunch: 100 Total number of lunches for 3 days: 300 Lunch buffet including soft drink and water bottle. Menu: Main course; Example, Fried rice, jollof rice, beans, potatoes greens fried/barbique chicken, fish, pasta, grilled chicken, etc.… | 300 | Each |
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USAID-funded Local Empowerment for
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(LEAD) project
| # | Description | Specifications | Quantity | Unit | Unit price | Total price |
| N.B: Alcoholic beverages are excluded | ||||||
| 4 | AFTERNOON COFFEE-BREAK | Date: June 19-21, 2024 Number of participants: 100 Number of days: 3 Total number of Coffee-breaks: 100 Total number of Coffee-breaks for 3 days: 300 Composition Example : Water, Patries and coffee station, Tea-Sugar-Juice-Mini-pizza Cake-Croissant-Mini-hamburger etc… | 300 | Each | ||
| GRAND TOTAL EXCLUDED VAT-GST IN USD | ||||||
Air-Conditioned Room
| # | Description | Specifications | Quantity | Unit | Unit price | Total price |
| 1 | AIR CONDITIONED ROOMS | Date: June 16-18, 2024 Number of participants: 100 Number of Nights: 3 Total number of rooms: 100 Total number of rooms for 3 days: 300 Composition A/C room with bathroom, running water, 24hrs electricity, Note: Please state the number of rooms available at your facility based on the category of rooms required. In case your facility is not able to provide the 100 rooms required, mention if you have any partnership with other hotels to split the participants. | 300 | Each |
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
| # | Description | Specifications | Quantity | Unit | Unit price | Total price |
| GRAND TOTAL EXCLUDED VAT-GST IN USD | ||||||
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
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USAID-funded Local Empowerment for
Accountability and Decentralization
(LEAD) project
Attachment B:
Representations and Certifications of Compliance
- 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.
- Executive Compensation Certification- FAR 52.204-10 requires DAI, as prime contractor 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)
- 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.
- 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.
- 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.
- 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 DAII with a disclosure statement describing this information.
- Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
- 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.
- Labor Laws – The Bidder certifies that it is in compliance with all labor laws.
- 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.
- Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the
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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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