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Supply of 47 Laptops-24 Inch Display Monitor-Docking Stations and Original External Keyboard and mouse set and Slim Portable external DVD Writer

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Request for Quotations (RFQ)

RFQ Number: PSM-RWA-0038

Issuance Date: July 20, 2021

Deadline for Offers:   17:00 Kigali time on, Wednesday, July 28, 2021

Description: Supply of 47 Laptops-24 Inch Display Monitor-Docking Stations and Original External Keyboard and mouse set and Slim Portable External DVD Writer.

For: USAID Global Health Supply Chain Program - Procurement and Supply Management (GHSC-PSM) project

Funded By: United States Agency for International Development (USAID),

Contract No. AID-OAA-I-15-00004; Task Order 1 no. AID-OAA-TO-15-00007; Task Order 2 no. AID-OAA-TO-15-00009; Task Order 3 no. AID-OAA-TO-15- 00010

Implemented By:  Chemonics International Inc.

Point of Contact:        PSM Rwanda Operations,Operationprocurement@ghsc-psm.org

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

 

Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct, available at https://www.chemonics.com/our-approach/standards-business-conduct/.  

Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.

Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for a business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

  • Disclose any close, familial, or financial relationships with Chemonics or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
  • Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
  • Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • Certify that all information in the proposal and all supporting documentation are authentic and accurate.
  • Certify understanding and agreement to Chemonics’ prohibitions against fraud, bribery, and kickbacks.

Please contact Mrs. Inès K. Gege Buki, Country Director at IBuki@ghsc-psm.org with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Chemonics’ Washington office through the contact information listed on the website found at the hyperlink above.

Section 1: Instructions to Offerors

  1. Introduction: The USAID Global Health Supply Chain Program–Procurement and Supply Management (GHSC-PSM) Project is a USAID program implemented by Chemonics International in Rwanda. The goal of the GHSC-PSM in Rwanda is to support the government of Rwanda through MOH to ensure uninterrupted supplies and good management of health commodities at all levels of supply chain system. As part of project activities, the GHSC-PSM requires the purchase of 47 Laptops-24 Inch Display Monitor-Docking Stations and Original External Keyboard and mouse set and External DVD Writer as TA equipment for Rwanda FDA. The purpose of this RFQ is to solicit quotations for these items.

Offerors are responsible for ensuring that their offers are received by Chemonics in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

  1. Offer Deadline and Protocol: Offers must be received no later than 17:00 local Kigali time on Wednesday July 28, 2021 by email. All offers must be emailed to operationprocurement@ghsc-psm.org .

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Chemonics.

  1. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 PM local Kigali time on Monday July 26, 2021 by email to operationprocurement@ghsc-psm.org . Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Chemonics believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by Chemonics will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Chemonics or any other entity should not be considered as an official response to any questions regarding this RFQ.

  1. Specifications: Section 3 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused. In addition, all electrical commodities must operate on 240V, 50Hz.

Please note that, unless otherwise indicated, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

  1. Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Rwanda Francs. Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

  • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
  • Individuals responding to this RFQ are requested to submit a copy of their identification card.
  1. Delivery: The delivery location for the items described in this RFQ is Rwanda FDA, O Box:1948-Nyarutarama Plaza, RwandaKG 9 Avenue-Kigali-Rwanda. As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.
  1. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this RFQ is Rwanda.

Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.

  1. Warranty: Warranty service and repair within the cooperating country is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications. At the time that any commodity is transferred to the Government of Rwanda, the Rwanda FDA (Rwanda Foods and Drugs Authority), or another entity within the cooperating country, all rights to warranty support and service shall be transferred with the commodity to that entity’s end-user. 
  1. Taxes and VAT:

In accordance with the agreement under which this procurement is financed, Chemonics will be reimbursed by the Cooperating Country government for taxes imposed on suppliers and subcontractors.  Therefore, offerors must include taxes, VAT, charges, tariffs, duties and levies in accordance with the laws of the Cooperating Country.  If selected for award, the selected supplier will cooperate in providing Chemonics with the documentation necessary to obtain tax reimbursement.

  1. DUNS Number: Companies or organizations, whether for-profit or non-profit, shall be requested to provide a Data Universal Numbering System (DUNS) number if selected to receive an award in response to this RFQ valued greater than or equal to USD$30,000 (or equivalent in other currency). If the Offeror does not have a DUNS number and is unable to obtain one before proposal submission deadline, Offeror shall include a statement noting their intention to register for a DUNS number should it be selected as the successful offeror or explaining why registration for a DUNS number is not possible. Contact Dun & Bradstreet through this webform to obtain a number: https://fedgov.dnb.com/webform. Further guidance on obtaining a DUNS number is available from Chemonics upon request.
  1. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. Chemonics will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.
  1. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, meets or exceeds the minimum required technical specifications, and is judged to be the best value based on a lowest-price, technically acceptable basis.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Chemonics reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, Chemonics reserves the right to conduct any of the following:

  • Chemonics may conduct negotiations with and/or request clarifications from any offeror prior to award.
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, Chemonics may issue a partial award or split the award among various suppliers, if in the best interest of the GHSC-PSM Project.
  • Chemonics may cancel this RFQ at any time.

Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the GHSC-PSM Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Chemonics, at its sole discretion, will make a final decision on the protest for this procurement.

  1. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Chemonics, the GHSC-PSM Project, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to Chemonics’ standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

  • Chemonics’ standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
  • Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.
  • No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
  • Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.
  • United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  • The title to any goods supplied under any award resulting from this RFQ shall pass to Chemonics following delivery and acceptance of the goods by Chemonics. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Chemonics.

Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

  • Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
  • Official quotation, including specifications of offered equipment (see Section 3 for example format)
  • Federal Funding Accountability And Transparency Act (FFATA) Subaward Reporting Questionnaire, signed by an authorized representative of the offeror (see Section 5 for questionnaire)
  • Copy of offeror’s registration or business license (see Section 1.5 for more details)

Section 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to Chemonics.

Qty

Description

Unit Price

Total Price

 Item

Laptop Specifications

Francs

Francs

47

Preferred Model:

1st preference is HP EliteBook or ProBook family

 

 

2nd preference is Dell family

Operating system:

Windows 10 Pro 64 Licenced, preinstalled

Processor:

11th Generation Intel® Core™ i7 processor family

Memory & storage:

16 GB RAM; 1 TB SSD storage

Display size:

13.3 - 14" diagonal FHD display

Graphics:

Intel® Iris® Xᵉ Graphics; Intel® UHD Graphics

Audio:

dual stereo speakers, dual array microphone

Ports and Connectors:

2 SuperSpeed USB Type-A 5Gbps signalling rate; 1 SuperSpeed USB Type-C® 10Gbps 1 RJ-45 optional; 1 headphone/microphone combo; 1 HDMI 1.4b; 1 AC power.

Input devices:

Premium Keyboard, spill-resistant

Camera:

720p HD camera; IR Camera

Battery type:

Long Life 3-cell

Warranty:

1-year standard parts and labor limited warranty (1-1-0)

47

24 Inc Display - Monitor

 

 

Display size

60.45 cm (23.8")

Product color

Silver / black

Model

Same model as a laptop manufacturer

Resolution (maximum)

FHD (1920 x 1080 @ 60 Hz)

Display Input Type

1 VGA; 1 HDMI 2.0

1 VGA; 1 HDMI 2.0

1 VGA; 1 HDMI 2.0 (Must include HDMI cable)

Screen treatment

Anti-glare

Warranty

1-year limited warranty

47

 Docking stations

 

 

Docking Type:

USB-C docking station /hub

Available ports:

1 x HDMI, 1 VGA

 

3 x USB-A

 

1 x USB-C (for charging)

 

SD Card Reader

 

Gigabit Ethernet /1-year Warranty

47

Original External keyboard and mouse set

 

 

Connectivity technology

USB

Model

Same model as laptop manufacturer

Type

Wired Plug and Play Spill resistant Keyboard + USB Mouse

47

External DVD Writer

 

 

Slim Portable external DVD Writer

Subtotal:

 

 

Delivery Costs (If any) :

 

 

Other Costs (Describe) :

 

 

GRAND TOTAL in RWF:

 

 

 

Delivery time (after receipt of order):                       calendar days

Length of warranty on offered equipment:               years

Location of service center(s) for after-sales service, including warranty repair:                                       

Section 4: Offer Cover Letter

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

To: GHSC-PSM Project

     Kigali, Rwanda

Reference:      RFQ No. PSM-RWA-0038

To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers, and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

Furthermore, we hereby certify that to the best of our knowledge and belief:

  • We have no close, familial, or financial relationships with any Chemonics or GHSC-PSM project staff members;
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
  • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • All information in our proposal and all supporting documentation is authentic and accurate.
  • We understand and agree to Chemonics’ prohibitions against fraud, bribery, and kickbacks.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

Authorized Signature:                                                                                                   

Name and Title of Signatory:                                                                                         

Date:                                                                                                                              

Company Name:                                                                                                            

Company Address:                                                                                                                     

Company Telephone and Website:                                                                                           

Company Registration or Taxpayer ID Number:                                                                        

Company DUNS Number:                                                                                                          

Does the company have an active bank account (Yes/No)?                                                     

Official name associated with a bank account (for payment):                                                    

 

 

 

Section 5: Federal Funding Accountability And Transparency Act (FFATA) Subaward Reporting Questionnaire

If the offeror is selected for an award valued at $30,000 or above and is not exempted based on a negative response to Section 3(a) below, any first-tier sub-award to the organization may be reported and made public through FSRS.gov in accordance with The Transparency Acts of 2006 and 2008. Therefore, in accordance with FAR 52.240-10 and 2CFR Part170, if the offeror positively certifies below in Sections 3.a and 3.b and negatively certifies in Sections 3.c and 3.d, the offeror will be required to disclose to Chemonics for reporting in accordance with the regulations, the names and total compensation of the organization’s five most highly compensated executives. By submitting this quotation, the offeror agrees to comply with this requirement as applicable if selected for a sub-award.

In accordance with those Acts and to determine applicable reporting requirements, Company Name certifies as follows:

  1. In the previous tax year, was your company’s gross income from all sources above $300,000?

 Yes  No    

  1. In your business or organization's preceding completed fiscal year, did your business or organization (the legal entity to which the DUNS number belongs) receive (1) 80 percent or more of its annual gross revenues in U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements; and (2) $25,000,000 or more in annual gross revenues from U.S. federal contracts, subcontracts, loans, grants, subgrants, and/or cooperative agreements?:

 Yes  No

  1. Does the public have access to information about the compensation of the executives in your business or organization (the legal entity to which the DUNS number it provided belongs) through periodic reports filed under section 13(a) or 15(d) of the Securities Exchange Act of 1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal Revenue Code of 1986? (FFATA § 2(b)(1)):

 Yes  No

  1. Does your business or organization maintain an active registration in the System for Award Management (SAM.gov)?

 Yes  No    

I hereby certify that the above statements are true and accurate, to the best of my knowledge.

Authorized Signature:                                                                                                         

Name and Title of Signatory:                                                                                   

Date: