This page needs JavaScript activated to work.

Supply and installation of solar irrigation equipment at Kamabuye scheme, Bugesera Distric

Rating: 
Average: 3.1 (16 votes)

RFQ Number:

HW-2020-05-31

Issuance Date:

Friday, May 22, 2020

Mandatory Site Visit:

Tuesday, June 2, 2020

Deadline for Questions:

Thursday, June 4, 2020

Deadline for Offers:

Thursday, June 11, 2020

Description:

Supply and installation of solar irrigation equipment at Kamabuye scheme, Bugesera District

For:

Feed the Future Rwanda Hinga Weze Activity

Funded By:

USAID AID-696-C-17-00001

Implemented By:

CNFA

Point of Contact

Mr. Aaron Gatabazi, Operations and Procurement Manager

KG 28 AV, 7, Kimihurura- Gasabo District

hingaweze@cnfarwanda.org

  1. Introduction:

The Feed the Future Rwanda Hinga Weze Activity (Hinga Weze) is a USAID program implemented by Cultivating New Frontiers in Agriculture (CNFA) in Rwanda. The goal of the Hinga Weze project is to sustainably increase smallholder farmers’ income, improve the nutritional status of Rwandan women and children, and increase the resilience of the agriculture and food systems to the changing climate.

In order to achieve increase the resilience of the agriculture and food systems to the changing climate component objectives, Hinga Weze plans to procure materials and supplies along with the installation of solar pumps and panels at three pump stations, installation of pipes and fixing hydrants for irrigation. Hinga Weze plans to replace existing diesel-powered pumps, which are underutilized due to their high costs, with solar-powered equipment to lessen the financial and technical burden on smallholder farmer-beneficiaries.

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

  1. Offer Deadline and Protocol:

Offers must be received, Kigali City time, no later than 5:00 PM/Kigali time on Thursday, June 11, 2020. Offers must be submitted by email only to:  hingaweze@cnfarwanda.org. Offers received after the specified time and date will be considered only at the discretion of CNFA. The cover page of this solicitation summarizes the important dates of the solicitation process. Offerors must strictly follow the provided deadlines to be considered for award.

As part of this RFQ, applicants will have the opportunity to visit the pre-selected irrigation site. Applicants are required (it is compulsory) to visit the site to understand the existing equipment. The site visit will take place from 10:00 am-4:00 pm on Tuesday, June 2, 2020.  The site visit is an opportunity for applicants to ask questions or to request any additional information. Interested bidders need to confirm their participation in the visit by emailing grants@cnfarwanda.org and hingaweze@cnfarwanda.org. Additional information on-site location and timing will be disseminated once attendance is confirmed.

  1. Questions:

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 5:00 PM/Kigali time on Thursday, June 04, 2020 by email to hingaweze@cnfarwanda.org. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification - and the responses thereto - that CNFA believes may be of interest to other offers will be circulated to all RFQ recipients who have indicated an interest in bidding on or about June 5, 2020.

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

  1. Technical Requirements:

The table below contains the detailed specifications of the commodities. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. All commodities offered in response to this RFQ must be new and unused. Please note that unless otherwise indicated, stated models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

Lot

District

Pumping units

Area (ha)

1

Bugesera

 

Biharagu 1

21.7 ha

 2

Biharagu 2 upper

12.2 ha

3

Biharagu 2 lower

11.1 ha

*Please note that applicants must apply for all lots. A partial offer will not be accepted.

#

Description and Specifications

Qty

Unit

Unit Price

Total price

 1

Soil Reservoir: (B-1) 800 m3

 A

Excavation

820

m3

 

 

 B

Compacted soil lining (use excavated soil), 90% compaction

270

m3

 

 

 C

Rock riprap, t=20cm, placed

57

m3

 

 

 D

Installation of all pipes, valves, and fittings required for connection to existing B-1 tank/pipes/canals for PVC D225 PN10 inlet, and 3 PVC D160 PN10 outlet pipes to B-1 upper irrigation zone, overflow to a north canal, and washout drain.

1

Ls

 

 

E

Drainage ditches and canal culvert repair

1

Ls

 

 

Sub-Total

 

 2

Technical Specifications for Biharagu -1 (Net Area = 21.7ha)

No.

Item

Quantity

Units

 Unit Cost

Total Cost

A

Solar Pump with controller able to pump 294mper day at 43m* total dynamic head in July, including all necessary accessories (Lorentz brand or equivalent)

2

ps

 

 

B

Supply and install the required fittings to connect the solar pump to the existing PVC D 225 PN 16 main pipe

1

Ls

 

                 -  

C

Supply and installation 15.0 kW solar panel array with 60, 250W panels

2

ps

 

                 -  

D

Supply and installation of pump house and solar panel stand including: iron sheets of 0.5 mm thickness for the pump house 3mX 2.5m,  and solar panel stand (pillar) of iron tube of 60 mm X 40 mm of 1.5 thickness, and roof of iron tube of 40 mm X 40 mm of 1.5 thickness, and reinforced concrete for pillar footings and pump pedestal and stone masonry foundation 

1

ps

 

                 -  

E

Supply and install the pump intake including 3 concrete reinforcement culvert of 1 m diameter and 1 m height with reinforcement concrete cover and all required fittings

1

Ls

 

                 -  

 

Sub-Total

                 -  

3

Technical Specifications for Biharagu -2 upper (Net Area = 12.2ha)

No.

Item

Quantity

Units

 Unit Cost/ps

Total Cost

A

Solar Pump with controller able to pump 163m3 per day at 55m total dynamic head in July, including all necessary accessories (Lorenztz brand or equivalent)

2

ps

 

                 -  

B

Supply and install the required fittings to connect the solar pump to the existing PVC D 225 PN 16 main pipe

1

Ls

 

                 -  

C

Supply and installation 14.25 kW solar panel array with 57, 250W panels

2

ps

 

                 -  

D

Supply and installation of pump house and solar panel stand including: iron sheets of 0.5 mm thickness for the pump house  3mX 2.5m,  and solar panel stand (pillar) of iron tube of 60 mm X 40 mm of 1.5 thickness, and roof of iron tube of 40 mm X 40 mm of 1.5 thickness, and reinforced concrete for pillar footings and pump pedestal and stone masonry foundation 

1

ps

 

                 -  

E

Supply and install the pump intake including 3 concrete reinforcement culvert of 1 m diameter and 1 m height with reinforcement concrete cover and all required fittings

1

Ls

 

                 -  

 

Sub-Total

                 -  

           

4

Technical Specifications Biharagu-2, Lower (Net Area = 11.1ha)

No.

Item

Quantity

Units

 Unit Cost/ps 

Total Cost

A

Solar Pump with controller able to pump 158m3 per day at 33m total dynamic head in July, including all necessary accessories (Lorenztz brand or equivalent)

2

ps

 

                 -  

B

Supply and install the required fittings to connect the solar pump to the existing PVC D 160 PN 16 main pipe

1

ps

 

                 -  

C

Supply and installation 6.0 kW solar panel array with 24, 250W panels

2

ps

 

                 -  

D

Supply and installation of pump house and solar panel stand including: iron sheets of 0.5 mm thickness for the pump house 3mX 2.5m,  and solar panel stand (pillar) of iron tube of 60 mm X 40 mm of 1.5 thickness, and roof of iron tube of 40 mm X 40 mm of 1.5 thickness, and reinforced concrete for pillar footings and pump pedestal and stone masonry foundation 

1

ps

 

                 -  

E

Supply and install the pump intake including 3 concrete reinforcement culvert of 1 m diameter and 1 m height with reinforcement concrete cover and all required fittings

1

 

 

                 -  

 

Sub-Total

 

 

Delivery Costs:

 

 

 

 

 

Other Costs (Describe:______________________) :

 

 

 

 

 

VAT 18%

 

 

 

 

 

GRAND TOTAL in RWF:

 

 

 

 

* If any specifications are altered, the applicant is required to provide clear justification.

Maximum Delivery time (after receipt of order): 60 calendar days, though a shorter period is preferred.

Payment terms: Within 21 calendar days upon completion of delivery.

  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 RWF currency. As a USAID-sponsored contractor, CNFA is exempted from being charged import duties and other eligible taxes and therefore, offers must indicate detailed price for items and relevant taxes separately to allow CNFA to claim are fund from the Rwanda Revenue Authority. Offers must remain valid for not less than sixty (60) calendar days after the offer deadline. Offerors are requested to provide quotations on official letterhead or format; in the event this is not possible, offerors may complete the table in Section 5.

  1. Delivery:

The delivery location for the items described in this RFQ is Bugesera, Biharagu. 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) and proposed payment terms.  Please note that the maximum delivery time after receipt of order is 60 calendar days but a shorter period is preferred. The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting purchase order.

  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 source commodities from any of the prohibited source countries, including: Syria, Cuba, North Korea, or Iran.

  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. CNFA will not award a contract to any firm that is debarred, suspended, or ineligible by U.S. Government.

  1. Evaluation:

The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via Lowest Technically Acceptable Proposal Method. The minimum technically acceptable criteria for this RFQ include:

  • Submit a complete offer in response to the terms of this RFQ, especially requirements provided for in section 11;
  • Meet the minimum technical specifications described in Section 4;
  • Be able to deliver the requested commodities within 60 calendar days to the specified delivery location;
  • At least three past performance references for similar work
  • Proof of financial capacity (Letter of Credit or past three months offeror’s bank history) and approved bank credit line equal to or above the offer of the Kamabuye price that will allow the offeror to implement grant activities without waiting for any payment to be cleared

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

  • CNFA may conduct negotiations with and/or request clarifications from any offeror deemed to be the best prior to award;
  • While preference will be given to offerors who can address the full technical requirements of this RFQ, CNFA may issue a partial award or split the award among various suppliers, if in the best interest of the Feed the Future Rwanda Hinga Weze Activity;
  • CNFA may cancel this RFQ at any time or reject all bids at its discretion.

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

  1. Award and Payment:

The award will be awarded to the offeror whose quotation represents the best value to the Project. Any award and payment resulting from this RFQ is anticipated to be in the form of a purchase order. This award is subject to the Feed the Future Rwanda Hinga Weze Activity’s terms and conditions as stipulated in Annex 3.

  1. Offer Format Instructions:

All proposals must be formatted in accordance with the below preliminary requirements:

  1. English or French languages only.
  2. An offer checklist (Annex 1).
  3. A cover letter on company letterhead, signed by an authorized representative of the offeror (Annex 2).
  4. A complete Technical Offer in response to the evaluation criteria and in the format provided in Section 4.
  5. A copy of the offeror’s business license/registration.
  6. Three (3) document references or recommendations from organizations/individuals for which the offeror has successfully performed similar work within past three years.
  7. Proof of financial capacity (Letter of Credit or past three months’ bank history and approved bank credit line equal to or above the offer of the Kamabuye price that will allow the offeror to implement grant activities without waiting for any payment to be cleared

Annex 1 – Offeror 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 Annex 2)

□ Official quotation, including specifications of offered items (see Section 4)

□ Copy of offeror’s registration or business license

□ At least three (3) references or recommendations from organizations for which the offeror has successfully delivered similar items

□ Proof of financial capacity (Letter of Credit or past three months offeror’s bank history) to execute this tender. Proof of financial capacity to implement the activities, such as bank documentation for an approved bank credit line equal to or above to the offer of the Kamabuye price that will allow the offeror to implement grant activities without waiting for any payment to be cleared

Annex 2 – Offeror 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:                   CNFA/Feed the Future Rwanda Hinga Weze Activity

Reference:      RFQ No. HW 2020- 05-31

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, and further explained in Annex 3 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 CNFA or Feed the Future Rwanda Hinga Weze Activity 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 CNFA’s prohibitions against fraud, bribery, and kickbacks.
  • We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.

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

 

Authorized Signature:____________________

Name & Title of

Signatory:_______________________________

 

Date:___________________________________

 

Company Name:_________________________

 

Company Address:_______________________

________________________________________

 

Telephone:______________________________

Website:________________________________

 

Company Registration Number:________________________________

 

Does the company have an active bank account? (Y/N):__________________________

 

Official name associated with the bank account (for payment): ___________________________________________________________________________________

Annex 3 – CNFA Terms and Conditions

  1. Ethical and Business Conduct Requirements.

CNFA is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

CNFA 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 CNFA are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, the 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, CNFA will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, the 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 CNFA 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 CNFA’s prohibitions against fraud, bribery, and kickbacks.

Please contact Mr. Daniel Gies at dgies@cnfa.org with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA at to FraudHotline@cnfa.org or by phone at 202-296-3920.

  1. Terms and Conditions:

This solicitation is subject to CNFA’s 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:

  • CNFA’s 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.
  • 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 CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
  • United States law prohibits engaging in any activities related to Trafficking in Persons. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  1. Disclaimers:

This is an RFQ only. Issuance of this RFQ does not in any way obligate CNFA, the Feed the Future Rwanda Hinga Weze Activity, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:

  • CNFA may cancel RFQ and not award;
  • CNFA may reject any or all responses received;
  • Issuance of RFQ does not constitute award commitment by CNFA;
  • CNFA reserves the right to disqualify any offer based on offeror failure to follow RFQ instructions;
  • CNFA will not compensate offerors for a response to RFQ;
  • CNFA reserves the right to issue an award based on an initial evaluation of offers without further discussion;
  • CNFA may negotiate with short-listed offerors for their best and final offer;
  • CNFA reserves the right to order additional quantities or units with the selected offeror;
  • CNFA may reissue the solicitation or issue formal amendments revising the original RFQ specifications and evaluation criteria before or after receipt of proposals;
  • CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the RFQ;
  • CNFA may choose to award only part of the activities in the RFQ, or issue multiple awards based on multiple RFQ activities;
  • CNFA reserves the right to waive minor proposal deficiencies that can be corrected prior to award determination to promote competition;
  • CNFA will contact all offerors to confirm contact person, address, and that the bid was submitted for this RFQ;
  • In submitting a response to this RFQ, offerors understand 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 Feed the Future Rwanda Hinga Weze Activity for consideration. USAID will not consider protests regarding procurements carried out by implementing partners. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.