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Supply of various vegetable seeds and orange flesh sweet potato cuttings

Rating: 
Average: 3.1 (16 votes)

RFQ Number:

HW-2020-05-32

Issuance Date:

May 22, 2020

Deadline for Questions:

May 27, 2020

Deadline for Offers:

June 4, 2020

Description:

Supply of various vegetable seeds and orange flesh sweet potato cuttings  

For:

Feed the Future Rwanda Hinga Weze

Funded By:

USAID Contract No. 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 CNFA in Rwanda. The goal of Hinga Weze 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. To achieve the goals of the Hinga Weze, five value chains are specifically targeted: high-iron beans (HIB), orange flesh sweet potato (OFSP), Irish potato, maize, and horticulture.

It is within that background Hinga Weze needs to procure 565,500 kgs of OFSP vines (grouped in eight lots according to districts) and different vegetables seeds (in one separate lot) to be distributed in ten Hinga Weze-supported districts for the Season 2020 C. The detailed variety of vines needed, type and quantity of vegetable crops, and distribution plan is provided below in section 4.

The purpose of this Request for Quotations (RFQ) is to solicit quotations from authorized/well-known vegetable seed suppliers and OFSP seeds multipliers/OFSP decentralized vine multipliers.  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 no later than 5:00 PM, Kigali City time, on June 4, 2020. Offers must be submitted by email to hingaweze@cnfarwanda.org.

Please put “Quotation for RFQ HW-2020-05-32 Lot…………….” as the subject line of your email or on outer envelope for hard copy bids for this RFQ.  Offers received after the specified time and date will be considered late and 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.

  1. Questions:

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 5:00 PM/Kigali time on May 27, 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 May 28, 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 or/and requirements of the seeds/variety needed. Offerors are requested to provide quotations containing the information below on the official letterhead or official quotation format. All commodities offered in response to this RFQ must meet per the requirements specified below. Offerors may submit partial quotations for only the variety and quantity they have ready for delivery and for preferred districts (or lots) with reference to the below list of districts and quantity.

  • OFSP vines to be delivered and distribution plan for Season 2020 C

#

District

Sector

Variety of OFSP Vine

Total quantity of vines (KG)

Unit cost (RWF)

Total Cost

Kabode

Vita

 

1

Bugesera

Musenyi

2,100

900

3,000

 

 

Rweru

10,500

4,500

15,000

 

 

Sub-total Lot 1

12600

5,400

18,000

 

 

2

Ngoma

Sake

52,500

22,500

75,000

 

 

Rurenge I

1,050

450

1,500

 

 

Rurenge II

525

225

750

 

 

Rurenge III

3,150

1,350

4,500

 

 

Mugesera

1,050

450

1,500

 

 

Rukira I

5,250

2,250

7,500

 

 

Rukira II

5,250

2,250

7,500

 

 

Karembo

2,100

900

3,000

 

 

Rukumberi

21,000

9,000

30,000

 

 

Mutenderi

1,575

675

2,250

 

 

Sub-total Lot 2

          93,450

          40,050

133,500

 

 

3

Kayonza

Ruramira

3,150

1,350

4,500

 

 

Mwili

15,750

6,750

22,500

 

 

Rwinkwavu

31,500

13,500

45,000

 

 

Nyamirama

1050

450

1,500

 

 

Kabare

5,250

2,250

7,500

 

 

Murundi

6,300

2,700

9,000

 

 

Murama

8,400

3,600

12,000

 

 

Sub-total Lot 3

          71,400

          30,600

        102,000

 

 

4

Gatsibo

Gasange

3,150

1350

4,500

 

 

Gatsibo

21,000

9,000

30,000

 

 

Gitoki

50,925

21,825

72,750

 

 

Kabarore

2,100

900

3,000

 

 

Kageyo

2,100

900

3,000

 

 

Kiramuruzi

2,100

900

3,000

 

 

Remera

3,150

1,350

4,500

 

 

Sub-total Lot 4

          84,525

          36,225

        120,750

 

 

5

Nyamagabe

Tare

6,300

2,700

9,000

 

 

Mbazi

4,200

1,800

6,000

 

 

Cyanika

2,100

900

3,000

 

 

Mugano

2,625

1,125

3,750

 

 

Sub-total Lot 5

          15,225

            6,525

          21,750

 

 

6

Nyamasheke

Macuba

5,250

2,250

7,500

 

 

Sub-total Lot 6

5,250

2,250

7,750

 

 

7

Nyabihu

Shyira

5,250

2,250

7,500

 

 

Sub-total Lot 7

5,250

2,250

7,750

 

 

8

Ngororero

Matyazo

6,300

2,700

9,000

 

 

Kageyo

17,850

7,650

25,500

 

 

Muhanda

84,000

36,000

120,000

 

 

Sub-total Lot 8

108,150

46,350

154,500

 

 

 

 

 

 

 

 

 

Note: OFSP vines should be free from diseases and certified by RAB. All OFSP Seeds under this order must be accompanied by the seeds quality certificate offered by Rwanda Agriculture Board (RAB).

Maximum Delivery time (after receipt of order): 15 calendar days, a shorter period is preferred.

Payment terms: Within 30 calendar days upon completion of delivery.

4.2 Lot 9: Vegetable certified seeds to be delivered for Season 2020 C

Crop

Variety

Quantity of  seeds (KG)

Unit cost (RWF/Kg)

Total cost (RWF)

Cabbages

Copenhagen market/Hybrid

130

 

 

Onions

Red Creole

1,083

 

 

Tomatoes

Rio Grande

159

 

 

Eggplant

African eggplant

29

 

 

Watermelon

Julie F1 (75% of total quantity)

Sukari F1 (25% of total quantity)

88

 

 

Carrots

Nantes

460

 

 

Beetroot

Detroit dark red

120

 

 

French beans

Vanilla

1,560

 

 

Chili

African Bird Eye (78% of total quantity)

Habanero/yellow (22% of total quantity)

77

 

 

Cucumber

Ashley

5

 

 

Spinach

Foordhook Giant

3

 

 

Total

 

 

 

 

Taxes(if applicable)

 

 

 

 

 

Grand Total in RWF, Lot 9

 

Note:

  • The supplier will deliver vegetable seeds to the Hinga Weze head office at Kimihurura-Kigali;
  • CNFA will conduct sample germination tests in the laboratory for any delivery to ensure acceptable germination is met before any payment can be completed;
  • The offeror for Lot 9 must be an experienced seed seller and should ensure proposed seeds are of quality and meet the germination requirements and varieties above.
  • The required certified seeds should meet the following seeds standards:
  • Purity: Minimum acceptable is 98%
  • Germination: Minimum acceptable is 85%
  • Moisture content: Maximum acceptable is 15%

Maximum Delivery time (after receipt of order): 10 calendar days, a shorter period is preferred.

Payment terms: Within 15 calendar days upon completion of delivery.

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. 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 4.

NoteInterested offerors are free to quote for lots of their choice from above indicated list depending on the variety of seeds they may have in their store and certified by RAB. The tender may be awarded to more than one offeror at CNFA’s discretion.

  • Delivery:

The delivery location for the items described in this RFQ is Hinga Weze’s field offices in the above indicated 8 districts for OSFP Vines and at Hinga Weze, Kigali office for lot 9, Rwanda, unless agreed otherwise.  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 15 calendar days for OFSP vines and 10 days for vegetables seeds 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.

  • 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.

  • Quality Test Certification:

The selected Supplier warrants and implies that the items to be delivered hereunder are merchantable and fit for use for the particular purpose described in this RFQ. All OFSP Seeds under this order must be accompanied by the seeds quality certificate offered by Rwanda Agriculture Board (RAB) and vegetable seeds to be acceptable should meet the germination test in laboratory. The Supplier shall be responsible for all necessary domestic transportation charges required to ship the defective commodities to the Supplier and replacement commodities to CNFA. In the event of the Supplier's refusal, failure, or inability to remedy such discrepancies within a reasonable time of notification, CNFA may remedy such defects on its own and claim the reasonable cost of such remedial action from the Supplier.

  • 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.

  • Evaluation:

The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via the Lowest Price Technically Acceptable (LPTA) evaluation methodology. The award will be made on the basis of the lowest evaluated price of proposals meeting or exceeding the acceptability standards for non-cost factors.  These include:

  • Compliance with the needed variety of seeds indicated in Section 4, Technical Requirements;
  • Meeting delivery schedule proposed (15 days for Lots 1-8 and 10 calendar days for Lot 9) at the indicated delivery points;
  • Submission of a valid certificate from Rwanda Agriculture Board (RAB) or proof of registration with RAB for Lots 1 to lot 8 (OFSP vines)

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.

  • Award and Payment:

The award will be awarded to the offeror(s) 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.

  • Offer Format Instructions:

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

  • English or French languages only
  • Offer checklist
  • A cover letter on company letterhead, signed by an authorized representative of the offeror (Annex 2)
  • The Technical Offer must be in the format provided in Section 4.1 and/or 4.2 and may include only items that offeror is interested in bidding for
  • Copy of the offer’s business license/registration
  • At least one (1) document reference or recommendation from organizations/individuals for which the offeror has successfully performed similar work within past three years.
  • Valid seeds certificate from Rwanda Agriculture Authority (RAB) or proof of registration with RAB for OFSP vine multiplier

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:

  1. A cover letter on company letterhead, signed by an authorized representative of the offeror (Annex 2);
  2. The Technical Offer must be in the format provided in Section 4.1 and/or 4.2 and may include only items for which the offeror is interested in bidding;
  3. Copy of the offeror’s business license/registration or identity card for individuals;
  4. At least one (1) reference or recommendation from organizations/individuals for which the offeror has successfully performed similar work within past three years;
  5. Valid seeds certificate from Rwanda Agriculture Authority (RAB) or proof of registration with RAB for OFSP vine multipliers

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 2020-05-32

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 person 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, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for 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, 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 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 response to RFQ;
  • CNFA reserves the right to issue an award based on 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 may contact all offerors to confirm contact person, address, and that the bid was submitted for this RFQ;
  • CNFA will contact all offerors to inform them whether or not they were selected for award;
  • 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.