Request for Quotations (USAID) Accelerated Quality ... · 5. Quotation Requirements 5.1 General Requirement Offeror must submit all items listed in Annex F, the RFQ Checklist. The

EDUCATION DEVELOPMEN CENTER

21STREET GIBSON AVENUE, FIAMAH

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Request for Quotations

(USAID) Accelerated Quality Education for Liberian Children Project Education Development Center, Inc.

(Hereafter referred to as “EDC”), Request for Quotations for Procurement of

Office Stationery Supplies

Date of Issuance: October 23, 2018



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EDC is an international non-profit organization that develops, delivers, and evaluates innovative programs to address some of the world’s most urgent challenges. Our work includes research, training, educational materials and strategy, with activities ranging from seed projects to large-scale initiatives. EDC enjoys a worldwide reputation for its excellence in program and fiscal management and for the impact of its work. The EDC/AQE provides educational opportunities to out-of-school children from ages 8 to 15 years across 6 counties (Montserrado, Grand Bassa, Bong, Margibi, Nimba, and Lofa) of Liberia. The project targeted of beneficiaries is 48,000 children of Liberia. EDC’s work on the EDC/AQE is funded by the United States Agency for International Development (USAID); organizations submitting quotations in response to this Request for Quotations (RFQ) have no relationship with USAID under the terms of this RFQ or any resultant contract. All communications regarding this RFQ must be directed to USAID EDC/AQE, Liberia.

1. Purpose and Eligibility

1.1 Purpose

The purpose of this RFQ is to invite prospective offerors to submit quotations for the supply of Office Stationery supplies that will be used by staff of EDC/AQE.

1.2 Eligibility

This procurement is open to offers from organizations which are incorporated or legally organized under the laws of Liberia, operating as a going concern in Liberia and either (1) is managed by a governing body, the majority of whom are citizens or lawful permanent residents of Liberia or (2) employs citizens or lawful permanent residents of Liberia in more than half its permanent full-time positions and more than half of its principal management positions.

2. General Information

2.1 Original RFQ Document

EDC/AQE shall retain the RFQ, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the offeror’s submission or subsequent contract, is grounds for immediate disqualification.

2.2 RFQ Provisions

1. All information provided by EDC/AQE in this RFQ is offered in good faith. EDC/AQE makes no certification that any item is without error. EDC/AQE is not responsible or liable for any use of the information or for any claims asserted there from.

2. This RFQ does not under any circumstances commit EDC/AQE to pay any costs incurred by the offeror in the submission of a quotation. This is the offeror’s responsibility.

3. All materials submitted in response to this RFQ shall become the property of EDC/AQE upon delivery to EDC/AQE.

4. Additional documentation may be required prior to selection. 5. All quotations in response to this RFQ and other communications related must be done in

English.



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2.3 Schedule of Events

The following schedule applies to this RFQ but may change in accordance with EDC/AQE needs or unforeseen circumstances. Changes in this timeline will be announced as formal modifications to the RFQ.

TIME DATE Time Table

4:00 pm Monrovia, Liberia time

October 29, 2018 Deadline for request for any clarifications from the EDC/AQE.

Questions must be submitted in writing via email to

[email protected] and [email protected]


October 30, 2018

Estimated date for issuance of any clarifications by EDC, EDC/AQE


November 6, 2018

Deadline for submission of quotations

2.4 Inspection and Acceptance

Under any contract awarded in response to this RFQ, EDC/AQE may inspect the Office Stationery Supplies to determine whether they conform to the terms of the contract and its attachments. Unless otherwise agreed to in writing by EDC/AQE, EDC/AQE shall have a right to inspect the Office Stationery Supplies for conformity before payment or acceptance of such goods. Payment for the supplies made before inspection for conformity shall not constitute an acceptance of such delivered goods or impair EDC/AQE's right to inspect such delivered goods or any of EDC/AQE's remedies. Supplies in excess of quantities ordered may be returned to the selected offeror at the selected offeror's expense.

3. Quotation Submission and Selection

3.1 Offeror Understands of the RFQ

In responding to this RFQ, the Offeror fully understands the RFQ in its entirety and in details, including making any inquiries to EDC/AQE as necessary to gain such understanding. Clarification questions must be submitted by potential offerors—in writing—by October 29, 2018 by 4:00 pm local time in Monrovia, Liberia (GMT). EDC EDC/AQE reserves the right to disqualify at its sole discretion any offeror who submits a quotation that is not responsive or that demonstrates less than such understanding. That right extends to cancellation of the contract if a contract has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to EDC.

3.2 Communication

Verbal communication shall not be effective unless formally confirmed in writing by the EDC Contact Person in charge of managing this RFQ process. In no case shall verbal communication govern over written communications.

mailto:[email protected]



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Offerors inquiries, questions, and requests for clarification related to this RFQ, as well as requests for the excel template for the pricing submission (Annex C) are to be directed in writing in English before

October 29, 2018, by 4:00 pm local time in Monrovia, Liberia to:

Education Development Center, Inc. Attention: Chipo Nyambawaro E-mail: [email protected] and [email protected]

3.3 Quotation Submission

Quotations must be provided on the offeror’s letterhead or stationery and must be delivered via email to:

Education Development Center, Inc. Attention: Chipo Nyambawaro E-mail: [email protected] and [email protected]

OR sent via postal mail or hand delivered to:

Education Development Center, Inc. Attention: Chipo Nyambawaro Postal address: 21Street Gibson Avenue Fiamah Monrovia, Liberia

Quotations submitted via postal mail or hand delivered must be in a closed and sealed envelope. It is the responsibility of the offeror to ensure that the quotation is delivered to EDC by the deadline date listed in this RFQ.

All quotations must be received by EDC, before the deadline date and time, November 6, 2018, at 4:00 pm local time in Monrovia, Liberia.

3.4 Eligibility of Quotations

3.4.1 Complete Quotations

Offerors must submit all components required by this RFQ, including its annexes, in order for their quotation to be complete. Before evaluating quotations, EDC will determine which quotations include the components required by the RFQ to be considered a complete quotation. Please note that although EDC will determine certain quotations to be complete, this determination does not signify that an award will be made to one or any of the offerors with complete quotations. Only complete quotations will be evaluated and considered for award.





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3.4.2 Past Performance

Offerors may be disqualified if a check of past performance demonstrates that the offeror has not been able to deliver similar services on time and in a satisfactory manner.

3.5 Evaluation Criteria

EDC shall evaluate all eligible quotations based on price. To be considered eligible, offerors must meet and demonstrate the following minimum requirements through documentation and past performance records for similar procurements:

Minimum Requirements (See Annex E for table to complete and submit)

OVERALL

The Offeror must be a Registered Business/Company in Liberia

The Offeror must have an up to date Tax Clearance by the government of Liberia

The Offeror must be a dealer of Office Stationery Supplies.

DEALERS CAPACITY

Must be a dealer of Office Stationery Supplies and equipment

Must have the capacity and stock (or ability to secure the stock) to deliver all supplies and equipment requested by EDC (SEE LIST ATTACHED)

DELIVERY

Ability to deliver all supplies and equipment within two (2) days upon receipt of PO as explained in Section 4.1.2

3.6 Selection

EDC may award a contract without discussions with offerors. As such, offerors are strongly encouraged to submit their best quotations with their original submissions. EDC reserves the right to site visits and/or to conduct discussions, which may result in revisions to quotations, with one or more than one or all offeror(s) if EDC determines, at its sole discretion, discussions to be necessary. Discussions may include oral presentations provided by the offeror.

4. Technical Specifications & Requirements

4.1 Specifications

Offerors must submit quotations for all items specified in the matrix in Section 4.1.1.

4.1.1 Technical Specifications

SEE LIST ATTACHED (Annex C)

4.1.2 Delivery Schedule and Location

The quotation must be based on the following delivery schedule, taking into account the delivery location specified below.



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Deliverables Delivery Schedule Location

All items and quantities from Section 4.1.1

Items must be delivered in TWO (2) working days upon receipt of PO.

USAID EDC/AQE, 21st Gibson Avenue Fiamah, Monrovia, Liberia

4.1.3 Warranty

All office stationery supplies delivered under any contract resulting from this RFQ will be merchantable, new, suitable for the uses intended, of the grade and quality specified, free from all defects in design, descriptions and specifications furnished, trademark, trade secret, copyright, or any other proprietary, intellectual property or other right held by any third party. None of the Supplies delivered under any contract resulting from this RFQ will be counterfeit or used. The warranties set forth shall not be waived by reason of the acceptance of the Supplies or payment therefore by EDC. The offeror shall provide a 5-Day Return Window for defective Supplies. The Offeror warrants the Supplies and shall replace defective supplies with new ones without charge to EDC. 4.1.4 Other specifications Offerors may not provide any Supplies which were manufactured or produced in or shipped from countries sanctioned by the US government. Quotations that include stationery from countries sanctioned by the US government shall not be considered. These countries include: Cuba, Iran, Iraq, Laos, Libya, North Korea and Syria.

4.2 Delivery

The selected offeror(s) must deliver the Supplies to Education Development Center (EDC), Inc. to the USAID Liberia Accelerated Quality Education for Liberian Children, 21st Gibson Avenue Fiamah, Monrovia, Liberia.

5. Quotation Requirements

5.1 General Requirement

Offeror must submit all items listed in Annex F, the RFQ Checklist. The completed checklist is also required.

5.2 Price Quotation Requirements

The price quotation must include the costs for all the supplies including any necessary components to meet the specifications in Section 4. The quotation must follow the format provided in Annex C. The price quotation must be in United States Dollars and in excel format. All offerors must provide a price

guarantee that the quotation price remains valid for 360 days.



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6. Contract Type and Payment

One or more contracts may be awarded in response to this RFQ. The payment schedule for any resultant task order under the contract is anticipated to be as follows:

Deliverable Payment Amount

Upon inspection, acceptance and submission of invoice.

100%

EDC reserves the right, at its sole discretion, to revise the payment schedule before issuance of a contract. EDC further reserves the right to require the offeror to provide a performance security or a bank guarantee.

7. Organization Overview and Offeror Certification

7.1 Organization Overview

In order for their quotation to be considered, the offeror must complete and submit the organizational information form included in Annex A to this RFQ and submit all the attachments required by Annex A to this RFQ.

7.2 Organizational Certification

In order for their quotation to be considered, the offeror must complete and submit the organizational certification included in Annex B to this RFQ.

8. Purchase Comparison Spreadsheet

In order for EDC to properly document the availability (or lack of availability) in Liberia of all supplies made in the United States, as well as the availability, the EDC/AQE asks that all offerors complete and submit the Purchase Comparison Spreadsheet included in Annex D to this RFQ. Offeror responses on this spreadsheet will not be used in the selection process for the supplies procurement. Rather, they will be kept on file to demonstrate availability of items and services in Liberia.

9 Warranty, Proof of Business Registration and Up to Date Tax Certification

In order for their quotation to be considered, the offeror must complete and submit the

warranty, proof of their Business Registration and up to date tax certification as an attachment

to their bid.

10 Quotation Checklist

The Quotation Checklist is required as part of the submission. It lists all pieces of the submission

and should be used to track completion of the quotation package by the offeror. Please use the

checklist provided in Annex F.



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Annex A—Organizational Information Form Full legal name of the Offeror’s company: ___________________________________________________ Year the Offeror’s company was established: ________________________________________________ Contact information regarding the quotation:

(a) Individual’s full name and title: _______________________________________________

(b) Full office address: __________________________________________________________ _________________________________________________________________________

(c) Telephone number: _________________________________________________________

(d) Fax number: _______________________________________________________________

(e) Email address: _____________________________________________________________ The following documents must be included in your quotation. Documentation showing the Offeror’s current legal incorporation in the country in which it is incorporated: Attached

A copy of the Offeror’s currently active registration in Liberia, demonstrating that the organization can legally operate in Liberia. Attached

A list of the offertory’s key individuals including: (a) the principal officers of the organization’s governing body (e.g., chairman, vice chairman, treasurer and secretary of the board of directors or board of trustees); (b) the principal officer and deputy principal officer of the organization (e.g., executive director, deputy director, president, vice president); (c) the program manager(s) for the proposed contract; and (d) any other person who will have significant responsibilities for administration of the US Government-financed activities or resources under the proposed delivery of the services. Attached References: Names, email addresses, phone numbers, and contact people at three organizations to which the offeror has provided similar services during the last 12 months, whom EDC can call on as references, and a description of the services provided to each organization. Attached Information regarding any current litigation in which the offeror, or any of the entities in the collaboration, are involved, regardless of jurisdiction where the litigation resides. Attached Offeror certifies that it is not currently involved in any litigation



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Signature of Authorized Officer: Name: Title:

Signature: Date:



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Annex B—Organizational Certification This certification attests to the Offeror’s awareness and agreement to the content of this RFQ and all accompanying calendar schedules and terms and provisions contained herein, including but not limited to the payment terms in Section 6. The Offeror must ensure that this certification is duly completed and correctly executed by an authorized officer of the Offeror’s company. 1. This quotation is submitted in response to an RFQ issued by EDC. The undersigned is a duly

authorized officer, hereby certifies that:

(Offeror Name) Agrees to be bound by the content of this Quotation and agrees to comply with the terms, conditions and provisions of the referenced RFQ. The quotation shall remain in effect for a period of 90 calendar days as of the Due Date of the RFQ. 2. The undersigned further certify that their firm (check one):

[ ] IS [ ] IS NOT

Currently debarred, suspended, or proposed for debarment by any United States federal entity. The undersigned agree to notify EDC of any change in this status, should one occur, until such time as an award has been made under this procurement action.

4. Person[s] authorized to negotiate on behalf of this firm for purposes of this RFQ are: Name: Title:

Signature: Date:

Name: Title:

Signature: Date:

Signature of Authorized Officer: Name: Title:

Signature: Date:

Notification: Under 15 U.S.C. 645(d), any person who misrepresents its firm’s size status shall (1) be punished by a fine, imprisonment, or both; (2) be subject to administrative remedies; and (3) be ineligible for participation in programs conducted under the authority of the Small Business Act.

Annex C (use excel template provided)



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No. Descriptions Qty. Unit Unit Cost Total

1 Binder Clips-1" (deli) (pack of 12pcs) 25mm 1 Pack

2 Binder Clips-11/2" (33mm) (pack of 12 pcs) 32mm 1 Pack

3 Binder Clips-2" (deli) (pack of 12 pcs) 51mm 1 pack

4 Binding comb-16mm (pack of 50pcs) 1 Pack

5 Binding comb-10mm(pack of 50pcs) 1 Pack

6 Binding comb-20mm (pack of 50pcs) 1 Pack

7 Binding comb-32mm(pack of 50pcs) 1 Pack

8 Binding plastic (pack of 50pcs) 1 Pack

9 Box file-F4(alba) 1 Piece

10 Bulletin board-medium size 120x180 1 Piece




14 Calculator-10 digits 1 Piece

15 Calculator-12 digits 1 Piece

16 Canon copier drum unit (IR2318) Original 1 Piece

17 Canon copier drum unit(IR2230) Original 1 Piece

18 Canon GPR-15 toner Original 1 Piece

19 Canon GPR-18 toner Original 1 Piece

20 Cartridge #121 black Original 1 Piece

21 Cartridge #121 color Original 1 Piece

22 Cartridge #122 black Original 1 Piece

23 Cartridge #122 color Original 1 Piece

24 Cartridge #328 Original 1 Piece

25 Cartridge #728 Original 1 Piece

26 Cartridge toner (05A) Original 1 Piece

27 Cartridge toner(85A) Original 1 Piece

28 Cartridge HP # 61 black Original 1 Piece

29 Cartridge HP # 61 Color Original 1 Piece

30 Cartridge HP # 63 black Original 1 Piece

31 Cartridge HP # 63 Color Original 1 Piece

32 Canon Cartridge 737 for MF210/220 Printer (B/W) 1 Piece

33 HP 17A Cartridge (B/W) 1 Piece

34 HP Cartridge 130A (Color) 1 Piece

35 HP Cartridge CF 226A (B/W) 1 Piece



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36 C – EXV 49 Toner – Yellow (for Image Advance C3520i) 1 Piece

37 C – EXV 49 Toner – Black (for Image Advance C3520i) 1 Piece

38 C – EXV 49 Toner – Magenta (for Image Advance C3520i) 1 Piece

39 C – EXV 49 Toner – Cyan (for Image Advance C3520i) 1 Piece

40 CD-RW (800mm x 700MB) 1 Piece

41 Certificate paper 1 Ream

42 Chalk-white 1 Box

43 Composition book-soft back(100 pages) L/s 1 Piece

44 Composition book-hard back(100 pages) L/s 1 Piece

45 Composition book-soft back(100 pages) small size 1 Piece

46 Composition book-soft back(100 pages) big size 1 Piece

47 Correction fluid 1 Bottle

48 Delister pen 0.7 1 Pack

49 Desk organizer- Rotatable 1 Piece

50 Desk tray-3steps (metal type) 1 Set

51 Drawing pen (Nibs) 1 Piece

52 Duster 1 Piece

53 DVD-4.7 GB 1 Piece

54 Envelope - brown - 12"x10" (pack of 50) 1 Pack

55 Envelope - brown- 16"x12" (pack of 50) 1 Pack

56 Envelope (white)- 115x225mm-peel (pack of 50) 1 Pack

57 Envelope- brown- 10"x7" (pack of 50 pcs) 1 Pack

58 Eraser- s/s (plastic) 1 Piece

59 Extension cord (surge protector)- 6 sockets(1.8) 1 Piece

60 Fastener (pack of 50 pcs) 1 Pack

61 File separator (pack of 100 sheets) 1x5 1 Pack

62 Flash disk-4GB, 8GB, 16GB 1 Pack

63 Flip chart board 1 Piece

64 Flip chart pad - 585 x 810mm (20 shts) 1 Pack

65 Geometry set (student) 1 set

66 Glue stick - 21g (deli) (pack of 12pcs) 1 Piece

67 Hanging folder - (pack of 25 pcs)- legal size 1 Pack

68 Highlighter -assorted color (pack of 10pcs) 1 Pack

69 ID card holder 1 Pack

70 ID card rope 1 Pack

71 Key holder -100 pcs (1x 60) 1 Pack

72 Laminating sheet -A4 (216x303mm) (100 shts) 1 Ream



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73 Ledger book -FS 4Q 1 Piece

74 Teacher’s Roll Book-Local made 1 Piece

75 Color Chalk, 1 X 100 1 Box

76 Manila folder (A4) (box of 100 pcs) 1 Boxes

77 Manila folder (box of 100 pcs) – legal size 1 Boxes

78 Marker (permanent) (pack of 10 pcs) deli 1 Pack

79 Masking tape, small size 1 Roll

80 Masking tape medium size 1 Roll

81 Masking tape large size 1 Roll

82 Scotch tape - transparent – small size 1 Roll

83 Scotch tape - transparent – medium size 1 Roll

84 Scotch tape – transparent –large size 1 Roll

85 Scotch tape - brown – small size 1 Roll

86 Scotch tape - brown – medium size 1 Roll

87 Scotch tape – brown –large size 1 Roll

88 Name tag- (pack of 50pcs) 1 Pack

89 Note pad - 5"X8" (pack of 12 pcs) 1 Pack

90 Paper - A3 1 Ream

91 Paper -A4 (Wood free bond paper), 80 gram , double A 1 Ream

92 Paper clip - 24mm (pack of 100 pcs) 1 Pack

93 Paper clip -33mm (pack of 100 pcs) 1 Pack

94 Paper clip -50mm (pack of 100 0pcs) 1 Pack

95 Paper glue - 50 ml (liquid) (pack of 12 pcs) 1 Pack

96 Paper pins remover 1 Piece

97 Pen - ball point pen (pack of 50 pcs) - good quality 1 Pack

98 Pencil (HB) - pack of 12 pcs 1 Pack

99 Perforator - regular size 1 Piece

100 Plastic folder with button 1 Piece

101 Poster sheet - 17X 27" (180grm) (100 shts) 1 Pack

102 Push pin (pack of 100 0pcs) 1 Pack

103 Perforator –small size 1 Piece

104 Perforator – medium size 1 Piece

105 Perforator – large size 1 Piece

106 Ruler- 12" 1 Piece

107 Scissors - medium size 1 Piece

108 Sharpener - small size 1 Piece

109 Staple pin -26/6 (pack of 5000pcs) 1 Pack



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110 Staple pin remover - #403 1 Piece

111 Stapler -26/6 (1X5000) 1 Piece

112 Stapler machine – medium size 1 Piece

113 Stapler machine – large size 1 Piece

114 Tape dispenser-medium size 1 Piece

115 Stick -on-pad-3''X3" (pack of 12 pcs) 1 Pack

116 Thinner - correction fluid 1 Bottle

117 Wall clock-quartz 1 Piece

118 white board -90X120cm 1 Piece

119 White board cleaner-237ml 1 Piece

120 White board marker- assorted (pack of 10 pcs) 1 Piece

121 Writing pad-legal size 1 Piece

122 Writing pad-A4 size 1 Piece

123 Zerchentushe 1 Piece

124 Cartridge for HP lJ Pro M402dn 1 Piece

125 Cartridge for Canon MF211 1 Piece

Add more rows as necessary

Subtotal $

Annex D

PURCHASE COMPARISON SPREADSHEET

Project Name: EDC/AQE Comparison of: Office Supplies Purchasing, availability of U.S.-made Date:

Item Responses Vendor Name:

Contact Person (person completing this form):

Telephone:

Email:

Location (City)

Are you an “Office Stationery” dealer?

Type(s) of US-made Office Stationery supplies sold at your business, if any

Are materials for US-made Office Stationery kept in stock?

Average length of time for delivery of Office Stationery supplies



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Name of Interviewee:

Position:

Signature & Stamp:

Annex E - Minimum Requirements

Please complete and submit the following table regarding company capacity to complete this Office

Stationery Supplies.

Minimum Requirements

Items to be submitted in the offer Yes No Location of the Item in the Offer

The Offeror must be a Registered Business/Company in Liberia

The Offeror must have an up to date Tax Clearance by the government of Liberia

The Offeror must be a dealer of Office Stationery

DEALERS CAPACITY

Must be a dealer of Office Stationery

Must have the capacity and stock (or ability to secure the stock) to deliver all Office Stationery

DELIVERY

Ability to deliver all the Office Stationery within two (2) days upon receipt of PO as explained in Section 4.1.2



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Annex F – RFQ Checklist

Please include this checklist with your Quotation

Name of Vendor: ________________________________________________

Items to be included with quotation Submitted

1. Checklist (Annex F)

2. Quotation on Letterhead

3. Price guarantee valid for 360 days

4. Photos of products offeror intends to provide

5. Timeline for Delivery

6. Warranty

7. Annex A (completed and signed)

a. Documents of Incorporation

b. Active Registration

c. List of Key Personnel

d. References (3)

8. Up-to-Date Tax Certification

9. Annex B - Organizational Certification (completed and signed)

10. Annex C - Price Template in excel format (include CD with quotation if

submitting Quote in person or by mail)

11. Annex D – Purchase Comparison Spreadsheet (will not be used in selection)

12. Annex E – Minimum Requirements