INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS...

REQUEST FOR QUOTE

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS

(IFES)

Request for Quote to supply:

Office Equipment for INEC’s

RFQ/12/054

March 20, 2012

THIS REQUEST FOR QUOTE (RFQ) IS THE EXCLUSIVE, CONFIDENTIAL, PROPRIETARY PROPERTY OF THE International Foundation for Electoral Systems “IFES”. IT MAY NOT BE COPIED, TRANSMITTED, OR DISCLOSED BY ANY MEANS WITHOUT THE EXPRESS WRITTEN CONSENT OF IFES. BY ACCEPTING A COPY HEREOF, RECIPIENT AGREES TO (I) BE BOUND BY THE TERMS AND CONDITIONS CONTAINED HEREIN (INCLUDING BUT NOT LIMITED TO THE CONFIDENTIALITY PROVISIONS), (II) USE THE RFQ (AND ANY RELATED DOCUMENTS) SOLEY FOR EVALUATION PURPOSES AND FOR RESPONDING TO THIS RFQ, AND (III) RETURN OR DESTROY THE RFQ (AND ANY RELATED DOCUMENTS) TO IFES UPON IFES’ REQUEST OR UPON RECIPIENT’S DECISION NOT TO RESPOND TO THIS RFQ.

RFQ/12/054 Office Equipment for INEC

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Table of Contents

1 STATEMENT OF WORK ......................................................................................................................3

1.1 PURPOSE .........................................................................................................................................3 1.2 COVERAGE & PARTICIPATION .........................................................................................................3

2 GENERAL INFORMATION .................................................................................................................3

2.1 THE ORGANIZATION .......................................................................................................................3 2.2 SCHEDULE OF EVENTS ....................................................................................................................4

3 PROPOSAL PREPARATION INSTRUCTIONS .................................................................................4

3.1 VENDOR’S UNDERSTANDING OF THE RFQ ......................................................................................4 3.2 GOOD FAITH STATEMENT ...............................................................................................................4 3.3 COMMUNICATION ...........................................................................................................................4 3.4 PROPOSAL SUBMISSION ..................................................................................................................5 3.5 SELECTION AND NOTIFICATION ......................................................................................................6

4 SPECIFICATIONS, SCOPE OF WORK & REQUIREMENTS ........................................................6

4.1 REQUIREMENTS ..............................................................................................................................6 4.2 SPECIFICATIONS, ESTIMATED PRICING AND DELIVERY TIME. .........................................................6

5 VENDOR QUALIFICATIONS & REFERENCES ..............................................................................8

6 ADDITIONAL TERMS & CONDITIONS ............................................................................................9

6.1 NON-DISCLOSURE AGREEMENT ............................................................................................................9 6.2 COSTS ...................................................................................................................................................9 6.3 INTELLECTUAL PROPERTY .................................................................................................................. 10 6.4 RESPONDENT’S RESPONSES ................................................................................................................ 10 6.5 GOVERNING LAW ................................................................................................................................ 10 6.6 PARTIAL AWARDING ........................................................................................................................... 10 6.7 NO LIABILITY ...................................................................................................................................... 10 6.8 ENTIRE RFQ........................................................................................................................................ 10

7 VENDOR CERTIFICATION ............................................................................................................... 11

SCHEDULE “A” NOTICE OF INTENTION .......................................................................................... 12


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1 Statement of Work

1.1 Purpose

The purpose of this Request for Quote (RFQ) is to invite prospective vendors to submit competitive quotations to supply Office Equipment to the Independent National Electoral Commission (INEC) in Nigeria. The RFQ provides vendors with the relevant operational and performance requirements.

1.2 Coverage & Participation

The intended coverage of this RFQ, and any agreement resulting from this solicitation, shall be for the use of IFES to purchase selected commodities for its work in Nigeria. IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change any element before the award without prior notification and without any liability or obligation of any kind or amount.

IFES reserves the right to reject any or all bid proposals, to award partial bids, and to make an award of contract to other than the lowest bidder. IFES further reserves the right to accept the lowest bid proposal without additional written or oral negotiations with other bidders.

IFES may choose more than one of the firms responding to this request for bids or IFES may decide that none of the responses meets the acceptable needs of the RFQ. IFES may choose to negotiate the terms, conditions, and deliverables of the Contract with the firm that, in the opinion of IFES, can most effectively meet IFES requirements.

This RFQ does not in any manner whatsoever constitute a commitment or obligation on the part of IFES to accept any proposal, in whole or in part, which is received in response to this RFQ, nor does it constitute any obligation by IFES to acquire any commodities.

2 General Information

2.1 The Organization

The International Foundation for Electoral Systems (IFES) is an independent, non-governmental organization providing professional support to electoral democracy. Through field work, applied research and advocacy, we strive to promote citizen participation, transparency, and accountability in political life and civil society.

Since its founding in 1987, IFES has provided assistance to over 100 countries worldwide and currently carries out programs in some 25 different countries in the Americas, Africa, Asia, Europe, and the Middle East.


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2.2 Schedule of Events

The following tentative schedule will apply to this RFQ, but it may change in accordance with the organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders who submitted a Bid.

Issuance of RFQ March 20, 2012 Technical Questions/Inquiries Due March 30, 2012, 09:00 EDT / 13:00 GMT Answers/Addenda from IFES April 06, 2012 RFQ Closes April 18, 2012, 09:00 EDT / 13:00 GMT

3 Proposal Preparation Instructions

3.1 Vendor’s Understanding of the RFQ

In responding to this RFQ, the vendor accepts full responsibility to understand the RFQ in its entirety, and in detail, including making any inquiries to IFES as necessary to gain such understanding.

3.2 Good Faith Statement

All information provided by IFES in this RFQ is offered in good faith. Individual items are subject to change at any time. IFES makes no certification that any item is without error.

3.3 Communication

Verbal communication shall not be effective unless formally confirmed in writing by the specified procurement official in charge of managing this RFQ process. In no case shall verbal communication govern over written communication.

3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall govern communications and inquiries between IFES and vendors as they relate to this RFQ. Inquiries, questions, and requests for clarification related to this RFQ are to be directed in writing to:

IFES/Washington DC Jaime Acosta, Procurement Manager Telephone: 1 (202) 350-6816

Fax: 202.350.6701

Skype: jaime.acosta6 E-mail: [email protected]

mailto:[email protected]


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And IFES/Nigeria Uloma Osuala, Deputy Country Director Tel: +234 813 978 4076 Skype: uosuala E-mail: [email protected]

3.3.2 Formal Communications shall include, but are not limited to:

Questions concerning this RFQ which must be submitted in writing.

Vendors can recommend to IFES any enhancements, which might be in IFES’ best interests.

Pre-award negotions under this RFQ.

Addenda to this RFQ.

3.3.3 Addenda: IFES will make a good-faith effort to provide a written response to the questions or request for clarification that requires addenda by April 06, 2012. All questions, answers, and addenda will be shared with all recipients online at IFES Buyers’ Guide website: http://www.ifesbuyersguide.com/procurement.php

3.4 Proposal Submission

Vendors must send proposals in electronic copy via e-mail, on or prior to April 18, 2012, 09:00 EDT / 13:00 GMT to Jaime Acosta at [email protected] and Uloma Osuala at [email protected] . Small and minority owned business in the USA are encouraged to submit a response.

The evaluation of each response to this RFQ will be based on its demonstrated competence, compliance, format, and organization. The purpose of this RFQ is to identify those suppliers that have the interest, capability, and financial strength to supply IFES with the product and/or service identified in the Specifications/Scope of Work.

Evaluation Criteria:

1. Product Quality 25%

2. Price 25%

3. Vendor Experience 25%

4. Delivery Time 25%


http://www.ifesbuyersguide.com/procurement.php




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Evaluation Criteria Grading:

Exceed Expectations 2 Points

Meet Expectations 1 Point

Do Not Meet Expectations 0 Point

3.5 Selection and Notification

Vendors determined by IFES to possess the capacity to compete for this contract will be selected to move into the negotiation phase of this process. Written notification will be sent to these vendors via e-mail. Those vendors not selected for the negotiation phase will not be notified.

4 Specifications, Scope of Work & Requirements

4.1 Requirements

4.1.2 Price and Timeline

Vendors must submit for each item (and quantity category) a unit price and time required to deliver at the final destination.

4.1.3 Geographic Code

IFES project in Nigeria is funded by the United States Agency for International Development (USAID) under Source and Nationality (SN) (for more information please refers to 22CFR228.03).

4.1.4 Shipping

All products must be delivered to the INEC in Nigeria. Shipping cost must be indicated separately. IFES has no obligation to award the shipping to the chosen supplier for the products.

4.2 Specifications, Estimated Pricing and Delivery time.

http://edocket.access.gpo.gov/cfr_2007/aprqtr/pdf/22cfr228.03.pdf


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S/NO ITEM SPECIFICATION QTY Unit Price Total Price

1 LAPTOP

Mac Book Pro 17inch,

2.5GHz Quad-core Intel Core i7

8GB 1333MHz DDR3 SDRAM — 2x4GB

512GB Solid State Drive

MacBook Pro 17-inch Hi-Res Antiglare Widescreen Display

Mini Display Port to VGA Adapter

2

2 COMPUTER CASE 17" Incase 17" Neoprene Slim Sleeve 2

3 DESKTOP

Mac Pro

2.8GHz Quad-Core Intel Xeon “Nehalem”

12GB (3x4GB) RAM

Hard drive Bay 1 512GB solid-state drive

Hard drive Bay 2 512GB solid-state drive

Apple Thunderbolt Display (27-inch)

7

4 DESKTOP

windows 7 professional

2.3GHz Daul-Core Intel

2GB RAM

250 GB HDD

DVD-RAM + 20inch monitor

1

5 Computer Mouse Apple Magic Mouse 9

6 Interactive Pen Display Wacom Cintiq 24HD 2

7 Flash Memory LaCie, SanDisk 7

8 External Hard-Drive LACIE 3TB D2 QUADRA 2

9 UPS APC SMART UPS(SUA750I) 7

10 UPSAPC Smart-UPS RM SMT3000RM2U 2700W/3000VA 2U 120V LCD UPS

System1

11 LAN24 Point Structured cable LAN, hIgh power Wireless Access point (qty

1) and switch/router (qty 1), 22 U Rack metal cabinet (qty 1)lots

12 Large format digital printer (plotter)60" - 61" large format printer to be able to print on banners, vinyls,

papesr, fi lms, fabrics, mesh 2

13 Scanner A-3 Enterprise Flatbed scanner 1

14 Color copy machine Duplexing and A3 capability 1

15 Paper Cutter/Trimmer Duplo 660P Hydraulic Stack Paper Cutter 1

16 Paper weight scale 1

17 DVD/CD Tower Dupliccator Stand-alone DVD/CD Tower Duplicator 1

18 Digital Camera Nikon D5100 1

19 LCD Projector Sony VPL-FX30 LCD Projector 1

20 Projector Screen Stand Elite Screens Manual Pull Down Projection Screen 1

21 OS X Lion (Dual booting option with windows 7) 10

22 WINPRO 7 SNGL UPGRD OLP NL CHRTY Microsoft Windows 7 Professional 10

23 Anti-Virus for MAC Kaspersky 2011 10

24 MS office 2011 Pro Edition for MAC 10 user l iciensce 1

25 Adobe CS5,5 Master collection for MAC 10 user l iciensce 1

26 Corel Draw (x5) 10 user l iciensce 1

Delivery Date:

Subtotal

VAT %

Grand Total

Freight Cost (if any)


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5 Vendor Qualifications & References

All vendors must provide the following information in order for their proposal to be considered:

Your proposal must include a background statement of corporate history, nature of ownership information, and references. Please prepare a response to the following applicable questions:

1. Full Legal Name of Company:

2. Address:

3. Telephone Number(s):

4. Website or email address:

5. Name of the principal owner/manager:

6. Title:

7. Telephone number:

8. Number of years in business:

9. Small Business: Yes___ No___ (For USA Businesses only)

10. Minority owned business: Yes___ No___ Nature of ownership (For USA Businesses only)

Three business references for whom you have provided similar service over the past two years:

(1) Name of Company:

Address:

Contact:

Contact Phone #:

Brief description of services performed:


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Address:

Contact:

Contact Phone #:



Address:

Contact:

Contact Phone #:


6 Additional Terms & Conditions

6.1 Non-Disclosure Agreement

IFES reserves the right to require any Respondent to enter into a non-disclosure agreement.

6.2 Costs

This RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by a Respondent or any third parties, in connection with the RFQ Response. All RFQ Responses and supporting documentation shall become the property of IFES, subject to claims of confidentiality in respect of the RFQ Response and supporting documentation.


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6.3 Intellectual Property

The Respondent should not use any intellectual property of IFES including, but not limited to, all logos, registered trademarks, or trade names of IFES, at any time without the prior written approval of IFES, as appropriate.

6.4 Respondent’s Responses

All accepted RFQ Responses shall become the property of IFES and will not be returned.

6.5 Governing Law

This RFQ and the Respondent’s Response shall be governed by the laws of the District of Columbia (DC).

6.6 Partial Awarding

IFES reserves the right to accept all or part of the quotation when awarding the purchase order.

6.7 No Liability

IFES reserves the right to accept or reject any quotation or stop the procurement process at any time before the award, without assigning any reason or liability. IFES shall not be liable to any Respondent, person, or entity for any losses, expenses, costs, claims, or damages of any kind:

Arising out of, by reason of, or attributable to, the Respondent responding to this RFQ; or

As a result of the use of any information, error, or omission contained in this RFQ document or provided during the RFQ process.

6.8 Entire RFQ

This RFQ, any addenda to it, and any attached schedules, constitute the entire RFQ.


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7 Vendor Certification

This certification attests to the vendor’s awareness and agreement to the content of this RFQ and all accompanying calendar schedules and provisions contained herein.

The vendor must ensure that the following certificate is duly completed and correctly executed by an authorized officer of your company.

This proposal is submitted in response to RFQ/12/054 issued by IFES. The undersigned is a duly authorized officer, hereby certifies that:

(Vendor Name)

agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, and provisions of the referenced RFQ and any addenda thereto in the event of an award. Exceptions are to be noted as stated in the RFQ. The proposal shall remain in effect for a period of 90 calendar days as of April 18, 2012.

The undersigned further certify that their firm (check one):

IS IS NOT

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

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:

_____________________________________________________


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Schedule “A” Notice of Intention

RFQ/12/054

NOTICE OF INTENTION

REQUEST FOR PROPOSAL

From:

[VENDOR ORGANIZATION NAME]

[AUTHORIZED REPRESENTATIVE]

[TELEPHONE NO.]

[FAX NO.]

[E-MAIL]

Please state your intention with regard to the Request for Quote RFQ/12/054 by selecting one of the following:

[ ] Intends to respond to IFES Request for Quote

[ ] Does not intend to respond to IFES Request for Quote

TO:

International Foundation for Electoral Systems (IFES)

Jaime Acosta, Procurement Manager

Tel: 202.350.6864 Fax: 202.350.6701 Skype: jaime.acosta6 E-mail: [email protected] And International Foundation for Electoral Systems (IFES)

Uloma Osuala, Deputy Country Director Tel: +234 813 978 4076 Skype: uosuala E-mail: [email protected]



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