REQUEST FOR QUOTATIONS (RFQ)

RFQ NO: IHSS-SD-Proc-01-MTV-2024

PART A:  COVER PAGE

RFQ No.:  IHSS-SD-Proc-01-MTV-2024

Issuance Date:  Friday May 10, 2024

Closing Date for Quotations : May 16, 2024, 04:00pm (Pakistan Standard Time)

Questions Submission to: [email protected]

Procurement Description: Fabrication of Toyota HiAce Van into Mobile TB Van

Contech International Lahore(herein referred to as “Contech”) is soliciting quotationsfor the fabrication of Toyota HiAce high roof 2500 cc Model KDH222R-LEMDY Van into Mobile TB Van. Contech International Lahore is implementing partner of JSI for implementing USAID’s IHSS-SD Activity TB Component Sindh in selected districts of Sindh province. IHSS-SD Activity is providing five mobile TB Vans for active case finding in district Dadu, Naushahro Feroze, Tharparkar, Khairpur and West Karachi.

Please submit your most competitive quotation in accordance with the attached design and specifications.  Any award issued as a result of this RFQ will be subject to all instructions, product specifications, certifications and terms and conditionsincluded in this RFQ. This RFQ document includes the following parts:

               PART A: Cover Page

               PART B: Instructions

               PART C: Fabrication Design

               PART D: Quotation Form

               PART E: Certification

PART B:  INSTRUCTIONS

A.     Definitions:

Offeror:  The organization or firm providing quotes for the goods or services requested under this RFQ.

Buyer:   Contech International, 2-G Model Town Lahore.

B.     Submission Deadline

Quotations must be received no later than 4:00pm, (PakistanStandard Time)on May 16, to the following address via courier (the envelope should contain separate Technical and Financial quotation/proposal): Quotation/proposal received via email will not be considered.

The Procurement Section

Contech International,

Address:2-G, Model Town Lahore

Post Code:54000

Phone: +92-42-35888789-99

Please reference “IHSS-SD-Proc-01-MTV-2024”on top of the envelope. Quotations received after the submission deadline will be marked late.Contech  reserve the right not to consider quotations received after the submission deadline. 

C.     Questions:

All questions and requests for clarification regarding this RFQ must be submitted in writing byMay 14, (Pakistan Standard Time)to [email protected]. Questions received after this date may not be considered.

D.     Quotation Requirements:

1. General/Technical Requirements:

a)      Completed and signed Quotation form and Statement of Compliance as stated in Part D. The offeror may use their own quotation format but must provide all information as required in this Quotation Form and this Section.

b)     Proposed Fabricationshould complywith the attached minimum technical design as Part C.

c)      Submit a copy of manufacturer’s authorization as exclusive agents or distributor must be attached for any pre-fabricated materials to be used.

d)     Submit appropriate documentation as an evidence of your company’s capacity for after sale service/ well-established service network in SindhPakistan. 

e)     Provide guarantee and warranty terms.

f)       Delivery Period: Number of weeks to deliver the finished vehicle after the order is placed. Please provide realistic delivery time.

g)      Goods must be new. Used or reconditioned items are not acceptable.                                                        

2. Cost Information Requirements:

a)      Local suppliers may provide fixed price quote for each line item in Pakistani Rupee (PKR).

b)     Prices should also include Pre-Delivery Inspection and before delivery to the end user.

c)      Please indicate all prices exclusive of VAT, customs, Excise and other taxes.

3. Business Information Requirements:

a)      Valid business license/ certificate of incorporation.

b)     Company Profile.  This should include overview of company’s experience in the supply of vehicles as stated in this RFQ.

c)      Past performance information such as provision of references, client list and description of other similar tasks performed, etc. preferably from international NGOs.

d)     Offeror should certify as to the financial viability and resources to provide offered goods/services with the period of performance.

4. Completed and signed certifications.

a)      Representations and Certifications

b)     Certificate Regarding Site of Manufacture

E.      Award:

Contech intends to issue Fixed Price Contract to a vendor who best meet the criteria specified in this RFQ and are determined to be responsible and eligible vendor for the specified items.

F.      Evaluation &Selection Criteria:

Quotations will be preliminary reviewed for basic responsiveness and completeness.  The quotations must be submitted on time and meet all requirements as stated in Section D above. Quotations not meeting these requirements may not receive further consideration.

Contech will evaluate responsive quotations on a “best value” basis, considering a variety of factors including but not limited to technical acceptabilityin the required settings, product quality, well-established service and maintenance network, warranty, price, delivery lead time and past performance.

Technical (40points)

• Degree to which the features of proposed design coincide with the desired features.

• The accessories and fabricated components are made of high-quality materials that are able to withstand neglect and abuse.Service and Maintenance:

  • Well-established service network in Pakistan, particularly in the regions/provinces where the vehicles would be used.
  • Ease of maintenance, availability of adequate after-sales service facilities, and availability of spare parts to the end-user.

Warranty (5 points)

• Warranty (length and coverage, and its applicability to Pakistan through authorized representatives).

Delivery (15 points)

• Delivery time: turn-around time (in weeks) from issuance of Fixed Price Contract.

• Delivery methods/handing over procedure.

Experience and Past Performance (5 points)

• Supplier longevity and financial stability.

• General experience providing similar goods/services preferably to international NGOs.

• References from clients who have bought similar products.

• Quality of previous business relationship with JSI, if any.

Price (40 points)

G.     Terms of Award

This document is a request for quotations only, and in no way obligates Contech International to make any award. Please be advised that under a Fixed Price Contract the goods/services must be delivered within the quoted total price. Any expenses incurred in excess of the agreed upon amount in the contract will be the responsibilityof the Vendor and not that of Contech. Therefore, the Offeror is duly advised to provide its most competitive and realistic quotation to cover all foreseeable expenses related to supply of the requested items.

H.     Payment Terms

Contech payment cycle is net 30 days upon receipt of goods/services, inspection and acceptance of goods/services as in compliance with the terms of the award and receipt of vendor invoice.  Full cooperation with Contech in meeting the terms and conditions of payment will be given the highest consideration. Payment terms are negotiable. GST will be paid after approval of USAID which usually takes 90 days. If approved exemption certificate will be issued to vendor otherwise full GST amount will be released after 90 days.

I.       Delivery Terms

All items must be delivered to above-mentioned districts in Sindhwithin the timeframe or delivery dates specified in the quotation.The offeror must provide realistic time for delivery of goods taking in to account all the factors from receipt of award to the delivery at required destination. Contech may impose financial penalties for not delivering within the committed timeframe.

J.       Offer Validity

The Offeror's quotation must remain valid for not less than 30calendar days after the deadline specified above.

K.     Negotiations:

The Offeror's most competitive quotation is requested. It is anticipated that any award issued will be made solely on the basis of thesequotations.  However, Contechreserves the right to request responses to additional technical, management and cost questions which would help in decision making. Contechalso reserves the right to conduct negotiations on technical, management, or cost issues prior to the award of a contract with selected offerors. In the event that an agreement cannot be reached with a selected supplier, Contech reserves the right to enter into negotiations with alternate Offerors for the purpose of making the award without any obligation to previously considered offers.

L.      Rejection of Quotations:

Contechreserves the right to reject any and all quotations received without giving any reason or to negotiate separately with any and all competing Offerors.

M.   Incurring Costs:

Contechis not liable for any cost incurred by Offerors during preparation, submission, or negotiation of an award for this RFQ. The costs are solely the responsibility of the Offeror.

N.     Modifications:

Contech reserves the right, in its sole discretion, to modify the request, to alter the selection process, to modify or amend the specifications and scope of work specified in this RFQ.

O.     Cancellation:

Contechmay cancel this RFQ without any cost or obligation at any time until issuance of the award.

P.     Anti-Fraud Hotline:  

USAID/Pakistan has, in cooperation with the USAID Office of Inspector General, establishedthe Anti-Fraud Hotline to provide an avenue for the reporting of fraud, waste, and abuse whichmay be associated with USAID funded projects in Pakistan. Complaints are handled withcomplete confidentiality and individuals are encouraged to report when corruption, fraud, wasteor abuse may exist in the USAID/Pakistan projects. Reports can be filed anonymously via theeasy-to-use Hotline (toll free number 0800 84700); e-mail at [email protected]; fax at 021-35390410; postal address at 5-C, 2nd Floor Khayban-e-Ittehad,Phase VII, DHA, Karachi, Pakistan; and on the website www.anti-fraudhotline.com.

PART C: Fabrication Design details are attached

PART D: Quotation Form

Offeror’s / company Name and complete official address: 

________________________________________________________________ 

Phone: _______________________   E-mail: __________________________ 

Please note:

1. Prices are to be stated in Pakistani Rupees (PKR) for local vendors. 

2. All goods offered must be suitable for use inPakistan.

3. In case of discrepancy between unit price and total, the unit price shall prevail.

Item No.	Product Description / Specifications (Make & Model)	Unit	Quantity	Price [Incoterm]		Lead Time
				Unit Price	Total Price
Subtotal (exclusive of all taxes)
Taxes
TOTAL

 

Validity of Quote: _______ calendar days from deadline               Warranty: _____________________

The offeror agrees to furnish any or all items upon which prices are offered at the price specified herein, delivered at the designated points, within the time specified in the schedule and in accordance with the terms of this solicitation.

Authorized Signature: __________________________                Date: _________________________

The offeror may use their own quotationformat but must provide all information as required in this quotation form and information required in Section D, Quotation Requirements

PART E:  Certifications

Certification Regarding Debarment, Suspension, or Proposed Debarment

By signing and submitting this certification, the offeror certified that neither it nor any of its Principals are (    ) are not (    ) presently debarred, suspended, proposed for debarment, or otherwise declared ineligible from participation in this transaction by any Federal department or agency.

Vendor Name:                                 _______________________________________

Signatures:                                        _______________________________________

Signatory Name:                             _______________________________________

Signatory Title:                                _______________________________________

Date:                                                  _______________________________________