Somali Women Development Centre “SWDC”
Request for Quotation (RFQ)
SWDC/SOM1/585/004
Request for Quotation of Office Equipment’s for Mogadishu
| Planned Timetable | |
| Issue RFQ | 14thJune 2018 |
| Questions from Supplier due date | 15th June 2018 |
| Deadline for reply | 15th June 2018 |
| Deadline for Bid Submission | 19th June 2018 |
| Bid Opening Date | 21st June 2018 |
| Analysis of bids | 21st June 2018 |
| Award of Contracts | 21th June 2018 |
| Contract start | 23rd June 2018 |
| Delivery Date of Office Equipment | 28th June 2018 |
I. INTRODUCTION
- Somali Women Development Centre “SWDC”
Somali Women Development Centre is a non-governmental and non-profit making organization that was established mid 2000, Since then, SWDC has worked with a range of partners, donors and Governments that include UN agencies and INGO, grantees to implement programs and activities that promote equal rights for women to ensure they have an active role in the Somali community through enhancing their social, political, economic and cultural participation. SWDC is working to improve the situation of women in Somalia. SWDC’s guiding vision is the belief that, with support, women can become empowered to make positive changes in their lives.
Somali Women Development Centre strives to minimize the number of women who are subjected to violence by empowering them through access to knowledge and greater economic independence.
SWDC works to prevent and respond to GBV and provides survivors of GBV with social and psychological counselling, legal assistance, and case management and advocates increasing women’s legal protection. SWDC has facilitated a variety of trainings and workshops with Line ministries, community and religious leaders, judges and police officers in an effort to provide information and secure community members’ support for enhancing women’s rights and protection.
- The Purpose of this Request for Quotation (RFQ)
It is the intent of this RFQ to secure competitive Quotation to select a supplier or vendor for the SWDC Procurement committee for purchase and provision of Office Equipment
All eligible Suppliers and Vendors that qualify and are technically competent for the supply of the Office Equipment as per provided specification in annex below are invited to submit their proposals.
The winning bidder(s) will enter into a one off purchase and service contract for 1 year. Bidders shall be domiciled and must have complied with all Government legal Regulations to operate in Somalia and are regular tax payer to offer such services as specified in the tender and shall furnish copy of its operating license/certificate of registration valid for the fiscal year 2018. The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices.
- Cost of Bidding
The Bidder shall be responsible for all costs associated with the preparation and submission of its bid, and SWDC hereinafter referred to as “the Purchaser”, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.
II. THE BIDDING DOCUMENTS:
- The Bidding Documents
The Bidder is expected to examine all instructions, forms, terms and specifications in the bidding documents prepared for the selection of authorized suppliers or vendors. Failure to furnish all information required as per the bidding documents or to submit a bid not substantially responsive to the bidding document in every respect will be at the Bidder’s risk and may result in bid rejection.
| The Bidding documents comprise of the following documents:
· The Request for Quotation – RFQ (applied to this document); · Price offering sheet on your letterhead. · Intent to bid form · Supplier Information Form · Supplier Conflict of Interest and Code of Conduct
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- Clarification of Bidding Documents
A prospective Bidder requiring any clarification of the Bidding Documents may notify the Purchaser in writing at Procurement@swdcsom.org .The request for clarification must reach the purchaser not later than 15th June 2018. The Purchaser will respond by e-mail providing clarification on the bid documents on the 15th June 2018. Written copies of the Purchaser’s response (including an explanation of the query but without identifying the source of inquiry) will be communicated to all prospective Bidders, who have sent their intent to bid.
III. PREPARATION OF BIDS:
- Language of Bid
The bid and all relative correspondence and documents exchanged between the bidders and the Purchaser shall be written in English language only. Any printed literature furnished by the bidder and written in another language must be accompanied by an English translation of its pertinent passages, in which case, for purposes of interpretation of the bid, the English translation shall prevail.
- Documents Comprising the Bid
The submitted bid must include the following information. Failure to supply all requested information or comply with the specified formats may disqualify the bidder from consideration.
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- Bid Prices & Price Changes
For the purpose of selecting a supplier/vendor and executing the contract, the Bidder shall clearly indicate the unit price of the Ultra sound machine. All unit prices shall be clearly indicated in the space provided in the price schedule. The Bidder must sign and officially stamp the price schedule.
- Bid Currencies
All rates and amounts entered in the Bid Form and Price Schedule and used in any documents, correspondence or operations pertaining to this tender shall be expressed in US Dollars
- Document Establishing Good’s Eligibility and Conformity to Bidding Documents
Pursuant to Clause 8, the bidder shall furnish, as part of its bid, documents establishing the eligibility and conformity to the Bidding Documents of all services, which the Bidder proposes to supply under the Contract.
The Documentary evidence of the product conformity to the Bidding Documents may be in the form of technical specifications, literature, drawings, data (tables, graphs etc.), and shall furnish:
- A detailed description of the product catalogue essential technical and performance characteristics.
- A clause-by-clause commentary on the Purchaser’s Technical Specifications demonstrating the product substantial responsiveness to those specifications or a statement of deviations and exceptions to the provisions of the Technical Specifications.
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- Bid Security
For the Purpose of This Tender Process, Bid Security or Bond is not applicable.
- Format and Signing
The original bid shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. Financial proposal pages of the bid shall be initialed by the person or persons signing the bid and stamped with the company seal.
Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.
The bidder shall include a cover letter in their proposal. The content of the cover letter shall include the following information:
- A table containing bid offer:
- A detailed specification of the offered product
- Warranty (if necessary and appropriate);
- Lead time to deliver product.
IV. SUBMISSION OF BIDS
- Submission and Marking of Bids:
Bidder shall submit sealed bids addressed to the
The Tender Committee
SWDC Mogadishu Office
Halane, Wadajir -Mogadishu
By the end of 4.00PM on 19th June 2018.
All bids shall be put in to the box provided for the purpose. Bids submitted after the deadline will not be accepted.
- Modification and Withdrawal of Bids
The Bidder may modify or withdraw its bid after the bid’s submission, provided that written notice of the modification, including substitution or withdrawal of the bids, is received by the Purchaser prior to the deadline prescribed for submission of bids.
The Bidder’s modification or withdrawal notice shall be prepared, sealed, marked, and dispatched. No bid may be modified after the deadline for submission of bids.
V. BID OPENING AND EVALUATION
- Preliminary Examination
The Purchaser will examine the bids to determine whether they are complete, whether any computational errors have been made, whether required sureties have been furnished, whether the documents have been properly signed and whether bids are generally in order.
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- Evaluation and Comparison of Bids
Bids determined to be substantially responsive as per section 7 above will be considered for the evaluation process with the below scoring criteria. The evaluation will consist of two parts
Technical Evaluation:
Bidders must submit the mandatory requirements as per clause 7 above in addition to a filled up Supplier Information Form and Supplier Conflict of Interest Form. These documents and the information therein will be used to conduct the technical evaluation.
| Evaluation Criteria | Requirements | Criteria Weight |
| ELIGIBILITY | Refers to Bidder’s ability to demonstrate that they have met all the Mandatory requirements as per clause 7 above in addition to a filled up Supplier Information Form and Supplier Conflict of Interest Form and Intent to bid form.
(Elements under Eligibility criteria will be scored as “1 or 0”, where adequate submissions will receive the full score for that item while incomplete or invalid submissions will be scored zero. Documentation must be in the name of the company submitting the tender).
Companies scoring all the 10% will proceed to the capacity to deliver criteria.
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10% |
| CAPACITY TO DELIVER | Capacity criteria will be scored based on:
– Quality information about your organization in the Company profile, (2%) – Past experience and proof of capacity to deliver good service. (1%) – Staff Technical experience and qualifications attach CV, +3 years’ experience; (1%) – Product quality & right specifications (30%) – Terms of payment ;( 2%) – Supplier visit; (3%)
|
40% |
| Sub total | 50% |
To get maximum scores, Bidders are encouraged to submit all documents and / information listed above.
Only suppliers who meet the score threshold will proceed to evaluation of the financial proposal.
All Bidders should provide/submit with the Financial Proposal/ Quote the following information:
- VAT must be indicated separately on the quote.
- Bidders must quote for Cost of Materials separately/ show a separate line for same.
- Bidders to indicate Lead Times (number of days) needed to deliver to designated points full consignment from date of contract signing.
- Bidders to clearly state the quote validity period. The prices for the contract are fixed and not subject to revision.
The evaluation/ adjudication of financial bids will be done basing on the following criteria for the financial proposal:
To get maximum score bidders are encouraged to ensure all the above information and instructions are clearly stated and included in the financial proposal.
NOTE: Total Ranking rate = 100%
- Contacting the Purchaser
Subject to Clause 5, no Bidder shall contact the Purchaser on any matter relating to its bid, from the time of the bid opening to the time the Contract is awarded or selected authorized supplier or vendor is announced and communicated
- Notification of Award
Prior to the expiration of the period of bid validity, the Purchaser will notify the successful bidder in writing or where necessary by phone that his/her bid has been accepted and, selected for a one off contract award. At this stage SWDC may also choose to negotiate with the selected bidder to finalize the offer.
VI. CONTRACTING
- Contract award and notification
The Purchaser will award the Contract to the notified successful Bidder(s) whose bid has been determined to be substantially responsive and has been determined as the best evaluated bid considering price/performance factors, provided further that the Bidder is determined to be qualified to enter into a one off contract and perform its obligations satisfactorily.
- Warranty
The Supplier warrants that the product to be supplied are new, unused, of the most recent or current models (products), and meet Purchaser’s specifications.
The warranty shall remain valid for a period of time as may be specified by the supplier in the Bid and this warranty period shall be considered as one of the bid advantages, and shall in no case be less than that which is provided for by Somali Procurement Law if any.
- Inspection
The Purchaser shall have the right to inspect the goods/product to confirm their conformity to the specification. The inspection will be conducted by assigned staff of the Purchaser or a reputed relevant consultant selected by the Purchaser.
In the future business relation, should any inspected goods fail to conform to the specification, the Purchaser may reject them and the Bidder shall replace the rejected product without extension of time except at the Purchaser’s sole discretion.
- (Omitted)
- (Omitted) consultancy
Disclaimer
The Purchaser reserves the right to alter the dates of the timetable.
The Purchaser does not bind itself to accept the lowest or any proposal.
Ethical Operating Standards
The SWDC Way: Standards for Professional Conduct (“The SWDC Way”), the SWDC’s code of conduct, and SWDC’s combating Trafficking in Persons Policy. The SWDC Way provides three (3) core values – Integrity, Service, and Accountability – and twenty-two (22) specific undertakings.
The SWDC Way provides, inter alia, that SWDC does “not engage in theft, corrupt practices, nepotism, bribery, or trade in illicit substances.” SWDC’s procurement systems and policies are designed to maximize transparency and minimize the risk of corruption in SWDC’s operations.
Annex 1
SCOPE OF WORK (Specification )
| No. | Item name and specifications | Bidder Specifications | Unit | Quantity per order | Unit Price
Dollars ($) |
Total Price Dollars ($) |
| 1 | Chairs | Pieces | 9 | 9 | ||
| 2 | Tables | Pieces | 7 | 7 | ||
| 3 | Master tables | Pieces | 1 | 1 | ||
| 4 | Tray | Pieces | 10 | 10 | ||
| 5 | Cupboard | Pieces | 6 | 6 | ||
| 6 | Plastic Chair | pieces | 70 | 70 | ||
| 7 | Plastic Table | Pieces | 12 | 12 | ||
| 8 | Master Chair | pieces | 4 | 4 | ||
| 9 | White Board | pieces | 7 | 7 | ||
| 10 | Fan | pieces | 6 | 6 | ||
| 11 | Water dispenser | pieces | 4 | 4 | ||
| 12 | Shelves | pieces | 1 | 1 | ||
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Delivery Location: Halane Wadajir Mogadishu
Annex 2
Somali Women Development Centre “SWDC”
Intent to Bid
SWDC/SOM1/585/004
Company Name:
It is the intent of this company to submit a response to the Provision of Office Equipment
Please provide a name and email address for the person within your company that should receive notices, amendments, etc. that are related to this RFQ:
Name: _____
Phone: ____________________
Email: ________________________
Title of Person signing: ___
Signature : ______________________________
Date: ______________________________
We realize that this is intent to bid and in no way obligate this company to participate in this process.
Annex 3
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The information provided will be used to evaluate the Company before contracting with the SWDC. Please complete all fields.
Supplier Information
| Company Name | |
| Any other names company is operating under (Acronyms, Abbreviations, Aliases) | |
| Previous names of the company | |
| Address | |
| Website | |
| Primary Contact | |
| # of Staff | |
| # of Locations | |
| Avg. $ Value of Stock on Hand | |
| Name(s) of Company Owner(s) or Manager | |
| Type of Business | |
| Locations |
Financial Information
| Bank Name and Address | |
| Name under which company is registered at bank | |
| Payment Terms | |
| Specify Standard Payment Terms (Net15, 30, etc.) |
Product/Service Information
| List Range of Products/Services Offered | |
| Basis For Pricing (Catalog, List, etc.) |
References
| Client Name: | Contact Name, Phone, Email Address:
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| Client Name: | Contact Name, Phone, Email Address:
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| Client Name: | Contact Name, Phone, Email Address:
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Supplier Self-Certification of Eligibility
Company certifies that:
- They are not debarred, suspended, or otherwise precluded from participating in major donors, Intenational NGOs and National NGOs competitive bid opportunities.
- They are not bankrupt or being wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
- They have not been convicted of an offense concerning their professional conduct.
- They have not been guilty of grave professional misconduct proven by any means that the contracting authority can justify, or been declared to be in serious breach of contract for failure to comply with their contractual obligations towards any contracts awarded in the normal course of business.
- They have fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country where the contract is to be performed.
- They have not been the subject of a judgment for fraud, corruption, involvement in a criminal organization or any other illegal activity.
- They maintain high ethical and social operating standards, including:
- Working conditions and social rights: Avoidance of Child Labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and the SWDC’s beneficiaries.
- Environmental aspects: Provision of goods and services with the least negative impact on the environment.
- Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.
- Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.
- Company warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a financial interest in the Company’s business activities, nor is any SWDC employee related to principals or owners of the company. Discovery of an undisclosed Conflict of Interest situation will result in immediate revocation of the Company’s Authorized Supplier status and disqualification of Company from participation in future SWDC procurement.
- Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to SWDC.
- Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.
By signing the Supplier Information Form, you certify that your Company is eligible to supply goods and services to major donor funded organizations and that all of the above statements are accurate and factual.
Company Name:
Name of Representative:
Title:
Signature:
Date:
FOR SWDC USE
Following documents have been supplied:
| Business registration or license | |
| Articles of incorporation or similar document | |
| Business and other NGO references | |
| Bank statements and references | |
| Passport / ID cards of business owners/board of directors | |
| Financial statement (if available) |
I ________________________ an employee of SWDC having completed and reviewed this form confirm the accuracy of information provided:
Name ______________________________
Title ______________________________
Signature ______________________________
Date* ______________________________
*Supplier to be re-authorized one year from this date.
Annex 4
SWDC Conflict of Interest and Supplier Code of Conduct
Supplier hereby agrees that Supplier and Supplier’s employees and subcontractors, if any, shall abide by and follow all established written policies of SWDC related to work conduct, including, but not limited to, The SWDC Way: Standards for Professional Conduct (“The SWDC Way”), the SWDC’s code of conduct, and SWDC’s Combating Trafficking in Persons Policy. The SWDC Way provides three (3) core values – Integrity, Service, and Accountability.
Supplier acknowledges that all SWDC employees and independent contractors are expected to apply these core values and follow these undertakings in carrying out work on behalf of SWDC. It is a point of pride for SWDC to apply these behavioral standards in SWDC’s everyday operations.
Integrity – At SWDC, we are open, honest and trustworthy in dealing with beneficiaries, partners, co-workers, donors, funders, and the communities we affect.
- We work to build the trust of the communities in which we work and sustain the trust earned by our reputation in serving our beneficiaries.
- We recognize that our talented and dedicated staff are our greatest asset and we conduct ourselves in ways that reflect the highest standards of organizational and individual conduct.
- Throughout our work, SWDC respects the dignity, values, history, religion, and culture of those we serve.
- We respect equally the rights of women and men and we do not support practices that undermine the human rights of anyone.
- We refrain from all practices that undermine the integrity of the organization including any form of exploitation, discrimination, harassment, retaliation or abuse of colleagues, beneficiaries, and the communities in which we work.
- We do not engage in theft, corrupt practices, nepotism, bribery, or trade in illicit substances.
- We accept funds and donations only from sources whose aims are consistent with our mission, objectives, and capacity, and which do not undermine our independence and identity.
- We support human rights consistent with the UN Universal Declaration of Human Rights and The Convention on the Rights of the Child.
- We rigorously enforce the UN Secretary General’s Bulletin on the Protection from Sexual Exploitation and Abuse of Beneficiaries.
- SWDC recognizes its obligation of care for all SWDC staff and assumes their loyalty and cooperation.
Service – At SWDC, our primary responsibility is to the people we serve.
- As a guiding principle of our work, SWDC encourages self–reliance and supports the right of people to fully participate in decisions that affect their lives.
- We create durable solutions and conditions that foster peace, stability and social, economic, and political development in communities where we work.
- We design programs to respond to beneficiaries’ needs including emergency relief, rehabilitation, and protection of human rights, post–conflict development, resettlement, and advocacy on their behalf.
- We seek to adopt best practices and evidence–based indicators that demonstrate the quality of our work.
- We endorse the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.
Accountability – At SWDC, we are accountable – individually and collectively – for our behaviors, actions and results.
- We are accountable and transparent in our dealings with colleagues, beneficiaries, partners, donors, and the communities we affect.
- We strive to comply with the laws of the governing institutions where we work.
- We maintain and disseminate accurate financial information and information on our goals and activities to interested parties.
- We are responsible stewards of funds entrusted to our use.
- We integrate individual accountability of staff through the use of performance evaluations.
- We utilize the resources available to our organization in order to pursue our mission and strategic objectives in cost effective ways.
- We strive to eliminate waste and unnecessary expense, and to direct all possible resources to the people we serve
Conflict of Interest
- Supplier hereby warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a financial interest in the Supplier’s business activities.
- Supplier herby warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a family relationship with the supplier’s owners.
- Discovery of an undisclosed conflict of interest will result in immediate termination of any Agreement and disqualification of Supplier from participation in current and future SWDC activities.
- Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to SWDC.
- Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.
Supplier herby agrees to maintain high ethical and social standards:
- Working conditions and social rights: Avoidance of child labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and SWDC’s beneficiaries; prohibition of trafficking in persons.
- Environmental aspects: Provision of goods and services with the least negative impact on the environment.
- Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.
- Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.
By signing this statement supplier acknowledges any violation of the above SWDC policies will result in immediate termination of any agreement in place and disqualification from participation in future SWDC activities.
| Supplier Name: |
| Signature: |
| Title: |
| Print Name: |
| Date: |