(RFQ) Entomology Stationery
RFQ No: 05/023/2022
Title: Entomology Stationery Issuing Office and Address for Bid Submission: Address:
Abt Associates Inc.
Rwanda PMI VectorLink Project
KG 8 Ave, M&M Plaza, 3rd floor Gishushu Nyarutarama
P. O. Box 5200, Kigali, Rwanda
Tel: (250) 252 572321/2/4
E-mail: rwandaprocurement@pmivectorlink.com

Package Markings:
• RFQ#: 05/023/2022 - [Your company name]
• Attention: Chief of Party
• Tel:
• E-mail:
• Deadline for submission of bids is on 18th October 2022 at 11:00 AM
• The Opening of bids will be on same date at 11:15 AM in the conference room of Abt Associates.
RFQ Issuance Date: 3rd October 2022

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RFQ Closing Date:
Mode of Submission Email to: rwandaprocurement@pmivectorlink.com, or
drop box at issuing address above
Anticipated Type of Awards: Firm Fixed Price Purchase Orders (FFPO)
Basis of Award: See “Evaluation Criteria” section
Funding Agency United States Agency for International Development (USAID)
Prime Contract Number: AID-OAA-I-17-00008/AID-AA-TO17-00027
USAID Source / Nationality (Geo) Code: 935
List of Attachments: 1. Attachment: A: Prime Contract Mandatory Flow Downs
2. Attachment B: Purchase Order Terms and Conditions
3. Attachment C: List of Exceptions
4. Attachment D: Submission Checklist

Background and Purpose
Abt Associates, Inc. (Abt) is contracted by USAID Washington to conduct high quality Indoor Residual Spraying (IRS) programs in multiple Presidential Malaria Initiative (PMI) supported countries in Sub Saharan Africa and the Mekong region in Southern Asia. This accomplished through what is called the PMI VectorLink Project. The purpose of this project is to achieve the targets in Indoor Residual Spraying (IRS) through implementation of a high quality IRS program, conducting comprehensive monitoring and evaluation of the IRS program, and developing the national capacity to conduct IRS. Activities are carried out in full collaboration with the National Malaria Control/Elimination Programs (Rwanda Biomedical Center /Malaria and Other Parasitic Diseases Control). (RBC/MOPDC).

About Abt Associates:
Founded in 1965, Abt Associates Inc., is a mission driven, global leader in research and program implementation in the fields of health, social and environmental policy, and international development.
With a global staff of more than 3000, and in over 60 countries, Abt Associates Inc., is recognized as an engine for social impact, fueled by caring, curiosity, and cutting-edge research that moves people from vulnerability to security. Whether it's welfare or weather disasters, the environment or economics, agriculture or HIV and AIDS, Abt Associates addresses the world's most pressing issues, and is known for its rigorous approach to solving complex challenges.
Approximately 51% of our staff has graduate degrees; one in six has a doctorate. Examples of Abt Associates work include nationally recognized research, evaluation, and technical assistance to improve efficiency of health care systems, effectiveness of government housing programs, the production of food, and the measurements of public opinion, and international public health.
Abt Associates has been ranked among top 20 global research firms and one of the top 40 development innovators.

About the PMI VectorLink Project:
In 2017, USAID awarded Abt Associates, Inc. (Abt) the Africa IRS follow on contract called PMI VectorLink Project to continue conducting high quality Indoor Residual Spraying (IRS) program in multiple supported countries mostly in Sub Saharan Africa. The project seeks to achieve the Presidential Malaria Initiative (PMI) targets in Malaria vector control, through Indoor Residual Spraying (IRS) and associated monitoring and evaluation of the IRS programs, developing national capacity to conduct IRS. All PMI activities are carried out in full collaboration with the RBC/MOPDC.
To facilitate those activities, the PMI VectorLink Project is inviting interested, registered, reputable, experienced, and capable professional local companies to tender for the following RFQ:
• RFQ No: 05/023/2022 - Bid for Entomology Stationery
Interested local companies with demonstrated capacity and experience of having carried out similar activities with reputable public and private organizations are requested to submit their bids.

Instructions to bidders
1. All documents submitted in response to this RFQ, as well as all related correspondence, will be in English.
2. Offerors are required to fully review all instructions and specifications contained in this RFQ. Failure to do so will be at the offeror’s risk. Offerors are encouraged to only bid for bids which they have professional experience and capacity.
3. All documents with required certifications should be valid at the date of the award and all offers must include:
a. The owners’ name / business name, e-mail, physical address and phone number.
b. Copy of Registration Certificate.
c. Copy of Clearance Certificate from Rwanda Revenue Authority (RRA).
d. Copy of Certificate issued by Rwanda Social Security Board (RSSB).

4. Financial offer clearly indicating Price and VAT separately for each item in each RFQ.
5. At any time prior to award of the contract, should Abt Associates deem it necessary to change the RFQ provisions, it will provide such amendment(s) in writing. No oral instructions by any person will in any way be considered to limit, exclude, modify, or otherwise affect any terms or conditions of this solicitation, and no supplier shall rely on any such instructions.
6. Responses to technical questions will be distributed to all bidders.
7. All responses to this RFQ shall be submitted via email to Rwandaprocurement@pmivectorlink.com and drop box at issuing address above
8. Quotes from Offeror(s) on US government debarred list will not be considered
9. At a minimum, quoted products must brand new and be suitable for use in the destination country and manufactured at sites compliant with applicable ISO and/or in keeping with country requirements and regulations.
10. In case samples are required, samples from successful bid(s) will be retained for product knowledge and reference purposes. For unsuccessful bids, if requested, samples will be returned open because of the review process.
11. Bidder shall submit offer(s) with the following naming convention:
a. Email subject line (no space before/after dashes “-“):
RFQ# 05/023/2022 -Your company name
b. Attachments: e.g. Quote/product literature/registration certificates etc.
RFQ# XXXX-Your company name- Quote
RFQ# XXXX-Your company name- Product Literature
RFQ# XXXX-Your company name- Registration certificate etc

12. Abt Associates Inc reserves the right to reject bids submitted without all requested information as non-responsive.
Quote Validity/Performance Period:
Submitted offers/Bids shall be valid for at least a period of 120 days from RFQ closing date

Preparation of Bids:
Bidders/Offerors are expected to examine the technical specifications and all instructions contained in this RFQ. Failure to do so will be at the offeror’s risk.
Offers shall provide unit and total price per line. In case of discrepancy between unit and extended/total price, the unit price shall prevail. Offers shall clearly indicate Price and VAT separately for each item in each RFQ.
Offers shall include delivery lead time in weeks. That is, number of weeks from order receipt to delivery at the designated warehouse in Kicukiro area.
Descriptive literature, quality standard supporting documentation, full technical specification per quoted item must be submitted with the bid. Submitted literature will be used to demonstrate compliance with the stated technical specification but shall in no way be considered to amend the quotation and the applicable RFQ requirement.
Any deviation from the RFQ stated specification must be identified, explanation provided in the attached List of Exceptions document (attachment C). In case of conflict between the RFQ technical specifications and the supplier offered descriptive literature, the RFQ specifications shall be the standard.

Amendments:
If it becomes necessary to modify this RFQ before award, an amendment will be issued and be binding to all bidders. Amendment(s) will be sent return receipt requested, and will be numbered consecutively commencing with Amendment-01, 02 etc. Bidders are required to reference such amendments in their subsequent response and/or communication.

Questions:
All questions with regard to this RFQ shall be addressed to rwandaprocurement@pmivectorlink.com . The deadline of submitting questions is 11:00 AM on 15th October 2022. Abt will communicate the questions and its responses to all bidders and may at its sole discretion extent the quotation deadline. Oral communication concerning this RFQ will not be accepted except for administrative clarification regarding submission format or location of the office, etc.

Exceptions:
To ensure clarity on the bids and their conformity to the RFQ technical specifications and requirements, bidder shall furnish a list of all exceptions to any of the terms/conditions/technical specification/Quality standards contained in this RFQ and shall include an explanation or justification for the exception taken (See Attachment C – List of Exceptions).
Equipment and Operating Conditions:
Where applicable, operating and service manuals must be provided for all equipment.

Packing:
Supplier shall be responsible for packaging, marking and shipping the goods in accordance with the terms stated in the order, good commercial practices and all applicable laws. Each package shall be marked with handling instructions, shipping information, order number and part or item number. An itemized packing list shall accompany each shipment. Abt reserves the right to reject any shipment not meeting these requirements.
1. Delivery Location for all products
Address:
Kicukiro Centre Warehouse, near Bethesda Health Centre
KK 505 ST
Kicukiro - Rwanda
1. Materials must be delivered between October 24th and November 3rd, 2022.
2. All deliveries should be done between 9.00am and 3.00pm on each specified delivery date at Kicukiro Centre Warehouse located on address above. Delivery beyond 3:00p.m will not be accepted. Selected vendor will be required to delivery all specified materials/supplies. Incomplete deliveries may lead to cancellation of contract/Purchase Order.

Packing List:
A complete itemized packing list shall be affixed in an appropriate “Packing List” envelope outside the shipper box or container used to deliver commodities. Each packing list shall include a complete description of the goods, all applicable catalog numbers as also indicated in the applicable Purchase Order
Invoices and Payments: Payments will be made net thirty (30) days after Abt Associates receives a complete and correct invoice from supplier based solely on Services actually performed by Supplier and/or Goods actually supplied by supplier pursuant to a Purchase or Deliver order. Vendor should indicate their bank accounts on the printed invoice clearly.
No advance payment should be expected by vendors from Abt Associates.

Product Description and Specifications:
NOTE:
1. Where manufacturer name and catalog numbers are provided, they are for reference purposes only intended to provide a common reference point for all bidders. Other brands will be considered provided they meet the salient technical specifications. So, wherever a manufacturer or catalog numbers is mentioned, the words or equivalent are implied.
2. Where multiple products are the same except for size– then one sample is sufficient for the purpose of evaluating product quality. However, be sure to document this decision in your offer/sample cover letter.

# Item Description Item Specifications Unit of Measure Quantity to be Procured
1 Scotch tape Paper-based adhesive tape
Pressure sensitive adhesive
Plain (without sterilization indicators)
Maintains integrity and sticks to surface during steam sterilization cycle and drying temperatures
Leaves no residue

Does not damage the surface to which it is applied
Size: width 17-21mm x length 48-52m Roll 25
2 Pens Pieces with red ink Each 20
3 Pens Pieces with blue ink Each 60
4 Pens Pieces with black ink Each 20
5 Paper Ream of A4 paper 210x297mm, white, 80gsm, 500 sheets Ream 50
6 Big khaki envelopes Khaki envelopes (A4)
Boxes of 50 pieces `
Box 40
7 Small khaki envelopes Khaki envelopes (A5)
Boxes of 50 pieces Box 30
8 HP 953XL cartridge Must be compatible with HP Office Jet Pro7720 printer (Tri-color + black) Set 2
9 HP Black ink cartridge 17A Pieces Must be compatible with HP LaserJet Pro black M102, MFP M130 Each 7
11 Rubber band Pure rubber bands, stable and simple, box (16 mm size, weight 100 grams Box 20
12 Pencil Packets of 24 pieces Pack of 24 2

Evaluation Criteria:
Abt Associates Inc, intends to award a PO (in whole or in part) to the most advantageous technically compliant offer(s), the following factors considered:
• Price and price related factors
• Delivery lead time
• Delivery terms and/or cost
Past performance (Note: New bidders are welcome. This criterion is used to eliminate supplier(s) with documented chronic performance issues)
A responsive proposal is one that comes from a responsible supplier and complies with all the terms and conditions stated in the RFQ without material modification. A material modification is any modification that affects price, quantity, quality, delivery or installation date of equipment or materials, or which limits in any way the responsibilities, duties or liabilities of the bidder or any rights of Abt or its clients.

Abt reserves the right to waiver any minor informalities in the quotation/proposal received if it is in Abt’s best interest to do so, or to reject the quotation of any firm if, in Abt’s judgement, the firm is not fully qualified to provide the goods or services as specified in the technical specifications.
Considering potential delivery logistics changes, Abt hereby provides a blanket waiver for samples received a bit late (no more than 3 days after closing), provided the package is date stamped (mailed) at least 1 day before the sample submission deadline.
CLICK BELOW FOR ATTACHMENTS
(RFQ) Entomology Stationery