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Request for Quotations (RFQ): Supply of LEGO® MINDSTORMS® Education EV3 robotics kits

Request for Quotations (RFQ): Supply of LEGO® MINDSTORMS® Education EV3 robotics kits

 

RFQ Number:                   Robotics-2016-01  

Issuance Date:                 12.07.2016

Deadline for Offers:       25.07.2016

Description:                       Supply of LEGO® MINDSTORMS® Education EV3 robotics kits

For:                                       “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” Project

                                              And

                                               “Creation of Library Robotics Clubs in Moldova” Project

Funded By:                         United States Agency for International Development (USAID), under the USAID Moldova Competitiveness Project implemented by Chemonics International Inc., under the Fixed Amount Award (FAA) grant agreement No. G-FAA-001 signed between Chemonics International and ATIC

Public Association International Research & Exchanges Board, Representation in Moldova “IREX” (PO IREX Moldova),

Subgrant 02/GL/ATIC/FY17/SG/2016

Issued by:                     National Association of ICT Companies (ATIC)

 

ATIC Point of Contact:   Viorica Bordei

 

 

Section 1: Instructions to Offerors

1.       Introduction: The “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers”  Project is a USAID program implemented by the National Association of ICT Companies (ATIC). The goal of the Project is to expand the educational robotics programs and increase in the number of students involved in training activities and to encourage young people to apply for IT studies.

The “Creation of Library Robotics Clubs in Moldova” is a PO IREX Moldova program implemented by the National Association of ICT Companies. The purpose of the project is to create Library Robotics Clubs in Moldova and further support the libraries in developing and providing the beneficiaries with alternative educational services and innovative learning solutions.

 

As part of the activities, ATIC requires the purchase of LEGO® MINDSTORMS® Education EV3 robotics kits to expand the network of educational institutions that have the capacity to provide training in robotics. The purpose of this RFQ is to solicit quotations for these items.

Items purchased for the “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” Project, funded by United States Agency for International Development (USAID), under the USAID Moldova Competitiveness Project implemented by Chemonics International Inc., under the Fixed Amount Award (FAA) grant agreement No. G-FAA-001 executed between Chemonics International and ATIC:

Line Item

Description and Specifications

Qty

1

45544 LEGO® MINDSTORMS® Education EV3 Core Set

Twelve (12) months warranty

148

2

45560 LEGO® MINDSTORMS® Education EV3 Expansion Set

Twelve (12) months warranty

64

3

8887 Transformer 10V DC

148

 

Items purchased for the “Creation of Library Robotics Clubs in Moldova” Project, funded by Public Association International Research & Exchanges Board, Representation in Moldova “IREX” (PO IREX Moldova), Subgrant 02/GL/ATIC/FY17/SG/2016:

Line Item

Description and Specifications

Qty

1

45544 LEGO® MINDSTORMS® Education EV3 Core Set

Twelve (12) months warranty

24

2

45560 LEGO® MINDSTORMS® Education EV3 Expansion Set

Twelve (12) months warranty

14

3

8887 Transformer 10V DC

24

              

Offerors are responsible for ensuring that their offers are received by ATIC in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

 

2.       Offer Deadline and Protocol: Offers must be received no later than 17.00 local Chisinau time on 25.07.2016 by email or by hard copy delivery to the National Association of ICT Companies (ATIC) office. Any emailed offers must be emailed to office@ict.md. Any hard copy deliveries must be stamped and signed by the offeror’s authorized representative and delivered to ATIC office located at 28, Maria Cibotari str., Chisinau, Republic of Moldova  with a reference on the envelope for – RFQ Number Robotics-2016-01 “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” Project  / “Creation of Library Robotics Clubs in Moldova” Project.

 

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of ATIC.

 

3.       Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 local Chisinau time on 20.07.2016 by email to office@ict.md  Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that ATIC believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

 

Only the written answers issued by ATIC will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of ATIC or any other entity should not be considered as an official response to any questions regarding this RFQ.

 

4.       Specifications: Section 3 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused. In addition, all electrical commodities must operate on 240V, 50Hz. No equivalent models and/or brands are acceptable.

 

5.       Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in EUR and equivalent in MDL.  Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

  • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
  • Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
  • Official quotation, including specifications of offered equipment (see Section 3 for example format)
  • Bank Account Award Certificate – copy – issued by the bank holding the account;
  • Certificate of regular payment of taxes – copy – or certificate issued by the Tax Inspectorate on double taxation records, if resident of Republic of Moldova;
  • The financial report for the last year – copy – confirmed by the signature and seal of the offeror.
  • 2-3 references including name of organization, address, phone, e-mail and contact person
  • Proof of delivery capability, for eg. Previous contracts, official distribution letter, any other type of valid evidence will be accepte

 

6.       Delivery: The delivery location for the items described in this RFQ is Chisinau, Republic of Moldova, 28, Maria Cebotari str. As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract

 

7.       Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this RFQ is Moldova.

Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

 

8.       Warranty: Warranty service and repair within the cooperating country is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications.  At the time that any commodity is transferred to a school or library within the cooperating country (Moldova), all rights to warranty support and service shall be transferred with the commodity to that entity’s end-user. 

 

9.       Taxes and VAT:

The agreement under which this procurement is financed does not permit the financing of any taxes, VAT, tariffs, duties, or other levies imposed by any laws in effect in the Cooperating Country.  No such Cooperating Country taxes, VAT, charges, tariffs, duties or levies will be paid under an order resulting from this RFQ. In the event that any exempt charges are paid by the Subcontractor, they will not be reimbursed to the Subcontractor by ATIC.  The Subcontractor shall immediately notify ATIC if any such taxes are assessed against the Subcontractor or its subcontractors/suppliers at any tier. The Subcontractor is responsible for payment of all applicable taxes, as prescribed under the applicable laws, associated with wages/salaries/compensation for services rendered by individuals employed by the Subcontractor and who are directed to work as required under this Subcontract.  The Subcontractor is liable for payment of all applicable taxes associated with revenues (profit), and other such taxes, fees, or dues for which Subcontractor is normally responsible as a result of operating its business

 

10.   Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award.

 

11.   Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via a trade-off analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

•     Price – 50 points: The overall cost presented in the offer.

•     Technical – 10 points: Responsiveness to the technical specifications and requirements.

•     Delivery – 10 points: The speed of delivery.

•     After-Sales Service – 20 points: The ability for the offeror to provide after-sales services, including warranty and routine maintenance, particularly in the areas outside of the capital city. Service center(s) will be evaluated on ability to be equipped with tools, staffed with technical personnel, and stocked with spare parts for after-sales service.

·         Previous experience – 10 points: LEGO Education products sales experience

 

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. ATIC reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, ATIC reserves the right to conduct any of the following:

·         ATIC may conduct negotiations with and/or request clarifications from any offeror prior to award.

·         While preference will be given to offerors who can address the full technical requirements of this RFQ, ATIC may issue a partial award or split the award among various suppliers, if in the best interest of the Project.

·         ATIC may cancel this RFQ at any time.

Please note that in submitting a response to this RFQ, the offeror understands that USAID / IREX are not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers”  Project / “Creation of Library Robotics Clubs in Moldova” Project for consideration, as USAID and IREX  will not consider protests regarding procurements carried out by implementing partners. ATIC, at its sole discretion, will make a final decision on the protest for this procurement.

12.   Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate ATIC or the “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” Project / “Creation of Library Robotics Clubs in Moldova” Project to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to ATIC’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

(a)    ATIC’s standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.

(b)   Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.

(c)    No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

(d)   Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.

(e)   United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.

(f)     The title to any goods supplied under any award resulting from this RFQ shall pass to ATIC following delivery and acceptance of the goods by ATIC. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to ATIC.

 

Section 2: Offer Checklist

 To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

  • Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.
  • Cover letter, signed by an authorized representative of the offeror (see Section 4 for template) 
  • Official quotation, including specifications of offered equipment (see Section 3 for example format) 
  • Bank Account Award Certificate – copy – issued by the bank holding the account;
  • Certificate of regular payment of taxes – copy – or certificate issued by the Tax Inspectorate on double taxation records, if resident of Republic of Moldova;
  • The financial report for the last year – copy – confirmed by the signature and seal of the offeror.
  • 2-3 references including name of organization, address, phone, e-mail and contact person
  • Proof of delivery capability, for eg. Previous contracts, official distribution letter, any other type of valid evidence will be accepted

 

Section 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to ATIC

Line Item

Description and Specifications

Qty

Items and Specifications Offered

Unit Price

EUR/USD/MDL

Total Price

EUR/USD/MDL

1

45544 LEGO® MINDSTORMS® Education EV3 Core Set

Twelve (12) months

172

 

 

 

2

45560 LEGO® MINDSTORMS® Education EV3 Expansion Set

Twelve (12) months

78

 

 

 

3

8887 Transformer 10V DC

172

 

 

 

 

 

 

 

 

 

Subtotal:

 

Delivery Costs:

 

Other Costs (Describe:______________________) :

 

GRAND TOTAL EUR/USD/MDL:

 

 

 

Delivery time (after receipt of order):                   calendar days

 

Length of warranty on offered equipment:                        years

  

Location of service center(s) for after-sales service, including warranty repair:                                                                              

 
Section 4: Offer Cover Letter

 

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

 

To:                  ATIC, 28, Maria Cibotari str., Chisinau, Republic of Moldova, office@ict.md

 

Regarding:       “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” Project / “Creation of Library Robotics Clubs in Moldova” Project

 

Reference:       RFQ No. Robotics-2016-01

 

To Whom It May Concern:

 

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

 

Furthermore, we hereby certify that, to the best of our knowledge and belief:

 ·         We have no close, familial, or financial relationships with any ATIC or “Increase the number of Moldovan ICT specialists by motivating youth to access IT studies and provide training opportunities designed to increase interest in engineering and technology fields as well as developing skills for future IT careers” project staff members;

·         We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and

·         The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.

·         All information in our proposal and all supporting documentation is authentic and accurate.

·         We understand and agree to ATIC’s prohibitions against fraud, bribery, and kickbacks.

 

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

 

Authorized Signature:                                                                                                    

Name and Title of Signatory:                                                                                         

Date:                                                                                                                              

 

Company Name:                                                                                                           

 

Company Address:                                                                                                                    

Company Telephone and Website:                                                                                            

Company Registration or Taxpayer ID Number:                                                            

Does the company have an active bank account (Yes/No)?                                                      

Official name associated with bank account (for payment):                                                      

 

Download the Word file for Sections 3 and 4 of the RfQ here