Request for Proposals (RFP): Installation and Delivery of HVAC System

RFP Number: ICTEC-2016-001

Issuance Date: 22.01.2016


Deadline for Offers: 05.02.2016

Description:Installation and Delivery of HVAC System


For: Moldova ICT Excellence Center Project (ICTEC)


Funded by: United States Agency for International Development (USAID), Contract No. AID-117-A-15-00002

Issued by: National Association of ICT Companies (ATIC)


Point of, contact person Ana Chirita

Section 1: Introduction and Instructions to Offerors

1.1       Acronyms and Definitions

ATIC National Association of Private ICT Companies 

ADS  USAID Automated Directives System

CFR  United States Code of Federal Regulations Cooperating Country  Moldova

FAR  United States Federal Acquisition Regulation

RFP  Request for Proposals

US  United States

USAID  United States Agency for International Development

USG  United States Government

VAT  Value Added Tax

1.2       Introduction

The National Association of Private ICT Companies (ATIC) is soliciting proposals from eligible and responsible firms for the supply of equipment and installation of Heating, Ventilation and Air Conditioning (HVAC), as described below in Section 2 (Background, Scope of Work and Deliverables). The ICTEC Project is an official program of the United States Agency for International Development (USAID), Contract No. AID-117-A-15-00002, and is being carried out in Republic of Moldova.

The ICTEC Project is a USAID program implemented by the National Association of Private ICT Companies (ATIC). The project will be implemented as a private-public partnership (though Global Development Alliances instrument (GDA)), between the Moldovan Government, private industry, academia and donors. The private partners include multinational companies, IBM and Microsoft, and also Moldovan Association of Private ICT Companies (ATIC) members that are local (operated) ICT companies. The private partners will bring significant new resources, ideas, software, technologies and development activities, such as trainings, practical assignments, and mentorship. The private sector partners will have the chance to use the center to communicate with the university, SMEs, startups, professionals and contribute to the curricula improvement answering the market needs, as well as the improvement of the IT and entrepreneurship ecosystem that will lead to the economic growth of the country. The Government of Moldova supports this project at the highest level of the Prime Minister, and the partners include Ministry of ICT, Ministry of Education, and E-Government Center. The space will be provided by the Technical University, as part of the Government commitment to this project. The e-Government Center will use the center as a training and capacity building resource for the public e-transformation and IT managers.

Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein.  Failure to adhere with instructions described herein may lead to disqualification of a proposal from consideration. This RFP does not obligate ATIC to execute a subcontract nor does it commit ATIC to pay any costs incurred in the preparation and submission of the proposals.


1.3       Questions and Requests for Clarifications


Questions regarding the technical or administrative requirements of this RFP may be submitted no later than January 28, 2016, 17:00, local Chisinau time by email to 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 RFP recipients who have indicated an interest in bidding.

Only the written answers issued by ATIC will be considered official and carry weight in the RFP 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 RFP.

1.4       Offer Deadline

Offerors shall submit their offers in hard-copy and electronically.

Hard-copy offers must be received no later than February 5, 2016, 17:00 at the following address:

In attention of Mrs. Ana Chirita,
Executive Director/ Senior Project Coordinator ICTEC Project
Moldova ICT Excellence Center Project
Str. Maria Cibotari 28, of 1B


Emailed offers must be received by the same time and date at the following address:

In attention of Mrs. Ana Chirita,
Executive Director/ Senior Project Coordinator ICTEC Project 

Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein. Late offers may be considered at the discretion of ATIC.

1.5       Protocol for Submission of Offers

  1. Hard Copy Submissions:   

Each offeror must submit its proposal in two separate volumes:  the Technical Volume and the Cost Volume.  The following number of copies is required in each submission:

  1. Technical Volume:  Three (3) original hardcopies and one (1) electronic copy on CD of the technical volume, per the instructions below.
  2. Cost Volume:  One (1) original hardcopies and one (1) electronic copy on CD of the cost volume, per the instructions below.


All offers and related documents must be enclosed in sealed envelopes with the name and address of the offeror and the RFP number (“RFP No. ICTEC-2016-001 ”) clearly marked on the outside. The Technical Volume and the Cost Volume must be submitted separately. Envelopes must be clearly marked either “Technical Volume” or “Cost Volume”. If multiple envelopes must be submitted due to the size of a proposal, offerors must ensure that each envelope is sealed and clearly marked with the information described above.

  1. Electronic Submissions:

The Offeror must submit the proposal electronically with attachments compatible with MS Word, Excel, or Adobe Portable Document (PDF) format in a Microsoft environment. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment.

All offers must be prepared in English, Romanian or Russian.

1.5.1    Technical Volume  

The Technical Volume should describe in detail the offeror’s proposed plan for providing the services and commodities described in the technical specifications found in Annex 1.  It should demonstrate a clear understanding of the work to be undertaken and the responsibilities of all parties involved.  The plan should include details on equipment, personnel, and subcontractors that the offeror will make available to carry out the required activities.  The plan should also provide details on the anticipated delivery schedule, including an estimated completion date.

At a minimum, the Technical Volume must contain the following required completed documents:  

  1. Completed Technical Specifications (see Annex 1)
  2. Letter of Transmittal (see Section 3)
  3. Offeror’s Summary Sheet (see Section 4)
  4. Completed/Signed Certifications (see Section 5)
  5. Bank Account Award Certificate – copy – issued by the bank holding the account
  6. Certificate of regular payment of taxes, contribuţiilor- copy – or certificate issued by the Tax Inspectorate on double taxation records
  7. The financial report for the last 3 years- copy – confirmed by the signature and seal of the Participant
  8. Past Performance Information (see Section 1.10)
  9. Warranty Service/Coverage Information (see Section 1.16)
  10. „Manufacturer’s Authorization Form – if applicable
  11. In addition, offerors responding to this RFP are requested to submit the following:
  • Organizations responding to this RFP are requested to submit a copy of their official registration or business license. 

Subcontracting arrangements:  If the execution of work to be performed by the offeror requires the hiring of subcontractors, the proposal must clearly identify the subcontractor(s), contact information of subcontractor(s), and the work they will perform.  ATIC will not refuse a proposal based upon the use of subcontractors; however, ATIC retains the right to approve or reject the specific subcontractors selected. 

All electronic copies of documents in the Technical Volume must be in PDF, Microsoft Word or Microsoft Excel format. 

The information contained in the Technical Volume should not contain any cost- or price-related information.



  • All commodities offered in response to this RFP must be new; no used or refurbished commodities will be accepted. 

1.5.2    Cost Volume

Taking into consideration the complexity of the work, the cost proposal is used to determine which proposals represent the best value and serves as a basis of negotiation before award of a subcontract.

Commodities:The Cost Volume must include a unit cost breakdown for every line item described in Annex 1, as well as a description of any other costs involved; see the Price Schedule in Annex 2 for the required format.  The offer must preserve and clearly indicate the line item numbers as shown in Annex 1. All items, services, transportation costs, etc. must be clearly labeled and included in the total price.  Prices must be quoted on a lump-sum, all-inclusive basis.  No other costs, taxes, and/or fees may be added later.

In the Cost Volume, the bond in amount of 10% should be included per model included in annexe below.

Under no circumstances may cost information be included in the technical proposal. No cost information or any prices, whether for deliverables or line items, may be included in the technical proposal. Cost information must only be shown in the cost proposal.

The cost proposal shall also include a budget narrative that explains the basis for the estimate of every cost element or line item.  Supporting information must be provided in sufficient detail to allow for a complete analysis of each cost element or line item. ATIC reserves the right to request additional cost information if the evaluation committee has concerns of the reasonableness, realism, or completeness of an offeror’s proposed cost.

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, charges, tariffs, duties or levies will be paid under an order resulting from this RFP.

1.6       Validity Period

Offers must remain valid for at least 60 calendar days after the offer deadline.

1.7       Authorized USAID Geographic Code and Source/Nationality

All goods and services offered in response to this RFP or supplied under any resulting award must meet USAID Geographic Code 110 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228, available at:

The cooperating country for this RFP is Moldova.  

Offerors may not offer or supply any commodities or related 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.  Related services include incidental services pertaining to any/all aspects of this work to be performed under a resulting subcontract (including transportation, fuel, lodging, meals, and communications expenses).


1.8       Eligibility of Offerors

By submitting an offer in response to this RFP, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award. ATIC will not award a contract to any firm that is debarred, suspended, or considered to be ineligible.

1.9       Evaluation and Basis for Award

An award will be made to the offeror whose proposal is determined to be responsive to this solicitation document, meets the eligibility criteria stated in this RFP, meets the technical, management/personnel, and corporate capability requirements, and is determined to represent the best value to ATIC. Best value will be decided using the tradeoff process. 

This RFP will use the tradeoff process to determine best value. That means that each proposal will be evaluated and scored against the evaluation criteria and evaluation sub-criteria, which are stated in the table below. Cost proposals are not assigned points, but for overall evaluation purposes of this RFP, technical evaluation factors other than cost, when combined, are considered approximately equal to cost factors. If technical scores are determined to be equal or nearly equal, cost will become the determining factor.

In evaluating proposals, ATIC will use the following evaluation criteria and sub-criteria: 

Evaluation Criteria

Technical Evaluation Sub-criteria

Maximum Points

Does the proposed solution respond to the initial request of ATIC?

10 points

Minimum 3 similar size projects done in the past

30 points

Appropriate Delivery Terms

20 points

Does the offeror meet all the requirements stated by the beneficiary

20 points

Qualified personnel

20 points


40 points

Total Points – Technical and Cost Approach

140  points

Evaluation points will not be awarded for cost.  Cost will primarily be evaluated for realism and reasonableness. If technical scores are determined to be nearly equal, cost will become the determining factor.

This RFP utilizes the tradeoff process set forth in FAR 15.101-1. ATIC will award a subcontract to the offeror whose proposal represents the best value to ATIC and the [insert project name] project. ATIC may award to a higher priced offeror if a determination is made that the higher technical evaluation of that offeror merits the additional cost/price.

1.10     Negotiations

Best and final price quotations are requested from all offerors.  It is anticipated that awards will be made solely on the basis of these original quotations.  However, ATIC reserves the right to conduct negotiations and/or request clarifications prior to awarding a subcontract. 

1.11     Terms and Conditions of Subcontract

This is a Request for Proposals only.  Issuance of this RFP does not in any way obligate ATIC or USAID to award a subcontract, nor does it commit ATIC or USAID to pay for costs incurred in the preparation and submission of a proposal.

This solicitation is subject to the Draft Order Terms and Conditions detailed in Section 2.  Any resultant award will be governed by these terms and conditions. ATIC reserves the right to make revisions to the content, order, and numbering of the provisions in the actual subcontract document prior to execution by ATIC and the selected awardee.  Issuance of a subcontract award is subject to availability of sufficient funds.