Request for Proposal (RFP)

Provision of IRS Transportation Services

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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 Evolve Rwanda Project:

The U.S. President’s Malaria Initiative (PMI) Evolve Project was awarded to Abt Associates on December 19, 2022. The purpose of this contract is to support PMI, as well as U.S. Agency for International Development (USAID) Missions and Bureaus, with the planning, implementing, and monitoring of malaria vector control programs, including indoor residual spraying (IRS), insecticide-treated mosquito nets (ITNs), and larval source management (LSM). PMI Evolve will strengthen the capacity of local institutions, including national malaria programs (MOPDD), district health offices, and research institutions to independently conduct vector control programs. PMI Evolve is also responsible for entomological monitoring and conducting operations research on new vector control innovations. PMI Evolve will incorporate gender equity and social inclusion (GESI) and climate change initiatives as cross-cutting themes with the overall goal of ending malaria faster. Activities are carried out in full collaboration with the National Malaria Control/Elimination Programs (Rwanda Biomedical Center /Malaria and Other Parasitic Diseases Control). 

To facilitate those activities, the PMI Evolve Rwanda Project is inviting interested, registered, reputable, experienced, and capable professional local transport companies to tender for the following RFPs below:

• RFP No: 01/013/2023 - Provision of IRS Transportation Services in Nyagatare District
• RFP No: 01/014/2023 - Provision of IRS Transportation Services in Kirehe District
• RFP No: 01/015/2023 - Provision of IRS Transportation Services in Ngoma District

Interested local companies with demonstrated capacity and experience of having carried out similar services with reputable public and private organizations are requested to submit their bids.

Instructions to offerors:

1. All documents submitted in response to this RFP, as well as all related correspondence, will be in English.
2. Offerors are required to fully review all instructions and specifications contained in this RFP. 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:
   1. The owner’s name / business name, e-mail, physical address, and phone number.
   2. Copy of registration certificate.
   3. Copy of tax clearance certificate from the Rwanda Revenue Authority (RRA).
   4. Copy of contributions clearance certificate issued by the Rwanda Social Security Board (RSSB).
   5. Proof of having a certified electronic billing machine from the Rwanda Revenue Authority.
4. Financial offer clearly indicating the price and VAT separately for each item in the RFP.
5. At any time prior to award of the contract, should Abt Associates deem it necessary to change the RFP 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 offeror shall rely on any such instructions.
6. All responses to this RFP shall be submitted via email to: PMI_EvolveRwanda@abtassoc.com or drop box at the issuing address above.
7. Quotes from Offeror(s) on the U.S. Government debarred list will not be considered.
8. Offeror shall submit offer(s) with the following naming convention:

E-mail subject line (no space before/after dashes):

• RFP# 01/013/2023 -Your company name
• RFP# 01/014/2023 -Your company name
• RFP# 01/015/2023 -Your company name

Attachments: e.g. Quote/product literature/registration certificates etc.

• RFP# XXXX-Your company name- Quote
• RFP# XXXX-Your company name- Product Literature
• RFP# XXXX-Your company name- Registration certificate etc.

9. 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 RFP closing date. 

Preparation of Bids:

Offerors/offerors are expected to examine the technical specifications and all instructions contained in this RFP. Failure to do so will be at the offeror’s risk. 

Offers shall clearly indicate price and VAT separately. 

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 RFP requirement. 

Any deviation from the RFP stated specification must be identified, explanation provided in the attached List of Exceptions document (Attachment C). In case of conflict between the RFP technical specifications and the offeror offered descriptive literature, the RFP specifications shall be the standard.

Amendments:

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

Questions:

All questions regarding this RFP shall be addressed to: PMI_EvolveRwanda@abtassoc.com. Abt will communicate the questions and its responses to all offerors and may at its sole discretion extend the quotation deadline.  Oral communication concerning this RFP 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 RFP technical specifications and requirements, offeror shall furnish a list of all exceptions to any of the terms/conditions/technical specification/quality standards contained in this RFP and shall include an explanation or justification for the exception taken (See Attachment C – List of Exceptions).

Invoices and Payments: Payments will be made on Ten working days basis after Abt Associates receives a complete and correct invoice and signed vehicle log sheets from offeror after delivery of services. Offeror should indicate its bank accounts on the printed invoice clearly.

Requested service:
The PMI Evolve Rwanda project implemented by Abt Associates Inc. is currently seeking firm, fixed-price bids for interested, registered, reputable, experienced transport companies to tender for transport services from 10^th July 2023 to 30^th October 2023, as described in the chart below