Request for Proposals (RFP)                                                                                                           

RFP Number: RFP-GHSC-PSM-RMS/Warehouse-Dec 2023-0043 

Description: RFP for Feasibility Study for the Construction and Design of a Modern Warehouse and an Administration Block 

For: Rwanda Medical Supply Limited (RMS Ltd) 

Contracting Entity: Chemonics International Inc. 

Funded by: United States Agency for International Development (USAID),

Contract No. Contract No. AID-OAA-I-15-00004 

Place of Performance: Rwanda           

Release Date: December 15, 2023                  

RFP Issue: December 15, 2023

Mandatory Site Visit: December 28, 2023 at 10 a.m.                          

Pre-Bid Meeting: December 28, 2023 at 2 p.m. (RMS Conference Hall)                

Questions Due: January 5, 2023            

Proposals Due: January 15, 2024 at 3 p.m. (GHSC-PSM Project/Carrer Center Building)                      

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS ***** 

Chemonics is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. Chemonics expects suppliers to comply with our Standards of Business Conduct, available at http://www.chemonics.com/OurStory/OurMissionAndValues/Standards-of-Business-Conduct/Pages/default.aspx.  

Chemonics does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General. 

Employees and agents of Chemonics are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Chemonics will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business. 

Offerors responding to this RFQ must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with Chemonics or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
• Certify that all information in the proposal and all supporting documentation are authentic and accurate.
• Certify understanding and agreement to Chemonics’ prohibitions against fraud, bribery and kickbacks. 

Please contact IBuki@ghsc-psm.org  with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Chemonics’ Washington office at businessconduct@chemonics.com.

This RFP includes the following sections and attachments: 

1. INSTRUCTIONS TO OFFERORS
2. SCOPE OF WORKFIXED PRICE SUBCONTRACT TERMS AND CONDITIONS 

Attachment A       LETTER OF TRANSMITTAL

Attachment B       REQUIRED CERTIFICATIONS

Attachment C       Example Bank Guarantee for Performance Security

Attachment D       Final Design Documents and Schedule of Values

Attachment E        Mitigation Measures, and Monitoring and Evaluation Tracking Tables

ACRONYMS 

AIDAR                         Agency for International Development Regulations

BOQ                            Bill of Quantities

CFR                            Code of Federal Regulations

CO                               USAID Contracting Officer

COP                             Chief of Party

COR                             USAID Contracting Officer Technical Representative

FAR                             Federal Acquisition Regulations

GHSC-PSM                  USAID Global Health Supply Chain Program – Procurement and Supply Management project

RFP                              Request for Proposals

SOW                            Statement of Work

USAID                         United States Agency for International Development

USG                             United States Government

RMS Ltd                      Rwanda Medical Supply Limited

Section 1:  Instructions to Offerors 

1.1 Introduction 

Chemonics International as Prime Contractor for the Global Health Supply Chain Program – Procurement and Supply Management project requests proposal for construction study of: 

FEASIBILITY STUDY FOR THE CONSTRUCTION AND DESIGN OF A MODERN WAREHOUSE AND AN ADMINISTRATION BLOCK 

1.2. Offer Deadline 

Offers must be received in hard and soft copy no later than 3:00 p.m. local time on January 15, 2024 at the following address: 

Chemonics International Inc.

GHSC-PSM

KG 541 ST, Career Center Building

Kimihurura, Kigali-Rwanda 

Attention:

Inès K. Gege Buki

Country Director – USAID GHSC-PSM

email: operationprocurement@ghsc-psm.org 

Late offers will be considered at the discretion of the Chemonics evaluation committee. 

1.3 Protocol for Submission of Offers and Required Documents 

Offerors are responsible for ensuring that their offers are received in accordance with the instructions stated herein.

All offers must be prepared in English. Any resultant subcontract will be issued in English and the English language will govern. All proposals must be submitted in two volumes, consisting of: 

• Volume 1:  Technical Volume (See Section 1.6)
• Volume 2:  Cost Volume (see Section 1.7) 

These volumes must be submitted in separate, sealed envelopes. Three (3) hard copies—one original and two copies—of each volume must be included in each envelope. Offerors are also required to submit one (1) electronic version of each volume on a CD-ROM or through Email at operationprocurement@ghsc-psm.org.  Each envelope must be clearly marked with the RFP number RFP-GHSC-PSM-RMS/Warehouse-Dec 2023-0043, the complete legal name and contact information of the offeror’s organization, and the delivery address found below. 

Upon delivery, applicants will be issued a stamped receipt confirming timely submission. 

Each offeror may submit only one proposal, either individually or as a partner in a joint venture. An offeror who submits or participates in more than one proposal shall cause all the proposals with that offeror’s participation to be disqualified. 

1.4 Questions and Clarifications 

All questions and/or clarifications regarding this RFP must be submitted via email to operationprocurement@ghsc-psm.org and CC: rmsltd.procurement@rmsltd.rw and jkwikiriza@rmsltd.rw   no later than 5:00 pm Kigali-time on December 15, 2023. All correspondence and/or inquiries regarding this solicitation must reference the RFP number in the subject line. No phone calls or in-person inquiries will be entertained; all questions and inquiries must be in writing. 

Questions and requests for clarification—and the responses thereto—that Chemonics 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 will be considered official and carry weight in the RFP process and subsequent evaluation. Any verbal information received from a Chemonics or GHSC-PSM employee or other entity should not be considered as an official response to any questions regarding this RFP. 

1.5 Site Visit and Bidder’s Conference 

In order to provide offerors an opportunity to raise questions and to learn more about the site and the scope of work described herein. A mandatory site visit and bidder’s conference to familiarize bidders with the place of performance will be held on December 28, 2023 at 10:00 am, beginning at the RMS Ltd Headquarter, located at KN 8 Ave, Kigali, Near US Embassy Kigali. 

The site visit is mandatory, and Chemonics will accept proposals in response to this RFP only from those offerors who attend the site visit. 

Please confirm attendance via email to Inès K. Gege Buki, operationprocurement@ghsc-psm.org, and CC: jkwikiriza@rmsltd.rw no later than 5:00 pm local Kigali time on December 27, 2023. The RFP number must be included in the subject line of your email. This confirmation should include the full name and contact information of all participants.  

Participation in the site visits and the bidder’s conference are the responsibility of the offerors. 

Chemonics will not reimburse offerors for any costs associated with the site visit. A pre-bid meeting will be conducted for Prime Offerors at RMS Ltd offices in Kigali on December 28, 2023 at 2 a.m Kigali Local Time. The meeting will include technical and contract representatives from RMS Ltd to discuss the details of the RFP and take questions from prospective Offerors. Details on site visit procedures will be given at the pre-bid meeting. 

Participation in the site visit and pre-bid meeting is at the participants’ own responsibility and risk. Chemonics will not reimburse participants for any costs related to the site visit or pre-bid meeting.

1.6 Technical Volume 

The Technical Volume should describe in detail how the offeror intends to carry out the requirement specified for the Feasibility Study for the Construction and Design of a Modern Warehouse and an Administration Block as described in the Scope of Work (SOW) found in Section 2. The technical volume should demonstrate a clear understanding of the work to be undertaken and the responsibilities of all parties involved. The technical volume should be organized by the evaluation criteria listed in this RFP respond to all requirements. The offeror should include details on personnel, equipment, and subcontractors who will be used to carry out the required activities. The following documents must be included in the Technical Volume (failure to submit all of the following documents may result in disqualification from award):

• Completed Letter of Transmittal (see Attachment A)
• Completed Required Certifications (see Attachment B)
• Project Methodology (see below)
• Draft Work Plan (see below)
• CVs of Key Personnel (see below)
• Information on Past Performance (see below)
• Copy of official license of legal registration in Rwanda 

Project Methodology and Technical Solution: Using the information contained in the SOW, the offeror should describe its approach for executing each phase (Studies, design review, BOQ development, fabrication, and installation etc.) of the project, in as much detail as necessary, for a successful outcome. The methodology and technical solution proposed by the offeror shall meet recognized industry standards and be cost efficient while taking into consideration the project’s location and availability of materials and equipment. The methodology section should also include an outline of the offeror’s approach to Quality Control and Quality Assurance (with description of testing and inspections), Safety Plan as well as compliance with Environmental Regulations. The offeror should propose a detailed schedule that can be reasonably implemented for each phase of the project. The offeror shall include the names of the laboratories they will use for any testing of ex: compaction, concrete, quantity surveys etc. 

Draft Work Plan: The draft work plan for the proposed services shall be submitted in the form of a Gantt chart and shall provide a step-by-step process for executing every phase of the work in the most efficient manner. 

Key Personnel:  The offeror should demonstrate that professional staff with extensive experience is available to oversee and carry out the scope of work. The professional staff deemed as Key Personnel shall be fully available throughout the duration of the subcontract and shall not be replaced without prior written consent of Chemonics. The Technical Volume should include CVs for the following required key personnel: 

The Technical Volume should also include an organizational chart with the roles and availability of each proposed staff for this project. 

Past Performance:  The Technical Volume should include information on past performance, briefly describing at least three (3) recent contracts of similar scope and duration. It is not the intent of this RFP to solicit an overly long response, but it is important that the offeror’s experience/expertise be adequately described. The information supplied must include the legal name and address of the organization for which services were performed, a description of the work performed, the duration of the work and size (in USD) of the contracts, a description of problems encountered in the performance of the work and actions taken to resolve them, and the contact information (current telephone number and email address) of a responsible representative of the contracting organization. Chemonics may use this information to contact representatives on prior contracts to obtain feedback on performance. Failure to submit complete and accurate information regarding previous similar or related contracts or subcontracts is grounds for disqualification from award. Any offer not including this information will be accepted at the discretion of the evaluation committee. 

Please be specific to limit unnecessary excess pages in the Technical Volume.  This page limit does not include the following documents: 

• Completed Letter of Transmittal (see Attachment A)
• Completed Required Certifications (see Attachment B)
• CVs of key personnel
• Draft work plan
• Sketches, catalogue cut sheets and/or drawings