Request For Quotes (RFQ) for Stationery
Stationery
RFQ No: 05/016/2022
Title: 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#: 05/016/2022 - [Your company name]
• Attention: Chief of Party
• Tel:
• E-mail:
RFQ Issuance Date: 27th May 2022

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RFQ Closing Date:
• Deadline for submission of bids is on 9th June 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.
Mode of Submission Email to: rwandaprocurement@pmivectorlink.com, and
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: 05/016/2022 - Bid for 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
• All documents submitted in response to this RFQ, as well as all related correspondence, will be in English.
• 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.
1. All documents with required certifications should be valid at the date of the award and all offers must include:
1. The owners’ name / business name, e-mail, physical address and phone number.
2. Copy of Registration Certificate.
3. Copy of Clearance Certificate from Rwanda Revenue Authority (RRA).
4. Copy of Certificate issued by Rwanda Social Security Board (RSSB).
2.
1. Financial offer clearly indicating Price and VAT separately for each item in each RFQ.
2. 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.
• Responses to technical questions will be distributed to all bidders.
1.
1. All responses to this RFQ shall be submitted via email to Rwandaprocurement@pmivectorlink.com and drop box at issuing address above
• Quotes from Offeror(s) on US government debarred list will not be considered
• 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.
• 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.
• Bidder shall submit offer(s) with the following naming convention:
• Email subject line (no space before/after dashes “-“):

RFQ# 05/016/2022 -Your company name
• 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.
• 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 06th June 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.
• Delivery Location for all products

Address:
Kicukiro Centre Warehouse, near Bethesda Health Centre
KK 505 ST Kicukiro - Rwanda
1. Materials must be delivered between 13th - 30th June 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.
Stationery -RFQ No: 05/016/2022
# Item Description Item Specifications Unit of Measure Requested Quantity
1 Papers Ream of 500 sheets for copier and printer Ream 200
2 Marker pen Marker pen, 12pcs in packet Packet 21
3 Meter ruler 100cm yellow plastic Each 16
4 Note Pad Shorthand notebook (128x203 mm,) 60 gsm paper, 70 Sheets) Each 6,462
5 Pen Ball point pen, medium point, blue ink Each 7,503
6 Blackboard Chalk Blackboard chalk (packets of 100 sticks each), white, easy to erase, dust-free Packet 796
7 Clear sheet protector Clear sheet protector 230x305x0.040mm /packet of 100 pcs Packet 4
8 Staple Machine Staple machine no: 24/6-26/6 staples, 5, 5cm stapling depth Each 27
9 Scissors Stainless Steel Scissors,sturdy, sharp, cutting scissors for home, school or office Each 12
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.

APPENDIX A: BID SHEET
Seq # Quoted product description Quoted product quality std
(attach copy of applicable certificate) Quoted catalog #
(use/include mfr catalog #) Country of origin Lead Time
(in weeks) Quote Unit of Measure Unit Price Total Price
1
2
3
4
5
6
7
8
9
10
11
12
13
Taxes (specify type and % as applicable)
Shipping Cost (if applicable)
Other costs (specify type)
Total
Attachment A-Prime Contract Mandatory Flowdown Clauses_Commercial_Jan 2022
Mandatory Federal Acquisition Regulation (FAR)
Flow-down Clauses for Commercial Items under United States Government Prime Contracts
This procurement, including Purchase Orders, Consulting Agreements, Subcontracts, Professional Services Agreements (hereinafter “Agreement” or “Award”) is issued to Vendor, Supplier, Consultant, or Subcontractor (hereinafter “Subcontractor”) in support of the performance of a federally funded Prime Contract, or Subcontract issued thereunder. This Agreement incorporates one or more clauses by reference, below, with the same force and effect as if they were given in full text. Upon request, the Abt Associates Subcontracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at http://www.acquisition.gov.

In addition to terms, conditions, and clauses incorporated by reference elsewhere in the Agreement, mandatory FAR clauses are hereby made a part of this Agreement by reference and are applicable to it with the following modifications:
Where necessary to make the language of the FAR clause applicable to the Agreement, the term “Contractor” shall mean
“Supplier”, “Vendor”, “Consultant”, or “Subcontractor” as appropriate; the term “Contract” shall mean the “Purchase Order” “Consulting Agreement” or “Subcontract” as appropriate; the terms “Government,” “Covered Entity,” “Contracting Officer,” and equivalent terms and phrases shall mean “Abt Associates”.

The following instances are exceptions to the general rules as provided above:
1. Where it is clear, by the context of the provision itself or the conditions under which it is being applied, that the reference is intended to refer to the Government, its officers or agents, or the prime contractor specifically.
2. Where an explicit provision of the Agreement states a contrary intent.
3. Where access to proprietary financial information or other proprietary data is required; or
4. Where interpretation in accordance with the rules stated above would place the prime contractor in a position of violating the equivalent or related provisions of the Prime Contract whereas construction of the terms without modification would not.
Subcontractor shall incorporate these requirements into all lower-tier procurements to the extent required by the terms of the clauses.
No provision contained in a FAR clause shall be taken to imply any direct access on the part of the Subcontractor to the Disputes process as defined in the terms of Abt’s Prime Contract, but rather shall be governed by the “Disputes” provision included in this Agreement.

Clause Title Year Applicability
52.203-13 Contractor Code of Business Ethics and Conduct Nov 2021 Awards > $6,000,000 with performance period >
120 days
52.203-16 Preventing Personal Conflicts of Interest Jun 2020 Service Subcontracts (other than Construction) that exceed $250,000 and require performance of acquisition functions closely associated with inherently government functions
52.203-19 Prohibition on Requiring Certain Internal Confidentiality
Agreements or Statements Jan 2017 All Awards
52.204-2 Security Requirements Mar 2021 All Awards involving access to classified information
52.204-9 Personal Identity Verification of Contractor Personnel Jan 2011 All Awards where it is required to have routine physical access to a Federally-controlled facility and/or routine access to a Federally-controlled information system
52.204-10 Reporting Executive Compensation and First-Tier Subcontract Awards. Jun 2020 Awards > $30,000
52.204-21 Basic Safeguarding of Covered Contractor Information
Systems Nov 2021 All awards in which Subcontractor may have Federal contract information residing in or transition through its information systems
Clause Title Year Applicability
52.204-23 Prohibition on Contracting for Hardware, Software, and
Services Developed or Provided by Kaspersky Lab and Other Covered Entities Nov 2021 All Awards
52.204-25 Prohibition on Contracting for Certain
Telecommunications and Video Surveillance Services or Equipment Nov 2021 All Awards
52.219-8 Utilization of Small Business Concerns Oct 2018 Awards > $750,000
52.222-21 Prohibition of Segregated Facilities Apr 2015 Awards > $10,000
52.222-26 Equal Opportunity Sep 2016 Awards > $10,000
52.222-35 Equal Opportunity for Veterans Jun 2020 Awards > $150,000
52.222-36 Equal Employment for Workers with Disabilities Jun 2020 Awards > $15,000
52.222-37 Employment Reports on Veterans Jun 2020 Awards > $150,000
52.222-40 Notification of Employee Rights Under the National
Labor Relations Act Dec 2010 Awards > $10,000 performed in whole or in part in the United States
52.222-41 Service Contract Labor Standards Aug 2018 All Awards subject to the Service Contract Labor
Standards statute
52.222-50 Combating Trafficking in Persons Nov 2021 Awards > $550,000 for supplies, other than commercially available off-the-shelf items, acquired outside the United States, or services to be performed outside the United States.
52.222-54 Employment Eligibility Verification Nov 2021 All Awards > $3,500
52.222-55 Minimum Wages Under Executive Order 13658 Nov 2020 All Awards subject to the Service Contract Labor
Standards statute, or the Wage Rate requirements (Construction) statute, and are to be performed in whole or in part in the United States
52.222-62 Paid Sick Leave Under Executive Order 13706 Jan 2017 All Awards subject to the Service Contract Labor
Standards statute, or the Wage Rate requirements (Construction) statute, and are to be performed in whole or in part in the United States
52.223-99 Ensuring Adequate COVID-19 Safety Protocols for
Federal Contractors Oct 2021 Awards >$250k for services, including construction, performed in whole or in part within the United States or its outlying areas.
52.224-3 Privacy Training Jan 2017 Review paragraph (f) of clause for applicability
52.225-13 Restrictions on Certain Foreign Purchases Feb 2021 All Awards
52.225-26 Contractors Performing Private Security Functions Outside the U.S. Oct 2016 Review paragraph (f) of clause for applicability
52.226-6 Promoting Excess Food Donation to Nonprofit
Organizations Jun 2020 >$30,000 involving the provision, service, or sale of food
52.227-14 Rights in Data—General. May 2014 All Awards
52.232-40 Providing Accelerated Payments to Small Business
Subcontractors Nov 2021 Awards to small business concerns
52.233-3 Protest After Award Aug 1996 All Awards
52.236-13 Accident Prevention Nov 1991 All Awards for construction, dismantling, demolition, or removal if improvements
52.242-15 Stop-Work Order Aug 1989 All Awards
52.243-1 Changes Fixed-Price Aug 1987 All Supplies
Clause Title Year Applicability
52.243-1 Changes Fixed-Price, Alt I Aug 1987 All Services
52.243-1 Changes Fixed-Price, Alt II Aug 1987 All Supplies and Services
52.244-6 Subcontracts for Commercial Products and Commercial
Services Nov 2021 All Awards
52.245-1 Government Property Sep 2021 All Awards when property is acquired, furnished, or provided
52.247-64 Preference for Privately Owned U.S. Flag Commercial
Vessels Nov 2021 All Awards
52.249-2 Termination for Convenience of the Government (Fixed
Price) Apr 2012 All Fixed Price Awards
Attachment
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