Request for Quotation (RFQ) No. JP-2017-02
IT and Audio-Video Equipment Fixed-Price Subcontract
Issue Date: January 19, 2017
Dear Respected Vendor:
Millennium DPI Partners, the prime contractor for the U.S. Agency for International Development’s (USAID) Justice Project in Bosnia and Herzegovina (JP), hereby invites you to submit a proposal/bid to provide IT and audio-video equipment specified in Attachment A - Scope of Work.
1. Synopsis of the RFQ
1. Issuing Office & Email & Office Address for Submission of Proposals: / USAID Justice Project in BiHGrbavička 4/V
71000 Sarajevo
ID No.: 4202021810009
Email submission:
2. Deadline for Receipt of Questions: / January 27, 2017 at 17:00 local time, Sarajevo
3. Deadline for Receipt of Proposals: / February 10, 2017 at 17:00 local time, Sarajevo
4. Email for question and submissions of proposals: /
5. Anticipated Award Type: / The terms and conditions are as follows:
JP will award an IT and Audio-Video Equipment Fixed-Price Subcontract per the specifications in Attachment A - Scope of Work.
Issuance of this RFQ in no way obligates JP to award a subcontract or purchase order. Offerors will not be reimbursed for any costs associated with the preparation of their bids.
6. Basis for Award / An award will be made based on the best value to the U.S. government, meeting or exceeding specifications. All associated costs should be included in the proposal. The costs should be reasonable and justifiable. The award, if any, will be issued to the Offeror submitting the offer with best value based on JP’s evaluation criteria (see below). JP reserves the right to issue more than one award based on its evaluation criteria.
2. Request for Proposal – Service inquires
1. General Instructions to Offerors / · Responses are due by the deadline listed under section 1, item 3, above. Late offers will be rejected absent extraordinary circumstances, determined at JP’s discretion.· Offerors shall submit proposals in writing in a sealed envelope to the address provided above, with reference to the RFQ number in the footer of each page
· Offerors shall confirm in writing that they fully understand that their proposal must be valid for a period of 90 days by signing the Cover Letter (attachment B).
· Offerors shall complete Attachment B: Cover Letter template. Value Added Tax (VAT) shall not be included in the price. Offerors shall sign and date the Cover Letter.
2. Questions Regarding the RFQ / Each Offeror is responsible for carefully reading and understanding fully the terms and conditions of this RFQ. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted in writing via email no later than the date specified under section 1, item 2, above. Questions received will be compiled, answered in writing, and distributed to all interested Offerors.
3. Price Summary (Attachment B) / 1. The price shall be entered in the cover letter (see Attachment B)
2. Customs Duty shall be broken out separately in parentheses (only in cases when the offeror is the direct importer of goods).
3. The price must be all inclusive, including procurement, delivery, set up, and inventory control and branding support to JP.
4. Payment method/details
4. Determination of Responsibility / JP will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. The following factors are taken into consideration in assessing an Offeror’s responsibility. The Offeror must:
1. Provide copies of required licenses.
2. Confirm that the source, origin, and nationality of services are not from a Prohibited Country (explained below).
3. Confirm its ability to comply with the required or proposed delivery date.
4. Have a satisfactory past performance record.
5. Have a satisfactory record of integrity and business ethics.
6. Be qualified to perform work under applicable laws and regulations.
7. Provide a bank reference(s) indicting the offeror has the financial resources to procure and provide the goods and services specified herein.
5. Geographic Code / JP may only procure goods and services from the following countries which fall under the authorized geographic code for the contract:
· Geographic Code 937: Goods and services from the United States, Bosnia and Herzegovina, and "Developing Countries" other than "Advanced Developing Countries”, excluding prohibited countries. A list of the "Developing Countries" as well as "Advanced Developing Countries" can be found at: http://www.usaid.gov/policy/ads/300/310maa.pdf and http://www.usaid.gov/policy/ads/300/310mab.pdf respectively.
· By submitting a proposal in response to this RFQ, Offerors confirm that they are not violating the Source and Nationality requirements and that the services comply with the Geographic Code and the exclusions for prohibited countries.
6. Compliance with Terms and Conditions / Offerors shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment C.
7. Procurement Ethics / By submitting an offer, each Offeror certifies that it has not/will not attempt to bribe or make any payments to JP employees in return for preference, nor have any payments with terrorists, or groups supporting terrorists, been attempted.
REQUIREMENTS FOR QUOTES TO BE DETERMINED AS RESPONSIVE
1. JP will evaluate and compare the quotations and determine those that are substantially responsive, i.e., which: (a) are properly signed and stamped; (b) conform to specifications; (c) comply with the terms and conditions described in this RFQ; and (d) comply with USAID regulations and requirements.
The most advantageous offer in terms of responsiveness, specifications, price, and delivery will be selected. Offers will be evaluated based on the following criteria:
Price 50%
Responsiveness 20%
Delivery Date 20%
Past Performance 10%
For responsiveness, Offeror must demonstrate that the goods offered meet the required specifications and quality set forth in Attachment A – Scope of Work.
For delivery date, Offeror should specify firm delivery dates for each requested item and confirm its ability to procure, deliver, install, clean, inspect goods, as well as remove cardboard and other trash by the specified delivery date. It is expected that all goods will be delivered, installed, and cleaned (bar coded and branded assisting JP staff) on or before 04/28/2017.
For past performance, the Offeror should demonstrate that it has relevant experience in providing similar goods to international organizations and/or Bosnia and Herzegovina institutions or government agencies for at least 3 years, in addition to a proven track record of excellent performance. Provision of services to the US government or US government contractors is preferable, but not required. The Offeror must provide the contacts of at least three clients for a past performance check.
2. Within the valid term of this quotation, no change in unit price may be made by the Offeror. JP reserves the right to subcontract for less or more goods at its discretion.
3. Negotiations: Best-offer quotations are requested. It is anticipated that awards will be made based on original quotations; however, JP reserves the right to conduct negotiations and/or request clarifications prior to awarding a contract.
4. JP may choose to award this procurement to more than one vendor for specific items requested in the RFQ based upon best value by category. For example if one Offeror is deemed to provide the best value for office chairs and desks while another is deemed to provide the best value for cabinets, JP may, but is not obligated to, enter into a subcontract with the first Offeror for chairs and desks and enter into a separate subcontract with the second Offeror for cabinets.
5. Attachment A- Scope of Work and Description of equipment with unit cost proposal, and delivery schedule using minimum required specifications
6. Attachment B- Quotation Summary Cover Letter (on Company Letterhead)
7. Attachment C- Representations and Certifications of Compliance
8. Attachment D- Quotation checklist
The proposal must include all completed paperwork per the checklist in Attachment D.
Attachment A- Scope of Work
1. Background. The USAID Justice Project in Bosnia and Herzegovina (JP) is a five-year rule of law initiative running from October 2014 until October 2019. Its purpose is to help justice sector institutions in Bosnia and Herzegovina (BiH) effectively combat government corruption and prosecute economic, organized, and other serious crime cases. At the same time, the JP helps increase public confidence in the judiciary by strengthening its integrity and ensuring greater self-accountability and transparency within the justice sector.
As part of these efforts, JP plans to procure IT and audio-video equipment for prosecutor offices around the country.
2. Required Services. JP requires a company that can provide the following services:
a. Procure, deliver, and install equipment, and where applicable, provide training to end users or responsible staff on equipment usage on or before April 28, 2017.
b. The requested items will be delivered to the following locations in BiH (Prosecutor Offices in these locations): Sarajevo, Trebinje, Mostar, Široki Brijeg, Livno, Bihać, Goražde, Orašje, Banja Luka, Bijeljina, Tuzla, Zenica, Mostar, Travnik, Brčko. The number of pieces/items to be provided to each location will be subsequently confirmed by the Justice Project.
c. Any and all charges for delivery, installation, cleaning, garbage removal, or other services must be factored into the unit price of each item. No additional payment will be made for such services.
3. Required Technical Documents. The bid must include a technical proposal (no more than 3 pages) describing your proposed plan for completing the work described above. The technical proposal should demonstrate a clear understanding of the work to be undertaken and include (i) a schedule of delivery, (ii) affirmation that the goods offered meet the required specifications and quality set forth in Attachment A – Scope of Work, (iii) a summary of relevant experience in providing similar goods to international organizations and/or Bosnia and Herzegovina institutions or government agencies for at least 3 years, and (iv) contact details for at least three clients for a past performance check.
4. Required Cost Proposal. The cost proposal must include all costs associated with organizing and conducting the work. Prices must be quoted on a fixed price, all-inclusive basis, in Bosnian Convertible Marks (KM). No other costs, taxes, and/or fees may be added later. Prices shall not include Value Added Tax (VAT). The cost proposal should be structured as follows:
1. LOT 1 - IT Equipment
Item name / Total units / Unit Price in KM (without VAT) / Total price in KM (without VAT) / Delivery date /1.1 Switch / 3
1.2 Desktops (with licensed software) / 30
1.3 Laptop / 54
1.4 Tablet / 8
1.5 Mobile phone / 13
1.6 Shredder / 4
1.7 Digital cameras type 1 / 1
1.8 Digital camera DSLR / 2
1.9 Lens I / 2
1.10 Lens II / 2
1.11 Lens III / 1
1.12 TV set / 1
1.13 USB Flash drive / 12
1.14 External HD / 2
1.15 Digital video recorders / 1
1.16 PDF editing software / 2
2. LOT 2 - Copiers, scanners, printers
Item name / Total units / Unit Price in KM (without VAT) / Total price in KM (without VAT) / Delivery date2.1 Copier / 4
2.2. Printer color laser / 1
2.3 Network printers / 2
2.4 Printers / 19
2.5 Large Capacity Scanners / 13
2.6 Small Capacity Scanners / 5
2.7 ID printer / 1
2.8 Cards for ID printer / 500
2.9 Overhead Projector / 2
3. LOT 3 - AV Equipment
Item name / Total units / Unit Price in KM (without VAT) / Total price in KM (without VAT) / Delivery date3.1 AV equipment / 1
LOT Specifications
1. Specification for LOT 1 – IT equipment
1.1 Switch for local data transfer network
Type / Description (minimum requirements)L2 Switch must have the following characteristics / · 24 x 10/100/1000 Base T ports
· 4 dual-purpose uplink ports (10/100/1000 or SFP) or 4 GE SFP uplink ports with SFP transceivers for both types of connectors (RJ-45 or LC/PC)
· Maximum height 1 RU
· Rack mountable
· Minimum 16 MB flash memory
· Port security on each port
· IEEE 802.1p priority tagging based on IP address, TCP/UDP port number and DiffServ
· VLAN 802.1Q tagging
· Support for at least 64 VLAN
· Path MTU discovery
Supported protocols and Services / · IGMP, RMON, TFTP, DHCP relay, NTP, LLDP, Link Aggregation Protocol, SSH v2, Telnet, SNMP v1/ v2/v3, IEEE 802.1d/802.1w/802.1s Spanning Tree Protocol, Rate limiting, IEEE 802.1x, RADIUS authentication, Support for authentication from local users’ database in case of crash of RADIUS server, Dynamic VLAN assignment (802.1x VLAN assignment)
Performance / · Forwarding rate minimum 35.7 mpps or higher
· Switching bandwidth: 48 Gbps or higher
Power supply / · 100-240VAC, 50-60 Hz
· Minimum one (1) year of warranty with customer support as per manufacturer’s conditions
1.2 Desktop workstation
Type / Description (minimum requirements) /Case / · “Small Form Factor” case; Design which enables case opening, change of optical drive and disk without use of tools
USB BIOS features / · Individual blocking of all USB ports via BIOS; Ability to disable recording of data on USB drives
· Electronic switch to signal opening of the case and record the event in BIOS (chassis intrusion)
CPU / · Processor: at minimum dual core, minimum Passmark CPU Mark result of 5000 or higher
RAM / · 4 GB DDR3 SDRAM + minimum of 2 free memory slots
· RAM expandable to no less than 16 GB
HDD / · At minimum 500 GB hard drive, Serial ATA II, 7200rpm
· DVD ROM, SATA
Ethernet card / · Integrated Gigabit Ethernet (10/100/1000)
Connectors / · Front connectors: at least 2 x USB 3.0 ports, microphone and head speaker
· Back connectors: at least 6 USB ports (of which at least 2 must be USB 3.0), line in, line out, VGA and/or DVI, RJ-45
Video card / · Intel® GMA HD integrated graphics or equivalent
Audio card / · Integrated HD audio controller
Speakers / · Internal speaker
Monitor / · At least 19" 16:9 LCD LED Monitor by the same manufacturer as PC, minimum resolution 1600x900, connector (depending on connectors in the back of the computer), response time 5ms or less
Keyboard / · Keyboard USB – BiH layout of keys, from the same manufacturer as PC
Mouse / · Optical mouse USB, 2 buttons (with scroll wheel) from the same manufacturer as PC
Software / · MS Windows 10 Professional – English or equivalent
· MS Office Home and Business 2016
· Installation CD or DVD with drivers including Recovery disk
Energy Efficiency / · “Energy Star” certified
Warranty / · At least a five (5) year on-site warranty from the manufacturer
1.3 Laptop