Request for Quotation - RFQ #DAI-RU-North - acbar

To: Offerors
From: Development Alternative Inc. (DAI)
Date: May 15, 2012
Subject: Request for Quotation - RFQ #DAI-RU-North -12-004 Provision of
Transportation Services of Two(2) vehicles equivalent in specification to
Corollas (all Soft- skins)–for RAMP UP-North (All nine provinces in northern
region).
Reference: USAID/DAI: Contract No. 306-C-00-11-00510-00-RAMP UP – RC North
Performance period: Eight (8) months base period and with option period of Twelve (12) months
(see Schedule) as follows:
Dear Offerors:
Base Period: o/a June 01, 2012 – January 31, 2013
Option Period: February 01, 2013 – January 31, 2014
Enclosed is a request for quotation for provision of transportation services of Two (2) Corollas type
vehicles (all soft-skins) for the Regional Afghan Municipality Program for Urban Population (RAMP-
UP-N) –North Region. One vehicle will be based in Sheberghan and one vehicle based in Kunduz.
The vehicles will be used in all nine provinces in northern region.
Development Alternatives, Inc. (DAI) invites firms to submit a best-offer for subject RFQ funded by
the U.S. Agency for International Development (USAID) under the referenced project.
I. Type of Subcontract – An award resulting from this RFQ will be a Firm Fixed Price
Purchase Order each issued under the referenced project. The price will be based on a
monthly all-inclusive rental fee per vehicle.
II. Submission of Questions – Questions may be submitted no later than May 25, 2012 (4:00
PM Afghanistan local time). Offerors are invited to address questions to the Procurement Unit
via email: Procurement@ramp-up-north.org. No questions will be answered over the phone or
in person; all questions must be submitted in writing. All questions received will be compiled
into one list, answered, and emailed to all vendors who have confirmed interest in bidding.
III. Submission of Quotes (Local Bidders) – The quote must be in English submitted
electronically as an email attachment to email Procurement@ramp-up-north.org. The email
and the attached quote shall include the RFQ number, title, and closing date. The quote must
be received to the email address no later May 27, 2012 (2:00 P.M Afghanistan local time).
IV. Offeror’s Agreement with Terms and Conditions – The completion of all RFQ
requirements in accordance with the instructions in this RFQ and submission to DAI of a
quote will constitute an offer and indicate the Offeror’s agreement to the terms and conditions
in this RFQ and any attachments hereto. DAI reserves the right to award a Purchase
Order/Subcontract without discussion and/or negotiation, therefore, Offerors are required to
submit their best prices in their initial submission. Nevertheless, DAI also reserves the right
to conduct discussions and/or negotiations, which among other things may require an
Offeror(s) to revise its quote (technical and/or price).
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RFQ NO. DAI-RU-North-12-004
V. Issuance of this RFQ in no way obligates DAI to award a Purchase Order/Subcontract, nor
does it commit DAI to pay any costs incurred by the Offeror in preparing and submitting the
quote.
VI. Confirmation of Receipt of RFQ – Please confirm receipt of this RFQ by “reply all” email
within 24 hours. Failure to confirm receipt may result in not receiving any updates to this
solicitation. This may put you at the risk of being disqualified from receiving an award.
VII. Index of RFQ – This RFQ is comprised in its entirety of the following sections and
appendices:
Sections of RFQ
Section 1 Quotation Instructions
Section 2 Description of Goods
Section 3 Special Provisions
Section 4 Basis of Award
Appendices
Appendix A: Cover Letter
Appendix B: Detailed Cost Breakdown/Bill of Quantities Form
Appendix C: Summary of Relevant Capability, Experience and Past Performance
Appendix D: Copy of business certificate
Appendix E: Quotation Checklist
VIII. Composition of Quote – Offerors shall submit his quote for items detailed in Appendix B
Detailed Cost Breakdown/Bill of Quantities. The quote will consist of Appendix A through E
(see above).
SECTION 1 – QUOTATION INSTRUCTIONS / ADDITIONAL INFORMATION
The Offeror shall submit its best price offer/quotation as per the following requirements:
1. Quotation Cover Letter signed by a person authorized to sign on behalf of the Offeror. Use the
template in Appendix A.
2. All Prices shall be quoted in Afghani (AFN) Only.
3. Offeror shall submit quotes in prescribed Format of Appendix B.
4. In case of price discrepancy between unit price and SUBTOTAL price, the unit price shall prevail.
5. The rates quoted shall be for complete service inclusive of all taxes all charges for service
contingent to the work.
6. DAI is Exempt from Import Duties into Afghanistan and value added taxes (VAT).
7. DAI has the rights to increase or decrease the goods and services mentioned in this RFQ and may
waive minor informalities.
8. DAI Payment term: Net 30 days.
9. Bid validity: Net 30 days from date of submission.
10. DAI will not award a subcontract or purchase order to an organization without AISA/Ministry of
Commerce Business license. The AISA/Ministry of Commerce Business License must be
attached to the quotation.
SECTION 2 – DESCRIPTION OF GOODS OR SERVICES REQUESTED
Please refer to Appendix B for a list and specifications of items required.
SECTION 3 – SPECIAL PROVISIONS

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RFQ NO. DAI-RU-North-12-004
The below provisions will be incorporated into any subcontract/purchase order issued by DAI.
3.1. Government Withholding Tax for Afghan Based Companies
Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, DAI is required to
withhold "contractor" taxes from the gross amounts payable to all Afghan for-profit
subcontractors/vendors. In accordance with this requirement, DAI shall withhold two percent (2%)
tax from all gross invoices to Afghan subcontractors/vendors under this Agreement with active AISA
or Ministry of Commerce license. For subcontractors/vendors without active AISA or Ministry of
Commerce license, DAI shall withhold seven percent (7%) "Contractor" taxes per current Afghanistan
Tax Law.
Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the
organization's AISA or Ministry of Commerce license and TIN (Tax Identification Number).
Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF) Tax
Division credited to the firm's TIN. Records of payments to the MOF shall be maintained on file with
DAI.
3.2 Liquated Damages
If the Vendor fails to supply the specified Goods/Services within the date stipulated, DAI may,
without prejudice to its other remedies under the Purchase Order/Contract price, as liquidated
damages, deduct a sum equivalent to five percent (5%) of the delivered price of the delayed
Goods/Services for each week of the delay until actual delivery, up to a maximum deduction of Ten
Percent (10%) of the Purchase Order/Contract/Contract value.
3.3 Source, Origin and Nationality
The vendor may not supply any goods or services manufactured in or shipped from the following
countries: Cuba, Iraq, Iran, Laos, Libya, North Korea, or Syria.
3.4. Inspection
DAI shall have reasonable time after delivery, to inspect the service and goods, and to reject
acceptance in not conforming to the specifications of this Subcontract and offer. Recovery of the
rejected item (s) shall be the sole responsibility of the supplier.
SECTION 4 – Basis of Award:
The Subcontract/Purchase Order shall be awarded to the responsible responsive offer who meets the
minimum requirements and offer the lowest price. The following sub factors shall be used in
determining the award.
1. Responsiveness: The offer will be considered responsive when it does not take any exception to
the terms and conditions of this solicitation and meets the minimum technical specifications,
delivery period and methods, in addition to any other requirements specified herein.
2. Cost - The award will be made to the lowest cost/price for an offer which is determined
responsive and responsible.
3. Responsibility: The responsibility will be determined after considering the offeror past
performance, previous experience, the non-existence of any derogatory information regarding the
offeror, and its ability to perform the work specified herein.

APPENDIX A
QUOTATION COVER LETTER
[On Letterhead]
TO: DAI/RAMP UP North, Mazar City
Afghanistan
Ladies and Gentlemen:
We, the undersigned, offer to provide the Request for Quotation - RFQ #DAI-RU-North -12-004
Provision of Transportation Services of Two (2) Corolla type vehicles(all Soft- skins)–for RAMP
UP-North (All nine provinces in northern region).in accordance with your Request for Quotation
dated and our Proposal (Technical and Financial). Our attached quotation is for the sum
of .
Our quotation shall be binding upon us subject to the modifications resulting from contract
negotiations, up to expiration of the validity period of the quotation, i.e., .
We understand you are not bound to accept any quotation you receive.
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
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No Item
1
2
RFQ NO. DAI-RU-North-12-004
Appendix B
Schedule
Transportation Services of Two (2) Corollas (all soft skin)
Corolla type Soft Skin, petrol engine, four door, left
hand drive Model 1995/newer model, including fuel,
maintenance, driver and insurance – (Timing 08:00
AM – 5:00 PM) Saturday – Thursday
6 days a week )Base Period
Note: The vehicles will be based in Kunduz and
in Sheberghan but travel to all nine provinces
listed below
Balkh, Badkhshan, Baghlan, Takhar, Samangan
Sar-e-Pul, Faryab, Kunduz, Jawzjan
Vehicles are required 5 days after award of
purchase order
Corolla type Soft Skin, Model 1995/newer model,
including fuel, maintenance, driver and insurance -
Option Period
Total
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Number
of
Vehicles
Unit Price
Per
Month/Vehicle(AFN)
Number
of
Months
2 8
2 12
Additional requirements:
1. Confirm that all windows will be clear glass; no tinted windows will be accepted.
2. Front airbags to be deactivated.
3. Copies of all Registration documents for the proposed vehicles.
4. Provide the Color of vehicles. ANP/ANA or Military colors such as brown or dark green will NOT be
accepted.
5. Offerors shall certify that DAI is allowed use of the rental vehicles in any province of Afghanistan required
for implementation of the project. The Vehicles will mainly be driven in Mazar and the surrounding
provinces.
6. The vehicles shall be available within 5 days of signing the Purchase Order.
7. The vehicles will be covered under DAI insurance coverage except for losses and damages due to war and
terrorism risks which will be assumed by offeror. Accordingly the price quoted should cover such risks.
8. Items 2, 3,5 and 6 are options. DAI may exercise these options should the project option performance
periods are exercised.
9. The vendor is responsible for ensuring the vehicles are road worthy and in accordance with the appropriate
laws of Afghanistan. The vehicles shall remain operable through the term of the purchase order. In case of
any technical problem with the vehicle, the Contractor shall be responsible to replace the vehicle
immediately and payment will be made just for service days.
Total
Amount

Appendix C
SUMMARY OF RELEVANT CAPABILITY, EXPERIENCE AND PAST PERFORMANCE
Include projects that best illustrate your experience relevant to this (RFQ) or similar activities, sorted by decreasing order of completion date.
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RFQ NO. DAI-RU-North-12-004
Projects should have been undertaken in the past three years (i.e. 2009, 2010 and 2011) Projects undertaken in the past Five years may be taken into
consideration at the discretion of the evaluation panel.
Item # Project Title and
Description of
Activities
1
2
3
Location
Province/District
Client
Name/Tel #
Cost in US$
Start
Dates
End
Dates
Completed on
Schedule
(Yes/No)
Subcontractor
or Prime
Contractor?

APPENDIX D
BUSINESS LICENSE/CERTIFICATE
License
Please Attach
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RFQ NO. DAI-RU-North-12-004

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RFQ NO. DAI-RU-North-12-004
APPENDIX E:
DAI/AOO QUOTATION CHECKLIST
(Please check all that apply and include this page in the sealed envelope with the proposal)
Request for Quotation - RFQ #DAI-RU-North -12-004 Provision of Transportation Services of Two
(2) Corollas (all Soft- skins)–for RAMP UP-North (All nine provinces in northern region).
Offeror: __________________________________________________________________________
Does your proposal include the following?
Cover Letter (use template in Appendix A)
Detailed Cost Breakdown/Bill of Quantities Form (use form in Appendix B)
Summary of Relevant Capability, Experience and Past Performance (use form in Appendix C)
Copy of business certificate (use form in Appendix D)