Priting of Civic Voter Education Materials for IFES Liberia

REQUEST FOR QUOTATIONINTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS(IFES)Request for Quotation to supply:Printing of Civic Voter Education Materials for IFES LiberiaRFQ/11/070July 21, 2011

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 2 of 11Table of Contents1 STATEMENT OF WORK .........................................................................................................................31.1 PURPOSE ...........................................................................................................................................31.2 COVERAGE & PARTICIPATION ................................................................................................................32 GENERAL INFORMATION .....................................................................................................................32.1 THE ORGANIZATION ............................................................................................................................32.2 SCHEDULE OF EVENTS ..........................................................................................................................33 PROPOSAL PREPARATION INSTRUCTIONS ...........................................................................................33.1 VENDOR’S UNDERSTANDING OF THE RFQ ................................................................................................33.2 GOOD FAITH STATEMENT .....................................................................................................................43.3 COMMUNICATION ...............................................................................................................................43.4 PROPOSAL SUBMISSION........................................................................................................................53.5 CRITERIA FOR SELECTION ......................................................................................................................53.6 SELECTION AND NOTIFICATION ..............................................................................................................54 SCOPE OF WORK, SPECIFICATIONS & REQUIREMENTS .........................................................................64.1 FUNCTIONAL REQUIREMENTS .......................................................................................................................65 VENDOR QUALIFICATIONS & REFERENCES ...........................................................................................66 BUDGET & ESTIMATED PRICING ..........................................................................................................77 ADDITIONAL TERMS & CONDITIONS ....................................................................................................87.1 NON-DISCLOSURE AGREEMENT ....................................................................................................................87.2 COSTS .....................................................................................................................................................87.3 INTELLECTUAL PROPERTY ............................................................................................................................87.6 PARTIAL AWARDING ..................................................................................................................................97.7 NO LIABILITY ............................................................................................................................................97.8 ENTIRE RFQ .............................................................................................................................................98 VENDOR CERTIFICATION .................................................................................................................... 10SCHEDULE “A” NOTICE OF INTENTION .................................................................................................... 11

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 3 of 111 Statement of Work1.1 PurposeThe purpose of this Request for Quote (RFQ) is to invite prospective vendors to submit a quote tosupply Civic Voter Education Materials to IFES Liberia. This RFQ provides vendors with the relevantoperational, performance, application, and printing requirements of the project.1.2 Coverage & ParticipationIFES reserves the right not to enter into any contract, to add and/or delete elements, or to changeany element of the coverage and participation prior to the award at anytime without any liability orobligation of any kind or amount.2 General Information2.1 The OrganizationThe International Foundation for Electoral Systems (IFES) is an independent, non-governmentalorganization providing professional support to electoral democracy. IFES promotes democraticstability by providing technical assistance and applying field-based research to the electoral cycleworldwide to enhance citizen participation and strengthen civil societies, governance andtransparency2.2 Schedule of EventsThe following is a tentative schedule that will apply to this RFQ, but may change in accordance withthe organization’s needs or unforeseen circumstances. Changes will be communicated by e-mail toall bidders who submitted Notice of Intention to bid.Issuance of RFQ July 22, 2011Technical Questions/Inquiries Due August 2, 2011Answers/Addenda from IFES August 5, 2011RFQ Closes August 10, 20113 Proposal Preparation Instructions3.1 Vendor’s Understanding of the RFQIn responding to this RFQ, the vendor accepts full responsibility to understand the RFQ in itsentirety, and in detail, including making any inquiries to IFES as necessary to gain suchunderstanding. IFES reserves the right to disqualify any vendor who demonstrates less than suchunderstanding. Further, IFES reserves the right to determine, at its sole discretion, whether thevendor has demonstrated such understanding. That right extends to cancellation of award, if award

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 4 of 11has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liabilitywhatsoever to IFES.3.2 Good Faith StatementAll information provided by IFES in this RFQ is offered in good faith. Individual items are subject tochange at any time. IFES makes no certification that any item is without error. IFES is not responsibleor liable for any use of the information or for any claims asserted there from.3.3 CommunicationVerbal communication shall not be effective unless formally confirmed in writing by a specifiedprocurement official in charge of managing this RFQ process. In no case shall verbal communicationgovern over written communication.3.3.1 Vendors’ Inquiries. Applicable terms and conditions herein shall governcommunications and inquiries between IFES and vendors as they relate to this RFQ.Inquiries, questions, and requests for clarification related to this RFQ are to be directedby email to:Attention: Jaime AcostaTelephone: 1 (202) 350-6816Fax: 1 (202) 350-6701E-mail: jacosta@ifes.orgANDAttention: Cha-yen JohnsonTelephone: 077-573-269E-mail: cjohnson@ifesafrica.org3.3.2 Formal Communications shall include, but are not limited to:-

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 5 of 113.3.3 Addenda: IFES will make a good-faith effort to provide a written response to thequestions or request for clarification that requires addenda by August 2, 2010. Allquestions, answers, and addenda will be posted online at IFES Buyers’ Guide website:http://www.ifesbuyersguide.com/procurement.php3.4 Proposal SubmissionQuotations must be submitted in electronic copy via e-mail, on or prior to August 10, 2011 to bothJaime Acosta at jacosta@ifes.org Cha-yen Johnson at cjohnson@ifesafrica.org andbidsubmissions@ifes.org. When submitting bids, please reference the RFQ number in the subjectline.3.5 Criteria for SelectionThe evaluation of each response to this RFQ will be based on its demonstrated competence,compliance, format, and organization. The purpose of this RFQ is to identify those suppliers thathave the interest, capability, and financial strength to supply IFES with the product and/or serviceidentified in Section 6 below.Evaluation Criteria:1. Product Quality2. Price3. Vendor’s Experience4. TimelineEvaluation Criteria Grading:Exceed ExpectationsMeet ExpectationsDo Not Meet Expectations2 Points1 Point0 Point3.6 Selection and NotificationVendors determined by IFES who possess the capacity to compete for this contract will be selectedto move into the negotiation phase of this process. Written notification will be sent to these vendorsvia e-mail. Those vendors not selected for the negotiation phase will not be notified.

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 6 of 114 Scope of Work, Specifications & Requirements4.1 Functional Requirements4.1.1 TimelineTime will depend on item printed as well pending approval of artwork.4.1.2 Geographic CodeIFES’s project in Liberia is funded by United States Agency for International Development (USAID) underSource, Origin and Nationality (SON) Geographic Code 941 (for more information please refers to22CFR228.03).4.1.3 PackingThe proposal must contain details of packing for each product with full dimensions (Length,Width and Height) and weight.4.1.4 ShippingThe Delivery address is IFES-Liberia, Airfield Main Road, Wrotto Town, Monrovia Liberia.5 Vendor Qualifications & ReferencesAll vendors must provide the following information in order for their proposal to be considered:1.- - --2.3.4.

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 7 of 115.6 Budget & Estimated PricingAll vendors must fill out the following cost breakdown for the implementation of their solution for IFES’sproject as described in this RFQ. The vendor must agree to keep these prices valid for minimum 60calendar days as of August 10, 2011.Pricing must be in US Dollar. Unit price is required and in the case of discrepancies between unit priceand total price, the unit price will be taken as reference basis in the evaluation.ItemNoItem1 A4 Flyers-A2 A4 Flyers-B3 A3 Posters4 A2 Posters5 A1 Posters6 Stickers-2x47 Stickers 3x68 Stickers- 4x89 BannersSpecifications andminimum requirementsA4, 80 grams, full color,glossy, 1-side printingA4, 80 grams, full color,glossy, 1-side printingA3 size, 115 grams, fullcolor, glossy, 1-sideprintingA2, 115 grams, fullcolor, glossy, 1-sideprintingA1, 115 grams, fullcolor, glossy, 1-sideprintingAdhesive Plastic, fullcolor, 2x4 inchesAdhesive Plastic, fullcolor, 3x6 inchesAdhesive Plastic, fullcolor, 4x8 inches3.5*8ft. water-resistantflex material,computerized printing,full color, 4 grommets(holes, 1 per corner)QtyUnitUnitPrice128,447 ea $0.00 $128,447 ea $0.00 $74,927 ea $0.00 $74,927 ea $0.00 $74,927 ea $0.00 $5,000 ea $0.00 $5,000 ea $0.00 $29,000 ea $0.00 $262 ea $0.00 $TotalPriceDeliveryTimeDeliverytime ofitemsafterapprovalofartwork

10 T-Shirts11 Travel Vests12 CVE Manual100% cotton polo shirt,3 buttons, wood-tone,sizes: equal amounts of325-M, 325-L, 325-XXL;4-colorTravel Vest, 6 or morepockets, elastic andzipper closures,breathable mesh topand back. Cotton Nylonmix. Khaki colormaterial, with colorprinting. 100-Medium,125-Large, 125-XL, 100-XXLA4 size; 80 gram paper;double-sided printing;pages: 90 (sheets 45);cover: 120 gram glossypaper; binding: 3staples; pdf artwork tobe provided; color1,325 ea $0.00 $550 ea $0.00 $1,000 ea $0.00 $Subtotal $Taxes $Shipping Cost $Grand Total in US Dollars $RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 8 of 117 Additional Terms & Conditions7.1 Non-Disclosure AgreementIFES reserves the right to require any offeror to enter into a non-disclosure agreement.7.2 CostsThe RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurredby offeror or any third parties, in connection with the Response. All Responses and supportingdocumentation shall become the property of IFES, subject to claims of confidentiality in respect ofthe Response and supporting documentation.7.3 Intellectual PropertyThe Respondent should not use any intellectual property of IFES including, but not limited to, alllogos, registered trademarks, or trade names of IFES, at any time without the prior written approvalof IFES, as appropriate.

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 9 of 117.6 Partial AwardingIFES reserves the right to accept all or part of the quotation when awarding the purchase order.7.7 No LiabilityIFES reserve the right to accept or reject any quotation or stop the procurement process at anytime,without assigning any reason or liability.IFES shall not be liable to any offeror, person, or entity for any losses, expenses, costs, claims, ordamages of any kind:Arising out of, by reason of, or attributable to, the Respondent responding to this RFQ; orAs a result of the use of any information, error, or omission contained in this RFQ documentor provided during the RFQ process.7.8 Entire RFQThis RFQ, any addenda to it, and any attached schedules, constitute the entire RFQ.

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 10 of 118 Vendor CertificationThis certification attests to the vendor’s awareness and agreement to the content of this RFQ and allaccompanying calendar schedules and provisions contained herein.The vendor must ensure that the following certificate is duly completed and correctly executed by anauthorized officer of your company.This proposal is submitted in response to RFQ/10/070 issued by IFES. The undersigned is a dulyauthorized officer, hereby certifies that:(Vendor Name)agrees to be bound by the content of this proposal and agrees to comply with the terms, conditions, andprovisions of the referenced RFQ and any addenda thereto in the event of an award. Exceptions are tobe noted as stated in the RFQ. The proposal shall remain in effect for a period of 60 calendar days as ofAugust 8, 2010.The undersigned further certify that their firm (check one): IS IS NOTcurrently debarred, suspended, or proposed for debarment by any federal entity. The undersigned agreeto notify IFES of any change in this status, should one occur, until such time as an award has been madeunder this procurement action.Person[s] authorized to negotiate on behalf of this firm for purposes of this RFQ are:Name:Signature:Name:Signature:Title:Date:Title:Date:Signature of Authorized Officer:Name:Signature:Title:Date:_____________________________________________________

RFQ/11/070Printing CVE MaterialsIFES LiberiaPage 11 of 11Schedule “A” Notice of IntentionRFQ/11/070NOTICE OF INTENTIONREQUEST FOR QUOTATIONFrom:[VENDOR ORGANIZATION NAME][AUTHORIZED REPRESENTATIVE][TELEPHONE NO.][FAX NO.][E-MAIL]Please state your intention with regard to the Request for Quotation RFQ/11/070 by selecting one of thefollowing:[ ] Intends to respond to this IFES Request for Quotation[ ] Does not intend to respond to this IFES Request for QuotationTO:International Foundation for Electoral SystemsJaime Acosta, Procurement Manager1850 K Street, NWWashington, DC 20006Tel: +1 202.350.6864Fax: +1 202.350.6701