REQUEST FOR QUOTATIONS: Supply, delivery and installation of video conferencing equipment and camera to the Regional Coordination Unit (RCU) at icipe

REQUEST FOR QUOTATIONS FOR THE SUPPLY AND INSTALLATION OF VIDEO CONFERENCING EQUIPMENT AND CAMERA FOR THE REGIONAL COORDINATION UNIT AT icipe

The International Centre of Insect Physiology and Ecology (icipe) has received financing in the amount of USD 15 million (Fifteen Million) equivalent from the World Bank toward the cost of the Africa Regional Scholarship and Innovation Fund (RSIF) for Applied Sciences, Engineering and Technology Project, and intends to apply part of the proceeds to payment of goods, works, related services and consulting services to be procured under this Project.

This document is a formal Request for Quotations from prospective suppliers for the Supply, delivery and Installation of video conferencing equipment and camera to icipe Duduville Campus Nairobi. The information you disclose will be handled in the strictest confidence by icipe. The Supplier will also be held responsible for disclosing incorrect or misleading information.

The bidders must comply with all the instructions, terms and conditions and ensure that all the forms required are properly completed and submitted in a sealed envelope (not disclosing the source), which should be dropped and registered at the icipe Tender Box.

Further information can be obtained at this address (rsiftenders@icipe.org) during office hours 09:00 – 17:00 hrsEast Africa Time.

The attention of interested bidders is drawn to Section III, paragraphs, 3.14, 3.16, and 3.17 of the World Bank’s “Procurement Regulations for IPF Borrowers” July 2016 (“Procurement Regulations”), setting forth the World Bank’s policy on conflict of interest.

Request for Quotations must be delivered in a written form to the address below in person and deposited in the icipe Tender Box, Carroll Wilson Building, Duduville Campus, Kasarani, on or before 28^th February, 2020 at 11:00 hrs, East Africa Time. The bids will be opened the same date and time, in the presence of those submitting. The submissions in hard copy should be clearly marked: ‘Request for Quotations – Supply, Delivery and Installation of Video Conferencing Equipment and Camera for the RSIF project at icipe. REF: KE-ICIPE-159378-GO-RFQ. Electronic submissions will NOT be permitted. Late submissions will be rejected.

International Centre of Insect Physiology and Ecology (icipe)

Attn:  Susan Kariuki, Procurement Manager

Duduville campus, Kasarani, Nairobi

P.O. Box 30772, 00100 GPO

NAIROBI, KENYA

Tel:  +254-20-8632000

Fax: +254-20-8632001/2

E-mail:  rsiftenders@icipe.org

Website:  www.icipe.org

GENERAL INFORMATION AND NOTICE

• All the information contained in this RFQ and in the Supplier’s response will be handled with confidentiality by both the Supplier and icipe.
• In issuing this RFQ, there is no obligation on icipe to select and procure all or some of the goods offered.
• Any information given by the Supplier will form the basis of any contract that may be entered into between icipe and the Supplier.
• shall not be liable for or required to pay any costs, expenses or losses that may be incurred by the Supplier in the preparation of their Quotation.
• All required information will be submitted on the documents specified in this RFQ.
• does not bind itself to accept the lowest bid of any Quotation and reserves the right to accept a portion of any quotation.
• The Supplier is to submit a fully qualifying bid.
• reserves the right to conduct unannounced site visits to the Supplier premises.
• may contact or arrange site visits to the referees stated in this Quotation.
• reserves the right to accept or reject any quotation without assigning any reasons thereof.
• Interested bidders are invited to a site visit/survey and debriefing on Friday 21^st February,2020 at 2.30 pm local time. Kindly send an email confirmation for security booking to rsiftenders@icipe.org

SECTION 1:  QUALIFICATION INSTRUCTIONS

To be eligible and be considered for pre-qualification prospective suppliers must prove that they qualify to participate and submit all the information in the format requested herein as part of mandatory documents:

1.1       Mandatory requirements

The quotation must be submitted in one copy, bound, typed and completely printed in one sealed envelope. The quotation MUST be submitted in the format below.

1.2       Video Conferencing Equipment

Lot 1a : Video Conferencing equipment required shall include the following:

Logitec Rally Plus video conferencing equipment or Equivalent are preferred for compatibility with existing ICT systems at icipe.

Lot 1b

Logitec Meetup conferencing equipment or Equivalent are preferred for compatibility with existing ICT systems at icipe.

Lot 2: Portable Camera and accessories.

Minimum Camera Specifications

NOTE: For the Video Conferencing equipment and Portable Camera provide brochures of the products quoted and indicate the Warranty period (preferred period is 2 years and a service contract for 2 years), Training and installation and delivery timeline.

1.3       Directors and Partners

List below the names, nationalities and addresses of all the Directors and/or Partners (executive and non- executive) of your company:

1.4       Other companies

List below other firms, holding firms, or other organizations, and their addresses, holding major interest in your company.

1.5 Account Management

List below the names of the persons assigned to supervise the Clients account by your firm explain the roles clearly.

1.6 Bank Reference

List below bank (s) which your company has account (s)

1.7  Financial Statements

Please submit your signed audited accounts for the past three years (2018, 2017 & 2016).

1.8 Client/Business References

List 3 major clients whom you have provided similar goods to in the last three financial years that you would recommend for Reference - must be relevant to the items you have expressed interest to supply.  Pease break them down into the following categories:

• Non-Profit/Donor Funded Organizations:

• Commercial Organizations:

1.9       Sub-Contractors

Does your company intend to sub-contract any of the proposed services to another firm?

If yes,

To who?

What portion and why?

1.10     Business Principles:

• Conflict of Interest

1.9.1    icipe insists on honesty, integrity and fairness in all aspects of the business relationship with your company. Direct or indirect offer, payment, soliciting and acceptance of bribes in any form are unacceptable practices. Please confirm your agreement to the above.

            Y / N

1. To avoid conflict of interest between their private financial activities and their part in the conduct of company business, icipe employees or member of their immediate family or relatives should not acquire financial interest in any company or organization with which icipe has commercial relationship.

1.9.3    Is a member of your immediate family or relative an icipe employee?

            Y /N. If yes, please provide details.

icipe now invites you to submit quotation for the provision of listed items below: -

NOTES–

• THIS IS NOT AN ORDER.Read the conditions (c) Your quotation should indicate price per unit and instructions on reverse before quoting, which includes all costs for delivery, product brand, country of origin, warranty period (preferred is 2 years and a service contract for 2 years), and training and installation cost (if any), and best value discount (final offer).Please provide your details in the format below clearly showing the VAT amount:

NB:     1. Quote separately for Lot 1 and 2.

2. The two Lots can be awarded separately.

CONDITIONS

1. The offer shall remain valid for 30 days from the closing date unless otherwise stipulated by the candidate.
2. Prices offered must be net discounted prices and VAT exclusive and the VAT value indicated separately and totaled up.
3. The Procuring Entity shall not be bound to accept the lowest or any other offer, and reserves the right to accept any offer in part unless the contrary is stipulated by the candidate.
4. Samples of offers when required will be provided free and before the closing date of the quotation. If not destroyed during tests they will, upon request, be returned at the candidate’s expenses, or may be collected by the owner.

INSTRUCTIONS

1. All entries must be typed or written in ink. Mistakes must not be erased but should be crossed out and corrections made and initialed by the persons who signed the quotation.
2. Quote for each item separately, and in units as specified.
3. This form must be signed by an authorized representative of the candidate and preferably it should also be rubber stamped.
4. Each quotation should be submitted separately in a sealed envelope with only the Quotation Number endorsed on the outside. Descriptive literature or samples of the items offered may be forwarded with the quotation.
5. If you do not wish to quote, please endorse the reasons on this and return it, otherwise your name may be deleted from the Procuring Entity’s mailing list for the items listed hereon.

SECTION 2:  EXPECTATIONS AND DECLARATION

2.1       Continuous improvement and Performance Measurements

The supplier will be required to participate positively in the client’s performance measurement systems, which will include the following:

• Ensure the most efficient and high quality service delivery.
• Ensure high quality standard materials are used and may be subject to random checks.
• Ensure good communication and be ready to offer any information to the client in regard to the contract/project.
• Be ready to address and rectify any queries that may arise during the contract/project period.

2.2       Credit Facilities

Upon delivery of invoice, what would be the expected maximum credit period offered by your firm?

• Where prices have been offered - they must be net discounted prices and VAT exclusive and the VAT value indicated.
• Indicate terms and conditions of delivery and installation.
• Indicate the extended warranty period for items where applicable.

2.3       icipe observes green procurement regulations therefore suppliers and manufacturers should ensure that goods and services are compliant with emerging Environmental Management Standards.

2.4       Supplier Declaration: