Request for Provision of Stationery Supplies and Packing Services

Date: 3/26/2015
Ref.: RFQ/15/115
Subject: Solicitation for Stationery Supplies and Packing Services
The International Foundation for Electoral Systems (IFES) - Washington DC, invites your firm to
participate in this competitive solicitation for pricing, delivery and terms of potential sale on the
following items and services for IFES office in Islamabad, Pakistan
BACKGROUND
IFES is an independent, non-governmental organization (NGO) with headquarters registered in the
United States. IFES promotes democratic stability by providing technical assistance to the electoral
cycle worldwide to enhance citizen participation and strengthen civil societies, governance and
transparency.
DESCRIPTION OF GOODS/SERVICES
The International Foundation for Electoral Systems’ (IFES) Support for Election Reform in Pakistan
(SERP) project aims to promote and strengthen electoral processes in Pakistan and to provide
support to the Election Commission of Pakistan (ECP). In an effort to strengthen the ECP’s capacity to
conduct credible elections, IFES will work with the ECP to conduct district/division wise trainings in
KPK for conduct of KPK Local Government Elections 2015.
For the aforementioned trainings, various training material will need to be deployed to all districts of
KPK province. IFES will contract a stationery and packing company to procure stationery materials
and assemble the training kits. Which is the purpose of this RFQ. A separate printing company will
be responsible for producing the printed materials and transporting them to the assembly location
to be included in the training kits. All materials will be assembled in Islamabad/Rawalpindi and
handed over to the IFES designated transport company when scheduled.
Following is the summary of total stationery consignment required to be purchased for preparation
of training kits for polling staff training which will be engaged in the conduct of KPK Local
Government Elections 2015. Item details as listed below:
Sr #
Item description
Unit
QTY
1 Ball point pen blue ink fine quality medium point
each
115514
2 Number 2 wooden [encil with eraser on top
each
3 Pencil sharpener plastic
each
115514
112392
Sr # Item description
4 Eraser fine quality
7
Unit
each
5 Ruler (12 inches) plastic
each
6 Masking tape 1" roll (15 meter approx)
Zob/fresh Cards (9x4 inches two color per pack)
10 of each color (ivory and pink)
150 g partition card sheet size 9 x 4 inches
each
8 Permanent Marker (black color) Cut tip
each
each
9 Permanent Marker (blue color) Cut tip
Standard C5 size envelope white color
10 162 x 229 mm or 6.4 x 9.0 inches
Unbound flip chart pages (Size 20 x 30 inches)
11 fine quality paper
each
12 Packing of stationery kits (material & labor)
kit
QTY
112,392
15,610
3,122
62,440
6,244
6,244
each
124,880
each
62,440
3,122
NOTE: The quantities may increase or decreased up to 10% at the time of actual procurement.
Stationery Items for Training Kits
In total 3,122 training kits are required to be prepared. Each kit should contain the following
stationery items plus the printed training material as shown below:
Sr #
1
2
3
4
5
6
7
8
9
10
11
Sr #
1
2
3
4
Item Description
Ball point pen blue ink fine quality, medium point
No. 2 wooden pencil with eraser on top
Pencil sharpener plastic
Eraser fine quality
Ruler (12 inches) plastic
Masking tape 1"
Zob/fresh Cards (9x4 inches two color per pack) 10 of
each color (ivory and pink)
150 g partition card sheet size 9 x 4 inches
Permanent Marker (black color) Cut tip
Permanent Marker (blue color) Cut tip
C5 size envelope 80 g imported paper
Unbound flip chart sheets (Size 20 x 30 inches) 80 g
imported paper.
Training material provided by IFES
Item Description
Handbook for participants
Folder
Certificate for participants
Set of printed marked ballot papers (7 categories)
Pakistan RFQ/15/115
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Unit
each
each
each
each
each
each
each
QTY in one kit
37
37
36
36
5
1
20
each
each
each
each
2
2
40
20
Unit
each
each
each
each
QTY in one kit
35
35
37
3
5
Sr #
6
7
8
9
10
11
Printed envelopes for results (statement of count)
Item Description
Printed envelopes for results (ballot paper account)
Form statement of count
Form ballot paper account
Printed registration sheet pages
Printed attendance sheet pages
Training charts (10 sheets/set)
each
each
each
each
each
each
each
Set
22
QTY in one kit
22
22
22
6
6
1
Assembling, Packing and Labeling of Training Kits Services
First the company would receive printed material from the printing company. Then the company
would assemble complete training kit (containing stationery items and prescribed number of printed
material as designated for each of training kit). The individual training kits should be packed in
boxes measuring approximately 24” inches in length, 18” inches in width, and 12” inches high.
For the purposes of quality assurance, the Company is required to provide the following:
 IFES will provide the additional printed material to the vendor’s packing/storage facility and
the vendor will be responsible for putting the material in the stationery kits as per IFES
packing details and requirements.
 Vendor must provide a secure and appropriate space/warehouse for assembling and packing
of training kits for the entire duration of contract performance.
 Vendor must provide appropriate security & safety measures at the packing/storage facility
 Packing and kit assembly will be done as per IFES’ requirements
 The vendor will be responsible for printing and pasting address labels fo reach location on
all the boxes as per location details provided by IFES
 Vendor will be responsible for keeping track of the material and stationery kits handed over
to the Transportation Company and getting a signed and detail receipt of goods from the
Transportation Company with the number of boxes handed over writtin on the receipt.
 Vendor will submit a status report on daily basis to IFES.
 Vendor needs to follow packing and dispatching tasking orders under the supervision of IFES
on every consignment.
REQUIREMENTS (Your bid will be disqualified if these requirements are not met.)
Bidders must submit the following:
1. IFES requires bids for the above listed services be providen on per training kit basis with a
total cost plus any applicable taxes.
2. Names, addresses and telephone numbers of three business references, and approval to
contact listed references.
3. The bid must be received by the due date and time.
Additional information requested (Your bid evaluation score will be lowered if this
information is not provided)
 General information about the bidder history and experience.
 Detailed description of past experiences providing similar services to international
NGOs and other international aid agencies.
Pakistan RFQ/15/115
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
Preferred Payment Terms
EVALUATION
IFES will evaluate bids based on the following criteria:
1. Timeline to complete all kits and the number of completed kits per day 45%
2. Past Performance
10%
3. Cost
45%
SCHEDULE OF EVENTS
Release of RFQ
Questions Due
Answers from IFES
RFQ Closes – All Bids Due
26 March 2015
30 March 2015
1 April 2015
14 April 2015
GENERAL TERMS AND CONDITIONS
1. Prices quoted must be valid for 90 days.
2. Unit prices are required and in the case of discrepancies between unit price and total price,
the unit price will be taken as reference basis in the evaluation.
3. All procurement will be subject to IFES contractual obligations and contingent on the
availability of donor funding.
4. IFES reserves the right to accept or reject any quotation or stop the procurement process at
any time, without assigning any reason or liability.
5. IFES reserves the right to accept all or part of the quotation when awarding the purchase
order.
6. All information provided by IFES in this RFQ is offered in good faith. Individual items are
subject to change at any time. IFES makes no certification that any item is without error. IFES
is not responsible or liable for any use of the information or for any claims asserted there
from.
7. IFES reserves the right to require any bidder to enter into a non-disclosure agreement.
8. The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be
incurred by bidder or any third parties, in connection with the Response. All Responses and
supporting documentation shall become the property of IFES, subject to claims of
confidentiality in respect of the Response and supporting documentation.
FORM/CONTENT OF RESPONSE
All quotations shall:
1. Be in the English language.
2. Contain detailed cost in Pakistani Rupees with applicable Tax/Charges clearly identified,
provided against each of the categories of services described in this request.
3. Include a contact name, email address, and telephone number to facilitate communication
between IFES and the Bidder.
4. A brief outline of the company and services offered, including:
 Full legal name and address of the company or individual;
Pakistan RFQ/15/115
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
Full legal name of company’s President and / or Chief Executive Officer (not applicable
for individuals);
 Year business was started or established
5. All questions and responses must adhere to the schedule noted above and shall be to the
attention of Elizabeth Durbin (edurbin@ifes.org) and Khurram Naz (naz@ifes.org)
End of RFQ
Pakistan RFQ/15/115
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