Request for Printing of Training Materials Services

Date: 3/26/2015
Ref.: RFQ/15/116
Subject: Solicitation for Printing 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 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. International Foundation for Electoral
Systems (IFES) intends to engage services of Printing Press/Company to meets its material printing
requirements for upcoming polling staff trainings for the conduct of KPK Local Government Elections
2015.
The printing company will be responsible to print and deliver the material as per IFES requirements
below:
Sr #
Item description
1
Certificate for participants
2
Leaflets for polling officer
3
Folder for participants
Printing specification/requirements
A4 size, Fancy card 210 g to 240 g paper
off white/ivory color
Size 19 x 9 in with two folds
Printing of leaflet in four color using 80 g
local paper (fine quality) Back to back
printing
Size 10 x 14 inches 210 to 280 g card
paper without lamination. Single pocket
inside.
Unit
Quantity
each
145,040
each
46,800
each
136,000
Sr #
Item description
4
Printed envelopes for results
(statement of count)
5
Printed envelopes for results
(ballot paper account)
6
Category-1: General Seat
District Council (paper color White)
7
8
9
10
11
12
Category-2: General Seat
Tehsil Council (Paper color Light grey)
Category-3: General Seat
Village & Neighborhood
(Paper color – Orange)
Category-4: Women Seat
Village & Neighborhood
(Paper color – Pink)
Category-5: Youth Seat
Village & Neighborhood
(Paper color – Yellow)
Category-6: Peasant & Social
Worker (Paper color – Green)
Category-7: Non Muslim Seat
(Paper color – Light Brown)
Printing specification/requirements
5 x 11 inches
80 g brown color craft paper B&W
printing on one side only
5 x 11 inches
80 g brown color craft paper B&W
printing on one side only
Size A5. 70 g local paper color paper
B&W printing on both sides
A set consists of:
3 booklets with different text printed on
each booklet and with 50 sheets to
each booklet, staple binding with
perforation on the short side
Unit
Quantity
each
100,950
each
100,950
Sets
5,220
Sets
5,220
Sets
5,220
Sets
5,220
Sets
5,220
Sets
5,220
Sets
5,220
Size A5. 70 g local paper color paper
B&W printing on both sides
A set consists of:
3 booklets with different text printed on
each booklet and 10 sheets to each
booklet, staple binding with perforation
on the short side
From item # 7 to 12 B&W printing will
be done but on different color of paper
for each category as specified.
 Vendor must provide the delivery time for each item in number of days.
 Vendor will deliver material to a packaging location within Rawalpindi/Islamabad as per IFES
instructions and obtain a receipt from the packaging firm for the items delivered.
 For quality assurance the vendor will be required provide access to IFES designated team
during their visits to printing facility
 IFES reserves the right to increase or decreased the quantity of any item up to 20% at the
time of actual procurement.
Pakistan RFQ/15/116
Page 2 of 4
REQUIREMENTS (Your bid will be disqualified if these requirements are not met.)
1. IFES requests bids for the above listed services on per unit or per set basis as noted in the
Goods and Services table above.
2. Vendor must provide the delivery time to complete all printing.
3. Names, addresses and telephone numbers of three business references, and approval to
contact listed references.
4. 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.
 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
Pakistan RFQ/15/116
Page 3 of 4
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;
 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 (knaz@ifes.org)
End of RFQ
Pakistan RFQ/15/116
Page 4 of 4