Purchase and Delivery of Electoral Stamps in Burkina Faso

INTERNATIONAL FOUNDATION FOR ELECTORAL SYSTEMS
(IFES)
Request for Quotations for the Purchase and Delivery of
Electoral Stamps in Burkina Faso
RFQ/15/150
May 22, 2015
Purchase and Delivery of Electoral Stamps
1
RFQ/15/150
INTRODUCTION
1.1 Purpose
The purpose of this Request for Quotes (RFQ) is to invite prospective suppliers to submit quotations
and technical specifications for the sale and delivery of self-inking stamps for Bukina Faso’s legislative
and presidential elections in October 2015 and municipal elections in January 2016. The RFQ provides
suppliers with the relevant operational and performance requirements.
When submitting quotations, vendors must respect all instructions, terms of reference, technical
specifications, etc. contained in this RFQ. Incomplete applications will not be considered.
1.2 Coverage & Participation
IFES reserves the right not to enter into any contract, to add and/or delete elements, or to change
any element of the coverage and participation prior to the award without prior notification at any
time without any liability or obligation of any kind or amount.
2
GENERAL INFORMATION
2.1 The Organization
The International Foundation for Electoral Systems (IFES) is an independent, non-governmental
organization providing professional support to electoral democracy. IFES promotes democratic
stability by providing technical assistance and applying field-based research to the electoral cycle
worldwide to enhance citizen participation and strengthen civil societies, governance and
transparency.
2.2 Context
The request for quotations is for the supply and delivery of self-inking stamps for Bukina Faso’s
legislative and presidential elections in October 2015 and municipal elections in January 2016. The
technical specifications of the stamps are specified in Section 4 of this RFQ.
2.3 Schedule of Events
The following tentative schedule will apply to this RFQ, but it may change in accordance with the IFES’
needs or unforeseen circumstances. Changes will be communicated by e-mail to all bidders.




Issuance of RFQ on
Technical Questions/Inquiries Due by
Answers/Addenda from IFES on
RFQ Closes on
IFES/Burkina Faso
May 22, 2015
June 3, 2015
June 8, 2015
June 22, 2015
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Purchase and Delivery of Electoral Stamps
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RFQ/15/150
PROPOSAL PREPARATION INSTRUCTIONS
3.1 Supplier’s Understanding of the Inquiry
In responding to this RFQ, the supplier accepts full responsibility to understand the RFQ in its entirety,
and in detail, including making any inquiries to IFES as necessary to gain such understanding. IFES
reserves the right to disqualify any supplier who demonstrates less than such understanding. Further,
IFES reserves the right to determine, at its sole discretion, whether the supplier has demonstrated
such understanding. Such disqualification shall be at no fault, cost, or liability whatsoever to IFES.
3.2 Good Faith Statement
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.
3.3 Communication
Verbal communication shall not be effective unless formally confirmed in writing by a specified
procurement official in charge of managing this RFQ process. In no case shall verbal communication
govern over written communication.
3.3.1
Notice of Intention: suppliers that are interested in bidding to this RFQ are encouraged
to notify IFES of their interest as soon as possible by filling and sending to the contact
below the Notice of Intention herewith attached as Schedule A. However, the Notice of
Intention is not mandatory and is does not legally bind the interested supplier.
Attention:
E-mail:
Salima Wiggins
swiggins@ifes.org
and
Attention :
E-mail:
3.3.2
Jenny Xu
jxu@ifes.org
Suppliers’ Inquiries. Applicable terms and conditions herein shall govern communications
and inquiries between IFES and suppliers as they relate to this RFQ. Inquiries, questions,
and requests for clarification related to this RFQ are to be directed in writing to:
Attention:
E-mail:
Salima Wiggins
swiggins@ifes.org
and
IFES/Burkina Faso
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Purchase and Delivery of Electoral Stamps
Attention:
E-mail:
3.3.3
3.3.4
RFQ/15/150
Jenny Xu
jxu@ifes.org
Formal Communications shall include, but are not limited to:
 Questions concerning this RFQ must be submitted in writing.
 Errors and omissions in this RFQ and enhancements. Suppliers shall recommend to
IFES any discrepancies, errors, or omissions that may exist within this RFQ. With
respect to this RFQ, suppliers shall recommend to IFES any enhancements, which
might be in IFES best interests.
 Inquiries about technical interpretations must be submitted in writing.
 Addenda to this RFQ.
Addenda: IFES will make a good-faith effort to provide a written response to the
questions or request for clarification that requires addenda per the Schedule of Events in
2.3.
3.4 Proposal Submission
All quotations must be received by IFES by June 22, 2015 at 6:00 PM Washington, DC time. Its mandatory
for bidders to send proposals in electronic copy via e-mail to both Salima Wiggins at swiggins@ifes.org
and Jenny Xu at jxu@ifes.org.
In case bidders wish to also submit a hardcopy, the bids must be physically delivered by June 22, 2015
before 16:00 Ouagadougou time, to the address found below. All physical bids must be submitted in a
closed, sealed outer envelope marked “DO NOT OPEN, RFQ # 15-150”
IFES/Burkina Faso
CENI Annexe
Immeuble Shell, 2e étage
Cité an III
01 BP5152 Ouagadougou 01
3.5 Criteria for Selection
The 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 that have
the interest, capability, and financial strength to supply IFES with the product identified in the Scope
of Work.
Evaluation Criteria:
1. Price
2. Product’s Match to Specifications
3. Timeline/Delivery time
IFES/Burkina Faso
30 Points
30 Points
20 Points
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Purchase and Delivery of Electoral Stamps
4. Experience/Past Performance in the
provision of similar products
RFQ/15/150
20 Points
3.6 Selection and Notification
Suppliers determined by IFES who possess the capacity to compete for this contract will be selected
to move into the negotiation phase of this process. Written notification will be sent to these suppliers
via mail. Those suppliers not selected for the negotiation phase will not be notified.
4
TECHINCAL SPEICFICATIONS
Bid Format: The following table provides a description and the technical specifications of the stamps
that the vendor shall provide and deliver.
Table 1: Price Schedule
Product
Characteristics




Stamp 1










Stamp 2





The text will read “CENI Président”
Original blue ink
Self-inking
Containing 4 mechanical pins that
function as self-ink spring
Featuring CENI logo
Minimum ink life span of 6 years
Insoluble ink
Ink resistant to temperatures above
50 degrees Celsius
Size: 4 cm diameter
Circular shape
The text will read “CENI Annulé”
Original red ink
Self-inking
Containing 4 mechanical pins that
function as self-ink spring
Minimum ink life span of 6 years
Insoluble ink
Ink resistant to temperatures above
50 degrees Celsius
Size: 4 cm diameter
Circular shape
Quantity
Place of Delivery
19,500
National
Independent
Electoral
Commission (CENI)
Ouagadougou,
Burkina Faso
19,500
National
Independent
Electoral
Commission (CENI)
Ouagadougou,
Burkina Faso
Unit
Price
Total
Price
Delivery Costs
Delivery Date
IFES/Burkina Faso
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Purchase and Delivery of Electoral Stamps
RFQ/15/150
Subtotal before Tax
Tax
Import Costs (for goods purchased outside of Burkina Faso only)
Grand Total
All stamps must be delivered to the CENI by August 15, 2015.
5
QUOTATITON FORMAT
The applying supplier must provide the following information in order for their proposal to be considered:
1. A brief outline of the company and services offered, including:
 Full legal name and address of the company
 Full legal name of company’s President and / or Chief Executive Officer
 Registration Documents
 U.S. companies must indicate if they are a registered Small Business (Woman owned, veteranowned, Minority-owned, Disabled, Service Disabled Veteran-owned)
2. Evidence of successful completion of a project of a similar size and complexity.
3. References: Contact information for no less than three references from projects similar in size,
application, and scope and a brief description of their implementation (including location and
year).
4. Price Schedule: Table 1. A sample quote must be completed and submitted on official letterhead
of vendor. Bidders must guarantee the validity of prices for a minimum of 60 days. Prices should
be in Franc CFA for in-country bidders and US Dollars (USD) for all other bidders.
6
ADDITIONAL TERMS & CONDITIONS
6.1 Geographic Code
IFES’s project in Burkina Faso is funded by United States Agency for International Development
(USAID) under Source and Nationality (S/N) Geographic Code 937 (for more information please refers
to 22CFR228.03). A request for waiver may apply if necessary, however, the estimated time required
to obtain the SON waiver will be considered within the “Timeline” in the Evaluation Criteria. IFES
encourage all bidders to consider products falls under SON Geographic Code 937 as priority whenever
possible.
6.2 License, Clearance and Approvals
In the presence of any local legal requirement to produce or deliver the products and/or services
described in the Scope of work, the supplier will include the time needed to obtain possible, licenses,
clearances and/or approvals in the timeline.
IFES/Burkina Faso
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Purchase and Delivery of Electoral Stamps
RFQ/15/150
6.3 Shipping
Suppliers must provide shipping and delivery information in detail in the proposal. Final delivery will
be to various locations as specified in Section 2.2 of this Request for Quotes. Exact addresses will be
provided with the award.
6.4 Non-Disclosure Agreement
IFES reserves the right to require the supplier to enter into a non-disclosure agreement.
6.5 Costs
The RFQ does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred
by a supplier or 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.
6.6 Supplier’s Responses
All accepted Responses shall become the property of IFES and will not be returned.
6.7 Partial Awarding
IFES reserves the right to accept all or part of the quotation when awarding the purchase order.
6.8 No Liability
IFES reserve the right to accept or reject any quotation or stop the procurement process at any time,
without assigning any reason or liability. IFES shall not be liable to any supplier, person, or entity for
any losses, expenses, costs, claims, or damages of any kind:
 Arising out of, by reason of, or attributable to, the supplier responding to this RFQ; or
 As a result of the use of any information, error, or omission contained in this RFQ document or
provided during the RFQ process.
6.9 Entire RFQ
This RFQ, any addenda to it, and any attached schedules, constitute the entire RFQ.
IFES/Burkina Faso
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Purchase and Delivery of Electoral Stamps
RFQ/15/150
SCHEDULE “A”
NOTICE OF INTENTION
RFQ/15/050
From:
Name:
Contact:
Phone:
Fax:
Email:
[INSERT COMPANY NAME]
[INSERT NAME OF AUTHORIZED REPRESENTATIVE]
[INSERT TELEPHONE NO.]
[INSERT FAX NO.]
[INSERT E-MAIL]
Please state your intention with regard to the subject Request for Quotation by selecting one of the
following:
[ ] Intends to respond to IFES Request for Proposal
[ ] Does not intend to respond to IFES Request for Proposal
TO:
International Foundation for Electoral Systems
Attention:
Salima Wiggins
Fax:
+1 202 350 6701
E-mail:
swiggins@ifes.org
IFES/Burkina Faso
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