USAID-Family Farming Program
USAID FAMILY FARMING PROGRAM
REQUEST FOR QUOTATION
for
DELIVERY OF A Back-Hoe
A.
B.
C.
D.
RFP No.
Date
Title
Issuing Office & Address for
Submission of Offers
E. Closing Date for Receipt of Proposals
F. Contact Person for Questions
G. Anticipated Award Type
RFQ-FFP-05-14
December 22, 2014
Supply of a Back-Hoe
DAI Tajikistan (USAID Family Farming Program)
735034 Tajikistan, Dushanbe, 9 F. Shakhobov St., 1st
bypass
Attention: Operations Manager
December 25, 2014
Operations Manager at [email protected]
Purchase Order
BACKGROUND
The USAID/Central Asia Republics Family Farming Program (FFP) for Tajikistan will improve
access to food by increasing production and reducing post-harvest losses; improving availability of
food through better farm-level practices on small holder farms; improving utilization of food by
introducing better home economic practices and developing public and private organizations to
manage on-farm irrigation water that will in turn contribute to food security. FFP will target activities
in the 12 target Feed the Future Tajikistan (FTF/T) focus districts and work under the strategic
framework of the FTF/T strategy.
ACTIVITY DESCRIPTION
Tajikistan Family Farming Program (FFP), implemented by Development Alternatives, Inc. (DAI)
and funded by USAID invites firms to submit separate, sealed price and technical proposals for the
delivery of (1) one unit of Back-Hoe for the federation of Water User Association in Khatlon
province (see Attachment A for Technical Performance Specifications or equivalent item will be
acceptable). The purpose of this Invitation for Bids (IFB) is to solicit final price bids from qualified
sources through a Purchase Order. The successful offer or shall supply one unit of Back-Hoe in
accordance with Attachment A.
MINIMUM CRITERIA
In addition to meeting the specifications listed above, vendors must meet/agree to the following
requirements. DAI cannot consider issuing an award to any vendor who cannot agree/meet the
following criteria:
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Offeror must be able to deliver equipment listed above to the designated Federation of
Water User’s Association within 5 days after signing of a Purchase Order.
Offeror must agree to a warranty for defects at least for 1 years past delivery with
replacement of major operating components, i.e. engine, drive train, etc. at no cost to
DAI/FFP.
None of the items listed above or any component parts shall be from U.S. foreign policy
restricted countries – Cuba, Iran, Iraq, Laos, Libya, North Korea or Syria.
Offeror must not be included on the US Government EPLS/SDN blocked persons list
USAID-Family Farming Program
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Offerors must not be included on the US Government restricted party screening-SAM
Offeror must guarantee validity of prices quoted for 30 days.
Offeror agrees that purchase order will be issued and paid in Tajik Somoni based on the
amount quoted in vendors bid.
Any award over $25,000 will require the vendor to be issued a DUNS number by the U.S.
Government.
Offeror must be able to confirm after-sale service will be provided.
Offerors will be responsible for marking the equipment and equipment packaging with the
USAID logo, as required by USAID regulations. In particular, emblems are to be affixed to
each piece of equipment by metal plate, decalcomania, stencil, label, tag, or other means
depending upon the type of commodity and nature of the surface to be marked. They must
be as durable and at least as large as the trademark or company brand name affixed by
used. All quoted prices should include marking of equipment and equipment packaging.
DAI will not be able to award the contract if all the above-mentioned minimal criteria are not met by
the vendor.
EVALUATION
FFP will issue an award to a responsible Offeror whose proposal will be most advantageous, price
and other factors considered. Therefore, the Offeror’s bid should contain the best terms from a
price and technical standpoint. DAI/FFP may reject any or all offers if such action is deemed in the
interest of DAI/FFP may accept other than the lowest offer; and waive informalities and minor
irregularities in any offers received.
QUOTATION/PROPOSAL STRUCTURE:
In order for DAI/Tajikistan Family Farming Program to conduct a final award analysis, Offerors are
requested to format their proposals as follows:
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Letter of Transmittal (one page) – summarizing price, terms and content of proposals.
Description of the Firm (one page) – A brief description of the firm which illustrates overall
product line and capabilities to meet the terms of the solicitation, the address and
telephone numbers, and ‘’remit to’’ address if different than mailing address. Please
complete Attachment C “Business Size/Type Form”.
Technical Proposal – A detailed description of the equipment and in-country maintenance
capability being offered and any information relevant to meeting the technical specifications
(Attachment B).
Price Proposal – A detailed (itemized) price proposal in the local currency (see below)
should be submitted (Attachment D), including any additional cost items that the vendor
wishes to propose. Offeror shall include in their pricing a minimum 2 copies per equipment
of all operation and maintenance manuals, drawings, and certification documents – these
must be in Russian and/or Tajik language. All manuals, booklets & documentation shall be
delivered to the Dushanbe office.
Exception to the IFB, variations in the quantity (spare parts) or specified type of any item
called for in this and described in your proposal will not be accepted unless the variation
USAID-Family Farming Program
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has been approved in writing by the project manager. Any exceptions to the IFB should be
noted here.
Manufacturing/Delivery Plan – A brief overview of the manufacturer’s plan for meeting the
proposed delivery schedule to ensure that delivery is not delayed. DAI/Family Farming
Program requests that each vendor provide a detailed schedule specifying when each
specified component will be completed.
Installation & Support Plan – A general description as to how the vendor will provide the
maintenance of the products once turned over to the Federation of Water Users
Association, including warranty service and operational training.
Completed Questionnaire as requested an Attachment B and confirmation of willingness to
comply with Standard Terms and Condition from USAID (available upon request).
Company registration documentation and business license.
Transportation Method & Terms of Delivery – Offeror shall indicate estimated
transportation weight and dimensions of each item. Vendor shall describe transport method
and routing of the machinery.
Locally required Equipment Acceptability certifications and proof of Tajikistan state
standards.
Images of the item.
Alternate Proposal
 Offerors may submit alternate proposals. Offerors are encouraged to submit proposals for
more than one type of equipment if they deem more than one type of equipment may meet
the required needs. Alternate proposals must be separate from one another and clearly
marked as “PROPOSAL A” “PROPOSAL B, etc.
ADDITIONAL TERMS
Offerors are required to review and confirm specification. Please ensure that your responses use
plan language, are concise and unambiguous, are quantitative deliver full information, and feel free
to volunteer additional information if it is useful to this process. Bid documents shall be filled out in
English. Offerors shall supply technical documentation, operational manuals and warranty service
documentation in English, Russian or Tajik.
Tenders must fill, sign, stamp and return all pages of the “Bid Package”, available upon request
from DAI Tajikistan – Dushanbe Office (see address above). An offer based on this call for tender
will not necessarily result in the award of a contract. The offers must be submitted to DAI Tajikistan
– Dushanbe Office in a sealed envelope on which is written “not to be opened before a tender
committee is formed” along with a tender reference number. The winning bid tender shall be
selected in accordance with competitive bidding procedures and DAI Tajikistan reserves the right
to issue a non-award.
Late proposals will not be considered unless they are postmarked or logged into courier tracking
system on or before the bid proposal submission deadline and DAI Tajikistan – Dushanbe office is
duly informed about posting of a bid proposal. Bids are confidential and will not be transferred or
disclosed to third parties.
SUBMISSION OF QUESTIONS
USAID-Family Farming Program
The Official Contact Person(s) for this proposal process is listed below. All final proposals as well
as any inquiries should be directed to this person at the address stated herein:
Mr. Rados Dabetic
E-mail: [email protected]
DAI /Tajikistan Family Farming Program
735034 Tajikistan, Dushanbe, 9 F. Shakhobov St., 1st Bypass
TENDERING PROCESS/TYPE OF AWARD
Once quotes are received, FFP will review the documents and evaluate them based on the
aforementioned criteria. FFP will then notify enter negotiations with the highest ranked Offeror.
Once the technical and cost details are finalized, FFP will proceed with the award of a fixed price
purchase order contract to include all stipulations mentioned in this solicitation. If an agreement
cannot be reached with the highest ranked Offeror, FFP reserves the right to enter negotiations
with the second ranked Offeror. Please note that this solicitation in no way obligates FFP or USAID
to make an award, and neither party is liable for costs incurred by your organization to submit a
proposal. FFP also reserves the right to issue award to more than one organization if doing so
provides best cost savings and value to the project. Failure to provide materials mentioned in
proposal may result in reduction in price of total procurement or cancellation at the discretion of
DAI.
USAID-Family Farming Program
ATTACHMENT A
TECHNICAL PERFORMANCE SPECIFICATIONS OF A BACK-HOE
These Specifications are generic In nature and not intended to be restrictive. DAI/ Family Farming
Program understands that your product have equal to or better performance capabilities using
equipment and componentry that varies slightly from the following. Offerors are encouraged to
submit alternate proposals for evaluation. You are cautioned, however, that technical proposals
deemed to not meet FFP’s salient needs requirement maybe rejected.
Subcontractor shall provide one (1) Back-Hoe for performing trench excavations and other types of
earthmoving works. The Back-Hoe should be capable of meeting performance requirements and
mechanical specifications similar to those set forth below.
STANDARDS AND CERTIFICATIONS
 Shall meet Tajikistan required standard specifications for Back-Hoe equipment operation
 Shall have required Manufacturer’s and Equipment Quality Certifications.
 Offeror must be able to confirm that spare parts for all equipment must be readily available
in Tajikistan.
 Back-Hoe consists of Excavator arm and blade dozer equipment and equipment:
Description:
Bucket Capacity, м3 (0,20 - 0.30)
Digging depth, мм (3500 - 4000)
Digging reach, мм (5000 - 5500)
Dump Height (3000 - 4000)
Weight, (up to kg 2000)
Back-Hoe Equipment:
Blade width
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Immovable, мм approximate 2000
Swivel,мм approximate 2300
Blade height, мм ( approximate 600)
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The depth of capture, мм (approximate 100)
USAID-Family Farming Program
Diesel fuel
Minimum gross power approximate equivalent: 60 kW
Cabin comfortable, meets safety standards (ROPS)
WARRANTY
 Minimum of a one year official warranty on major operating components, i.e. engine, drive
train, etc.
MANUALS / TRAINING
 All equipment operation and maintenance manuals must be available in Russian or Tajik.
 Supplier will provide on-job training for operation, and maintenance.
USAID-Family Farming Program
ATTACHMENT B
QUALIFICATION QUESTIONNAIRE
Offerors shall complete, sign and return the following with their price proposals
1
2
3
4
5
6
7
8
9
Vendor’s requisites
(Name, Address, phone, fax, etc, bank
details)
Evidence of registration with relevant
authorities
Requirement in payment and amount of
capital assets
Terms, conditions and types of delivery
Quality warranty and free maintenance
period
Availability of local maintenance centers
(or terms of maintenance provision)
Partnership manufactures and
transportations agencies
Evidence of track record in industry or
similar industries (comparable projects)
and years of experience
Conformity to the internationally
recognized technical and safety
requirements
____ Yes
_____ No
If yes, specify some of them:
1. ___________________
2.___________________
If yes, specify some of them:
If yes, specify some of them:
If yes, specify some of them:
I, hereby, certify that all abovementioned documents are available upon request.
Date
Signature ______________
USAID-Family Farming Program
ATTACHMENT C
BUSINESS SIZE / TYPE FORM
NAME:
ADDRESS:
CONTACT DETAILS:
PRINCIPAL CONTACT TITLE/NAME:
DATE OF ESTABLISHMENT:
NUMBER OF EMPLOYEES:
PERCENTAGE OF GOVERNMNET OWNERSHIP:
BUSINESS /ORGANIZATION TYPE:
 Government Owned
 Partially Government Owned
 Government Affiliated
 100 Privately Owned
 Socially and Economically Disadvantaged business
 Foreign Owned / Controlled
 Non-commercial organization
 Voluntary organization
 Labor surplus area
 Non-profit Organization
Signature
______________________ Date: ________________
INCLUDE CAPABILITY STATEMENT AND DESCRIBE EXPERIENCE IN THE MARKET.
USAID-Family Farming Program
ATTACHMENT D
PRICE PROPOSAL FOR (ONE) Back-Hoe
Item
Detailed description of technical
characteristics
Back-Hoe
Spare parts package
Training for
Operators
Total
*Please provide itemization and description
Terms of payment:
Terms of delivery:
Warranty terms and conditions:
Certified by Supplier:
Signature: __________________________
Printed Name: ______________________
Title: ______________________________
Date: ______________________________
Quantity
Price in Tajik Somoni