request for quotation (rfq) supply and delivery of water ... · (a) scope of goods: the caribbean...

2nd Floor, Lawrence Nicholas Building, P.O. Box 563, Ring Road, Belmopan, BELIZE Tel: (501)822-1104 or 1094, Fax: (501) 822-1365, Website: www.caribbeanclimate.bz

Request for Quotation (RFQ) –

Supply and Delivery of Water Tank to St. Vincent & the Grenadines

Project Title: Climate Change Adaptation Programme

Source of Funding: USAID

Purchaser: Caribbean Community Climate Change Centre

Contract Ref: Contract#53/2020/USAID-CCAP/SVG/CCCCC

Contract Title: Supply and Delivery of Water Tanks to St.

Vincent & the Grenadines.

Issued: June 10th, 2020

Deadline for submission: Tuesday 30th June 2020

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Supply and Delivery of Water Tanks Contract#53/2020/USAID-CCAP/SVG/CCCCC

REQUEST FOR QUOTATIONS

SECTION 1. INSTRUCTIONS TO BIDDERS

(a) Scope of Goods: The Caribbean Community Climate Change Centre [‘the Centre’] hereby

invites Bidders to submit Quotations for the following Goods:

LOT BRIEF DESCRIPTION QUANTITY

1

HDPE 1000 gallon tanks 178

(b) Quote and Contract Documentation: Quotations are to comply with the enclosed

documents making up this RFQ:

Section 1 - Instructions to Bidders

Section 2 - Form of Quotation

Section 3 - Prices and Schedules for Supply

Section 4 - Technical Specifications (Required and Offered)

Section 5 - Draft Form of Contract

Section 6 - Letter of Acceptance

(c) Bidder/Supplier Eligibility: To be eligible to submit a Quote, Bidders MUST meet the

criteria detailed below:

(i) Bidders must not be, or have been, associated with the organisation that prepared for

the Centre the design or specifications of the Goods.

(ii) At the time of submitting a Quote, a Bidder MUST be registered on the Centre’s

Bidders’ Data Base and not be in an ineligible/suspended state by the Centre, as noted

on its Data Base - refer: https://www.caribbeanclimate.bz/invitation-for-consultants-

and-suppliers-to-register/

(iii) All Goods to be supplied shall have their origin in Eligible Countries. See more

information on ‘Eligible Countries’ in ANNEX 1 hereto. For the purpose of this

Clause, COUNTRY OF ORIGIN IS DEFINED BY THE APPLICATION OF 22 CFR

228: RULES FOR THE PROCUREMENT OF COMMODITIES AND SERVICES

FINANCED BY USAID.

(iv) Bidders must be a legally registered firm with minimum 10% profitability.

(d) Prices:

(i) Bidders may quote for any or all LOTS under this RFQ, but MUST quote for ALL

items in a LOT. Each LOT shall be evaluated, and Contracts may be awarded

separately to the Bidder(s) with substantially responsive Quotations offering the

lowest evaluated price for each item. The Contract will be governed by the terms and

conditions of the attached Form of Contract or where applicable, a Purchase Order

will be issued.

https://www.caribbeanclimate.bz/invitation-for-consultants-and-suppliers-to-register/

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(ii) Prices should be quoted ‘Carriage and Insurance Paid to’ [CIP] for Goods imported

to St. Vincent and the Grenadines, or ‘Ex-Works’ [EXW] for domestically supplied

goods, according to INCOTERMS, 2010.

(iii) The Department of Grenadine Affairs has secured duty free concessions for the

importation of tanks; therefore, the quoted price shall NOT include customs duty and

VAT, applicable to goods imported to St. Vincent & The Grenadines. However,

bidders will have to pay the Port Fee of XCD$24 per tank. The Goods should be

shipped to the attention of:

Herman Belmar

Deputy Director, Grenadine Affairs, St. Vincent & the Grenadines

(iv) Prices must be quoted in United States Dollars (USD) by Suppliers. Payment will

be made in USD. For the purpose of evaluation, all quotations will be converted

to United States Dollar using the conversion rates at

https://www.oanda.com/currency/converter/, as at Tuesday 30th June, 2020, as

applicable.

(v) The Centre reserves the right at the time of Contract / Purchase Order finalization to

increase or decrease the quantity of Goods originally specified without any change in

unit prices or other terms and conditions.

(vi) The Centre will evaluate and compare only the Quotations determined to be

substantially responsive. A Quotation is not substantially responsive if it:

• Is submitted by an ineligible Bidder; or

• Contains material deviations or reservations to the terms, conditions, and

specifications of this RFQ.

(e) Place of Destination of the Goods: Goods should be delivered in the following schedule

to:

Union Island 105 tanks

Mayreau 15 tanks

Canouan 58 tanks

Department of Grenadine Affairs will be responsible for the acceptance of the goods

ensuring that the specifications as bid for are met.

(f) Alternative Options: Quotations for alternative Goods to those defined in the attached

documents will not be permitted.

(g) Errors: In assessing the Quotations, the Centre will adjust for any arithmetical errors as

follows:

i. where there is a discrepancy between amounts in figures and in words, the amount in

words will govern;

ii. where there is a discrepancy between the unit rate and the line item total resulting

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from multiplying the unit rate by the quantity, the unit rate as quoted will govern.

Bidders refusing to accept the corrections will result in the Quotation being rejected.

(h) Evaluation Criteria: Offers determined to be substantially responsive to the technical

specifications will be evaluated by comparison of their CIP/EXW price (plus any price

quoted for delivery to the place of destination, which is Union Island, Mayreau, and Canouan

of St. Vincent & the Grenadines as outlined in paragraph (e). The following additional

criteria will be used to evaluate the offers, where applicable: (a) the Supplier’s Warranty

Description, and (b) Timeframe for Delivery.

(i) Quotation Submission and Deadline:

a. The Form of Quotation – Section 2; Prices & Schedules for Supply – Section 3; and

Technical Specifications – Section 4; duly signed by the Bidder’s authorised

representative, should be submitted by electronic means to the email address

[email protected] at or before Tuesday 30th June, 2020 at 2:00 PM

Belize Time (GMT – 6). Quotations received after this time/date and / or not duly signed

will not be considered.

b. In addition, all Bidders must submit pictures and brochures for items quoted; a copy of

their Certification of Registration and VAT / GST Certificate, if relevant; and Profit &

Loss Statement for the last quarter of 2019.

(j) Quote Validity: Bidders’ Quotations shall be valid for a period of sixty (60) calendar days

from the deadline for submission, that is until July 31, 2020.

(k) Warranty: The Bidder is required to provide a description of warranty conditions attached

to the goods/supply.

(l) Failure to Honour Quote: If a Bidder withdraws its Quotation during the validity period

and/or refuses to accept the award of a Contract when and if awarded, then the Bidder will

be excluded from Bidding (either as a prime or sub-supplier) on any of the Centre’s

solicitations for a period of twelve (12) months.

(m) Contract award: The Centre will award the Contract[s] to the Bidder[s] whose

Quotation[s] has/have been determined to be substantially responsive to this Request for

Quotation and who has/have offered the lowest evaluated price Quotation[s]. The

Contract[s] will be governed by the terms and conditions of the attached Form of Contract,

or a Purchase Order, where applicable.

(n) Notification of Award: The Bidder[s] whose Quotation[s] has/have been accepted will be

notified of the award of a Contract through the Letter of Acceptance issued by the Centre.

(o) Cost of Quotations: Bidders shall bear all costs associated with the preparation and

submission of their Quotations, and the Centre will in no case be responsible or liable for

those costs. The Centre reserves the right to reject any or all quotations and to annul this

mailto:[email protected]

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process at any time prior to the award(s), without thereby incurring any liability.

(p) Additional Information: If any additional information is required about this RFQ, it must

be requested in writing no later than five (5) business days before the Quotation submission

deadline, by email to [email protected]. Attention: Theresa Sanderson

Any additional information that would benefit all Bidders will be communicated to all invited

bidders. However, the source of the request will not be disclosed.

(q) Debriefing: Unsuccessful Bidders may request the Project Procurement Officer to provide

a debriefing. Such Bidders can learn why their Quotations were unsuccessful and the name

of the successful Bidder.


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SECTION 2 - FORM OF QUOTATION

[Bidder to insert its heading here]

FORM OF QUOTATION

To: Caribbean Community Climate Change Centre, ________________(Date)

2nd Floor, L. Nicholas Building, North Ring Road,

Belmopan City, BELIZE

We confirm that we are an eligible Bidder (as defined in RFQ Section 1) and we offer to execute

the contract for the supply of _______________________(state Lots) in accordance with the

Conditions of Contract accompanying this Quotation for the Contract Price of

_________________________(amount in words and numbers) (______________) (name of

currency)_____________. This Contract Price is firm and fixed and not subject to adjustment

during the Contract performance.

We propose to complete the delivery of Goods within a period of ___________________days

from the Date of Signing of the Contract or Purchase Order.

We hereby confirm that this Quotation is valid until August 31, 2020..

This Quotation and the Centre’s written acceptance will constitute a binding Contract between

us. We understand that the Centre is not bound to accept the lowest or any Quotation it receives.

We hereby confirm that this Quotation complies with the requirements of the Request for

Quotation documents.

Authorized Signature: _________________________________________

Name and Title of Signatory: ____________________________________

Name of Bidder: ____________________________________________

Address: ___________________________________________________

Phone Number: _____________________________________________

Email address: ______________________________________________

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SECTION 3 - PRICES AND SCHEDULES FOR SUPPLY

Terms and Conditions of Supply1

Project Title: Climate Change Adaptation Program (CCAP)

Purchaser: Caribbean Community Climate Change Centre

Contract Ref: Contract#53/2020/USAID-CCAP/SVG/CCCCC

No. Item

(List items as per specifications offered

in the Technical Specifications

table)

Qty Unit price

CIP

plus, the price of

delivery to the place of

destination

(US$)

Total price

CIP

plus, the price of

delivery to the place

of destination

(US)2

Delivery Time

needed

from contract signing /

date of addendum till

delivery to the place of

destination

(days)

(a) (b) (c) = (a) x (b) (d)

Manufacturer:

Model:

Country of origin:

1 Please fill in for all items quoted.

2 In case of discrepancy between unit price and total derived from unit price, the unit price shall prevail.

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SECTION 4 - TECHNICAL SPECIFICATIONS (REQUIRED AND OFFERED)

Lot Item Quantity Minimum Specifications Requirements Specifications of Goods offered including

manufacturers datasheet

LOT 1: HDPE 1000 gallon water tanks

1

Water tanks 178

Dimensions of tank: 60” diameter x 89” height

Specifications on layers:

• Inside Layer - Antibacterial coated white layer

prevents the growth of algae and allows easy

level viewing (viewing through the manway).

• Middle Layer - Solid foam structure provides

the structure, support, and rigidity of a

honeycomb. This leads to a lighter, more

durable and more impact resistant tank.

• Outside Layer - UV coated resins block

sunlight, preventing unwanted formations and

preserving the clean water within.

Additional Specifications:

18” Manway w/4” Vent (Largest Lid that can go on

the tank)

1-1/2” Female threaded NPT bulkhead fitting

2” Female threaded NPT bulkhead fitting

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Supply of Water Tanks to St. Vincent & the Grenadines – Contract#53/2020/USAID-

CCAP/SVG/CCCCC

SECTION 5 – DRAFT FORM OF CONTRACT

DRAFT CONTRACT

BETWEEN

THE CARIBBEAN COMMUNITY CLIMATE

CHANGE CENTRE (CCCCC)

AND

SUPPLIER NAME

SUPPLY OF WATER TANKS TO ST. VINCENT &

THE GRENADINES

CCCCC Contract#53/2020/USAID-CCAP/SVG/CCCCC

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CONTRACT THIS CONTRACT (“Contract”) is made by and between the Caribbean Community Climate

Change Centre (CCCCC), (“the Centre”), an International Organisation, having its principal place

of business at 2nd Floor, L. Nicholas Building, P.O Box 563, North Ring Road, Belmopan City,

BELIZE, acting hereinafter and represented by Colin Young (PhD), Executive Director, on the one

Part,

AND

……………………………, having its principal place of business at ……………………………………., acting hereinafter and represented by Lourdes Smith, Managing Director, on the other part, Collectively referred to as “The Parties”.

WHEREAS, the Centre issued a Request for Quotations on June 9th 2020 for the supply of Water

Tanks (“the Goods”).

AND WHEREAS, the Centre has accepted the Quotation submitted by the Supplier for the supply

of the Goods outlined above and as detailed in the various Appendices hereto;

AND WHEREAS, the Supplier will supply and deliver the Goods in accordance with the terms and

conditions of this Contract.

The Centre and the Supplier agree as follows:

1. SCOPE OF CONTRACT

1.1 The following Appendices attached hereto shall be deemed to form an integral part of this

Contract:

Appendix 1 Supplier’s Form of Quotation dated …………………

Appendix 2 Supplier’s Prices and Schedules

Appendix 3 Supplier’s Technical Specifications

Appendix 4 The Centre’s Letter of Acceptance dated …………

Appendix 5 Warranty obligations as supported by the Manufacturer’s letter …………….

1.2 Any subsequent Addenda to this Contract.

2. CONTRACT PRICE AND DELIVERY

2.1 In consideration of the payment to be made by the Centre to the Supplier, at the times

and in the manner prescribed by the Contract, the total fixed Contract Price amount of

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……………………………..USD the Supplier hereby covenants with the Centre to supply

the subject Goods, delivered to …………………………………….. on the basis of CIP;

2.2 The Department of Grenadine Affairs will facilitate the exemption of Import Duty and VAT

on the Goods. However, Port Fee of XCD24 per tank is payable by the supplier.

2.3 The Goods are to be delivered to the following locations attention Herman Belmar within

45 days of the signature of contract.

Union Island 105 tanks

Mayreau 15 tanks

Canouan 58 tanks

3. INSURANCE

3.1 Goods supplied under the Contract, CIP (Incoterms 2010) shall be fully insured, as follows:

• “All Risks” cargo/transport insurance for the complete delivery journey. Insured sum

of 110% of the delivered Contract price (i.e. cost of Goods + cost of shipping + cost

of insurance = 100 plus 10%);

• Payment of any claims to be either in the Contract currency or in a freely convertible

one;

• Centre, as the owner of Goods, shall be named as the insured;

• The term of the insurance to be enough for delivery and reasonable delays.

4. TERMS OF PAYMENT

4.1 Invoices are to be submitted for the delivered Goods.

(a) Advance Payment: 40% of the Contract Prices equivalent to …………… shall be

paid within 30 days of submission of an Invoice by the Supplier.

(b) Final Payment: On delivery to destination and acceptance of Goods by the

Department of Grenadine Affairs 60% of the Contract Price equivalent to …………

shall be paid within 30 days of submission of an Invoice by the Supplier.

4.2 Invoices and payments shall reflect the currency of the Contract Price.

4.3 If the Centre fails to pay the Supplier any payment by its due date, the Centre shall pay

to the Supplier interest on the amount of such delayed payment at the rate of 1% per

month, for the period of delay until payment has been made in full.

5. LIQUIDATED DAMAGES

5.1 If the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery stated in

Sub Clause 2.3 above, the Centre may without prejudice to all its other remedies under

the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent

to zero point five percent (0.5%) of the delivered Contract Price of the delayed Goods

for each week or part thereof of delay until actual delivery or performance, up to a

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maximum deduction of ten percent (10%). Once the maximum is reached, the Centre

may terminate the Contract under Clause 6.

6. TERMINATION

6.1 Termination for Default

(a) The Centre, without prejudice to any other remedy for breach of Contract, by written notice

of default sent to the Supplier, may terminate the Contract in whole or in part:

(i) if the Supplier fails to deliver any or all the Goods within the period specified in the

Contract, or within any extension thereof granted;

(ii) if the Supplier fails to perform any other obligation under the Contract; or

(iii) if the Supplier, in the judgment of the Centre has engaged in fraud and corruption,

as defined in Clause 7 below, in competing for or in executing the Contract.

(b) In the event the Centre terminates the Contract in whole or in part, the Centre may

procure, upon such terms and in such manner as it deems appropriate, Goods like those

undelivered. The Supplier shall be liable to the Centre for the full refund of any Advance

Payment or any additional costs for such similar Goods.

6.2 Termination for Insolvency

The Centre may at any time terminate the Contract by giving notice to the Supplier if the

Supplier becomes bankrupt or otherwise insolvent. In such event, termination will be

without compensation to the Supplier, provided that such termination will not prejudice or

affect any right of action or remedy that has accrued or will accrue after that to the Centre.

6.3 Termination for Force Majeure

The Supplier shall not be liable for liquidated damages, or termination for default if and to

the extent that its delay in performance or another failure to perform its obligations under

the Contract is the result of an event of Force Majeure. For purposes of this Clause, “Force

Majeure” means an event or situation beyond the control of the Supplier that is not

foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the

part of the Supplier. Such events may include, but not be limited to wars or revolutions,

fires, floods, epidemics, quarantine restrictions, and freight embargoes.

If a Force Majeure situation arises, the Supplier shall promptly notify the Centre in writing

of such condition and the cause thereof. Unless otherwise directed by the Centre in

writing, the Supplier shall continue to perform its obligations under the Contract as far as

is reasonably practicable and shall seek all reasonable alternative means for performance

not prevented by the Force Majeure event.

7. FRAUD AND CORRUPTION

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7.1 The Centre’s Procurement Principles and Procurement Code of Conduct can be found in

the Centre’s Procurement Handbook (refer: https://www.caribbeanclimate.bz/). The

Supplier shall comply with the applicable aspects including the Centre’s zero tolerance for

fraud and corruption. If the Centre determines that the Supplier and/or any of its personnel,

agents or sub-suppliers, has engaged in corrupt, fraudulent, collusive, coercive or

obstructive practices, in competing for, or in executing, the Contract, then the Centre may,

after giving 14 calendar days’ notice to the Supplier, terminate the Contract, and the

provisions of Clause 6 shall apply as if such termination had been made under Sub-Clause

6.1. Also, the Centre may suspend dealings with the Supplier [both as a prime or sub

supplier] for future Contracts for a prescribed period.

8. EFFECTIVE DATE OF CONTRACT AND EXPIRY

8.1 The date this Contract is signed by the last party will be deemed to be the Effective Date.

This Contract will expire by the performance of both Parties in accordance with its

terms; including the Warranty Periods as described in Appendix 5 hereto.

9. NOTICES

9.1 Any notice given by one party to the other under the Contract shall be in writing to the

address specified below:

The Centre’s address shall be: The Supplier’s address shall be:

Caribbean Community Climate Change Centre, 2nd

Floor, Lawrence Nicholas Building, Ring Road,

Belmopan BELIZE

Attention: Dr. Colin Young - Executive Director

Email: [email protected]

Telephone: 501-822-1094

9.2 A notice shall be effective: (i) when delivered by mail or in electronic form; or (ii) on the

notice’s effective date, whichever is later.

10. SETTLEMENT OF DISPUTES

10.1 The Centre and the Supplier shall make every effort to resolve amicably by direct informal

negotiation, any disagreement or dispute arising between them under or in connection

with the Contract.

10.2 If, after twenty-eight (28) calendar days, the Parties have failed to resolve their dispute or

difference by such mutual consultation, then either Party may give notice to the other Party

of its intention to commence arbitration, as provided, on the matter in dispute. No

arbitration in respect of this matter may be commenced unless such notice is given. Any

dispute or difference in respect of which a notice of intention to commence arbitration has

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been given in accordance with this Clause shall be finally settled by binding arbitration.

Arbitration proceedings shall be conducted in accordance with the laws of Belize.

10.3 Notwithstanding any reference to arbitration herein the Parties shall continue to perform their

respective obligations under the Contract unless they otherwise agree, or unless the Contract

is terminated under Clause 6.

11. PERFORMANCE ASSESSMENT

11.1 The Centre may assess the Supplier’s performance on this Contract and record the results,

after discussion with the Supplier, on the Centre’s Supplier Data Base. This assessment may

be used in the future selection of the Supplier for Contracts with the Centre.

12. GOVERNING LAW

12.1 The Contract shall be governed by and interpreted in accordance with the laws of Belize,

the Centre’s country.

IN WITNESS whereof the Parties hereto have caused this Contract to be executed.

For and on behalf of the Caribbean

Community Climate Change Centre

(Centre)

For and on behalf of ……………………..

(The Supplier)

Name: Colin Young PhD – Executive

Director

Name:

Signed:

__________________________________

Signed:

__________________________________

Date:

__________________________________

Date:

__________________________________

Witness:

__________________________________

(Print Name):

__________________________________

Witness:

__________________________________

(Print Name):

__________________________________

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SECTION 6 – LETTER OF ACCEPTANCE

Lawrence Nicholas Building, Ring Road, Belmopan, Belize

Date: ____________________________ To: _____________________________ [Name and address of the Supplier] Dear Sir or Madam,

This is to notify you that your Quotation dated _________________for the supply of

[description of Goods, name and number of the Contract] for the Contract Price of

[currency]__________________________________ [amount in words and figures], delivered to

_______________ [insert destination/country] by___________[insert delivery date or delivery time

from the Effective Date] complying with the Centre’s Request for Quotation, has been accepted

by the Centre.

You are requested to sign the attached Contract form / Purchase Order and commence the supply of the Goods to ensure the delivery of the Goods within the period specified in the Contract.

For and on behalf of the Centre:

Authorized Signature: __________________________

Name of Signatory: __________________________

Title : __________________________

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ANNEX 1 Eligible Countries

All goods financed under the Agreement USAID/ESC PROGRAM NO. 538-RDOAG- DO3-

2015 shall have their source, and the suppliers of all goods and services financed

under the Agreement shall have their nationality, in countries included in Geographic

Code 9371 (the U.S., recipient countries, other developing countries). Given that this

Agreement is a regional program, Code 937 includes all the CARICOM countries receiving

assistance under this Agreement as in effect at the time orders are placed or contracts entered

into for such goods or services.

In reference to ITB 4.7 and 5.1, for the information of the Bidders, at the present time firms,

goods and services from the following countries are excluded from this bidding process:

Ineligibility Countries

Advanced developing countries are excluded from USAID Principal Geographic Code 937.

Advanced Developing Countries

Albania Ecuador Mexico

Algeria Gabon Namibia

American Samoa Iran, Islamic Rep Palau

Argentina Jamaica Panama

Azerbaijan Jordan Republic Montenegro

Belarus Kazakhstan Romania

Bosnia and Herzegovina Latvia Russian Federation

Botswana Lebanon Serbia

Brazil Libya Seychelles

Bulgaria Lithuania South Africa

Chile Macedonia, FYR Thailand

China Malaysia Turkey

Colombia Maldives Uruguay

Costa Rica Mauritius Venezuela

Cuba Mayotte Venezuela, RB

request for quotation (rfq) supply and delivery of water ... · (a) scope of goods: the caribbean...

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