Request for Quotations (RFQ) – Services
DAI, implementer of the USAID-funded Feed the Future Rwanda Nguriza Nshore Project, invites qualified vendors to submit quotations/bids for Consultancy services as outlined below.
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1. RFQ No. |
BREQ-20-00003 |
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2. Issue Date |
April 30, 2020 |
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3. Title |
Provision of Event & Logistics Management Services |
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4. Issuing Office & Contact Information |
DAI Global, LLC Feed the Future Rwanda Nguriza Nshore Project M. Peace Plaza, 10th Floor, Block B |
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5. Site Visit |
N/A |
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6. Deadline and Email for Receipt of Questions |
Questions are due by 5:00 pm local Kigali, Rwanda time on May 7th, 2020 to NgurizaNshore_Procurement@dai.com |
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7. Deadline and Email for Receipt of Bids/quotations |
Bids/quotations are due by 5:00 pm local Kigali, Rwanda time on May 14th, 2020 to NgurizaNshore_Responses@dai.com |
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8. Anticipated Award Type |
DAI anticipates issuing a Blanket Purchase Order (BPA). Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and offerors will not be reimbursed for any costs associated with the preparation of their bid. |
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9. Basis for Award |
An award will be made to the responsible bidder whose bid is responsive to the terms of the RFQ and is most advantageous to DAI, considering price or/and other factors included in the RFQ. To be considered for the award, bidders must meet the requirements identified in Section 14, “Determination of Responsibility”. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price.
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- Request for Quotations (RFQ) – Services
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10. General Instructions to Offerors |
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11. Questions Regarding the RFQ |
Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email or in writing delivered to the Issuing Office no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Offerors. |
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12. Scope of Work Requirements for Technical Acceptability |
See Attachment C for details on the scope of work |
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13. Determination of Responsibility |
DAI will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:
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14. Geographic Code |
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15. Data Universal Numbering System (DUNS) |
All U.S. and foreign organizations which receive first-tier subcontracts/ purchase orders with a value of $30,000 and above are required to obtain a DUNS number prior to the signing of the agreement. Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. DAI requires that Offerors sign the self-certification statement if the Offeror claims an exemption for this reason. For those required to obtain a DUNS number, you may request Attachment C: Instructions for Obtaining a DUNS Number. For those not required to obtain a DUNS number, you may request Attachment D: Self-Certification for Exemption from DUNS Requirement |
| 16. Compliance with Terms and Conditions |
Offerors shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Offeror shall comply with all Representations and Certifications of Compliance listed in Attachment B. |
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17. Procurement Ethics |
By submitting an offer, offerors certify that they have not/will not attempt to bribe or make any payments to DAI employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the DAI staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at +1 855-603-6987, via the DAI website, or via email to FPI_hotline@dai.com. |
1.1 Attachment A: Unit Price Schedule, including certification of price
| Item Number | Service & Description | Unit | Quantity | Unit Price (without VAT)
RWF |
Unit Price (with VAT)
RWF |
Note: For the purpose of this RFQ, only unit prices are required and hence bidders are required to provide a quote for 1 unit for each service/goods item. The unit price must be good for 12 months.
| Period of Performance: 12 months |
We, the undersigned, provide the attached bid in accordance RFQ-BREQ-20-00003 dated _April 30, 2020________. Our attached bid is for the total price of _________N/A____________ (figure and in words).
I certify a validity period of 90 days for the prices provided in the attached Price Schedule/Bill of Quantities. Our bid shall be binding upon us subject to the modifications resulting from any discussions.
We understand that DAI is not bound to accept any bid/quotation it receives.
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Telephone:
Email:
Company Seal/Stamp:
1.2 Attachment B: Representations and Certifications of Compliance
- Federal Excluded Parties List – The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
- Executive Compensation Certification- FAR 52.204-10 requires DAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)
- Executive Order on Terrorism Financing– The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked Persons List maintained by the US Treasury (online at SAM.gov) or the United Nations Security Designation List (online at http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub-awards issued under this Contract.
- Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
- Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
- Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information.
- Business Size and Classification(s) – The Bidder certifies that is has accurately and completely identified its business size and classification(s) herein in accordance with the definitions and requirements set forth in FAR Part 19, Small Business Programs.
- Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
- Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or national origin.
- Labor Laws – The Bidder certifies that it is in compliance with all labor laws..
- Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
- Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.
By submitting a bid, offerors agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein, and will be asked to sign these Representations and Certifications upon award.
1.3 Attachment C: Detailed Scope of Work
PROJECT BACKGROUND
The purpose of Rwanda Nguriza Nshore (“Lend so that I may invest”), a $14.9 million program funded by Feed the Future through the United States Agency for International Development (USAID) is to drive rural economic growth through facilitating the emergence of a dynamic agribusiness sector. Hereinafter the project will be referred to as Nguriza Nshore. By alleviating constraints to investment and increasing access to financing, Nguriza Nshore will facilitate the creation and growth of small to medium agribusinesses, as an entry point for broader growth, to provide productive employment for rural populations and reduce poverty. By working with financial institutions, investors, public and private sector business development service providers, and a variety of Government of Rwanda ministries and initiatives, Nguriza Nshore will be the catalyst that strengthens and improves existing public-private platforms that support investment from international, local, bank and non-bank sources, creating a better-functioning finance and investment ecosystem.
OBJECTIVES
In line with the key objectives outlined above, Nguriza Nshore regularly hosts events in Rwanda in partnership with private sector actors, government institutions, visiting investors, among others. Nguriza Nshore is seeking to hire an Event & Logistics Management Company to assist the project with these various events. The Event & Logistics Manager is hereinafter referred to as the Contractor. It is estimated that Nguriza Nshore will need the services of the Contractor for more or less 3-4 times per year in the preparations for and onsite management of events in Rwanda.
TASKS
For the purposes of this RFQ, the Contractor will be supporting Nguriza Nshore to plan an event that is centered around the launch of a new policy in Rwanda. The Contractor will oversee all aspects of organizing the logistics and onsite coordination of the one-day event. The event will be formal and is to be hosted at a well-equipped conference space in Kigali, with many VIP guests expected. The event will feature the main session with speakers and a panel discussion. An exhibition space will also be set up, which will house booths from 15-20 local business partners.
The date of the event is TBD due to current global events.
In collaboration with the Nguriza Nshore Communications Manager, the Contractor will arrange for all logistics details related to the event as outlined in-depth below:
ILLUSTRATIVE DELIVERABLES
The Contractor must share a proposal which covers the following:
| Task | Details |
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1. Secure a conference facility |
The facility for the policy launch event should host 200 people with a mix of round tables and cocktail tables with a stage, podium, and backdrop. There should be sufficient space for attendees before and after the event to network. The room should be disability accessible (Section 508 Compliance). The Contractor should provide a backdrop frame, if not provided by the venue. The Contractor will work with the facility to ensure ease of parking for attendees who drive to the event. The Contractor will ensure proper signage and protocol at the event. The Contractor will directly book and negotiate the conference room for the policy event. |
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2. Invitations |
Support the project to distribute hard copies of invitations to invitees and follow up on RSVPs. |
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3. Conference space decoration and lighting |
The Contractor will ensure the conference is well set up, featuring adequate partner branding and that the lighting is well suited to the needs of the event. |
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4. Exhibition space |
The Contractor will oversee the setup of exhibition space to feature 15-20 businesses. |
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5. Sound system |
The Contractor should coordinate with the selected venue to ensure that all A/V equipment for the event is provided. The event will require a podium, microphones, sound system, projector, and all related equipment for display and presentation for the intended audience. The equipment should be able to successfully play a 10-minute film with no glitches. The Contractor will also secure personal microphones for a short drama to be acted by the youth. |
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6. Secure food and beverage for the event |
The contractor will work with the venue to secure a non-alcoholic cocktail and snacks package to last the length of the event (5-7pm) |
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7. Protocol services |
The Contractor will provide protocol services to ensure the event goes smoothly. The protocol team should also be available to assist in setting up the event and taking down materials afterward. |
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8. Master of Ceremony |
The Contractor will provide a Master of Ceremony well-fitted for the event and will collaborate with Nguriza Nshore to brief him/her on all event details |
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9. Photography and Videography |
If DAI has not already determined the preferred photographer and videographer, based on past work, the Contractor will recommend and contract one professional photographer and one professional videographer to cover the event. The Contractor will directly contract and coordinate the photographer and videographer. An album of at least 500 photographs and a 3-minute video should be produced from the Investor Trip. A selection of 20 photos must be made available during the event for use on social media and a one-minute teaser video must be completed by noon the day after the event for immediate sharing. All USAID and Feed the Future branding and marking guidelines must be adhered to. |
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10. Video to show at the event |
The Contractor will collaborate closely with the Nguriza Nshore Communications Manager to oversee filming a video that will be shown at the event. The video will interview a number of key personnel and feature live footage from across Rwanda. It will be developed in the weeks leading up to the event. |
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11. Conference/event management staff |
The Contractor will demonstrate that it has sufficient and capable staff to facilitate the event at a tactical level and coordinate with conference/event facility staff and also manage the various activities that are taking place at the venue. |
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12. Press conference |
The Contractor will make the necessary arrangements with the venue to arrange for an intimate press conference to follow immediately after the event. This involves arranging the necessary room for the press conference. The media will be managed separately by the project. |
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13. Collaborate with setting up backdrop banner |
The Contractor will ensure that the backdrop banner is well set up and will provide a backdrop banner stand in case the venue does not provide one. |
1.3.1 Bid evaluation criteria
| Criteria | Sub-criteria | Maximum Points |
| Technical Approach | ||
| Subtotal Points – Technical Approach | 30 points | |
| Management Approach | ||
| Subtotal Points – Management | 30 points | |
| Corporate Capabilities and Past Performance | ||
| Subtotal Points – Corporate Capabilities | 40 points | |
| Total Points | 100 points | |
| The minimum technical pass mark | 70 points | |
1.4 Consultant Firm Qualifications
The Event & Logistics Management firm should have the following minimum qualifications:
- Previous proven experience managing major events in Rwanda;
- Previous experience coordinating a number of partners and vendors;
- An ability to negotiate the conference space and related vendors;
- Excellent interpersonal skills, especially with key Nguriza Nshore partners;
- Excellent English writing and oral skills;
- Excellent organizational and time management skills.
1.5 Performance Period
The expected performance period is 12 months. The policy launch event date is TBD (to be determined) due to the current global situation. Similar events are to happen more or less 3-4 times per year.
1.6 Application
Applications should contain the following:
- A brief technical proposal of maximum two pages which details the offeror’s approach to the technical scope of work, and past experience that will set the management firm up for timely success to complete the scope of work
- Attachment A: Completed price schedule
- The unit price (in RWF) for labor, conference facility services, and other services as specified in the SOW above
- VAT separately
- Attachment D: Team Descriptions
- Attachment E: At least three references of past work
Applications must contain all of the above contents; incomplete applications will not be considered.
Please send all bids/quotations electronically to NgurizaNshore_Responses@dai.com before 5 pm CAT on May 14th, 2020 using the subject line “Quote for RFQ-BREQ-20-00003 Provision of Event & Logistics Management Services .” All questions are due by 5 pm CAT on May 7th, as specified in this RFQ.
1.1 ATTACHMENT D: Team Descriptions
Provide descriptions of qualifications for each of the following positions:
| Team Member Name | Proposed Position for this Contract | Past experience and qualifications |
| Event Manager (to oversee the successful completion of all tasks in the contract) | ||
| Venue coordination | ||
| Vendor coordination (photographer, videographer etc.) | ||
| Exhibition coordination (including sharing logistics with SMEs) |
1.2 ATTACHMENT E: Summary of Relevant Work Experience
Include projects that best illustrate your experience relevant to this (RFQ) or similar activities, sorted by decreasing order of completion date. Projects should have been undertaken in the past three years (i.e. April 2017 – April 2020). Projects undertaken in the past five years may be taken into consideration at the discretion of the evaluation panel.
| Item # | Project Title, Description of Work | Location | Client Name/Tel # /Email | Cost in Rwandan Francs | Start
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End
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Completed on Schedule (Yes/No) | Subcontractor or Prime Contractor? |
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1.8 ATTACHMENT E: Bid Checklist
Bidder: __________________________________________________________________
Does your bid include the following?
Technical proposal responding to the scope of work (Attachment C)
Team descriptions (Attachment D)
Completed Price Schedule (Attachment A)
Summary of Relevant Experience and Past Performance (use form in Attachment E)
-end of RFQ
