Vacancy: Request for Quotation - Supply of Day Care Materials

• Request for Quotations (RFQ)


• Date of Issuance:   August 30^th, 2023


• Closing Date for Questions: 23:00 EST, September 10^th, 2023 Closing Date for Submission of Proposal: 23:00 EST, September 15^th, 2023


• For:   Workplace Advancement in Gender Equality (WAGE)


• Funded By: United States Agency for International Development (USAID) Implemented


• By: Tetra Tech ARD


• Point of Contact: [email protected]

Subject:  Tetra Tech ARD Request for Quotation No. 0011 entitled “Supply of Day Care Materials”

You are kindly invited to submit a technical and financial proposal relating to Tetra Tech ARD. Request for Proposal No. WAGE011.

• Tetra Tech ARD intends to issue a Fixed Price Purchase Order for this work


• Costs incurred by respondents for the preparation of a proposal and the negotiation of contract are not reimbursable.


• Tetra Tech ARD is not bound to accept any of the proposals submitted.


• Tetra Tech ARD reserves the right to accept an offeror’s proposal without further discussion.


• While preference will be given to Offerors who can address the full technical requirements of this RFP, Tetra Tech ARD may issue a partial award or split the award among various Offerors, if in the best interest of the WAGE Project.


• Tetra Tech ARD will only evaluate proposals from registered, qualified firms to execute and implement the work under this project.


• Offerors are required to obtain DBA Insurance prior to commencement of any services. See section 3. Financial Proposal for more information.


• The Offers must be able to complete all the items stated in the Statement of Work in Attachment A.


• Offerors MUST NOT provide any goods and/or services that utilize telecommunications and video surveillance products from the following companies: Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.

Authorized USAID Geographic Code- All goods and services offered under this solicitation or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, (North) Sudan, Syria.

• If awarded, the subcontractor must have, or be able to obtain a Unique Entity Identification (UEI) number before signing. This identifier can be obtained in the United States System for Award Management (SAM) at https://sam.gov/. If your company/organization is already registered in the SAM system, you may already have an identifier.

Please note that in submitting a response to this RFP, the Offeror understands that USAID is not a party to this solicitation and the Offeror agrees that any protest hereunder must be presented

– in writing with full explanation – to Tetra Tech ARD for consideration as USAID will not consider protests regarding procurements carried out by implementing partners. Tetra Tech ARD, at its sole discretion, will make a final decision on the protest for this procurement.

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

Tetra Tech ARD is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

Tetra Tech ARD does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.

Employees and agents of Tetra Tech ARD are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, Tetra Tech ARD will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with Tetra Tech ARD or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.


• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.


• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.


• Certify that all information in the proposal and all supporting documentation are authentic and accurate.


• Certify understanding and agreement to Tetra Tech ARD’s prohibitions against fraud, bribery and kickbacks.

Please contact [email protected] with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to Tetra Tech ARD’s US office.

Section 1: Instructions to Offerors

1. Introduction: The WAGE Project is a USAID program implemented by Tetra Tech ARD globally. As part of project activities, the WAGE project requires the purchase of Lactation and Play Room supplies and materials to be delivered to the Ghana Grid Company Limited (GRIDCo), who are establishing a lactation and playroom/daycare center at one of their facilities. The purpose of this RFQ is to solicit quotations for these items.

Offerors are responsible for ensuring that their offers are received by Tetra Tech ARD in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

2. Offer Deadline and Protocol: Offers must be received no later than 19:00 Ghana time on September 13, 2023 by email to [email protected].

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of Tetra Tech ARD.

3. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 19:00 Ghana time on September 8, 2023 by email to [email protected]. Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that Tetra Tech ARD believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by Tetra Tech ARD will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Tetra Tech ARD or any other entity should not be considered as an official response to any questions regarding this RFQ.

4. Specifications: Section 3 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused. In addition, all electrical commodities must operate on 240V, 50Hz.

Please note that, unless otherwise indicated, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

5. Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in GHS and Offers must remain valid for not less than Forty-Five (60) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

• Organizations responding to this RFQ are requested to submit a copy of their official registration or business license.


• Individuals responding to this RFQ are requested to submit a copy of their identification card.

6. Delivery: The delivery location for the items described in this RFQ is the GRIDCO facility located Off Aflao Road in Tema, Ghana. As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.

7. Source/Nationality/Manufacture: All goods and services offered in response to this RFQ or supplied under any resulting award must meet USAID Geographic Code 935 in accordance with the United States Code of Federal Regulations (CFR), 22 CFR §228. The cooperating country for this RFQ is Ghana.

Offerors may not offer or supply any commodities or services that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.

Offerors MUST NOT provide any goods and/or services that utilize telecommunications and video surveillance products from the following companies: Kaspersky Labs, Huawei Technology Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.

8. Warranty: Warranty service and repair within the cooperating country is required for all commodities under this RFQ. The warranty coverage must be valid on all commodities for a minimum of twelve (12) months after delivery and acceptance of the commodities, unless otherwise specified in the technical specifications. At the time that any commodity is transferred to the GRIDCO, or another entity within the cooperating country, all rights to warranty support and service shall be transferred with the commodity to that entity’s end-user.

9.Taxes and VAT

The agreement under which this procurement is financed is not exempt from the payment of taxes, VAT, tariffs, duties, or other levies imposed by any laws in effect in the Cooperating Country.

Therefore, offerors must include, as a separate line item, taxes, VAT, charges, tariffs, duties and levies in accordance with the laws of the Cooperating Country (Ghana).

VAT must be listed as a separate line in the offeror’s quotation.

10. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. Tetra Tech ARD will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.

11. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and meets or exceeds the minimum required technical specifications and is judged to be the best value based on a lowest-price, technically acceptable basis.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. Tetra Tech ARD reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that the award will be made solely on the basis of these original quotations. However, Tetra Tech ARD reserves the right to conduct any of the following:

• Tetra Tech ARD may conduct negotiations with and/or request clarifications from any offeror prior to award.


• While preference will be given to offerors who can address the full technical requirements of this RFQ, Tetra Tech ARD may issue a partial award or split the award among various suppliers, if in the best interest of the WAGE Project.


• Tetra Tech ARD may cancel this RFQ at any time.

Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing with full explanations—to the WAGE Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. Tetra Tech ARD, at its sole discretion, will make a final decision on the protest for this procurement.

12. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate Tetra Tech ARD, the WAGE Project, or USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to Tetra Tech ARD’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

1. Tetra Tech ARD’s standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.


2. Any award resulting from this RFQ will be a firm fixed price, in the form of a purchase order.


3. No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria.


4. Any international air or ocean transportation or shipping carried out under any award resulting from this RFQ must take place on U.S.-flag carriers/vessels.


5. United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.


6. The title to any goods supplied under any award resulting from this RFQ shall pass to Tetra Tech ARD following delivery and acceptance of the goods by Tetra Tech ARD. The risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to Tetra Tech ARD.


7. In accordance with FAR 52.204-23 and 52.204-25, there is a prohibition on contracting for hardware, software, and services developed or provided by Kaspersky Labs, Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, and their subsidiaries, or other covered entities. No products or services originating from of these firms listed in this subsection (g), or other covered entities are allowed.​

Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ:

• Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)


• Official quotation, including specifications of offered equipment (see Section 3 for example format)


• Copy of offeror’s registration or business license (see Section 1.5 for more details)

Section 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services. Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to Tetra Tech ARD.

Offerors must be able to deliver the items below by no later than November 30^th, 2023.

Offeror is to provide the below information.

Delivery time (after receipt of order):  calendar days Length of warranty on the offered equipment:     years.

Location of service center(s) for after-sales service, including warranty repair:

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

To:     Workplace Advancement in Gender Equality (WAGE) [email protected]

Reference:      RFQ No.0011 To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers, and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USAID regulations.

Furthermore, we hereby certify that, to the best of our knowledge and belief:

• We have no close, familial, or financial relationships with any Tetra Tech ARD or Workplace Advancement in Gender Equality (WAGE) project staff members;


• We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and


• The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.


• All information in our proposal and all supporting documentation is authentic and accurate.


• We understand and agree to Tetra Tech ARD’s prohibitions against fraud, bribery, and kickbacks.


• The offer does not include any products manufactured by any of the following: Kaspersky Labs, Huawei Technology Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, Dahua Technology Company, and any subsidiaries.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

Authorized Signature:                                                                                                       

Name and Title of Signatory:                                                                                            

Date:                                                                                                                                 

Company Name:                                                                                                               

Company Address:                                                                                                                       

Company Telephone and Website: