Request for Quotation (RFQ) for Motorcycle Item - Project Title : Enhancing Rural Livelihoods and Incomes Project -ERLIP Source of Funding : Japan Fund for Poverty Reduction (JFPR) Contract Ref: ---------------------- Date of Issue of Request: 3 rd February, 2015 To: Sirs: 1. The Republic of the Union of Myanmar has received a grant from Japan Fund for Poverty Reduction (JFPR) to implement the above Project with the Department of Rural Development (DRD) as implementing agency. Part of the grant proceeds shall be applied for the procurement of goods including motorcycles using the Shopping procedure in accordance with the Procurement Guidelines of the Asian Development Bank (ADB). DRD hereby requests you to submit price quotation(s) for the supply of the following Motorcycles: Lot. No: Item No: Quantity 1. Motorcycle 30 2. To assist you in the preparation of your price quotations for the above-listed motorcycle, we enclose the necessary Technical specifications, required quantities and warranty for the items (Annex 1). The Supplier is requested to submit a list of recommended spare parts, manuals, maintenance requirements, tools and accessories with estimated costs, which shall be considered by DRD for purchase later. 2. Bids for the offered item/lot shall be evaluated and contract will be awarded to the firm offering the lowest substantially complying bid at the evaluated price for the item. Please note that the Purchaser is not bound to accept the lowest quotation and reserves the right to either accept or reject any or all the quotations without giving to the bidders any reason whatsoever. 3. You shall submit one original price quotation with the form of bid clearly marked Original. In addition, you shall also submit one quotation marked as COPY. Your quotation in the attached format should be signed, sealed in an envelope, and addressed and delivered to the following address: Purchaser s Address:
ERLIP Project Office, Department of Rural Development (DRD) Office (14), President s Office, NayPyiTaw. Telephone: 067-409447, 09-5088999, 09-402755888 Option: Your price quotation as per attached Form of Quotation may also be submitted by facsimile or electronically by e-mail or in person to the following address: Purchaser s Address: ERLIP Project Office, Department of Rural Development (DRD) Office (14), President s Office, NayPyiTaw. Telephone: 067-409447, 09-5088999, 09-402755888 Fax: 067-409447 4. Your quotation in duplicate and written in English language should be accompanied by adequate technical documentation/s and catalogue(s) and other printed materials of pertinent information (in English language), including names and addresses of firms providing after sales service facilities in Myanmar. 5. The deadline for receipt of your quotation(s) by DRD at the address indicated in paragraph 3 is: February 24, 2015 6. You shall submit only one set of quotation for the listed item. Your quotation must be typed or written in indelible ink and must be signed by you or your authorized representative. Without the required signature, your quotation will not be considered further. 7. Please note that, in accordance with ADB policies and regulations, no taxes or duties could be financed under the Grant for any supplies, goods or services procured for the subject Project. 8. Your quotation should be submitted as per the following instructions and the attached Terms and Conditions of Supply which is an integral part of the Contract (format attached). (i) PRICE: The price/s should be quoted for the supply of the item and its delivery to ERLIP Project Office, Department of Rural Development, Office (14), President s Office, Nay Pyi Taw. Prices shall be quoted only in Myanmar Kyat. NOTE: Quoted price should cover: inland transportation, insurance and other local services and fees needed to deliver the vehicle to the specified Delivery 2
(ii) (iii) Destination, including the cost of motorcycle s registration (licenses) in the name of DRD which shall form part of the total cost to be evaluated. OTHER DOCUMENTS REQUIRED: The Supplier shall attach the following documents to its quotation: a) Duly completed Form of Quotation b) Supplier s valid trade license c) Supplier s valid tax identification number (TIN) certificate d) A completion certificate for at least one (1) similar nature of goods supplied and delivered by the Supplier for the last 3 years to any Government entity, autonomous body, business corporation or any private sector organization. EVALUATION OF QUOTATIONS: Evaluation of quotations shall be done promptly after the deadline for receipts of bids. Only offers determined to be substantially responsive or complying to the specifications will be evaluated by comparing their prices in Myanmar Kyat. An offer will be regarded as not substantially responsive if it contains material deviation/s or reservations to the terms, conditions, and specifications in this Request for Quotation, and therefore it will not be considered further. DRD will evaluate and compare only the quotations determined to be substantially responsive. In evaluating the quotations, DRD will adjust for any arithmetical errors as follows: (a) If there is a discrepancy between the amounts in figures and in words, the amount in words will govern; (b) If there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity, the unit rate as quoted will govern; (c) If a Supplier refuses to accept the correction/s, the quotation will be rejected. In addition to the quoted price, the evaluated price shall include 2% Withholding Tax in accordance with the regulation of The Republic of the Union of Myanmar. (iv) AWARD OF PURCHASE ORDER: The award will be made to the substantially responsive supplier offering the lowest evaluated price for the item that also meets the required standards of financial capabilities. The 3
successful supplier will be requested to sign the Contract as per attached Form of Contract and Terms and Conditions of Supply. (v) VALIDITY OF THE OFFER: Your quotation(s) should be valid for period of sixty (60) days from the deadline for receipt of quotation(s) indicated in Paragraph 6 of this Request for Quotation. (vi) If you withdraw your quotation during the validity period and/or refuse to accept the award of contract when and if awarded, you will be excluded from the list of accredited suppliers for the project for at least two (2) years. Additional information can be obtained from: ERLIP Project Office, Department of Rural Development Office (14), President s Office, Nay Pyi Taw Telephone: 067-409447, 09-5088999, 09-402755888 Fax: 067-409447 E-mail: minnzarni@gmail.com, JFPR.ADB@gmail.com 9. The supplier whose quotation has been accepted will be notified of the award of contract through a Letter of Acceptance to be issued by DRD after evaluation of the quotations and normally within 21 days from the deadline of submission of quotations. 10. DRD intends to apply funds from the Japan Funds for Poverty Reduction (JFPR) supporting ERLIP administered by the Asian Development Bank (ADB) for eligible payments under the Purchase Order/s resulting from this Request for Quotation. 11. Under the ADB Anticorruption Policy, suppliers shall observe the highest standard of ethics during the procurement and execution of contracts. DRD and ADB will reject a proposal for award and will impose sanctions on parties involved if it determines that the supplier recommended for award of any other party has engaged in corrupt, fraudulent, or coercive practices in competing for or in executing the Contract. At the time of submission of your quotation, you should not be on the ADB sanctions list. 12. Please confirm by fax/email or by letter your receipt of this request and whether or not you will submit a quotation(s). Yours sincerely, Dr. Zarni Minn, Deputy Director Department of Rural Development 4
TERMS AND CONDITIONS OF SUPPLY Project Name: ERLIP Consignee: ----------------------------- Purchaser : Department of Rural Development Package No: Motorcycles 1. Schedules for Supply Lot.no Item No: Quantity Delivery Destination Destination Time 1. Motorcycles 30 DRD, Nay Pyi Taw 2. Fixed Price: The price/s indicated in the Form of Quotation is firm and fixed and not subject to any adjustment during contract performance. 3. Delivery Schedule: The delivery should be completed as indicated in the Form of Quotation but not exceeding ------------------ months from the date of signing the Contract. 4. Insurance: The goods supplied under the Contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage, and delivery. The insurance shall be in an amount equal to 110% of the value of the goods on an all risks basis. 5. Applicable Law: The Contract shall be interpreted in accordance with the laws of the Republic of the Union of Myanmar. 6. Resolution of Disputes: DRD and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute between them under or in connection with the Contract. In the case of an unresolved dispute between DRD and the Supplier, the dispute shall be settled in accordance with the provisions of the law and rules of the Republic of the Union of Myanmar. 7. Delivery and Documents: The Motorcycles must be delivered to the Delivery Destination indicated in Section 1 above. Upon delivery/shipment of the Motorcycles, the Supplier shall provide the following documents to DRD: i. Copies of the Supplier s invoice showing the Motorcycles s description, quantity, unit price, and total amount; ii. Manufacturer s of supplier s warranty certificate; and iii. Certificate of origin (which should be a member country of ADB). 8. Payment: Payment of the contract price shall be made in the following manner: 7
a) (Optional advance payment) 10% within 21 days of signing the Contract. Payment shall be made upon presentation by the Supplier of verifiable proof of the availability of the Motorcycles and that it is ready for shipment/delivery. b) 90% (or 80% if advance payment was made) upon receipt by DRD of the delivered Motorcycles (in good condition) at the agreed delivery destination in accordance with the contract; and c) 10% upon acceptance of the delivered Motorcycles by DRD. 9. Warranty: Goods offered should be covered by manufacturer s warranty for at least 12 months from the date of delivery to DRD. 10. Defects: All defects (if any) must be corrected by the Supplier without any cost to DRD within 3 weeks from the date of notice by DRD. The name and address of the service facility where the defects are to be corrected by the supplier within the warranty period are as follows: Name: ---------------------------- Address ---------------------------- --------------------------- 11. Force Majeure: The Supplier shall not be liable for penalties or termination for default if (and to the extent that any delay in performance or other problems) the 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 beyond the control of the Supplier and not involving the Supplier s fault of negligence and which was not foreseeable. Such events may include but are not restricted to acts of the Purchaser in its sovereign capacity, wars or revolutions, fires, floods and other acts of nature, epidemics, quarantine restrictions, and freight embargoes. If force majeure arises, the Supplier shall promptly notify DRD in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contact to the extent that they are reasonably practical and shall seek all reasonable alternative means for performance not prevented by force majeure. 12. Required Technical Specifications: (i) General description (ii) Specific details and technical standards 8
(iii) Performance parameters The Supplier confirms compliance with the above specifications [Note: In case of deviations the Supplier should list all of them]. 13. Failure to Perform: The Purchaser may at any time terminate the purchase and cancel the Contract via a written notice to the Supplier (i) if the Supplier fails to deliver the Motorcycles in accordance with the above terms and conditions in spite of a 21-day notice given by DRD without incurring any liability to the Supplier, (ii) if the Supplier fails to perform any other obligations under the Purchase Order or Contract, and (iii) if the Supplier, in the judgment of the Purchaser or ADB, has engaged in any corrupt or fraudulent practices in competing for or in executing the tasks under the Contract. NAME OF SUPPLIER: ----------------------------------------------------- Authorized Signature: -------------------------------------------------------- Place: --------------------------------------------------------------------------- Date: --------------------------------------------------------------------------- 9
FORM OF QUOTATION To: ERLIP Project Office Office No.14, Department of Rural Development (DRD) President s Office, Nay Pyi Taw We offer to execute the ----------------------------------------------------- (name and number of Contract) in accordance with the Conditions of Contract accompanying this Quotation, for the Contract Price of ---------------------------------------------------------------------------- (amount in words and numbers) (------------------------) (name of currency) ----------. We propose to complete the delivery of Motorcycles described in the Request for Quotations within the delivery date/s indicated below (or calendar days from the date of signing the Contract). Prices and Schedules for Supply Sr. No: Item Quantity Unit Price Total Price 1. Motorcycle 30 Delivery Date Total Spare Parts Tools and Accessories Manuals Specify, if applicable. Maintenance Requirements This Quotation and your written acceptance will constitute a commitment to formalize the purchase and to sign a Contract between us. We understand that you are not bound to accept the lowest or any quotation you receive. 10
We hereby confirm that this Quotation complies with the validity of the Quotation and Warranty conditions required in the Request for Quotation. Authorized Signature: -------------------------------------------- Name and Title of Signatory: -------------------------------------------- Name of Supplier : ------------------------------------------------------ Address : ----------------------------------------------------- Phone number : ------------------------------------------------------ Fax number, if any: ------------------------------------------------------- 11
Annex 1 Specifications for 30 Motorcycles (Minimum Requirement) Engine Type One cylinder, 4 stroke, air-cooled Piston Displacement (cc) 124 Transmission System Chain Drive Ignition Type Constant Discharged Ignition ( CDI ) Starter System Transmission L x W x H (mm) Electric / Kick 4 Speed 1865x700x1045 Wheel Base (mm) 1190 Ground Clearance (mm) 130 Dry Weight (kg) 100 Tyre, Front / Rear 80/90-14 and 90/90-14 Suspension (Front/Rear) Telescopic Fork / Swing arm Fuel Tank Capacity (L) 4 Number Of Riders 2 12