SECTION 1: REQUEST FOR QUOTATION (RFQ)
PR-2024-AG-001 ……
Subject: Procurement of Agricultural inputs for USAID-funded OVC North East Activity implemented by UWESO.
Uganda Women’s Effort to Save Orphans (UWESO) is implementing the USAID OVC North East Activity, Cooperative Agreement # 72061722CA00004. The purpose of the Activity is to prevent new HIV infections and reduce vulnerability among Orphans and Vulnerable Children (OVC) and Adolescent Girls and Young Women (AGYW) in six the districts of Kotido, Katakwi, Soroti, Mbale, Tororo and Busia and two cities of Mbale and Soroti.
USAID-funded OVC North East Activity implemented by UWESO is here requesting for quotation for the supply of agricultural inputs.
Release Date:4th July 2024.
Submission Deadline Date & Time: 17th July 2024.
Bid Opening date, time and place:18th July 2024 9:00am Plot 2 Tagore Cresent Lane Kamwokya Kampala
SECTION 2: RFQ INSTRUCTIONS AND DATA
| Introduction | USAID-funded OVC North East Activity implemented by UWESO invites qualified contractors to submit quotes for the supply of the agriculture inputs for the 400 OVC Households. Qualified suppliers are invited to submit their quotations based on the Terms of Reference and requirements outlined below. |
| Deadline for the Submission of Quotation | 14 working Days |
| Method of Submission | Address all quotations to: Uganda Women’s Effort to Save Orphans (UWESO) and email it to; procurement@uweso.org ONLY The email subject should be; Procurement of Agricultural inputs for USAID-funded OVC North East Activity implemented by UWESO. Quotations should be delivered by the deadline. Quotations submitted after the deadline will not be accepted |
| Bid Security | N/A |
| Performance Security | N/A |
| Cost of preparation of quotation | UWESO shall not be liable for any costs incurred by respondents in the preparation or submission of their quotations. |
| Supplier Code of Conduct, Fraud, Corruption, | UWESO holds a zero-tolerance policy against Fraud, Corruption, Sexual exploitation, abuse, and harassment in all places where our programs are implemented. All UWESO employees are expected to maintain high ethical standards, protect organizational integrity and reputation, and ensure that UWESO work is conducted in honest and fair methods, in accordance with the UWESO’s policies. Any policy Violations shall be subject to corrective action up to and including exclusion from the bidding process. UWESO shall reject a bid for award if it determines that the Bidder recommended for award of contract has engaged in corrupt or fraudulent practices in competing for the contract in question. |
| Gifts and Hospitality | All UWESO employees are not allowed to accept any business gifts from current or potential providers that may impair decision making. UWESO employees shall refrain from any form of business hospitality that might be viewed by others as influencing making UWESO business decision as a result of accepting that hospitality. |
| Conflict of Interest | All staff are required to declare any procurement transaction in which they have a direct or indirect interest. Conflict of interest shall arise where the vendors are connected parties, business associates, staff, and family members. Staff who declares a conflict of interest shall not vote on any matter being considered, the member shall in such circumstances request to be excused and should leave the meeting during discussions and consideration of the matters which give rise to a conflict of interest. It shall be an offence that calls for disciplinary action if a staff member does not declare a conflict of interest. Situations, which may give rise to conflicts of interest include but not limited to: Being an employee of UWESO and owning or having shares in a company that has participated in a tender to provide goods/ supplies, works or services. Being an employee of UWESO and have an immediate and direct relative who has a company dealing with UWESO in the supply of services, goods and works. Where an employee through a firm where he/she, his/her spouse or child, or parents is a shareholder, Director or consultant bid for a contract (s) to provide supplies, works or services to UWESO. |
| General Conditions of Contract | The acceptance of a quotation by UWESO does not constitutes the formation of a contract between UWESO and the supplier. The contract formed shall be governed by the terms and conditions outlined in this RFQ, as well as any additional terms mutually agreed upon by both parties. The supplier shall perform the obligations outlined in the contract with due diligence and in accordance with industry standards. Any variations to the scope of work must be agreed upon in writing by both parties. Payment shall be made in accordance with the payment terms specified in the RFQ and the contract. Invoices must be submitted in the format specified in the RFQ and include all necessary details for proper identification and processing. Either party may terminate the contract in accordance with the termination provisions outlined in the contract. Termination shall not affect any rights or obligations that have accrued prior to the termination date. Any dispute arising under the contract shall be resolved amicably through negotiation between the parties. If the parties are unable to resolve the dispute through negotiation, either party may pursue other legal remedies available under applicable laws. |
| Special Conditions of Contract | The supply shall adhere to the delivery schedule specified in the contract. Failure to meet the agreed-upon delivery dates may result in penalties or termination of the contract. The supplier shall provide goods that meet the quality standards specified in the RFQ. UWESO reserves the right to inspect the goods upon delivery and reject any items that do not meet the specified quality standards. The supplier shall maintain strict confidentiality regarding any proprietary or confidential information disclosed by UWESO during the performance of the contract. Confidential information shall not be disclosed to any third party without prior written consent from UWESO. |
| Eligibility | Registered and licensed to conduct business in the jurisdiction where the supplies are to be delivered. Demonstrated experience and expertise in providing agricultural inputs of similar nature and scale. Compliance with all relevant laws and regulations, including but not limited to labor laws, environmental regulations and tax requirements. Financial stability and ability to fulfill the contractual obligations outlined in the RFQ |
| Currency of Quotation | All quotation should be in UGX. |
| Joint Venture, Consortium or Association | N/A |
| Only one Bid | The single bid will be reviewed thoroughly against the RFQ requirements and evaluation criteria. Market analysis may be conducted to ensure the received bid is reasonable and competitive. This may include: comparing the bid with previous similar procurements, assessing current market rates for similar services or products. If deemed necessary UWESO may enter into negotiations with the sole bidder to discuss pricing, terms and any other relevant aspects to ensure the best value. The bid will undergo an internal approval process involving key stakeholders to ensure transparency and accountability. Based on the review market analysis and negotiations, UWESO will decide whether to; Award the contract to the sole bidder if it is determined to be fair and reasonable. Reissue the RFQ to solicit more bids Seek alternative procurement methods. |
| Duties and taxes | The Supplier shall be entirely responsible for all taxes, duties, license fees and other such levies imposed by the GOU |
| Language of quotation | Quotations must be in English and include itemized pricing, delivery times and payment terms. |
| Legal Status | This RFQ does not constitute an offer. Uganda Women’s Effort to Save Orphans is under no obligation to accept any quotation or enter into contract with any respondent. The submission of a quotation does not create legal relationship or obligation between UWESO and any respondent. By submitting a quotation, the respondent agrees to keep all information contained in this RFQ and any subsequent communications confidential and not to disclose it to any third party without prior written consent from UWESO. Quotations must comply withal instructions, terms and conditions in this RFQ. Failure to comply may result in disqualification. |
| Documents to be submitted | Bidders should provide copies of legal documents including but not limited to Tax Clearance certificate.Certificate of incorporation or registrationMemorandum & Articles of Association Tax registration certificateCompany / business profile and Reference from previous customersCertification from Ministry of Agriculture, Animal Industry and FisheriesCopy of Uganda seed certificateCertificate of vaccination of the Indian Kruller ChickenCertificate of germination BeansCertificate of germination MaizeCertificate of germination Egg plantsQuality declaration |
| Quotation validity period | Quotations must be valid for 90 days from the submission deadline. |
| Price variation | Prices charged by the Supplier for goods delivered under the contract shall not vary from the prices quoted by the Supplier in its sealed quotation |
| Partial Quotes | Not allowed |
| Alternative Quotes | Not allowed |
| Payment Terms | Payment shall be made in the UGX Payment of the goods shall be made after the delivery, verification and acceptance by UWESO. | ||
| Conditions for Release of Payment | Payment will be released upon the satisfactory delivery and acceptance of the goods or services. Acceptance will be based on the following criteria.Conformance to specifications outlined in the RFQQuality of the goods or services providedTimeliness of delivery as per the agreed -upon schedule.Any other criteria specified in the contract or purchase order. | ||
| Contact Person for correspondence, notifications | Festo Rwambindi Email: procurement@uweso.org | ||
| Clarifications | All request for clarification shall be made by email to procurement@uweso.org | ||
| Evaluation method | The evaluation committee shall conduct the evaluation of bids in line with the evaluation criteria specified in the RFP/RFQ. No other criteria shall be introduced during bid evaluation. | ||
| Evaluation criteria | The award will be made to a responsible offeror whose offer follows the RFQ instructions: Responsiveness to specificationsAll the documents requested.Price/Cost Delivery Payment Terms Quotation Validity period | ||
| Right not to accept any quotation | Uganda Women’s Effort to Save orphans reserves the right to reject any or all quotations, to waive any irregularities in the quotations received, and to accept the quotation deemed most advantageous to the corporation in its sole discretion. | ||
| Right to vary requirement at time of award | Uganda Women’s Effort to Save Orphans reserves the rights to vary the quantity of items, modify specifications, or adjust the terms of purchase at the time of the award, provided that such changes are within the general scope of RFQ and do not fundamentally alter the nature of the procurement. Any variations will be communicated to the selected supplier, and appropriate adjustments to the quoted prices and delivery schedules will be negotiated as necessary. | ||
| Type of Contract to be awarded | TBD | ||
| Expected date for contract award. | TBD | ||
| Publication of Contract Award | UWESO will notify the successful bidder that its tender has been accepted and will simultaneously notify the unsuccessful vendors in writing and duly informed of the respective areas why their offers were unsuccessful. | ||
| Policies and procedures | All communication regarding the RFQ must be directed to the contact person. No contact with other company employees or representatives is allowed unless authorized by the contact person listed above. Vendors must disclose any potential conflicts of interest including relationships with company employees or other stakeholders. Failure to disclose such conflicts may result in disqualification. Vendors must adhere to high ethical standards including fair trade practices and avoiding any form of corruption and bribery. Any violation of ethical principles/ standards will result in disqualification. Quotations must be submitted in the format specified in this RFQ. Late submission will not be considered. All documents must be complete and accurate. The evaluation process will be conducted by a committee formed by UWESO. Vendors may be requested to provide additional information or participate in an interview or presentation. The contract will be awarded based on the evaluation criteria outlined in the RFQ UWESO reserves the right to enter into negotiations with the selected vendor to finalize terms and contract. Any dispute a rising from this RFQ process will be resolve through arbitration, mediation. UWESO reserves the right to amend or cancel this RFQ at any time without prior notice. Vendors will be notified promptly of any changes. Vendors must comply with all applicable laws and regulations, including those related to labor, health and safety and the environment. BID DOCUMENT: UWESO BID DOCUMENT.docx | ||
| ITEM DESCRIPTION | Specification | Quantity | Packaging |
| Maize (Longe 5) | 1184 Kgs | 2kgs | |
| Beans (NARO bean-Iron and zinc rich) | 1184Kgs | 2 Kgs | |
| Egg plants (Black beauty) | 400 Sackets | 50 grams | |
| Indian Kruller Chicken (I Month old chick) | 416 chicks | 4 chicks (1 male, 3 female) | |
