Section 1 – General Information

Solicitation Number:	No.3.2 RFP-USDA-FFPr-2024-Vehicle Procurement
Solicitation Type:	Request for Proposals (RFP)
Procurement Description:	Two vehicle procurement for USDA Food for Progress Rwanda
Anticipated Period of Performance:	Dec 1- Dec 30, 2024
Place of Performance:	Rwanda - Kigali
Contracting Party:	CNFA For: USDA Food for Progress Rwanda Under: USDA
Release Date:	November 14, 2024
Point of Contact for Questions and Offers:	Name: USDA Rwanda Procurement Team   Email: procurement@cnfa-rwanda.org
Questions:	Question Deadline: November 21, 2024
	Instructions: Questions must be submitted in writing; phone calls will not be accepted. Only CNFA’s written answers will be considered official and carry weight in the solicitation and subsequent evaluation. Verbal information received from CNFA or any other entity should not be considered an official response to any questions.
Offers:	Offer Deadline: November 27, 2024
	Via:	☒ Email	☐ Hard copy	☐ Email or Hard copy
	Instructions: Reference the Solicitation Number in any response to this solicitation. Offers received after the specified time and date will be considered late and considered only at CNFA’s discretion. Offerors must strictly follow the deadlines provided in this solicitation to be considered for award.
Offer Validity:	Offers must remain valid for not less than 30 calendar days after the offer deadline.
Award:	Award will be made to the offeror who is determined to be the best offeror per the evaluation criteria and methodology provided herein. CNFA will not issue an award to different offerors, entities, or third-parties other than the selected offeror(s) which submits an offer in response to this solicitation. CNFA anticipates awarding a purchase order   to the selected offeror(s).
Terms and Conditions:	The resultant award is subject to CNFA’s standard Terms and Conditions as stipulated in Section 6.

 

Section 2 – Scope of Procurement

Introduction: The Food for Progress Rwanda Activity, implemented by CNFA and funded by USDA, aims to boost agricultural productivity and food security in Rwanda. It focuses on helping farmers adopt climate-smart practices, improving food safety, and supporting the government in applying international food safety standards. The program also helps farmers, cooperatives, and local markets follow these standards to increase the value of their products. The purpose of this Solicitation is to solicit two vehicles for local staff to travel and conduct program interventions. This Solicitation contains requirements for Items/Services (hereinafter “Items”) to be procured.  

Technical Specifications: The below table contains technical specifications for Items to be procured:

No.	Item*	Quantity	Description
1	SUV	2	SUV  Model 2023 – 2024 6-8 (Eight) Seater    3.0 – 4.5 Liter turbo charged diesel   Brakes: Front: Disc, Rear: Disc   4WD/Manual Transmission   Six (6) Speed   Twin TD 4X4   Fabric Seat material   Left hand drive   Front suspension Double wishbone   Rear suspension 4-link type   Number of doors: 5   Warranty 3-4 years
2	Accessories	1	TJM Bull bar
		1	Radio AM/FM/USB Player
		1	Automatic lock control centralized at driver door
		1	Electronic windows
		1	Toolbox
		1	Fire extinguisher
		1	Spare tire
		1	Exterior electric wing mirror

 

2.1 New and Unused: Any Items offered in response to this Solicitation must be new and unused.

 

2.2 Delivery Time: Offerors must deliver Items within 30 calendar days following the award’s effective date.

 

2.3 Warranty: Offerors must provide valid Item warranty for a minimum of 36-48 months.

Section 3 – Evaluation Methodology and Criteria

CNFA will use a Weighted Trade-Off Analysis, Including Cost Criteria evaluation methodology for this solicitation. Weighted Trade-Off Analysis selects the offeror providing the best overall value to CNFA, considering both price and technical factors, according to the assigned weights provided in the evaluation criteria. The Technical Evaluation Committee (TEC) will assess offer acceptability in accordance with the following criteria:

 

Criteria	Criteria Description	Assigned Weight
1	Price	30 points
2	Responsiveness to the technical specifications and requirements	30 points
3	Delivery Schedule and Payment terms	20 points
4	After-Sales Services: ability for the offeror to provide after-sales services, including warranty and routine maintenance	15 points
5	Appropriate Certificate of Origin	5 points
Total		100 points

Section 4 – Offer Format Instructions

Offers in response to this solicitation must comply with the following instructions:

• Submissions will be accepted in the following language(s): English
• Include the following in the offer footer:
• Offeror name
• Solicitation Number
• Page Numbers
• Offer in the format provided in Annex 1

Section 5 – Complete Offer

A complete offer must include the following documents:

1. Completed Annex 1 – Offer Template
2. Copy of the Offeror’s business license – if an individual, a copy of personal identification
3. Copy of Offerors registration or business license
4. At least three (3) contacts for references from organizations/individuals for which the offeror has successfully performed similar work

Section 6 – CNFA Terms and Conditions

Ethical and Business Conduct: CNFA is committed to integrity in procurement, and only selects offerors based on objective business criteria such as price and technical merit. CNFA does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any organization or individual violating these standards will be disqualified from this solicitation, barred from future procurement opportunities, and may be reported to both CNFA’s Client – as applicable – and the appropriate Office of the Inspector General.

Employees and agents of CNFA 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 CNFA’s Client – as applicable – and the appropriate Office of the Inspector General. In addition, CNFA will further inform these agencies of any Offerors’ offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business.

Please contact the designated Point of Contact on the Solicitation Cover Page with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA’s Fraud Hotline in writing via email at FraudHotline@cnfa.org or you may make an anonymous report by phone, text, or WhatsApp to the CNFA Global Fraud Hotline at 202-991-0943.

Terms and Conditions: This Solicitation is subject to CNFA’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:

• CNFA’s standard payment terms are 30 calendar 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 Solicitation and identified in the resulting award; payment will not be issued to a third party.
• No commodities or servicesmay be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
• Any international air or ocean transportation or shipping carried out under any award resulting from this Solicitation must take place on U.S.-flag carriers/vessels unless otherwise approved by CNFA.
• United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
• United States law prohibits engaging in any activities related to Trafficking in Persons. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
• The title to any goods supplied under any award resulting from this Solicitation shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
• The offeror is prohibited from providing certain telecommunications equipment or services as a substantial or essential component of any system, or as a critical technology as part of any system, produced by the following covered companies, and their subsidiaries and affiliates, in the performance of any resulting award: Huawei Technologies Company; ZTE Corporation; Hytera Communications Corporation; Hangzhou Hikvision Digital Technology Company; Dahua Technology Company; and any other company as determined by the United States Government. The offeror certifies it will not provide covered telecommunications equipment or services to CNFA in performance of the resulting award. If covered telecommunications equipment or services are offered, the offeror must disclose it.

Disclaimers: This is a Solicitation only. Issuance of this Solicitation does not in any way obligate CNFA, its project(s), or its Client(s) to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:

• Offerors are responsible for ensuring their offers are received by CNFA in accordance with the instructions, terms, and conditions described in this Solicitation; failure to adhere to instructions may lead to disqualification
• CNFA may cancel the Solicitation and not award at any time
• CNFA may reject any or all responses received
• Issuance of the Solicitation does not constitute award commitment by CNFA
• CNFA reserves the right to disqualify any offer based on offeror failure to follow the Solicitation instructions
• CNFA will not compensate offerors for response to the Solicitation
• CNFA reserves the right to issue award based on initial evaluation of offers without further discussion
• CNFA may negotiate with offerors for their best and final offer and/or request clarifications from any offeror prior to award
• CNFA reserves the right to increase or decrease its order for quantities or units with the selected offeror
• CNFA may reissue the Solicitation or issue formal amendments revising the original Solicitation specifications and evaluation criteria before or after receipt of proposals
• CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the Solicitation
• CNFA may choose to award only part of the activities in the Solicitation, or issue multiple awards, if in the best interest of CNFA
• CNFA reserves the right to waive minor offer deficiencies that can be corrected prior to award determination to promote competition
• Offerors understand that CNFA’s Client(s) is not a party to this Solicitation and the offeror agrees that any protest hereunder must be presented – in writing with full explanations – to CNFA for consideration. CNFA’s Client(s) will not consider protests regarding procurements carried out by CNFA. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.

Annex 1 – Offer Template

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

PART 1 – COVER LETTER 

To: USDA Rwanda Procurement

procurement@cnfa-rwanda.org 

Reference: Solicitation no.3.2 RFP-USDA-FFPr-2024-Vehicle Procurement

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 Solicitation. Please find our offer attached 

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

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

• We have no close, familial, or financial relationships with any CNFA, its project staff members, or its Client (as applicable);
• We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced Solicitation;
• We and our principal offerors are not debarred, suspended, or otherwise considered ineligible for receiving US Government funds. We understand that CNFA will not make any award to an entity that is debarred, suspended, or considered ineligible by the US Government;
• 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 CNFA’s prohibitions against fraud, bribery, and kickbacks;
• We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.

 

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

For:	Offeror Name:	Offerors must provide entity name, if applicable, here
Submitted By:	Name:	Offerors must print name of the authorized person who completed this offer here
	Title:	Offerors must provide title of the authorized person who completed this offer here
	Signature:	Offerors must provide signature of the authorized person who completed this offer here
	Date:	Offerors must indicate the date this offer was completed here
Organization Information:	Phone:	Offerors must provide phone number for contact if selected for negotiation or award here
	Email:	Offerors must provide email for contact if selected for negotiation or award here
	Address:	Offerors must provide address for contact if selected for negotiation or award here
	Website:	Offerors must provide organization website, if applicable, here
	Country of Nationality:	Offerors must indicate their country of legal organization, ownership, citizenship, or lawful permanent residence here
	Registration or Taxpayer ID Number:	Offerors must provide registration and/or taxpayer ID number here

PART 2 – OFFER

Offerors are instructed to complete this form and place it on the Offeror’s letterhead. Once completed, this form serves as the binding quotation in response to this Solicitation and is valid for the period identified on the cover page of this Solicitation. Failure to submit the information required herein may lead to disqualification of the offer.

Quotation

Offerors are instructed to complete boxes highlighted in gray. Pricing must be presented in Rwandan Francs RWF:

No.	Items Requested	Quantity Requested	Items Offered	Item Source	Unit Price Offered	Total Price [enter currency]
1	[enter name of item or service and description]	[enter desired quantity of item or service]	Offerors must provide description of Items offered here	Offerors must indicate the source country of Items offered here	Offerors must provide unit price of Items offered here	Offerors must provide total price based on quantity requested and unit price offered here
Etc.	Etc.	Etc.
Etc.	Etc.	Etc.
Transportation, if applicable
Delivery and other costs , if applicable
Subtotal before tax
Tax, VAT or any other
TOTAL PRICE						Offerors must quote total price, inclusive of any delivery, transportation, tax, etc. here

 

Tax Considerations

Offerors are made aware of CNFA’s tax status in Rwanda (currently not exempt). The offerors are required to submit the quotations before tax and after tax for consideration. Offers submitted must comply with these tax considerations in Rwanda.

 

Bank Account

Offerors are instructed to complete boxes highlighted in gray:

Does the Offeror have an active bank account?	☐ Yes ☐ No
If yes, provide the Offeror name associated with the Bank Account if selected for eventual award.	Offerors must provide the name associated with their Bank Account, if applicable, here

 

Delivery

Offerors are instructed to complete boxes highlighted in gray:

Delivery Requirement (Calendar Days)	Offered Delivery (Calendar Days)
30 calendar days preferably	Offerors must provide number of calendar days within which delivery will be made after award signature here

 

Warranty

Offerors are instructed to complete boxes highlighted in gray:

Warranty Requirement (Months)	Offered Warranty (Months)	Description of Warranty Offered
36 months at minimum	Offerors must provide number of months of valid warranty for Items quoted here	Offerors must describe warranty offered here

 

Payment Terms

Offerors are instructed to complete boxes highlighted in gray.

Note CNFA’s preference is for payment post-delivery:

Offered Payment Terms:

Offerors must provide payment terms offered (for example, 10% payment due upon signature, 90% when items are delivered)

 

References

Offerors are instructed to complete the boxes highlighted in gray:

Reference No.	Reference Name	Contact Information	Affiliation
1	Offerors must provide name of reference (organization or individual) provided here	Name: Phone: Email: Address:	Offerors must describe relationship with reference here
Etc.	Offerors must provide name of reference (organization or individual) provided here	Name: Phone: Email: Address:	Offerors must describe relationship with reference here
Etc.	Offerors must provide name of reference (organization or individual) provided here	Name: Phone: Email: Address:	Offerors must describe relationship with reference here