RFQ/0007/TYC/2021
CLIENT: The Youth Café
The Youth Café reserves the right to determine the structure of the process, number of short-listed participants, the right to withdraw from the proposal process, the right to change this timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party
Synopsis of the Request for Proposal
Solicitation Reference No.
RFQ/0007/TYC/2021
Title of Solicitation
Supply and Delivery of Smartphones
Issuing Office & Address
The Youth Café Limited (TYC)
Website: www.youthcafe.com
Point of contact for clarifications, questions and amendments
TYC General Procurement, procurement@theyouthcafe.com
Email Address for submission of Proposals/ quotes
TYC General Procurement, procurement@theyouthcafe.com
Solicitation Issue Date
May 24, 2021 Local Kenya Time.
Deadline for submission of questions and clarifications
May 28, 2021 Local Kenya Time.
Deadline for Submission of Quotations
June 06, 2021 17:00 Local Kenya Time.
Please include the subject line “RFQ/0007/TYC/2021” of the email
Anticipated Award Type
Firm Fixed Price Contract Agreement
Submission and Evaluation Criteria
Bidder Must provide the below listed information
Mandatory Eligibility Requirement
Certificate of Incorporation/Registration
Valid TAX Compliance certificates
Company Profile, highlighting the leadership, physical location and years of existence
Audited Financial statements (Provide executive summary of the firm’s financial standing for the last 3 years)
Evaluation Criteria
Conformance to the specifications of the items.
Lead Time/ Delivery Time of supply
Three current reference letters from existing corporate clients
Total Cost for supply and delivery of assorted items
1) Background
The Youth Café works with young men and women in Kenya and around Africa to foster community resilience, propose innovative solutions, drive social progress, influence youth empowerment and inspire political change. Young people are a tremendous and essential asset worth investing in. We hope to open the door to an unparalleled multiplier effect as our message spreads.
2) Objective Of The Assignment
Supply and delivery of Smartphones
3) Scope Of Work.
Smartphones
4) Prices
Bidders shall provide their quotations in KSH or USD inclusive of all applicable taxes for supply and delivery of the assorted items
5) Delivery
The quality kits are to be delivered as per the agreement between the supplier and the buyer (The Youth Café Limited).
6) Contract Type
Firm Fixed Price Contract Agreement
7) Payment
Payment will be made 100% upon satisfactory supply, delivery, inspection, testing and acceptance of the goods.
8) Warranty
Goods offered should be covered by the Manufacturer's warranty for at least 12 months from the date of delivery.
9) Validity
By responding to this RFQ the bidder confirms that their price is valid for a period of 90 calendar days from the date of bid closure.
10) Evaluation Criteria
(Quotation must provide the following information)
Evaluation Criteria - Sub criteria/Description
Mandatory Eligibility Requirement
Certificate of Incorporation/ Registration
Valid TAX Compliance Certificates
Company profile, highlight of leadership, physical location and years of existence
Audited Financial statements (Provide execute summary of the firm’s financial standing for the last 3 years)
Conformance to the specifications of the items
Quoted items shall meet or exceed the set specifications as highlighted in the scope of work.
Bidders shall indicate the manufacturer, model, part number, and image/picture or specification data sheet of the items proposed to be supplied.
Lead Time/ Delivery Time of supply
Bidders shall indicate the possible duration required for the full delivery of the items in accordance to calendar days from the date of order confirmation. Our preferred delivery time should not exceed 45 calendar days.
Past Performance of the Firm
Bidder shall provide at least three reference letters of similar items supplied in the last five years. Indicating the client details; client contact person; items supplied; period of delivery; and total value.
Total Cost
The total cost of supply and delivery of the items to the delivery location should be quoted in KSH or USD inclusive of all applicable taxes.
11) Supply Requirement
(Quotation must be provided in the prescribed format)
Item : Samsung Galaxy A31
Specifications
Smartphone with at least:
Dual sim, 3G, 4G, VoLTE, Wi-fi
6.4 inch
Helio P65 Processor
128 GB Internal Storage
Android 10.0 OS
4 GB RAM
5000 mAh Storage
48MP+ 8MP+ 5MP+ 5MP Main Camera
20MP Front Camera
Quantity : 3
Proposed Items (Include manufacturer, model, part number, image/picture or specification data sheet of the item proposed to be supplied)
Indicate country source of items (MUST)
Total Cost in KSH or USD for supply and delivery of quality test kits
Maximum Lead/ Delivery Time in Days
Validity of Quote (Bid must be valid for a period of 90 days)
Instructions:
Bidder to put the Price quotation on the official company letterhead
Price Must be in KSH or USD
Price Must be valid for 90 days
Bidder Must include the country of source and origin of the items
Bidder must include the brand, model and part number of quoted items
12) Submission Of Quotations
The quotations shall be submitted ONLY via email to procurement@theyouthcafe.com
The quotation shall not exceed 10MB;
Bidder shall submit all mandatory and support documents via email before closure of the bid
14) Collusive Behavior
Fixes or adjusts the amount of its Bid by or in accordance with any agreement or arrangement with any other party; or
Communicates to any party other than The Youth Café or as applicable, the amount or approximate amount of its proposed Bid or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Bid or insurance or any necessary security); or
Enters into any agreement or arrangement with any other party so that such other party shall refrain from submitting a Bid; or
Offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Bid or proposed Bid, any act or omission, shall (without prejudice to any other civil remedies available to Youth Café and without prejudice to any criminal liability, which such conduct by a Bidder may attract) be disqualified.
15) Amendments To Bid Documents
At any time prior to the deadline for the receipt of Bids, The Youth Café may modify the RFQ by amendment. Any such amendment will be numbered, dated and issued by the Authority to all prospective Bidders. In order to give prospective Bidders reasonable time in which to take the amendment into account in preparing their Bids, the Authority may, at its discretion, extend the Deadline for receipt of Bids.
16) Late Bids
Any Bid received after the deadline shall automatically be rejected.
17) Right To Reject/Disqualify
The Youth Café reserves the right to reject or disqualify a Bidder where:
The Bidder fails to fully comply with the requirements of this Request for Quote or is guilty of a serious misrepresentation in supplying any information required in this RFQ document; and/or
The Bidder is guilty of serious misrepresentation in relation to its Bid; and/or
There is a change in identity, control, financial standing or other factors impacting on the selection and/or evaluation process affecting the Bidder.
18) Right To Withdraw RFQ And Change Delivery Timetable
The Youth Cafe reserves the right to:
(i) Withdraw the RFQ without prior notice
(ii) Change this tender timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party.
Further information can be obtained by writing to: info@theyouthcafe.com
Please confirm by email the receipt of this invitation and whether or not you will submit your price quotations.
Sincerely,
Procurement
The Youth Cafe