Request For Quotation: Supply And Delivery Of Smartphones

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

  1. Certificate of Incorporation/Registration

  2. Valid TAX Compliance certificates

  3. Company Profile, highlighting the leadership, physical location and years of existence

  4. Audited Financial statements (Provide executive summary of the firm’s financial standing for the last 3 years)

Evaluation Criteria

  1. Conformance to the specifications of the items.

  2. Lead Time/ Delivery Time of supply

  3. Three current reference letters from existing corporate clients

  4. 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

  1. Certificate of Incorporation/ Registration

  2. Valid TAX Compliance Certificates

  3. Company profile, highlight of leadership, physical location and years of existence

  4. 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

  1. Fixes or adjusts the amount of its Bid by or in accordance with any agreement or arrangement with any other party; or

  2. 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

  3. Enters into any agreement or arrangement with any other party so that such other party shall refrain from submitting a Bid; or

  4. 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:

  1. 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

  2. The Bidder is guilty of serious misrepresentation in relation to its Bid; and/or

  3. 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