Section 1 – General Information

Solicitation Number:	No.8 RFQ-USDA-FFPr-2024-IT-Services
Solicitation Type:	Request for Quotations (RFQ)
Procurement Description:	Request for IT Services
Anticipated Period of Performance:	January 6, 2025, to January 7, 2026, with potential for renewal.
Place of Performance:	Kigali, Rwanda
Contracting Party:	CNFA For: USDA Under: Rwanda Food for Progress (“Haranira Ubuziranenge”) FCC-696-2024/012-00
Release Date:	December 19, 2024
Point of Contact for Questions and Offers:	Name: Email:		USDA Rwanda Procurement Team procurement@cnfa-rwanda.org
Questions:	Question Deadline: December 23, 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: December 30, 2024
	Via:	? Email procurements@cnfa-rwanda.org		? 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 90 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 (PO) 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: CNFA is an international agricultural development organization that specializes in the design and implementation of sustainable, enterprise-based agricultural initiatives.CNFA implements Haranira Ubuziranenge in Rwanda, a USDA-funded Project with the objective tostrengthen the capacities of public and private stakeholders in Rwanda to develop, enforce, and adopt international science-based food safety standards. The purpose of this Solicitation is to solicit IT technical support for Haranira Ubuziranenge staff in Rwanda. This Solicitation contains requirements for services and equipment/supplies (hereinafter “Items”) to be procured.

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

No.	Item*	Description
1	IT equipment installation and configuration:	Set up of 25-27 laptops Installation and configuration of one heavy-duty photocopier. Installation and configuration of one printer. LCD monitor  Installation and configuration of wireless access points (WAP). Installation and configuration of network firewall.
2	Installation of applications and software:	Microsoft Windows 11 Professional   Microsoft 365 Apps for Enterprise to include: Outlook, Word, Excel, PowerPoint, Access, OneDrive, OneNote Microsoft Teams  Microsoft SharePoint  Adobe Acrobat Standard and Adobe Professional  Windows Domain Controller and file server  Antivirus Software Windows Backup and Recovery
3	Technical support, including:	Conduct daily operations, functions, and procedures of an IT helpdesk while providing end user support within a hybrid environment to include virtual and physical onsite technical support. Procure IT hardware and software as requested. Effectively communicate with technical and non-technical staff. Prepare technical documentation and facilitate technical training for software and applications as needed. Develop and maintain Standards of Operations (SOPs) for the technical support team. Provide technical support to environments that include various hardware (desktops, laptops, printers, televisions, projectors, WAPs, network switches, routers, LANs, etc.), and software (Microsoft 365 Apps for Enterprise, Microsoft Teams, Microsoft OneDrive, Microsoft SharePoint, Microsoft Windows 11 Professional, Adobe Acrobat Standard, etc.). Install, configure, maintain updates, and troubleshoot network infrastructure, applications, and telecommunications. Perform monthly checks for backup systems, and complete IT equipment health checks. Applications configurations and normal operations, such as create domain user accounts, update antivirus. Hardware Problems Network problems Software problems include but are not limited to MS Office and OS. Software Updates Virus Problems Network outage, internet outage or prevention of staff being able to complete their work.
4	Support Response time must meet the following criteria depending on the issues impact on productivity and efficiency:	Critical impact issues that affect all staff include network outages, internet outages, or technical outages that prevent all staff from having the ability to conduct business. Issues must be addressed within 1 working hour.  High impact issues that affect all employees, such as and not limited to hardware failures, must be addressed in 4 working hours.  Medium impact issues that affect some staff members and don’t prevent staff from doing their work must be addressed within 8 working hours.  Low impact issues that affect a few staff members’ ability to perform their jobs must be addressed within 24 working hours.

Unless otherwise indicated, any stated brand names or models are for illustrative purposes only. An equivalent substitute meeting specification requirements is acceptable.

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

2.2 Delivery Time: A main contact person must be specified and be available during working hours and can be reached via telephone, mobile, and email.

2.3 Notes:

• Technical support assistance can be performed remotely or on-site
• Working days and hours: Monday to Friday 8:00am – 5:00pm

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: 

No.	Criteria	Criteria Description	Assigned Weight
1	Previous experience is preferable with other international organizations such as US Government-funded projects, NGOs, etc.	Offeror to submit 3 references of similar work, provided by other international organizations.	25 points
2	Technical support Resolving IT support requests from employees  Answering employee questions regarding computer systems  Gathering and analyzing data to diagnose problems with computer systems  Changing configurations, settings, and permissions to fix computer issues  Generating sign-ins for new hires during the onboarding process and other tasks as requested  Management of multiple high-priority initiatives in a fast-paced, highly technical environment.	Submit company profile, CVs, and related work by sharing 3 past related experiences with clients and the details of work completed (1 page for each reference) **May use the same references from No. 1 above if available, but they must include the details of work completed.	50 points
3	Price	Reasonableness of price in relation to services provided. Offerors are required to submit their proposed payment terms as part of the cost proposal.	25 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:

• Completed Annex 1 – Offer Template
• Copy of the Offeror’s business license – if an individual, a copy of personal identification

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 services may 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 Team

procurements@cnfa-rwanda.org

Reference: Solicitation No.8 RFQ-USDA-FFPr-2024-IT-Services

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 RWF:

No.	Items Requested	Service Price for One Month (RWF) (including VAT)	Description of Services, including: · Description of the maintenance approach. · Description of the qualifications of personnel proposed for carrying out the scope of work. · Previous experience of similar work.
1	IT Support Services

Tax Considerations

Offerors are made aware of CNFA’s tax status in Rwanda. The CNFA Rwanda USDA Project is currently not tax exempt in Rwanda.  Offers submitted must comply with these tax considerations.

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

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