Logistical Support for Books Distribution Tender - 24834529

Procurement Summary

Country: Liberia

Summary: Logistical Support for Books Distribution

Deadline: 16 Jul 2018

Posting Date: 11 Jul 2018

Other Information

Notice Type: Tender

TOT Ref.No.: 24834529

Document Ref. No.: RFP-Q/RLA/Lib/07/02-2018

Competition: ICB

Financier: United States Agency for International Development (USAID)

Purchaser Ownership: -

Tender Value: Refer Document

CPV Classification

64120000 - Courier services

Purchaser's Detail

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Tender Details

Request for proposals are invited for Logistical Support for Books Distribution.
Method of Submittal:
Bids to be submitted in soft copy/electronically to the above email in PDF and Excel for the budget before closure of bidding time.
Respond via e-mail with attached document in PDF format for the technical and supporting documentation and Excel for budget/costing document. The Bidder/Seller agrees to hold the prices in its offer firm for 90 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.
Solicitation Number: RFP-Q/RLA/Lib/07/02-2018
Attachments to RFP:
1. Attachment “A” – Commodity Specifications
2. Attachment “B” – Instructions to Bidders/Sellers
3. Attachment “C” – County and District List
4. Attachment “D” – Past Performance References
5. All PO Terms and Conditions are listed on our website at forth at: http://www.rti.org/POterms, http://www.rti.org/files/PO_FAR_Clauses.pdf or for commercial items: http://www.rti.org/files/PO_FAR_Clauses_Commercial_Items.pdf (hereinafter the “Terms”).
Supplier’s delivery of products, performance of services, or issuance of invoices in connection with this purchase order establishes Supplier’s agreement to the Terms. The Terms may only be modified in writing signed by both parties.
All bidders/sellers are responsible to carefully review each attachment and follow any instructions that may be relevant to this procurement.
The USAID Read Liberia Activity is a USAID-funded activity aimed at improving early grade reading in Grades 1 and 2 and teacher instructional practices for reading in partnership with Liberian Ministry of Education (MOE) in 640 schools in Bong, Lofa, Bassa, Margibi, Montserrado, and Nimba.
This procurement supports IR2: Early Grade Reading Classroom Instruction improved with evidence-based early grade reading books and materials. The Teacher Instructional Guides, Student Activity Books, Let’s Read Books, flash cards, and posters are to be used by teachers, students and schools to improve early grade reading with comprehension.
Scope of Work:
1. Deliver all books to designated schools by Sunday, September 2, 2018.
2. Receiving and offloading all the ordered books on behalf of RTI International (USAID Read Liberia Activity) from the MOE Warehouses in Montserrado into the logistics company’s warehouse in Montserrado.
3. Warehousing the received books on behalf of RTI for a period during receipt and verification until delivery to the MOE warehouses in the six (6) counties.
4. Verifying all the packed books per District match the Distribution List provided by RTI and reporting any variation before delivering to the six (6) counties.
5. Install tracking devices and reseal all the book cartons opened during verification to avoid damage during transportation, if available.
6. Providing large 4X4 trucks to transport the books to all the six (6) counties MOE warehouses (or the particular county or counties that the vendor has quoted to work in) and then a mixture of large and small 4X4 trucks based on the roads and geography for the 43 districts across the country to safely load and transport all the books as per the distribution list.
7. Offloading all books in the County MOE warehouses and sorting and categorizing them according to District distribution. (This step can be consolidated in Monrovia, if appropriate).
8. With RTI support, coordinate with MOE District Education Offices or your private warehouses, if available, for the storage of books during District-level distribution.
9. Setting up a mini work station in all the allocated District sites per county from where the loaders will be responsible for the distribution of books to the rightful school and ensure that the necessary waybills are sign by the authorized individuals at each school.
10. Last resort distribution - to work with the RTI staff, District Education Officials to place phone calls and SMSs to inform the principals to collect the books from the districts sites when your vehicles are unable to reach a school – must be preapproved by RTI staff for not providing direct delivery to schools.
11. Ensure that all authorized persons verify book quantities packed for their schools.
12. Making sure that all the authorized persons sign receipt of books in an official delivery note/waybill with stamps and phone contact.
13. Carrying out stock taking and providing RTI with a reconciliation report.
14. Handing over all the book balances to RTI with supporting documents.
15. Compiling a comprehensive distribution report and submitting to RTI.
Additional information to the vendors:

1. Take responsibility for all losses and any damages in transit on the consignment.

2. RTI reserves the right to issue multiple awards for delivery to a sub-set of counties.

3. Vendors will be paid for each completed distribution per District.

Reporting:

• Daily Inventory Reports as per pre-defined format

• Daily Shipment Reports as per pre-defined format

• Final Delivery Report as per pre-defined format

• Hard-Copy Delivery Notes/waybills, signed and stamped by recipient

The list for the County and Districts is provided in Attachment C. A list of the schools and their

locations with their estimated number of units per school will be provided on written request

only. Please send your request for the list of schools to the email on page 1 of the Solicitation.

The average box of books will not exceed 16kg.

For the book distribution, the books are delivered in individually labeled Carton Boxes for each

School. Supplemental books will need to be distributed on a case-by-case basis if school

enrollment changes under the direction of RTI staff.

Application Information

Please ensure that your proposal includes the following components:

Eligibility – in order to be eligible for this procurement, all vendors must submit the following

documentation:

(a) Cover Letter signed by Authorized Signatory

(b) Company Business Registration Certificate

(c) Ministry of Transport Eligibility Certificate

(d) Most Recent Tax Clearance Certificate

(e) Report of Audited Financial Accounts for the last Two Financial Years

(f) Relevant Bank Details/Evidence of Funding

Technical Capacity:

1. Company Profile (Include List/Names, Qualification and Experience of Directors &

Managers

2. List of Relevant Past Experiences & References of Existing Clients (see Annex D)

3. List of Locations of Offices in Liberia

4. Years of Logistical Experience

5. Fleet & Warehousing Information

6. Please indicate the size of own fleet. All trucks of own fleet or sub-contracted should be

certified by the Client’s Representative – subcontracted fleet and personnel will be

expected to provide seamless support and be undisguisable from the hired vendor.

7. Location of Warehousing Structure in Liberia, specifically indicating pick-and- pack

facilities.

8. Fleet & Facilities Insurance policies and relevant indemnity insurance e.g. Vehicle

insurance, property insurance, etc

Documents

 Tender Notice