Request for Proposal (RFP) for “Annual Rate for Delivery and Installation of Interactive Panels”
Deadline to submit proposals: 17th Nov 2024
The American India Foundation Trust (AIF) is committed to improving the lives of India’s underprivileged, with a special focus on women, children, and youth. The Foundation does this through high-impact interventions in education, health, and livelihoods because poverty is multidimensional. Founded over two decades ago, in the aftermath of the devastating Gujarat earthquake, as a humanitarian initiative by Atal Bihari Vajpayee Ji and Bill Clinton, American India Foundation Trust (AIF) has impacted the lives of 16.51 million of India’s poor across 35 States and Union Territories of India.
I. Summary of Deadlines: Release of Request for Proposal 12 th November 2024
Registration for Pre-bid Meeting (Online) NA
Bid Submission Closing Date 17th November 2024 (23:59 Hrs. IST)
Please submit financial proposals in the following respective Google Forms –
1. Financial: https://forms.gle/g1T6HUdYuUXXNs5k6
Technical Bid Opening NA
Financial Bid Opening 19th November 2024
Finalization of Contract TBD (to be intimated to the awardee only)
Please note that The American India Foundation Trust (AIFT) reserves the right to modify this schedule as needed. All prospective bidders who have confirmed interest by the due date as above, will be notified of any changes simultaneously by email.
II. AIFT Statement of Business:
The American India Foundation Trust is registered as a public charitable trust in India. And is committed to catalyzing social and economic change in India and building a lasting bridge between the United States and India through high-impact interventions in education, livelihoods, public health, and leadership development. Working closely with local communities to develop and test innovative solutions and with governments to create and scale sustainable impact.
III. Scope of Work/ Specification/ Configuration and key Deliverables:
AIFT is actively engaged in enhancing infrastructure and promoting digital education across multiple locations throughout India. Currently, we are seeking a service provider capable of Supplying of Interactive Panels to various schools/ Project Office/ Regional Office and National office. The rate will be finalized through this tender will be valid for 01 year from the date of the award
Interactive Panel
Brand: BIG VUE 65 Inch Interactive Flat Panel
Operating System Android 14 13 or above
Graphics Coprocessor Integrated Graphics
Memory Storage Capacity 128 GB
Memory Slots Available 1
Screen Size 1905 Millimetres
RAM Memory Installed Size 8 GB
Model Name Interactive Panel
Colour Black
Other detail Warranty & Services
Accessories Power Cord, Remote, USB-C cable, USB A-B cable, HDMI cable, Touch Pen x 2, 128 GB pen drive (any known brand)
Specification of Interactive Panel & Accessories
IV. Bidding Process:
Bidders are advised to study the RFP Documents carefully. Any bid shall be deemed to have been submitted after careful study and examination of all instructions, eligibility criterion, terms and conditions and required scope of work/ technical specifications Bids not complying with all the given aspects in this RFP Document or submission of a bid not substantially responsive to the RFP Document in every respect will be submitted at bidder’s risk and may result in the rejection of the bid.
V. Bid Submission:
Bidders are advised to submit bid online in the below mentioned Google forms link –
1. Financial Bid Submission Link- https://forms.gle/g1T6HUdYuUXXNs5k6
Note: Technical bid and financial bid are to be submitted separately in separate links.
Following points are to be kept in mind while submitting the bids1. All Bid must contain the complete address of firm, including contact number/ email ID of the person who is authorized to submit the bid under their signatures.
2. All bids must be signed on all pages by the bidder. Unsigned bids shall not be entertained/ accepted.
3. All pages of the bid being submitted must be signed and sequentially numbered by the bidderirrespective of the nature of content of the documents.
4. Bids not submitted as per the specified format and nomenclature or ambiguous in nature will be liable to be rejected.
5. The interested bidders may submit their bid to AIFT on or before the time mentioned in this RFP Documents. Any bid received by AIFT after the prescribed deadline for submission of bids will be rejected and no further correspondence in this regard will be entertained.
6. Financial bid should be prepared as per Annexure II given in the RFP Documents. Same is also to be uploaded in google forms too.
7. Bidders shall indicate their rates in clear/ visible figures as well as in words. In case of a mismatch, the rates written in words will prevail.
8. At any time prior to the last date for submission of bids, AIFT, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFP Documents by an amendment and publish the revised version of the RFP.
9. Printed terms and conditions of the bidders will not be considered as forming part of their bid. In case terms and conditions as given in the RFP Documents are not acceptable to any bidder, they should clearly specify the deviations in their bids.
10. Bids complete in all respects along with supporting documents, must be submitted as per the RPF. No physical document is to be submitted by the bidders.
11. NO conditional Bid will be entertained and will be rejected.
VI. Proposal Requirements – Financial:
The Financial proposal/ quotation should contain prices of all services and Items including Installation and Transportation etc. with all the terms & conditions inclusive of payment terms.
Financial proposal should include:
- Breakdown of costs associated with each service.
- Clear pricing structure for each component.
- Please mention TAT for each service.
- It is to be submitted separately as per Annexure II. No conditional price is to be quoted.
VII. Proposal Requirements – Technical:
The technical proposal should cover at least below areas:
A. Applicant eligibility requirement(s):
1. The bidder organization should be registered as a legal entity for doing business in India. In addition, it should have all kind of active licenses and permission reacted to services/ goods as per RFP.
2. The applicant must have demonstrated ability to provide expert services in the area of supply, delivery and installation of Interactive Panel with Accessories.
B. Technical Requirements:
The bidder should provide information on overall qualifications, including:
1. As a legal entity which has been in business for at least 3 years.
2. Profile of organization/s
3. Goods and Services offered by the organization.
4. Profile of relevant experience, number of years in business and examples of related work.
5. Clients handled and reference of clients.
6. Presence in PAN India or in required location.
7. Should have previous experience working with NGO.
C. Application Guidelines:
Application/ Bid must be submitted in English Language only and should contain:
1. Covering letter with reference to all enclosures and attachments (application/ covering letter should not be more than 10 pages in length and should cover the following2. Organization profile, including relevant experience in healthcare training.
3. Detailed of service they provide with TAT.
4. Copy of all the license and certificates.
5. Technical Proposal
6. Financial bid.
D. Mandatory Attachments:
Please submit the following as enclosures or attachments with your proposal. If you do not submit these documents, your proposal will not be considered for review:
1. Copy of registration documents/ certificate and most recent renewal as a legal entity.
2. Copy of PAN & TAN.
3. Copy of GST Registration.
4. Copy of MSME registration certificate (if registered)
5. Copies of last two years ITR.
6. Technical bid form as per Annexure I
VIII. Proposal Evaluation Process:
A. Application Evaluation Process:
1. Application received by AIFT will be reviewed to determine completeness of application (based on application guidelines detailed above) and eligibility of applicants. Applications that do not meet eligibility requirements will be eliminated following this review and shall not be
considered further.
2. All bids received by the stated closing date and time for bid submission will be evaluated, according to the conditions described in selection criteria below.
3. The final selection would be based on the technical evaluation of the bids followed by evaluation of financial proposal.
4. Successful bidder(s) will be notified in writing by email (or by telephone, in cases where the bidder cannot be reached by email). The bidder must confirm acceptance in writing within the time specified in the email communication
B. Evaluation Criteria:
1. The bidders who substantially meet the “Bid Requirements – Technical” (Section VII) shall fall in the category of technically qualified bidder.
2. The unit prices quoted by such technically qualified bidders shall be evaluated and compared.
3. The bidder quoting the lowest price shall be considered for final issuance of Purchase Order from the suppliers qualified by AIF, based on all other criteria.
NOTE: AIFT reserves the right to reject bids that do not meet eligibility or bid submission requirements (as detailed above) without further notice to the bidders. Issuance of this RFP does not constitute a commitment on the part of AIFT nor does it commit AIFT to pay for the costs incurred in submission of bid. Further, AIFT reserves the right to reject any or all bids received and to negotiate separately with a bidder, if such action is considered to be in the best interest of AIFT.
IX. Instructions and Deadlines for Responding:
A. AIFT Contact:
Any communication must be sent to: procurement@aif.org.
B. Confirmation of interest:
Please send a statement acknowledging receipt of this solicitation and your intent to respond or not respond no later than due date given in Section-I. Send the confirmation to the contact listed above.
C. Request for clarifications:
Request for clarifications/ questions on this solicitation will be accepted via email at the mail Id listed above by due date given in Section – I. Clarifications will be provided to all prospective bidders who would have expressed their interest. Please note that responses will not be
confidential except in cases where proprietary information is involved. Any enquiries after the specified date would not be entertained.
D. Due date and time of Bid Submission:
1. All completed bids need to be submitted via google from link shared above.
2. The subject line of the email should read: “Interactive Panel – AIFT/RFP/DL/2024-25/016
(firm name]” in case of any query or clarification.
3. We advise that you send files in commonly recognized Microsoft formats or PDF. AIFT will not take responsibility for resolving technical transmission problems with bids.
4. Submission of hard copies of the proposal is not required.
5. The bid should only include information specific to accomplishing the “scope of work”. Additional information submitted outside of the proposal requirements will be reviewed at AIFT’s discretion only.
E. Selection of the Bidder:
AIFT reserves the right to select from among the bids received. AIFT has the option to interview and discuss specific details with those bidders who have submitted their bids.
F. Receipt, Evaluation and Handling of Bids:
Once a bid is received before the due date and time, the AIFT will:
1. Log the receipt of the bids and record the business information.
2. Review all bids and disqualify any non-responsive ones (that fail to meet the terms set out in RFP Documents) and retain the business details on file with a note indicating disqualification.
3. Evaluate all bids objectively in line with the criteria specified in the RFP Documents.
G. Conflict of Interest:
1. The bidders must disclose in their bid details of any circumstances, including personal, financial and business activities that will, or might, give rise to a conflict of interest. This disclosure must extend to all personnel proposed to undertake the work.
2. Where bidders identify any potential conflicts, they must state how they intend to avoid any impact arising from such conflicts. AIFT reserves the right to reject any bid which, in AIFT’s opinion, could potentially give rise to a conflict of interest.
3. With respect to this condition, please be advised that the organizations that may fall within the scope of this clause will include those with which AIFT has any present association.
H. General Disclosures:
1. Bidders must disclose:
i. If they are or have been the subject of any proceedings or other arrangements relating to bankruptcy, insolvency or the financial standing of the bidders including but not limited to the appointment of any officer such as a receiver in relation to the Bidder personal or business matters or an arrangement with creditors or of any other similar proceedings.
ii. If they have been convicted of, or are the subject of any proceedings, relating to:
2. A criminal or other offence involving the activities of the organization or found by any regulator or professional body to have committed professional misconduct.
3. Corruption including the offer or receipt of any inducement of any kind in relation to obtaining any contract with AIFT, or any other contracting body or authority.
4. Failure to fulfil any obligations on account of payment of any taxes.
X. Terms and Conditions of Solicitation:
A. Notice of non-binding solicitation:
AIFT reserves the right to reject any and all bids received in response to this solicitation and is in no way bound to accept any proposal.
B. Confidentiality:
All information provided by AIFT as part of this solicitation must be treated as confidential. In the event that any information is inappropriately released, AIFT will seek appropriate remedies as allowed.
Proposals, discussions, and all information received in response to this solicitation will be held strictly confidential, except as otherwise noted.
C. Communication:
All communications regarding this solicitation shall be directed to appropriate parties at AIFT indicated in Section VII. A. Contacting third parties involved in the project, the review panel, or any other party may be considered a conflict of interest and could result in disqualification of the proposal.
D. Acceptance:
Acceptance of a proposal does not imply acceptance of its terms and conditions. AIFT reserves the option to negotiate on the final terms and conditions. We additionally reserve the right to negotiate the substance of the finalists’ proposals, as well as the option of accepting partial
components of a proposal if appropriate.
E. Right to final negotiation:
AIFT reserves the option to negotiate on the final costs and final scope of work, and also reserves the option to limit or include third parties at AIFT’s sole and full discretion in such negotiations.
F. Third Party limitations:
AIFT does not represent, warrant, or act as an agent for any third party as a result of this solicitation. This solicitation does not authorize any third party to bind or commit AIFT in any way without our express written consent.
G. Quotation Validity:
Proposals submitted under this request shall be valid for 03 months from the date the proposal is due. The validity period shall be stated in the proposal submitted to AIFT.
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ANNEXURE – I
LETTER OF BID
To,
The American India Foundation Trust
First Floor, Plot no. 26, Okhla Phase III
New Delhi – 110020
Sub: “Bid for delivery and installations of “Interactive Panel”
Dear Sir,
1. Having examined the RFP Documents and appendix thereto, we, the undersigned in conformity with the said document, offer to provide the said goods and associated services as given in the RFP Documents and the terms of reference to be signed upon the award of contract as per the table below;
2. We undertake, if our bid is accepted, with the Sub: “Interactive Panel- AIFT/RFP/DL/2024-25/016 (firm name]” the time frame specified, starting from the date of receipt of issue of Work Order/ Purchase Order (WO/PO) from AIFT.
3. We agree to execute a PO/ WO in the form to be communicated by AIFT, incorporating all agreements with such alterations or additions thereto as may be necessary to adapt such agreement to the circumstances of the standard and notice of the award within the time prescribed after notification of your intention to accept this bid.
4. We would like to clearly state that we qualify for this work based on all the eligibility requirements indicated by you in the RFP Documents.
5. We certify that all the information mentioned in Annexure I in this covering letter is true and correct.
6. We understand that if the details given in support of the claims made above are found to be wrong or untenable or unverifiable our bid may be rejected without any reference from us. We further clearly understand that AIFT is not obliged to inform us of the reasons for rejection of our bid.
7. It is certified that the information furnished herein and as per the document submitted is true and correct and nothing has been concealed or tampered with. We have gone through all the conditions of the bid and are liable to any punitive action for furnishing false information/ documents. For and on behalf of (mention name of you firms)
Signature:
Name*:
Designation:
(Company Seal)
Dated this _____ day of November 2024
* The person should be duly authorized to sign the bid for an on behalf of the firm/ company.
