Request for Quotation (RFQ) 19PK3324Q1098 for DANCING FLOOR.pdf

Embassy of the United States of America Islamabad, Pakistan

Date: June 14, 2024

Page 1 to 6

To: Offeror

RFQ #: 19PK3324Q1098

From: Contracting Officer

General Services Office Embassy of the United States of America Islamabad, Pakistan

E-mail: Primary: RanaMA@state.gov Secondary: AqeelM@state.gov

Phone: 92-51-201-5159

Deadline: COB June 28, 2024

Subject: Request for Quotation for supply of Dancing Floor.

The Embassy of the United States in Islamabad is currently inviting quotations for the supply of Dancing Floor. To be considered for acceptance, potential offerors should ensure they meet the outlined criteria in the RFQ terms, as the purchase order is Firm-Fixed Price. We encourage all related trade vendors to participate and submit their best competitive quotes on or before the specified deadline. Please note that this RFQ does not guarantee the award from the American Embassy, and the Embassy reserves the right to cancel the RFQ either entirely or partially. The Government will select the responsible quote that adheres to the buyer's terms, provides a fair and reasonable price, and meets the Lowest Priced, Technically Acceptable (LPTA) quote requirements. The government will evaluate the following quote if the lowest-priced selection does not meet the technical specifications.

SBU - CONTRACTING AND ACQUISITIONS

mailto:RanaMA@state.gov

Items Description

Sr.# Description Qty Unit

Dancing Floor

Specification:

Frosted and Mirror LED Dance Floor 24ft x 24ft.

Magnet Led 3D Mirror & Matte Dance Floor (50x50cm / 1.6x1.6ft) 198/EA.

Controller Software 02/EA.

Mean Well Power Supply (1000W) 220 volts 50Hz 07/EA.

Remote Control 02/EA.

Edge (set) 02/EA.

Flight Case (8pcs in one flight case) 25/EA.

Meets

REPLACEMENT ITEMS:

Flight Case 02/EA.

LED Strips 20/EA.

Motherboard 10/EA.

Magnet 20/EA.

Tempered Glass 04/EA.

Must be listed with Underwriters Laboratories (UL), British Listed (BL), Canadian Electrical Code (CSA), European Conformity (CE), or KEMA-KEUR, and marked as such.

Please ensure that the certification information i.e. CE marking must be mentioned on the nameplate of the appliance not on a sticky tape.

1 Set

2 Shipping Charges till North Brunswick NJ 08902 (If any) 1 Lump Sum

Terms & Conditions:

Go through this document and read them very carefully. Your response must be in accordance with the solicitation. Otherwise, the proposal may be considered unacceptable and may be rejected.

1. Required Information: It is essential to include all required information in/with the quotation to avoid its dismissal. Failure to include necessary information may result in the rejection of the quotation.

a) Prepare your quotation on your company letterhead in accordance with the requested details of this RFQ.

b) Again, quotation must be on the company’s letterhead. Otherwise, not acceptable.

c) Specify your Delivery Period after receiving of Purchase Order.

d) Provide a Technical Specification Sheet along with the pictures of offered equipment/parts.

e) The bid must be valid for 30 days from the closing date for this solicitation.

f) The price must be in US Dollars.

g) The quotation must be submitted electronically with the subject line

"Quotation for RFQ# 19PK3324Q1098 – Supply of Dancing Floor.

h) Acceptance of our Net 30 days Payment terms.

i) Provide Unique Entity ID (UEI) of SAM.gov or a statement that you will get registered with SAM to get an award.

j) *National Defense Authorization (NDAA) Act-889 compliance requirement: (Disregard if you have already provided) This is a mandatory and one-time requirement in a year. You are requested to read the attached document and provide a signed scan copy of the certificate with the required checkmarks. Upon getting this certification we will be able to place an order with your company.

k) Do not put tax as we are U.S. Government’s Diplomatic Mission and are exempted from tax under Tax ID: DOS:54-1352940. Please submit a tax-free quote.

l) Bidder must have a physical business address in the United States and good financial health to get this award. (The Embassy has reserved the right to do RAM vetting before an award for vendor’s legitimacy).

m) The bids are acceptable from CONUS vendors only. The Set Aside Condition is applicable on the OCONUS vendors on this Solicitation.

n) Bidder must be a related field supplier.

1. Quote Submission Due Date:

a. Quotations must be received on or before close of business (COB) June 28, 2024.

b. Your quotation must be submitted electronically at RanaMA@state.gov and

AqeelM@state.gov by close of business.

c. No quotation will be accepted after the deadline.

2. Payment Terms:

Payment will be made through Electronic Fund Transfer (EFT) within 30 days of receiving a precise invoice, packing slip, and proof of delivery that fully complies with Purchase Order provisions. The Financial Management Office must receive these documents upon delivery of complete and acceptable commodities/services at our North Brunswick, NJ 08902 address. Failure to comply with the Purchase Order will result in returning the shipment, and your company will be responsible for all related expenses. Following the PO’s terms is crucial for smooth and successful transactions and timely payment from the U.S. Government.

3. Delivery Period:

Delivery must be made in full within 30days after receiving of Purchase Order.

4. Inspection & Acceptance:

A Government representative will inspect the items at the time of delivery or later to determine the quality, acceptability and payment shall be released accordingly. Any item found with change in Specs, Quality, Brand shall be returned to the vendor without entertaining the payment claim.

5. EFT Details: Successful bidder will be requested for Electronic Fund Transfer (EFT) details.

6. Submission of invoice:

Each invoice shall include vendor invoice number, purchase order/contract number, date issued, brief description of supplies/services provided, quantities, unit and total price, and signed by the signing authority.

Invoices must be routed to:

• One original invoice in pdf format to the Financial Management Office and email at IslamabadFMC-invoices@state.gov

• One copy clearly marked “DUPLICATE Copy for GSO and email at RanaMA@state.gov

Although email is the preferred method, invoices may also be submitted by mail (do not also send electronically if you mail the invoice to the following address):

Financial Management Officer (FMO) US Department of State 8100 Islamabad Place Washington DC, 20521

Please note: Net 30 will be commenced on the date of receipt of invoice in the US Embassy Financial Management Centre.

7. PACKING, MARKING/LABEL AND SHIPPING INSTRUCTIONS

PACKING:

All Item(s) on the attached purchase order should be packed properly and securely. Your company have an obligation to ensure that goods are properly packaged, prepared and secured for the journey from the supplier’s premises to the final destination as well as for storage before and after the shipment.

MARKING:

All packaging must be properly marked and labelled according to the instructions given in the Purchase Order. This is also important when the goods will be delivered directly from supplier’s own subcontractor. Each package is to be marked with case markings given in the Purchase Order. The case markings shall be laminated, weatherproof and fastened firmly. Size A4 shall be used for small packages. The supplier is responsible for packing the IMO dangerous goods properly, according to regulations.

mailto:IslamabadFMC-invoices@state.gov

LABEL:

The purpose of labelling is to identify the material and supplier when it reaches its final destination. Label/Marking must be weatherproof showing the data indicated in the order. Tags must be accurate and clearly marked on each carton/box as mentioned below:

Order#: ISB-19PK3324Pxxxx SUVI-DA Office 2801 Route 130,Unit 1 North Brunswick, NJ 08902 Phone: (732) 855-8880 / 571-482-5289/571-482-5290 Attention: US Embassy Islamabad

SHIPPING INSTRUCTIONS

Contact the New York DA Office at (732) 855-8880 for shipping instructions e-mail at HurillaJ@state.gov; BeltranCI@state.gov and Despatch_Agency_New_York@state.gov after the DA Office has been notified, send the shipment to the following address. It is also important for the supplier to get validation from SUVI staff via email afterwards that delivered supplies have been received as per the packing list (enclosed along-with) and Purchase order.

It’s mandatory to mention Post Order # ISB-19PK3324Pxxxx on each packing/carton and its packing slip, otherwise shipment will be rejected.

Order#: ISB-19PK3324Pxxxx SUVI-DA Office 2801 Route 130,Unit 1 North Brunswick, NJ 08902 Phone: (732) 855-8880 / 571-482-5289/571-482-5290 Attention: US Embassy Islamabad

Important Notes:

1. Please do not send anything to the above address without contacting the New York DA Office first.

2. Two copies of the packing slip must be attached to the outside of the freight and one inside. Each pallet or carton must be labeled with the embassy name and purchase order number. If your cargo is not marked as stated, we are allowed to refuse your freight! *

3. Must call our warehouse 3 days prior to shipping for a delivery appointment (571) 482- 5289. Operating hours are from Monday thru Fridays 7:30am until 3:30pm, closed for lunch from 12:00pm until 12:45pm.

4. For 10 or more cartons or pallets you must make appointment anything less than 10 does not need an appointment.

5. If you cannot fit the embassy name and purchase order number in the ship to address, please have it in the description part of your packing slip!

6. Please make sure that all cartons are marked with the US Embassy Islamabad and purchase order number.

SBU - CONTRACTING AND ACQUISITIONS

mailto:HurillaJ@state.gov mailto:BeltranCI@state.gov mailto:Despatch_Agency_New_York@state.gov

8. FAR/ DOSAR Clauses applies on this Solicitation:

The following clauses will be applicable to the resultant purchase order.

52.2522 CLAUSES INCORPORATED BY REFERENCE (FEB 1998)

This purchase order or BPA incorporates the following clauses by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. Also, the full text of a clause may be accessed electronically at this address:

Acquisition.gov this address is subject to change.

DOSAR clauses may be accessed at: https://acquisition.gov/dosar

FEDERAL ACQUISTION REGULATION (48 CFR CHAPTER 1) CLAUSES:

NUMBER TITLE DATE

52.204-7 SYSTEM FOR AWARD MANAGEMENT

OCT 2018

52.204-9 PERSONAL IDENTITY VERIFICATION OF CONTRACTOR

PERSONNEL

JAN 2011

52.204-13 SYSTEM FOR AWARD MANAGEMENT MAINTENANCE OCT 2018

52.204-16 COMMERCIAL AND GOVERNMENT ENTITY CODE

REPORTING

AUG 2020

52.204-18 COMMERCIAL AND GOVERNMENT ENTITY CODE

MAINTENANCE

AUG 2020

52.212-4 CONTRACT TERMS AND CONDITIONS—COMMERCIAL

ITEMS

NOV 2021

52.223-17 AFFIRMATIVE PROCUREMENT OF EPA-DESIGNATED

ITEMS IN SERVICE AND CONSTRUCTION CONTRACTS

AUG 2018

52.225-19 CONTRACTOR PERSONNEL IN A DIPLOMATIC OR

CONSULAR MISSION OUTSIDE THE UNITED STATES

MAY 2020

52.227-19 COMMERCIAL COMPUTER SOFTWARE LICENSE

DEC 2007

52.228-3 WORKERS’COMPENSATION INSURANCE

JUL 2014

52.228-4 WORKERS’ COMPENSATION AND WAR-HAZARD

INSURANCE

APR 1984

52.244-6 SUBCONTRACTS FOR COMMERCIAL ITEMS

JAN 2022

52.246-26 REPORTING NONCONFORMING ITEMS

NOV 2021

(End) https://acquisition.gov/browse/index/far https://acquisition.gov/dosar