Request For Quotation for Provision of Cleaning, Fumigation, Pest Control and Front Desk Management Services  

REQUEST FOR QUOTATION 

RFQ AGRA-MW- 1044

Provision of Cleaning, Fumigation, Pest Control and Front Desk Management Services  

Client: AGRA Malawi

AGRA 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 Quotation

1. Background

AGRA is a not-for-profit organization formed in 2006. AGRA’s mission is to catalyze agricultural transformation in Africa through innovation-driven and sustainable productivity increases and access to finance that improves the livelihoods of smallholder farmers.

AGRA Malawi seeks to engage a competent and experienced service provider to provide cleaning, fumigation, pest control and front desk management services at its office in Lilongwe.

The successful bidder shall provide the personnel, supervision, equipment, cleaning materials and other resources necessary to deliver the services to the required standard.

2. Scope of Services

2.1. Front Desk Management

• Welcome and direct visitors appropriately.
• Notify relevant AGRA staff when visitors arrive.
• Maintain visitor records where required.
• Receive routine deliveries and notify the relevant staff.
• Keep the reception area clean, organised and presentable.
• Maintain confidentiality and professional conduct.
• Escalate security, safety or other unusual issues to the designated AGRA contact person.

Note: Front desk management does not include security services or making access-control decisions on behalf of AGRA.

3. Project Timeframe

This contract shall be valid for a period of one (1) year, with effect from (date will be specified after the award). The contract will be renewable subject to performance and availability of budget.

4. Guidelines for Quotation Submission

• Proposals shall be submitted in oracle system before the deadline.
• Proposals shall be submitted in local currency (MWK).
• The quotation should show monthly rate and total rate for 12months(1year)

5. Terms and Conditions

1. 1. PRICES to be quoted in local currency (MWK)inclusive of all applicable taxes.
   2. PAYMENT for your invoice will be made 100% against service delivery
   3. QUALITY: All services and products provided shall meet the required AGRA Standards
   4. VALIDITY of your quotation should be for a period of 60 days from the date of your quotation.
   5. AGRA Payment terms are 30 days from invoice date.

6. MANDATORY DOCUMENTS

The following documents shall be provided:

1. Copy of Registration Certificate/ Certificate of Incorporation
2. Company profile
3. Valid tax compliance certificate.
4. At least three references of similar services.
5. Confirmation that the firm will provide 30 days’ credit
6. Detailed Quotation for 12months.

7. COLLUSIVE BEHAVIOUR

Any Bidder who:

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 AGRA 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 AGRA and without prejudice to any criminal liability which such conduct by a Bidder may attract) be disqualified.

8. AMENDMENTS TO BID DOCUMENTS

At any time prior to the deadline for the receipt of Bids, AGRA may modify the RFQ by amendment. Any such amendment will be numbered and 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, AGRA may, at its discretion, extend the Deadline for receipt of Bids.

9. LATE BIDS

All bids must be submitted exclusively through the Oracle system within the stipulated deadline. Submissions via email or any other medium will not be accepted. Once the RFQ is closed in the Oracle system, bidders will no longer be able to submit their bids.

10. RIGHT TO REJECT/DISQUALIFY

AGRA reserves the right to reject or disqualify a Bidder where;

1. The Bidder fails to comply fully 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.

11. RIGHT TO WITHDRAW RFQ AND CHANGE DELIVERY TIMETABLE

AGRA reserves the right to (i) withdraw the RFQ without prior notice (ii) to 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.

12. Further information can be obtained by writing to: MalawiProcurement@agra.org

13. Please confirm by email the receipt of this invitation and whether or not you will submit your price quotations.

Sincerely,

 AGRA Procurement