Procurement of Services for ISO 9001 Certification Audit, 2013

RFP No. FIRMS RFP 13-088 of 24

Request for Proposal (RFP)

RFP Number: RFP No 13-088

Description: Procurement of Services for ISO 9000 Certification Audit, 2013

Release Date: Sunday, March 25, 2013

Deadline for Questions: 5:00 PM local Lahore time on March 29, 2013

Due Date: 5:00 PM local Lahore time on April 8, 2013

For: USAID Firms Project

Contracting Entity: Chemonics International Inc.

Funded by: United States Agency for International Development (USAID),

Contract No. EEM-I-00-07-00008-00 No. 7

Place of Performance: Faisalabad and Daska (District Faisalabad), Pakistan

Contents of RFP:

Section 1: Instructions to Offerors

Section 2: Scope of Work (SOW) and Deliverables

Section 3: Fixed Price Subcontract Terms and Conditions

Attachment A: Letter of Transmittal

Attachment B: Required Certifications

Annex 1: List of Agricultural Implements Manufacturing Units to be certified

Annex 2: Template of Cost Proposal


SECTION 1: INSTRUCTIONS TO OFFERORS

1.1 Introduction

The objective of the USAID Firms Project (the ‗Project‘) is to improve government service delivery and

develop dynamic, internationally competitive firms to accelerate sales, investment, and job growth to

undercut the basis of extremism.

1.2 Offer Deadline

Offers must be received by courier and e-mail no later than 5.00 PM local Lahore time on April 8, 2013.

Late offers will be considered only at the discretion of the evaluation team.

1.3 Protocol for Submission of Offers and Required Documents

Offerors are responsible for ensuring that their offers are received in accordance with the instructions

stated herein.

Offerors must prepare four hard copies of the technical proposal and one hard copy of the cost proposals,

and submitting separate sealed envelopes to the attention of ‗The Procurement Department‘ at 44-C1,

Gulberg III, Lahore by the deadline stated in Section 1.2 above. The envelopes must state ‗Proposal –

RFP 13-088- ISO 9000 Certification‘ as the subject content.

Offers can also be e-mailed to [email protected] by the deadline stated in Section 1.2 above. The

following text must appear in the subject line of the email: ―Proposal - RFP 13-088 - ISO 9000

Certification‖. Receipt will be acknowledged. Hard copies must still be submitted nonetheless.

All offers must be prepared in English. Each offer must be composed of a Technical Volume and Cost

Volume as described in Sections 1.5 and 1.6 below.

Each offeror may submit only one proposal, either individually or as a partner in a joint venture. An

offeror, who submits or participates in more than one proposal, shall cause all the proposals with that

offeror‘s participation to be disqualified. If the offer is in partnership or joint venture, the offeror must

submit a copy of the partnership/joint venture agreement between the parties. The agreement must

include a full disclosure of the relationship between the parties, including identification of the party

which will be responsible for negotiating the award and the express agreement of the principals thereto to

be held jointly and severally liable for the acts or omissions of the other.

1.4 Questions and Clarifications

All questions and/or clarifications regarding this RFP must be submitted via email to rfp-

[email protected] no later than 5:00PM local time on March 29, 2013. All correspondence and/or

inquiries regarding this solicitation must reference the RFP number. No phone calls or in-person

inquiries will be entertained; all questions and inquiries must be in writing.

Questions and requests for clarification—and the responses thereto—will be circulated to all RFP

recipients who have indicated an interest in bidding by 5:00PM on April 2, 2013.

Only the written answers will be considered official and carry weight in the RFP process and subsequent

evaluation. Any verbal information received from a Chemonics or the Project‘s employee or other entity

should not be considered as an official response to any questions regarding this RFP.

1.5 Technical Volume

The Technical Volume must be specific, complete, and concise, describing the offeror‘s proposed plan to

complete scope of work (SOW) and deliverables found in Section 2. It should demonstrate a clear

mailto:[email protected]




understanding of the work to be undertaken and the responsibilities of all parties involved.

The Technical Volume must not exceed ten (10) pages (excluding annexes) (in Microsoft Word format,

font: Times New Roman, font size: 12 for electronic submissions) and must include the following

information:

Sr.

No Criteria Descriptions

1 Corporate Capability & Repute

a. Provide a complete profile of certification body A profile of the certification body (offeror)

including primary and secondary services, year of

inception, size, core specialization, expertise,

nature of operations, organizational organogram,

total number of permanent employees.

b. Details of offices in Pakistan c. Registration with Chamber of Commerce (if

registered)

d. Pakistan National Accreditation Council (PNAC)

accredited – Copy of PNAC accreditation

certificate (if registered)

e. Provide the detail of affiliation with the

international accreditation board / bodies

2 Previous Experience

a. Total years of experience of the company /

organization in ISO 9000 certification in Pakistan

b. Provide the list of all clients, to whom ISO 9000

certification services were offered (mention the

name and complete address of client and its nature

of business and the services provided)

c. Provide the list of clients in light engineering

sector, especially in agriculture implements

manufacturing sector, with respect to ISO 9000

certification.

3 Technical Plan / Understanding of

Assignment & Approach/ Ability to Meet

Time Line

a. Scope of Work given in this RFP highlights the

necessary tasks, and activities to be undertaken

and process to be followed. Suggestions and

insights are required for the fine tuning and

improvement of the mentioned methodology /

process. Moreover, it will help determine the

service provider‘s understanding of assignment

and clarity of suggested methodology /process. b. Provide the timeline (Gantt Chart) for the

completion of each milestone / output / activity as

well as the entire assignment. Early completion

will be acknowledged.

4 Qualification and Experience of Key

Professionals

a. List of Auditors, along with description of their

academic qualification, training courses and

experience, who will execute the assignment. We

will encourage including detailed CVs and these

would not count towards the 10 pages limit of

proposal. All the description must have year wise

details

b. Provide the list of ISO 9000 audit, so far

undertaken by the auditors, you are proposing for

this assignment


c. Particularly mention the auditors experience in

light engineering sector and agriculture

implements manufacturing sector

d. Quality Management System Courses (QMS) LAC

approved by IRCA UK, or any other body (if

attended any such courses)

e. Do mention whether auditors, appointed for this

assignment is permanent employee or has short

term engagement

The applicants must tailor proposals directly in reference to the various segments of this evaluation

criterion and also note:

Company / Partnership / Sole proprietorship will be eligible to submit its bid

A certificate/affidavit that the firm is not blacklisted by any Government/Autonomous Body

Development Agency / Donor is to be furnished with the proposal

Provide copies of appropriate certificates / dealership certificate if any; including

i. Organization / Company‘s NTN Certificate

ii. Organization / Company Registration Certificate

The RFP is open for all the ISO 9000 certification bodies / agencies that are registered / affiliated

with international certification board(s), and operating in Pakistan.

Preference will be given to companies based in Lahore or close to our beneficiary units (Gujranwala /

Sialkot / Gujrat) in order to have better interaction and communication.

Vendor must have at least five years of experience of auditing in the light engineering sector of

Pakistan.

All offers must be accompanied by a profile of the company describing the organization, its nature of

business and indicating the physical address of the company, landline phone number, names of CEO,

COO, CFO and authorized representatives, and official email addresses of the same. Copies of the

following documents must also be submitted. Chemonics‘ reserves the right to ask for originals if the

need so arises.

Bank statement for a period of 6months

Tax return statements for the last 2 years

3 confirmed positive references for past project of similar nature to verify on time delivery and

performance

3 confirmed positive references for past project of any nature to verify on time delivery and

performance

Subcontracting arrangements: If the execution of work to be performed by the offeror requires the hiring

of subcontractors, the proposal must clearly identify the subcontractor(s), contact information of

subcontractor(s), and the work they will perform. Chemonics will not refuse a proposal based upon the

use of subcontractors; however, Chemonics retains the right to approve or reject the specific

subcontractors selected.

Technical volumes must be presented as complete. Incomplete proposals will not be considered except

at the discretion of Chemonics.

1.6 Cost Volume

The Cost Volume is used to establish the best value among proposals, and serves as a basis of negotiation

for the signing of the subcontract. The Cost Volume must include a detailed budget, as well as a budget

narrative which explains the basis for the estimate of each budget element. Supporting information

should be provided in sufficient detail to allow a complete analysis of each cost element. Any taxes or

fees are not to be added later.


Any taxes or fees are not to be added later and should be included in the original cost submission.

Quotations must be a firm fixed price, expressed in Pakistani rupees. Payment to the successful

offeror(s) will be made in Pakistani Rupees only.

The anticipated contract type for this procurement will be a Fixed Price Subcontract. During all the stages

of this assignment including inception, auditing, re-auditing and completion, the bidder shall be

responsible for all the expenses to be incurred on the travelling, lodging, boarding, certificate cost,

stationery, remuneration etc., of its staff / auditors and USAID Firms Project will make no extra

arrangement / payment, whatsoever it may be. The name and contact details of the units to be audited

have been attached as Annexure so that bidder can calculate the financial bid exactly and accurately.

1.7 Authorized USAID Geographic Code

All goods and services offered under this order must meet USAID Geographic Code 937. Such goods

and services must meet the source and nationality requirements detailed in the Code of Federal

Regulations (CFR), 22 CFR §228 and the Automated Directives System (ADS), ADS Chapter 260.

Code 937 consists of the United States, the cooperating country, and a list of ―developing countries‖

described in ADS Chapter 310.

No items, items with components from, or related services may be offered from the following countries:

Burma, Cuba, Iran, North Korea, North Sudan or Syria. Related services include incidental services

pertaining to any/all aspects of this subcontract (including transportation, fuel, lodging, meals, and

communications expenses).

1.8 Eligibility of Offerors

In accordance with Federal Acquisition Regulation Clause 52.209-6, ―Protecting the Government‘s

Interest When Subcontracting with Contractors Debarred, Suspended, or Proposed for Debarment,‖ (SEP

2006), all offerors must certify that they are not debarred, suspended, or proposed for debarment.

Chemonics will not award a subcontract to any firm or firms‘ principals who are debarred, suspended, or

proposed for debarment, or who proposes to do business with firms (including subcontractors) or firms‘

principals who are debarred, suspended, or proposed for debarment, in the performance of the

requirement of this activity.

1.9 Validity Period

Offers must remain valid for at least sixty (60) calendar days after the offer deadline.

1.10 Negotiations

Best offer proposals are requested. It is anticipated that awards will be made solely on the basis of these

original proposals. However, Chemonics reserves the right to conduct negotiations and/or request

clarifications prior to awarding a subcontract. Chemonics reserves the right to make multiple awards, if

it is in the best interest of the Project.

1.11 Basis for Award

Chemonics intends to award a subcontract or subcontracts resulting from this solicitation to the

responsible offeror(s) whose proposal(s) represents the best value to Firms Project after evaluation of the

following criteria, with the weights applied accordingly:

1. Corporate Capability & Repute 10%

2. Previous Experience 25%

http://www.gpo.gov/fdsys/pkg/FR-2012-01-10/pdf/2011-33240.pdf#page=1

http://www.usaid.gov/policy/ads/200/260.pdf


3. Technical Plan/Understanding of Assignment & Approach/Ability to meet timeline 10%

4. Qualification and Experience of Key Professionals 25%

5. Cost 30%

Cost must be submitted on the given format prescribed in Annex 2.

- Must include clear break down of budget for personnel and other cost i.e. all associated costs

with each activity and line item involved for each activity.

1.12 Terms and Conditions of Subcontract

Issuance of this solicitation does not in any way obligate Chemonics or USAID to award a subcontract,

nor does it commit Chemonics or USAID to pay for costs incurred in the preparation and submission of a

proposal.

This solicitation is subject to the Fixed Price Subcontract Terms and Conditions detailed in Section 3.

Any resultant award will be governed by these terms and conditions. Chemonics reserves the right to

make revisions to the content, order, and numbering of the provisions in the actual subcontract document

prior to execution by Chemonics and the selected awardee.

Please note that in submitting a response to this solicitation, the offeror understands that USAID is not a

party to this solicitation and the offeror agrees that any protest hereunder must be presented—in writing

with full explanations—to Chemonics International for consideration, as USAID will not consider

protests made to it under USAID-financed subcontracts. Chemonics, at its sole discretion, will make a

final decision on the protest for this procurement.


SECTION 2: SCOPE OF WORK (SOW) AND DELIVERABLES SCHEDULE

Below is the SOW for the RFP. For this RFP, the term “Subcontractor” means the successful offeror

who is awarded the subcontract as a result of this RFP.

2.1 Program Overview

The objective of the USAID Firms Project (the ‗Project‘) is to improve government service delivery and

develop dynamic, internationally competitive firms to accelerate sales, investment, and job growth.

For the sector development of ―Agricultural Implements Manufacturing Sector‖, the Value Chain

Development Component has designed a holistic program comprising of various interventions in many

operational areas, where beneficiary units are currently lagging.

Product and process standardization is one of the means/ tools to improve the cost competitiveness of the

manufacturing units as well as to enhance their products quality, which are prime determinants to

improve the local and export sales.

For product and process standardization and for quality improvement, ISO 9000 certification is

considered a prerequisite worldwide. That is why; the quality conscious companies always strive hard to

attain this certification. With this aim, USAID Firms Project brought two short term consultants on board

to assist the manufacturing units in developing systems and documentation, to comply with the

requirements of ISO certification. While the preparatory work is ongoing, the stage has come, where

some certification agency / body should come on board for final audit of the beneficiary units and in turn

issuance of certification after completing all formalities.

2.2 Scope of Work

ISO 9000 certification is considered the symbol of product and process standardization across the globe

and conveys the image of quality product. That is why in Pakistan and abroad, customers / organizations

prefer to have business with ISO 9000 certified firms.

At present, in Pakistan, hardly any agricultural implements manufacturing unit has ISO 9000 or any other

quality control / assurance certification. USAID Firms Project is working with some units of Faisalabad

and Daska, and many of them have the potential to export their products. Some of them are even

indirectly exporting their products through intermediaries (exporters). In view of this, provision of

technical and financial assistance to these units was incorporated in the work plan of the agricultural

implements sector. The certification will help manufacturing units to place systems at their facility,

leading to standardized manufacturing processes and products that would help improvement in quality

with less rejection, rework and customer complaints.

This activity is being implemented in two phases, 1) to hire consultants to assist the manufacturing units

prepare for an audit preparatory to an audit, and ultimately for an ISO registration, and 2) the engagement

of an audit firm to conduct the ISO audit leading to the manufacturing units‘ ISO 9000 certification. The

first phase has been started and is ongoing. This TPAR is for the implementation of Phase 2.

In the first phase, Firms Project hired the services of two consultants, one for each cluster, to steer

through the process of developing and implementing all the pre-requisites, culminated at the final audit of

ISO 9000 by the certification body, including but not limited to, developing and documenting the

systems, record keeping, and necessary changes in layout, housekeeping, and internal audits.

In the second phase, USAID Firms Project intends to hire the services of a certification body through this

RFP to conduct the final audit of ten units, to assess the compliance of ISO 9000 requirements, and in

turn certify them.


2.3 Specific Tasks:

In the completion of the assignment, the bidder shall undertake, but not be limited to, the following

specific tasks:

Task 1: Action Plan & Meeting with USAID Firms Staff

Bidder shall hold meetings with the respective professionals of USAID Firms Project and the two short

term consultants, already working with the project. In light of their inputs, the bidder shall prepare a

comprehensive and logical action plan for submission to the Team Lead of Value Chain Development

(VCD) of USAID Firms Project including the Gantt chart and methodology used for certification audit.

After the approval, the bidder will execute all the tasks/activities/deliverables in line with the agreed and

approved action plan.

During all the phases of the assignment, the bidder is required to keep close contact with the respective

team members of USAID Firms Project to keep them abreast of the work progress.

The bidder is supposed to bring on board the auditors who‘s CVs should be attached with the proposal, to

be submitted in response to the RFP. Without prior permission of the USAID Firms Project, the bidder

shall not be allowed to change auditor(s) during the execution of the assignment. Therefore, the bidder

must exercise extreme caution in the selection of the team at the proposal submission stage. The proposed

professionals for audit must be certified auditor(s) by any well reputed certification agency / board.

Task 2: Pre-assessment Audit

In consultation with short term consultants of USAID Firms Project, the bidder will undertake pre-

assessment audit of one unit in Daska and Faisalabad cluster each (detail mentioned in Annex 1 as

attached), at least two weeks before the final audit to assess the readiness of the units for final audit. The

bidder is supposed to convey the deficiencies to concerned professionals of USAID Firms project and

management of units for necessary corrective measures.

Task 3: Final Certification Audit

Auditor(s) shall perform the certification audit of each beneficiary unit (in total ten) to assess its

compliance with ISO 9000 requirements, and in turn report the major and minor non compliances along

with his / her recommendations to the management of units, short term consultants and professionals of

USAID Firms Project.

Task 4: Re-Audit (if required)

In case of any major non-compliance, which demands re-auditing of manufacturing unit(s), the bidder

shall re-audit(s) the facility(s) / records, if required so.

Task 5: Issuance of certificates

Once the compliance to the given set of requirements is ascertained by auditor(s), the parent body of the

bidder (certification agency) will issue ISO 9000 certification, for each audited units.

2.4 Deliverables

The following are considered to be the key deliverables for this assignment:

Deliverable 1: Inception Report

Within seven days of signing the contract, the bidder shall submit an inception report, containing the

following:

- Action plan, methodology and schedule of activities / tasks / deliverables, along with timeline.


- Checklist to assist the manufacturing units to cross verify their readiness / arrangements on

subject matter.

Deliverable 2: Pre-assessment Audit Report

The auditor(s) or their designee (s) will undertake the pre-assessment audit of one unit of Daska and

Faisalabad each, and will report the deficiencies.

Deliverable 3: Final Audit & Non-Compliance Report

The auditor(s) will undertake the final audit of ten units as per agreed timeline and action plan and will

submit the detailed major and minor non-compliance report of each unit along with corrective measures.

If need is felt, auditor (s) is supposed to re-audit(s) the unit(s), once the units rectify the identified major

non-compliances.

Deliverable 4: Issuance of Certificate

After verification of compliance of ISO 9000 systems, bidder (certification body) will issue the

internationally recognized certificates to each unit, duly approved by its parent body.

2.5 Deliverable Schedule

The Subcontractor shall submit the deliverables described in 2.3 in accordance with the following

Deliverables Schedule stated therein (in accordance with those mentioned in 2.3):

Deliverables Date of submission

Deliverable 1 Within 7 days of signing of contract




The Payment Schedule will be as follows:

Deliverable

number

Payment %

Deliverable 1 20% of total contract amount




*Deliverable numbers and names refer to those fully described in Section 2.3 above.

2.6 Period of Performance

This assignment is planned to take place between May, 2013 and July, 2013. The period of performance

and deliverable timelines under this assignment are subject to change with approval from USAID.

2.7 Location of Performance

The assignment will take place in Faisalabad and Daska (District Faisalabad). However, for meeting with

professionals of USAID Firms Project, the bidder will have to visit 44-C-1 Gulberg III Lahore.


2.8 Supervision and Reporting

The Subcontractor will report on technical matters to the USAID Firms Project Workforce Development

Specialist, Khalid S. Wattoo.

2.9 Key Personnel

Chemonics will, from the list of persons provided by the subcontractor for the positions required to

effectively complete the scope of work, select the positions that are to be considered Key Personnel for

this subcontract and those positions will be considered to be essential to the work being performed

hereunder. Prior to replacing key personnel, the Subcontractor shall immediately notify Chemonics

reasonably in advance and shall submit written justification (including proposed substitutions) in

sufficient detail to permit evaluation of the impact on the work to be performed. No replacement of key

personnel shall be made by the Subcontractor without the written consent of Chemonics.

2.10 Qualification of Key Personnel

The Subcontractor shall ensure that key personnel are sufficiently qualified for effectively completing the

scope of work.

1. Qualification and Experience of Auditor(s)

Bachelor Degree preferably B.Sc. Engineering / B.Tech Honor / Industrial Engineering /

TQM. Higher qualification would be preferred.

Professional experience of at least five years as lead auditor for ISO 9000 certification,

preferably in light engineering sector of Pakistan.

Management System Courses (QMS) LAC approved by IRCA UK, or any other body.


SECTION 3: FIXED PRICE SUBCONTRACT

In the event of a subcontract award resulting from an offer submitted in response to this RFP, the

following terms and conditions will apply:

ARTICLE 1. BACKGROUND

FOR DETAIL SEE SECTION 2.1

ARTICLE 2. SUBCONTRACT SCOPE OF WORK

FOR DETAIL SEE SECTION 2.2

ARTICLE 3. SUBCONTRACT TYPE

This is a firm fixed-price subcontract payable entirely in the currency indicated in the cover page. No

additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because

of the Subcontractor's failure to properly estimate or accurately predict the cost or difficulty of achieving

the results required. Chemonics will not adjust the subcontract price due to fluctuations in currency

exchange rates. Chemonics will only make changes in the subcontract price or time to complete due to

changes made by Chemonics in the work to be performed, or by delays caused by Chemonics.

ARTICLE 4. REPORTING AND COMMUNICATIONS

The Subcontractor shall render the services and produce the deliverables stipulated in Task Orders, under

the supervision and acceptance by the USAID Firms Project Workforce Development Specialist. The

Subcontractor shall not communicate directly with USAID during the performance of this fixed price

subcontract. The USAID Firms Project Workforce Development Specialist will be responsible for

monitoring the Subcontractor‘s performance under this fixed price subcontract with the assistance of the

following individuals:

Technical direction during the performance of the subcontract shall be provided by the

Chemonics Technical Advisors (CTAs). The authorized CTA for this subcontract is Khalid S.

Wattoo.

Contractual guidance shall be provided by the Procurement Advisor. The Subcontractor shall

address all contractual-related inquiries and correspondence to the Procurement Advisor.

The Subcontractor shall submit all reports, deliverables to the attention of the CTAs and invoices to the

attention of the Procurement Advisor.

ARTICLE 5. MODIFICATIONS

Modifications to the terms and conditions of this Subcontract, including any modification to the scope of

work, may only be made by written agreement between authorized personnel of both Parties, and shall

not be effective until the consent of USAID, if applicable, has been obtained. Each Party shall give due

notice and consideration to any proposals for modification made by the other Party.

ARTICLE 6. AUTHORIZED REPRESENTATIVES

Any action, modification, notice, request, or consent required to be given or made pursuant to this

subcontract must be in writing and may only be made by the authorized officials specified below or their

designee:

Procurement Advisor, USAID Firms Project


ARTICLE 7. PERIOD OF PERFORMANCE

The effective anticipated date of this Fixed Price Subcontract is May 10, 2013.

In the event that the Subcontractor fails to make progress so as to endanger performance of this Fixed

Price Subcontract, or is unable to fulfill the terms of this Fixed Price Subcontract by the completion date,

the Subcontractor shall notify Chemonics forthwith and Chemonics shall have the right to summary

termination of this Fixed Price Subcontract upon written notice to the Subcontractor.

ARTICLE 8. SUBCONTRACT FUNDING AND TYPE

Chemonics International Inc., on behalf of USAID and in cooperation with the Government of Pakistan,

is authorized to fund this subcontract under the authority of Chemonics‘ prime USAID Contract No.

EEM-I-00-07-00008-00, funded by the USAID.

This is a firm fixed-price subcontract payable entirely in the currency indicated in the cover page. No

additional sums will be payable for any escalation in the cost of materials, equipment or labor, or because

of the Subcontractor's failure to properly estimate or accurately predict the cost or difficulty of achieving

the results required. Chemonics will not adjust the subcontract price due to fluctuations in currency

exchange rates. Chemonics will only make changes in the subcontract price or time to complete due to

changes made by Chemonics in the work to be performed, or by delays caused by Chemonics.

ARTICLE 9. INVOICING

Upon the CTA‘s acceptance of the Task Order deliverables described in Section A., Background, Scope

of Work, Deliverables and Deliverables Schedule, the Subcontractor shall submit an original invoice to

Chemonics/Firms Project for payment. The invoice shall be sent to the following address:

Chemonics International Inc.

Procurement Department

FIRMS Project

44-C1, Gulberg 3, Lahore.

To constitute a proper invoice, the Subcontractor‘s invoice must include the following information and/or

attached documentation. This information will assist Chemonics in making timely payments to the

Subcontractor:

1. Subcontractor legal name, subcontract number, invoice date, and invoice number.

2. Deliverable(s) number, description of approved deliverable(s), and corresponding fixed price(s).

3. Bank account information to which payment shall be sent and method of payment.

4. NTN number.

ARTICLE 10. TAXES & DUTIES

a. The services performed under this Subcontract are funded by the United States Government and

shall, therefore, be exempt from payment of any taxes, duties, fees, levies, and any other

impositions for which Chemonics is exempt, during the period of performance of this

subcontract. The Subcontractor shall immediately notify Chemonics if any such taxes are

assessed against the Subcontractor or its Subcontractors at any tier.

b. The Subcontractor would be responsible to withhold all applicable taxes and timely deposit the

withheld taxes in Government treasury, as prescribed under the applicable laws, associated with

suppliers/wages/salaries/compensation for services rendered by individuals employed by the

Subcontractor and who are directed to work as required under this Subcontract.


c. Firms Project would be withholding applicable taxes from the invoice of subcontractors as per

prevailing applicable withholding tax clauses of Income Tax Ordinance 2001 as and when

amended.


ATTACHMENT A: LETTER OF TRANSMITTAL

The following letter must be completed and submitted with any offer:

To: Chemonics International Inc.

Firms Project

Attention: Procurement & Subcontracts

Reference: RFP no. 13-088

Date: (insert date)

(Insert name of company) hereby proposes the attached offer to perform all work required

as described in the above referenced RFP. Please find attached our detailed Technical Volume (including

past performance information, CVs of key personnel, and required certifications and licenses, and a

company profile) and Cost Volume, as called for in the RFP.

We hereby acknowledge and agree to all of the terms and conditions, special provisions, and instructions

included in the above referenced RFP. We further certify that (insert name of company) , as a

firm—as well as the firm‘s principal officers and all commodities and services offered in response to this

RFP—are eligible to participate in this procurement under the terms and conditions of this solicitation

and under USAID regulations.

We hereby certify that the enclosed representations, certifications, and other statements are accurate,

current, and complete.

__________________________________

Company Name

___________________________________

Name and title of authorized representative

___________________________________

Signature

___________________________________

Date


ATTACHMENT B: REQUIRED CERTIFICATIONS

The following certifications must be completed and submitted with any offer:

52.203-2 CERTIFICATE OF INDEPENDENT PRICE DETERMINATION (APR 1985)

_________________________(hereinafter called the "offeror")

(Name of Offeror)

(a) The offeror certifies that—

(1) The prices in this offer have been arrived at independently, without, for the purpose of

restricting competition, any consultation, communication, or agreement with any other offeror or

competitor relating to— (i) Those prices;

(ii) The intention to submit an offer; or

(iii) The methods or factors used to calculate the prices offered.

(2) The prices in this offer have not been and will not be knowingly disclosed by the offeror,

directly or indirectly, to any other offeror or competitor before bid opening (in the case of a sealed bid

solicitation) or contract award (in the case of a negotiated solicitation) unless otherwise required by law;

and

(3) No attempt has been made or will be made by the offeror to induce any other concern to submit

or not to submit an offer for the purpose of restricting competition.

(b) Each signature on the offer is considered to be a certification by the signatory that the signatory—

(1) Is the person in the offeror‘s organization responsible for determining the prices being offered in

this bid or proposal, and that the signatory has not participated and will not participate in any action

contrary to paragraphs (a)(1) through (a)(3) of this provision; or

(2)(i) Has been authorized, in writing, to act as agent for the following principals in certifying that

those principals have not participated, and will not participate in any action contrary to paragraphs (a)(1)

through (a)(3) of this provision ____________________ [insert full name of person(s) in the offeror’s

organization responsible for determining the prices offered in this bid or proposal, and the title of his or

her position in the offeror’s organization];

(ii) As an authorized agent, does certify that the principals named in subdivision (b)(2)(i) of this

provision have not participated, and will not participate, in any action contrary to paragraphs (a)(1)

through (a)(3) of this provision; and

(iii) As an agent, has not personally participated, and will not participate, in any action contrary

to paragraphs (a)(1) through (a)(3) of this provision.

(c) If the offeror deletes or modifies paragraph (a) (2) of this provision, the offeror must furnish with

its offer a signed statement setting forth in detail the circumstances of the disclosure.

___________________________________

(Applicant)

BY (Signature) ___________________ TITLE _____________________

TYPED NAME ____________________ DATE _____________________


52.203-11 CERTIFICATION AND DISCLOSURE REGARDING PAYMENTS TO INFLUENCE CERTAIN

FEDERAL TRANSACTIONS (SEPT 2007)


(Name of Offeror)

(a) Definitions. As used in this provision—―Lobbying contact‖ has the meaning provided at 2 U.S.C.

1602(8). The terms ―agency,‖ ―influencing or attempting to influence,‖ ―officer or employee of an

agency,‖ ―person,‖ ―reasonable compensation,‖ and ―regularly employed‖ are defined in the FAR clause

of this solicitation entitled ―Limitation on Payments to Influence Certain Federal Transactions‖ (52.203-

12).

(b) Prohibition. The prohibition and exceptions contained in the FAR clause of this solicitation entitled

―Limitation on Payments to Influence Certain Federal Transactions‖ (52.203-12) are hereby incorporated

by reference in this provision.

(c) Certification. The Offeror, by signing its offer, hereby certifies to the best of its knowledge and belief

that no Federal appropriated funds have been paid or will be paid to any person for influencing or

attempting to influence an officer or employee of any agency, a Member of Congress, an officer or

employee of Congress, or an employee of a Member of Congress on its behalf in connection with the

awarding of this contract.

(d) Disclosure. If any registrants under the Lobbying Disclosure Act of 1995 have made a lobbying

contact on behalf of the Offeror with respect to this contract, the Offeror shall complete and submit, with

its offer, OMB Standard Form LLL, Disclosure of Lobbying Activities, to provide the name of the

registrants. The Offeror need not report regularly employed officers or employees of the Offeror to whom

payments of reasonable compensation were made.

(e) Penalty. Submission of this certification and disclosure is a prerequisite for making or entering into

this contract imposed by 31 U.S.C. 1352. Any person who makes an expenditure prohibited under this

provision or who fails to file or amend the disclosure required to be filed or amended by this provision,

shall be subject to a civil penalty of not less than $10,000, and not more than $100,000, for each such

failure.

(f) Should the Offeror‘s circumstances change during the life of any resulting subcontract with respect to

the above, the Offeror will notify Buyer immediately. ___________________________________

BY (Signature) ___________________ TITLE _____________________

TYPED NAME ____________________ DATE _____________________


52.209-5 CERTIFICATION REGARDING RESPONSIBILITY MATTERS (MAY 2008)

(a)(1) The Offeror certifies, to the best of its knowledge and belief, that—

(i) The Offeror and/or any of its Principals—

(A) Are □ are not □ presently debarred, suspended, proposed for debarment, or declared ineligible for

the award of contracts by any Federal agency;

(B) Have □ have not □, within a three-year period preceding this offer, been convicted of or had a civil

judgment rendered against them for: commission of fraud or a criminal offense in connection with

obtaining, attempting to obtain, or performing a public (Federal, state, or local) contract or

subcontract; violation of Federal or state antitrust statutes relating to the submission of offers; or

commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making

false statements, tax evasion, violating Federal criminal tax laws, or receiving stolen property;

(C) Are □ are not □ presently indicted for, or otherwise criminally or civilly charged by a

governmental entity with, commission of any of the offenses enumerated in paragraph (a)(1)(i)(B) of

this provision;

(D) Have □, have not □, within a three-year period preceding this offer, been notified of any

delinquent Federal taxes in an amount that exceeds $3,000 for which the liability remains unsatisfied.

(1) Federal taxes are considered delinquent if both of the following criteria apply:

(i) The tax liability is finally determined. The liability is finally determined if it has been

assessed. A liability is not finally determined if there is a pending administrative or judicial

challenge. In the case of a judicial challenge to the liability, the liability is not finally

determined until all judicial appeal rights have been exhausted.

(ii) The taxpayer is delinquent in making payment. A taxpayer is delinquent if the taxpayer

has failed to pay the tax liability when full payment was due and required. A taxpayer is not

delinquent in cases where enforced collection action is precluded.

(2) Examples.

(i) The taxpayer has received a statutory notice of deficiency, under I.R.C. § 6212, which

entitles the taxpayer to seek Tax Court review of a proposed tax deficiency. This is not a

delinquent tax because it is not a final tax liability. Should the taxpayer seek Tax Court

review, this will not be a final tax liability until the taxpayer has exercised all judicial appeal

rights.

(ii) The IRS has filed a notice of Federal tax lien with respect to an assessed tax liability, and

the taxpayer has been issued a notice under I.R.C. § 6320 entitling the taxpayer to request a

hearing with the IRS Office of Appeals contesting the lien filing, and to further appeal to the

Tax Court if the IRS determines to sustain the lien filing. In the course of the hearing, the

taxpayer is entitled to contest the underlying tax liability because the taxpayer has had no

prior opportunity to contest the liability. This is not a delinquent tax because it is not a final

tax liability. Should the taxpayer seek tax court review, this will not be a final tax liability

until the taxpayer has exercised all judicial appeal rights.

(iii) The taxpayer has entered into an installment agreement pursuant to I.R.C. § 6159. The

taxpayer is making timely payments and is in full compliance with the agreement terms. The

taxpayer is not delinquent because the taxpayer is not currently required to make full

payment.

(iv) The taxpayer has filed for bankruptcy protection. The taxpayer is not delinquent because

enforced collection action is stayed under 11 U.S.C. 362 (the Bankruptcy Code).

(ii) The Offeror has o has not o, within a three-year period preceding this offer, had one or more contracts

terminated for default by any Federal agency.

(2) ―Principal,‖ for the purposes of this certification, means an officer, director, owner, partner, or a

person having primary management or supervisory responsibilities within a business entity (e.g., general

manager; plant manager; head of a subsidiary, division, or business segment; and similar positions).

This Certification Concerns a Matter Within the Jurisdiction of an Agency of the United States and the

Making of a False, Fictitious, or Fraudulent Certification May Render the Maker Subject to Prosecution

Under Section 1001, Title 18, United States Code.


(b) The Offeror shall provide immediate written notice to the Contracting Officer if, at any time prior to

contract award, the Offeror learns that its certification was erroneous when submitted or has become

erroneous by reason of changed circumstances.

c) A certification that any of the items in paragraph (a) of this provision exists will not necessarily result

in withholding of an award under this solicitation. However, the certification will be considered in

connection with a determination of the Offeror‘s responsibility. Failure of the Offeror to furnish a

certification or provide such additional information as requested by the Contracting Officer may render

the Offeror non-responsible.

(d) Nothing contained in the foregoing shall be construed to require establishment of a system of records

in order to render, in good faith, the certification required by paragraph (a) of this provision. The

knowledge and information of an Offeror is not required to exceed that which is normally possessed by a

prudent person in the ordinary course of business dealings.

(e) The certification in paragraph (a) of this provision is a material representation of fact upon which

reliance was placed when making award. If it is later determined that the Offeror knowingly rendered an

erroneous certification, in addition to other remedies available to the Government, the Contracting

Officer may terminate the contract resulting from this solicitation for default.

PLEASE SIGN AND RETURN

Company Name___________________________

Signature ___________________________

Printed Name _____________________________

Title ____________________________

Date _____________________________


EVIDENCE OF RESPONSIBILITY STATEMENT

1. Authorized Negotiators

Company Name proposal for USAID Firms Project RFP No. 13-088 may be discussed with any of the

following individuals. These individuals are authorized to represent Company Name in negotiation of

this offer in response to RFP No. 13-088

List Names of Authorized signatories

These individuals can be reached at Company Name office:

Address

Telephone/Fax

Email address

2. Adequate Financial Resources

Company Name has adequate financial resources to manage this contract, as established by our audited

financial statements submitted in this proposal.

3. Ability to Comply

Company Name is able to comply with the proposed delivery of performance schedule having taken into

consideration all existing business commitments, commercial as well as governmental.

4. Record of Performance, Integrity, and Business Ethics

Company Name record of integrity is outstanding, as shown in the Representations and Certifications.

We have no allegations of lack of integrity or of questionable business ethics. Our integrity can be

confirmed by our references in our Past Performance References, contained in the Technical Volume,

Annex, etc.

5. Organization, Experience, Accounting and Operational Controls, and Technical Skills

(Subcontractor should explain which department will be managing the contract, type of accounting and

control procedure they have to accommodate the type of subcontract that is being considered)

6. Equipment and Facilities

(Subcontractor should state and explain that they have necessary facilities and equipment to carry out the

contract)

7. Eligibility to Receive Award

(Subcontractor should state that they are qualified and eligible to receive an award under applicable laws

and regulation and if they have performed work of similar nature under similar mechanisms for USAID.

They should provide their DUNS number here if applicable.)

8. Commodity Procurement

(Subcontractor will explain its procurement policies and practice. State if a procurement/purchasing

manual is in place, etc. This section could be deleted if the subcontractor doesn‘t have this capacity or if

subcontract will not include procurement)


9. Cognizant Government Audit Agency

(Subcontractor should provide Name, address, phone of their auditors – whether it is DCAA or

independent CPA)

10. Acceptability of Contract Terms

(Subcontractor should state its acceptance of the proposed subcontract terms)

11. Recovery of Vacation, Holiday and Sick Pay

(Subcontractor should explain how they recover the vacation, holiday, and sick leave)

12. Organization of Firm

(Subcontractor should explain how their firm is organized for example regionally or by technical

practice)

Date:

Name:

Signature: ___________________________


15.406-2 CERTIFICATE OF CURRENT COST OR PRICING DATA


(Name of Offeror)

This is to certify that, to the best of my knowledge and belief, the cost or pricing data (as defined in

section 2.101 of the Federal Acquisition Regulation (FAR) and required under

FAR subsection 15.403-4) submitted, either actually or by specific identification in writing, to the

Contracting Officer or to the Contracting Officer's representative in support of ________* are

accurate, complete, and current as of ________**. This certification includes the cost or pricing data

supporting any advance agreements and forward pricing rate agreements between the offeror and the

Government that are part of the proposal.

Firm _____________________________________________

Signature _________________________________________

Name ____________________________________________

Title _____________________________________________

Date of execution***________________________________

* Identify the proposal, request for price adjustment, or other submission involved, giving the

appropriate identifying number (e.g., RFP No.).

** Insert the day, month, and year when price negotiations were concluded and price agreement

was reached or, if applicable, an earlier date agreed upon between the parties that is as close as

practicable to the date of agreement on price.

*** Insert the day, month, and year of signing, which should be as close as practicable to the date

when the price negotiations were concluded and the contract price was agreed to.


KEY INDIVIDUAL CERTIFICATION NARCOTICS OFFENSES AND DRUG TRAFFICKING

I hereby certify that within the last ten years:

1. I have not been convicted of a violation of, or a conspiracy to violate, any law or regulation of the

United States or any country concerning narcotic or psychotropic drugs or other controlled substances.

2. I am not and have not been an illicit trafficker in any such drug or controlled substance.

3. I am not and have not been a knowing assistor, abettor, conspirator, or colluder with others in the illicit

trafficking in any such drug or substance.

Signature: __________________________________ Date:

Name:

Title/Position:

Organization:

Address:

Date of Birth:

NOTICE:

1. You are required to sign this Certification under the provisions of 22 CFR Part 140, Prohibition on

Assistance to Drug Traffickers. These regulations were issued by the Department of State and require

that certain key individuals of organizations must sign this Certification.

2. If you make a false Certification you are subject to U.S. criminal prosecution under 18 U.S.C. 1001.


Annex 1

List of Agricultural Implements Manufacturing Units to be Certified

Sr.

No. Contact Person Company Name Address City

1 Muhammad

Alam Naz Industries

Near Lari Adda, Gujranwala

Road Daska (District

Sialkot)

2 Irfan Iqbal Greenland Engineers Civil Hospital Crossing,

Circular Road Daska (District

Sialkot)

3 Muhammad Arif Hamdard Agro

Engineers Circular Road

Daska (District

Sialkot)

4 Muhammad

Babar United Agro Engineers Circular Road

Daska (District

Sialkot)

5 Muhammad

Afzal Raza Afzal Agro Center

Civil Hospital Crossing,

Circular Road Daska (District

Sialkot)

6 Muhammad Sajid Supreme Agri

Implements LMC Street, Samundri Road Faisalabad

7 Amjad Ali

Amjad Amjad Brothers Samundri Road Faisalabad

8 Javed Babar Seth Muhammad Tufail

and Sons 189, Samundri Road Faisalabad

9 Abbas Ali

Noorani Noorani Industries Samundri Road Faisalabad

10 Muhammad

Shahjahan Bashir Engineering

Works Samundri Road Faisalabad


Annexure 2

Cost Proposal

Auditors Remuneration

Sr.

no.

Resources Estimated LOE

(days)

Per Day Rate (Rs) Total Amount Rs.

Total

Travelling

Sr.

no.

Resources Travel (from –

to)

Cost of One Trip (Rs) Frequency Total Amount

Total

Lodging & Boarding

Sr.

no.

Expert Travel (from –

to)

Cost of One Night

(Rs)

Number of Days

Stayed

Total Amount

Total

Overhead / Certification Cost / Miscellaneous

Sr.

no.

Cost Element Unit Price Total Amount

Total

Grand Total

Procurement of Services for ISO 9001 Certification Audit, 2013

Documents

Transcript of Procurement of Services for ISO 9001 Certification Audit, 2013