Request for Quotation (RFQ) Supply and delivery of Water ... · 2nd Floor, Lawrence Nicholas...
Transcript of Request for Quotation (RFQ) Supply and delivery of Water ... · 2nd Floor, Lawrence Nicholas...
2nd Floor, Lawrence Nicholas Building, P.O. Box 563, Ring Road, Belmopan, BELIZE Tel: (501)822-1104 or 1094, Fax: (501) 822-1365, Website: www.caribbeanclimate.bz
Request for Quotation (RFQ) – Supply and delivery of Water Tanks for St. Kitts and Nevis
Project Title: Climate Change Adaptation Programme
Source of Funding: USAID
Purchaser: Caribbean Community Climate Change Centre
Contract Ref: Contract#52/2020/USAID-CCAP/SKN/CCCCC
Contract Title: Supply and Delivery of Water Tanks
Issued: June 10th, 2020
Deadline for submission: Tuesday 30th June, 2020
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REQUEST FOR QUOTATIONS
SECTION 1. INSTRUCTIONS TO BIDDERS
(a) Scope of Goods: The Caribbean Community Climate Change Centre [‘the Centre’] hereby
invites Bidders to submit Quotations for the following Goods:
LOT BRIEF DESCRIPTION QUANTITY
1
HDPE 1000 gallon water tanks 26
2 HDPE 600 gallon water tanks 9
3 HDPE 400 gallon water tanks 5
(b) Quote and Contract Documentation: Quotations are to comply with the enclosed
documents making up this RFQ:
Section 1 - Instructions to Bidders
Section 2 - Form of Quotation
Section 3 - Prices and Schedules for Supply
Section 4 - Technical Specifications (Required and Offered)
Section 5 - Form of Contract
Section 6 - Letter of Acceptance
(c) Bidder/Supplier Eligibility: To be eligible to submit a Quote, Bidders MUST meet the
criteria detailed below:
(i) Bidders must not be, or have been, associated with the organisation that prepared for
the Centre the design or specifications of the Goods.
(ii) At the time of submitting a Quote, a Bidder MUST be registered on the Centre’s
Bidders’ Data Base and not be in an ineligible/suspended state by the Centre, as noted
on its Data Base - refer: https://www.caribbeanclimate.bz/invitation-for-consultants-
and-suppliers-to-register/
(iii) All Goods to be supplied shall have their origin in Eligible Countries. See more
information on ‘Eligible Countries’ in ANNEX 1 hereto. For the purpose of this
Clause, COUNTRY OF ORIGIN IS DEFINED BY THE APPLICATION OF 22 CFR
228: RULES FOR THE PROCUREMENT OF COMMODITIES AND SERVICES
FINANCED BY USAID.
(iv) Bidders must be a legally registered firm with minimum 10% profitability.
(d) Prices:
(i) Bidders may quote for any or all LOTS under this RFQ, but MUST quote for ALL
items in a LOT. Each LOT shall be evaluated, and Contracts may be awarded
separately to the Bidder(s) with substantially responsive Quotations offering the
lowest evaluated price for each item. The Contract will be governed by the terms and
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conditions of the attached Form of Contract or where applicable, a Purchase Order
will be issued.
(ii) Prices should be quoted ‘Carriage and Insurance Paid to’ [CIP] for Goods imported
to St. Kitts and Nevis, or ‘Ex-Works’ [EXW] for domestically supplied goods,
according to INCOTERMS, 2010.
(iii) The quoted price shall NOT include customs duty, import and any other taxes or fees,
applicable to goods imported for the Government of St. Kitts and Nevis.
Prices must be quoted in United States Dollars (USD) by Suppliers. Payment will be made in USD. For the purpose of evaluation, all quotations will be converted to United States Dollar using the conversion rates at https://www.oanda.com/currency/converter/, Tuesday 30th June, 2020, as applicable.
(iv) The Centre reserves the right at the time of Contract / Purchase Order finalisation to
increase or decrease the quantity of Goods originally specified without any change in
unit prices or other terms and conditions.
(v) The Centre will evaluate and compare only the Quotations determined to be
substantially responsive. A Quotation is not substantially responsive if it:
• Is submitted by an ineligible Bidder; or
• Contains material deviations or reservations to the terms, conditions, and
specifications of this RFQ.
(e) Place of Destination of the Goods: Goods should be delivered:
Customs Warehouse
Bird Rock - Deep Water Port
St. Kitts and Nevis ATTENTION: The Permanent Secretary, Department of Environmental
Department of Environmental, Government of St. Kitts & Nevis will be responsible for
the acceptance of the goods ensuring that the specifications as bid for are met.
(f) Alternative Options: Quotations for alternative Goods to those defined in the attached
documents will not be permitted.
(g) Errors: In assessing the Quotations, the Centre will adjust for any arithmetical errors as
follows:
i. where there is a discrepancy between amounts in figures and in words, the amount in
words will govern;
ii. where there is a discrepancy between the unit rate and the line item total resulting
from multiplying the unit rate by the quantity, the unit rate as quoted will govern.
Bidders refusing to accept the corrections will result in the Quotation being rejected.
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(h) Evaluation Criteria: Offers determined to be substantially responsive to the technical
specifications will be evaluated by comparison of their CIP/EXW price (plus any price
quoted for delivery to the place of destination, which is the Customs Warehouse, Bird Rock-
Deep Water Port, St. Kitts and Nevis. The following additional criteria will be used to
evaluate the offers, where applicable: (a) the Supplier’s Warranty Description, and (b)
Timeframe for Delivery.
(i) Quotation Submission and Deadline:
a. The Form of Quotation – Section 2; Prices & Schedules for Supply – Section 3; and
Technical Specifications – Section 4; duly signed by the Bidder’s authorised
representative, should be submitted by electronic means to the email address
[email protected] at or before Tuesday 30th June, 2020 at 2:00 PM
Belize Time (GMT – 6). Quotations received after this time/date and / or not duly signed
will not be considered.
b. In addition, all Bidders must submit pictures and brochures for items quoted; a copy of
their Certification of Registration and VAT / GST Certificate, if relevant; and Profit &
Loss Statement for the last quarter of 2019.
(j) Quote Validity: Bidders’ Quotations shall be valid for a period of Sixty (60) calendar days
from the deadline for submission, that is until August 31st , 2020.
(k) Warranty: The Bidder is required to provide a description of warranty conditions attached
to the goods/supply.
(l) Failure to Honour Quote: If a Bidder withdraws its Quotation during the validity period
and/or refuses to accept the award of a Contract when and if awarded, then the Bidder will
be excluded from Bidding (either as a prime or sub-supplier) on any of the Centre’s
solicitations for a period of twelve (12) months.
(m) Contract award: The Centre will award the Contract[s] to the Bidder[s] whose
Quotation[s] has/have been determined to be substantially responsive to this Request for
Quotation and who has/have offered the lowest evaluated price Quotation[s]. The
Contract[s] will be governed by the terms and conditions of the attached Form of Contract,
or a Purchase Order, where applicable.
(n) Notification of Award: The Bidder[s] whose Quotation[s] has/have been accepted will be
notified of the award of a Contract through the Letter of Acceptance issued by the Centre.
(o) Cost of Quotations: Bidders shall bear all costs associated with the preparation and
submission of their Quotations, and the Centre will in no case be responsible or liable for
those costs. The Centre reserves the right to reject any or all quotations and to annul this
process at any time prior to the award(s), without thereby incurring any liability.
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(p) Additional Information: If any additional information is required about this RFQ, it must
be requested in writing no later than two (2) business days before the Quotation submission
deadline, by email to [email protected]. Attention: Theresa Sanderson
Any additional information that would benefit all Bidders will be communicated to all invited
bidders. However, the source of the request will not be disclosed.
(q) Debriefing: Unsuccessful Bidders may request the Project Procurement Officer to provide
a debriefing. Such Bidders can learn why their Quotations were unsuccessful and the name
of the successful Bidder.
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SECTION 2 - FORM OF QUOTATION
[Bidder to insert its heading here]
FORM OF QUOTATION
To: Caribbean Community Climate Change Centre, ________________(Date)
2nd Floor, L. Nicholas Building, North Ring Road,
Belmopan City, BELIZE
We confirm that we are an eligible Bidder (as defined in RFQ Section 1) and we offer to execute
the contract for the supply of _______________________(state Lots) in accordance with the
Conditions of Contract accompanying this Quotation for the Contract Price of
_________________________(amount in words and numbers) (______________) (name of
currency)_____________. This Contract Price is firm and fixed and not subject to adjustment
during the Contract performance.
We propose to complete the delivery of Goods within a period of ___________________days
from the Date of Signing of the Contract or Purchase Order.
We hereby confirm that this Quotation is valid until August 31st, 2020.
This Quotation and the Centre’s written acceptance will constitute a binding Contract between
us. We understand that the Centre is not bound to accept the lowest or any Quotation it receives.
We hereby confirm that this Quotation complies with the requirements of the Request for
Quotation documents.
Authorized Signature: _________________________________________
Name and Title of Signatory: ____________________________________
Name of Bidder: ____________________________________________
Address: ___________________________________________________
Phone Number: _____________________________________________
Email address: ______________________________________________
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SECTION 3 - PRICES AND SCHEDULES FOR SUPPLY
Terms and Conditions of Supply1
Project Title: Climate Change Adaptation Program (CCAP)
Purchaser: Caribbean Community Climate Change Centre
Contract Ref: Contract # Contract#52/2020/USAID-CCAP/SKN/CCCC
No. Item
(List items as per specifications offered
in the Technical Specifications
table)
Qty Unit price
CIP
plus, the price of
delivery to the place of
destination
(US$)
Total price
CIP
plus, the price of
delivery to the place
of destination
(US)2
Delivery Time
needed
from contract signing /
date of addendum till
delivery to the place of
destination
(days)
(a) (b) (c) = (a) x (b) (d)
Manufacturer:
Model:
Country of origin:
1 Please fill in for all items quoted.
2 In case of discrepancy between unit price and total derived from unit price, the unit price shall prevail.
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SECTION 4 - TECHNICAL SPECIFICATIONS (REQUIRED AND OFFERED)
Lot Item Quantity Minimum Specifications Requirements Specifications of Goods
offered including
manufacturers datasheet
LOT 1: HDPE 1000 gallon water tanks
1
Water tanks 26
Dimensions of tank: 60” diameter x 89” height
Specifications on layers:
• Inside Layer - Antibacterial coated white layer prevents the growth
of algae and allows easy level viewing (viewing through the
manway).
• Middle Layer - Solid foam structure provides the structure, support,
and rigidity of a honeycomb. This leads to a lighter, more durable
and more impact resistant tank.
• Outside Layer - UV coated resins block sunlight, preventing
unwanted formations and preserving the clean water within.
Additional Specifications:
18” Manway w/4” Vent (Largest Lid that can go on the tank)
1-1/2” Female threaded NPT bulkhead fitting
2” Female threaded NPT bulkhead fitting
LOT 2: HDPE 600 gallon water tanks
2 Water tanks 9
Dimensions of tank 64” diameter x 50” height
Additional Specifications:
8” Vented Manway
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1-1/2” Female NPT Threaded Bulkhead Inlet Fitting
2” Female NPT Threaded Bulkhead Outlet Fitting
LOT 3: HDPE 400 gallon water tanks
3 Water tanks 5
Dimensions on tank: 40” diameter x 80” height
Additional Specifications:
18” Manway w/4” Vent
1-1/2” Female Threaded NPT Bulkhead Fitting
2” Female Threaded NPT Bulkhead Fitting
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TECHNICAL DRAWING
Lot 1: HDPE 1000-gallon water tanks
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Lot 2: HDPE 600-gallon water tanks
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Lot 3: HDPE 400-gallon water tanks
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Supply and Delivery of Water Tanks Contract#52/2020/USAID-CCAP/SKN/CCCCC
SECTION 5 – DRAFT FORM OF CONTRACT
DRAFT CONTRACT
BETWEEN
THE CARIBBEAN COMMUNITY CLIMATE
CHANGE CENTRE (CCCCC)
AND (SUPPLIER NAME)
SUPPLY OF WATER TANKS TO ST. VINCENT &
THE GRENADINES
Contract#52/2020/USAID-CCAP/SKN/CCCCC
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Supply and Delivery of Water Tanks Contract#52/2020/USAID-CCAP/SKN/CCCCC
CONTRACT THIS CONTRACT (“Contract”) is made by and between the Caribbean Community Climate
Change Centre (CCCCC), (“the Centre”), an International Organisation, having its principal place
of business at 2nd Floor, L. Nicholas Building, P.O Box 563, North Ring Road, Belmopan City,
BELIZE, acting hereinafter and represented by Colin Young (PhD), Executive Director, on the one
Part,
AND
……………………………, having its principal place of business at ……………………………………., acting hereinafter and represented by …………………….., on the other part,
Collectively referred to as “The Parties”.
WHEREAS, the Centre issued a Request for Quotations on June 10th 2020 for the supply of Water
Tanks (“the Goods”).
AND WHEREAS, the Centre has accepted the Quotation submitted by the Supplier for the supply
of the Goods outlined above and as detailed in the various Appendices hereto;
AND WHEREAS, the Supplier will supply and deliver the Goods in accordance with the terms and
conditions of this Contract.
The Centre and the Supplier agree as follows:
1. SCOPE OF CONTRACT
1.1 The following Appendices attached hereto shall be deemed to form an integral part of this
Contract:
Appendix 1 Supplier’s Form of Quotation dated …………………
Appendix 2 Supplier’s Prices and Schedules
Appendix 3 Supplier’s Technical Specifications
Appendix 4 The Centre’s Letter of Acceptance dated …………
Appendix 5 Warranty obligations as supported by the Manufacturer’s letter …………….
1.2 Any subsequent Addenda to this Contract.
2. CONTRACT PRICE AND DELIVERY
2.1 In consideration of the payment to be made by the Centre to the Supplier, at the times
and in the manner prescribed by the Contract, the total fixed Contract Price amount of
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……………………………..USD the Supplier hereby covenants with the Centre to supply
the subject Goods, delivered to …………………………………….. on the basis of CIP;
2.2 The Department of Grenadine Affairs will facilitate the exemption of Import Duty and VAT
on the Goods. However, Port Fee of XCD24 per tank is payable by the supplier.
2.3 The Goods are to be delivered to the following address within 45 days of the signature of contract
Customs Warehouse
Bird Rock - Deep Water Port
St. Kitts and Nevis ATTENTION: The Permanent Secretary, Department of the Environment
3. INSURANCE
3.1 Goods supplied under the Contract, CIP (Incoterms 2010) shall be fully insured, as follows:
• “All Risks” cargo/transport insurance for the complete delivery journey. Insured sum
of 110% of the delivered Contract price (i.e. cost of Goods + cost of shipping + cost
of insurance = 100 plus 10%);
• Payment of any claims to be either in the Contract currency or in a freely convertible
one;
• Centre, as the owner of Goods, shall be named as the insured;
• The term of the insurance to be enough for delivery and reasonable delays.
4. TERMS OF PAYMENT
4.1 Invoices are to be submitted for the delivered Goods.
(a) Advance Payment: 40% of the Contract Prices equivalent to …………… shall be
paid within 30 days of submission of an Invoice by the Supplier.
(b) Final Payment: On delivery to destination and acceptance of Goods by the
Department of Grenadine Affairs 60% of the Contract Price equivalent to …………
shall be paid within 30 days of submission of an Invoice by the Supplier.
4.2 Invoices and payments shall reflect the currency of the Contract Price.
4.3 If the Centre fails to pay the Supplier any payment by its due date, the Centre shall pay
to the Supplier interest on the amount of such delayed payment at the rate of 1% per
month, for the period of delay until payment has been made in full.
5. LIQUIDATED DAMAGES
5.1 If the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery stated in
Sub Clause 2.3 above, the Centre may without prejudice to all its other remedies under
the Contract, deduct from the Contract Price, as liquidated damages, a sum equivalent
to zero point five percent (0.5%) of the delivered Contract Price of the delayed Goods
for each week or part thereof of delay until actual delivery or performance, up to a
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maximum deduction of ten percent (10%). Once the maximum is reached, the Centre
may terminate the Contract under Clause 6.
6. TERMINATION
6.1 Termination for Default
(a) The Centre, without prejudice to any other remedy for breach of Contract, by written notice
of default sent to the Supplier, may terminate the Contract in whole or in part:
(i) if the Supplier fails to deliver any or all the Goods within the period specified in the
Contract, or within any extension thereof granted;
(ii) if the Supplier fails to perform any other obligation under the Contract; or
(iii) if the Supplier, in the judgment of the Centre has engaged in fraud and corruption,
as defined in Clause 7 below, in competing for or in executing the Contract.
(b) In the event the Centre terminates the Contract in whole or in part, the Centre may
procure, upon such terms and in such manner as it deems appropriate, Goods like those
undelivered. The Supplier shall be liable to the Centre for the full refund of any Advance
Payment or any additional costs for such similar Goods.
6.2 Termination for Insolvency
The Centre may at any time terminate the Contract by giving notice to the Supplier if the
Supplier becomes bankrupt or otherwise insolvent. In such event, termination will be
without compensation to the Supplier, provided that such termination will not prejudice or
affect any right of action or remedy that has accrued or will accrue after that to the Centre.
6.3 Termination for Force Majeure
The Supplier shall not be liable for liquidated damages, or termination for default if and to
the extent that its delay in performance or another failure to perform its obligations under
the Contract is the result of an event of Force Majeure. For purposes of this Clause, “Force
Majeure” means an event or situation beyond the control of the Supplier that is not
foreseeable, is unavoidable, and its origin is not due to negligence or lack of care on the
part of the Supplier. Such events may include, but not be limited to wars or revolutions,
fires, floods, epidemics, quarantine restrictions, and freight embargoes.
If a Force Majeure situation arises, the Supplier shall promptly notify the Centre in writing
of such condition and the cause thereof. Unless otherwise directed by the Centre in
writing, the Supplier shall continue to perform its obligations under the Contract as far as
is reasonably practicable and shall seek all reasonable alternative means for performance
not prevented by the Force Majeure event.
7. FRAUD AND CORRUPTION
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7.1 The Centre’s Procurement Principles and Procurement Code of Conduct can be found in
the Centre’s Procurement Handbook (refer: https://www.caribbeanclimate.bz/). The
Supplier shall comply with the applicable aspects including the Centre’s zero tolerance for
fraud and corruption. If the Centre determines that the Supplier and/or any of its personnel,
agents or sub-suppliers, has engaged in corrupt, fraudulent, collusive, coercive or
obstructive practices, in competing for, or in executing, the Contract, then the Centre may,
after giving 14 calendar days’ notice to the Supplier, terminate the Contract, and the
provisions of Clause 6 shall apply as if such termination had been made under Sub-Clause
6.1. Also, the Centre may suspend dealings with the Supplier [both as a prime or sub
supplier] for future Contracts for a prescribed period.
8. EFFECTIVE DATE OF CONTRACT AND EXPIRY
8.1 The date this Contract is signed by the last party will be deemed to be the Effective Date.
This Contract will expire by the performance of both Parties in accordance with its
terms; including the Warranty Periods as described in Appendix 5 hereto.
9. NOTICES
9.1 Any notice given by one party to the other under the Contract shall be in writing to the
address specified below:
The Centre’s address shall be: The Supplier’s address shall be:
Caribbean Community Climate Change Centre, 2nd
Floor, Lawrence Nicholas Building, Ring Road,
Belmopan BELIZE
Attention: Dr. Colin Young - Executive Director
Email: [email protected]
Telephone: 501-822-1094
9.2 A notice shall be effective: (i) when delivered by mail or in electronic form; or (ii) on the
notice’s effective date, whichever is later.
10. SETTLEMENT OF DISPUTES
10.1 The Centre and the Supplier shall make every effort to resolve amicably by direct informal
negotiation, any disagreement or dispute arising between them under or in connection with
the Contract.
10.2 If, after twenty-eight (28) calendar days, the Parties have failed to resolve their dispute or
difference by such mutual consultation, then either Party may give notice to the other Party
of its intention to commence arbitration, as provided, on the matter in dispute. No
arbitration in respect of this matter may be commenced unless such notice is given. Any
dispute or difference in respect of which a notice of intention to commence arbitration has
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been given in accordance with this Clause shall be finally settled by binding arbitration.
Arbitration proceedings shall be conducted in accordance with the laws of Belize.
10.3 Notwithstanding any reference to arbitration herein the Parties shall continue to perform their
respective obligations under the Contract unless they otherwise agree, or unless the Contract
is terminated under Clause 6.
11. PERFORMANCE ASSESSMENT
11.1 The Centre may assess the Supplier’s performance on this Contract and record the results,
after discussion with the Supplier, on the Centre’s Supplier Data Base. This assessment may
be used in the future selection of the Supplier for Contracts with the Centre.
12. GOVERNING LAW
12.1 The Contract shall be governed by and interpreted in accordance with the laws of Belize,
the Centre’s country.
IN WITNESS whereof the Parties hereto have caused this Contract to be executed.
For and on behalf of the Caribbean
Community Climate Change Centre
(Centre)
For and on behalf of ……………………..
(The Supplier)
Name: Colin Young PhD – Executive
Director
Name:
Signed: Signed:
Date: Date:
Witness: (Print Name):
Witness: (Print Name):
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SECTION 6 – LETTER OF ACCEPTANCE
Lawrence Nicholas Building, Ring Road, Belmopan, Belize
Date:
To: [Name and address of the Supplier]
Dear Sir or Madam,
This is to notify you that your Quotation dated for the supply of
[description of Goods, name and number of the Contract] for the Contract Price of
[currency] [amount in words and figures], delivered to
[insert destination/country] by_ [insert delivery date or delivery time
from the Effective Date] complying with the Centre’s Request for Quotation, has been accepted
by the Centre.
You are requested to sign the attached Contract form / Purchase Order and commence the
supply of the Goods to ensure the delivery of the Goods within the period specified in the Contract.
For and on behalf of the Centre:
Authorized Signature:
Name of Signatory:
Title :
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ANNEX 1 Eligible Countries
All goods financed under the Agreement USAID/ESC PROGRAM NO. 538-RDOAG-
DO3- 2015 shall have their source, and the suppliers of all goods and services
financed under the Agreement shall have their nationality, in countries included in
Geographic Code 9371 (the U.S., recipient countries, other developing countries).
Given that this Agreement is a regional program, Code 937 includes all the CARICOM
countries receiving assistance under this Agreement as in effect at the time orders are placed
or contracts entered into for such goods or services.
In reference to ITB 4.7 and 5.1, for the information of the Bidders, at the present time
firms, goods and services from the following countries are excluded from this bidding
process:
Ineligibility
Countries
Advanced developing countries are excluded from USAID Principal Geographic
Code 937.
Advanced Developing Countries
Albania Ecuador Mexico
Algeria Gabon Namibia
American Samoa Iran, Islamic Rep Palau
Argentina Jamaica Panama
Azerbaijan Jordan Republic Montenegro
Belarus Kazakhstan Romania
Bosnia and Herzegovina Latvia Russian Federation
Botswana Lebanon Serbia
Brazil Libya Seychelles
Bulgaria Lithuania South Africa
Chile Macedonia, FYR Thailand
China Malaysia Turkey
Colombia Maldives Uruguay
Costa Rica Mauritius Venezuela
Cuba Mayotte Venezuela, RB