Request for Proposal (RFP) for “Annual Rate for STEM Kits: Science and Math under STEM Learning Centre”

Ref: AIFT/RFP/DL/2024-25/014

I. Summary of Deadlines:

• Release of Request for Proposal: 6th August 2024
• Bid Submission Closing Date: 11th August 2024 (23:59 Hrs. IST)
  • Technical: Google Form Link
  • Financial: Google Form Link
• Technical Bid Opening: 12th August 2024
• Financial Bid Opening: 13th August 2024
• Finalization of Contract: TBD (to be intimated to the awardee only)

Note: The American India Foundation Trust (AIFT) reserves the right to modify this schedule as needed. All prospective bidders who have confirmed interest by the due date as above, will be notified of any changes simultaneously by email.

II. AIFT Statement of Business:

The American India Foundation Trust is registered as a public charitable trust in India. AIFT is committed to catalyzing social and economic change in India and building a lasting bridge between the United States and India through high-impact interventions in education, livelihoods, public health, and leadership development. AIFT works closely with local communities to develop and test innovative solutions and with governments to create and scale sustainable impact.

III. Scope of Work/ Specification/ Configuration and Key Deliverables:

AIFT is actively engaged in enhancing infrastructure and promoting digital education across multiple locations throughout India. Currently, we are seeking a service provider capable of supplying “STEM Kits: Science and Math under STEM learning” in various schools/Project Offices/Regional and National offices of AIFT. The rate finalized through this tender will be valid for 1 year from the date of the award.

Specification of STEM Kits of Science & Math:

The specification and scope of work for supplying the “STEM Kits: Science and Math under STEM learning” is as per attached Annexure III.

IV. Bidding Process:

Bidders are advised to study the RFP Documents carefully. Any bid shall be deemed to have been submitted after careful study and examination of all instructions, eligibility criteria, terms and conditions, and required scope of work/technical specifications. Bids not complying with all the given aspects in this RFP Document or submission of a bid not substantially responsive to the RFP Document in every respect will be submitted at the bidder’s risk and may result in the rejection of the bid.

V. Bid Submission:

Bidders are advised to submit bids online via the mentioned Google Forms links:

• Technical Bid Submission Link: https://forms.gle/N5AWtLSdfawu2LJH8
• Financial Bid Submission Link: https://forms.gle/ZCk7aQhs1aHxuReK9

Important Points:

1. All bids must contain the complete address of the firm, including contact number/email ID of the person who is authorized to submit the bid under their signatures.
2. All bids must be signed on all pages by the bidder. Unsigned bids shall not be entertained/accepted.
3. All pages of the bid being submitted must be signed and sequentially numbered by the bidder irrespective of the nature of content of the documents.
4. Bids not submitted as per the specified format and nomenclature or ambiguous in nature will be liable to be rejected.
5. The interested bidders may submit their bid to AIFT on or before the time mentioned in this RFP Document. Any bid received by AIFT after the prescribed deadline for submission of bids will be rejected and no further correspondence in this regard will be entertained.
6. Financial bid should be prepared as per Annexure II given in the RFP Documents. Same is also to be uploaded in Google Forms too.
7. Bidders shall indicate their rates in clear/visible figures as well as in words. In case of a mismatch, the rates written in words will prevail.
8. At any time prior to the last date for submission of bids, AIFT, may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective bidder, modify the RFP Documents by an amendment and publish the revised version of the RFP.
9. Printed terms and conditions of the bidders will not be considered as forming part of their bid. In case terms and conditions as given in the RFP Documents are not acceptable to any bidder, they should clearly specify the deviations in their bids.
10. Bids complete in all respects along with supporting documents, must be submitted as per the RFP. No physical document is to be submitted by the bidders.
11. NO conditional bid will be entertained and will be rejected.

VI. Proposal Requirements - Financial:

The Financial proposal/quotation should contain prices of all services and items including installation and transportation, etc., with all the terms & conditions inclusive of payment terms.

Financial Proposal Should Include:

• Breakdown of costs associated with each service.
• Clear pricing structure for each component.
• Please mention TAT for each supply.
• It is to be submitted separately as per Annexure II. No conditional price is to be quoted.

VII. Proposal Requirements - Technical:

The technical proposal should cover at least the following areas:

A. Applicant Eligibility Requirements:

1. The bidder organization should be registered as a legal entity for doing business in India. In addition, it should have all kinds of active licenses and permission related to the supply of goods as per the RFP.
2. The applicant must have demonstrated the ability to provide expert services in the area of supply and delivery of the STEM Kits: Science and Math under STEM learning.

B. Technical Requirements:

The bidder should provide information on overall qualifications, including:

1. As a legal entity which has been in business for at least 3 years.
2. Profile of the organization(s)
3. Goods and services offered by the organization.
4. Profile of relevant experience, number of years in business, and examples of related work.
5. Clients handled and reference of clients.
6. Presence in PAN India or in the required location.
7. Should have previous experience working with an NGO.

C. Application Guidelines:

Application/Bid must be submitted in English Language only and should contain:

1. Covering letter with reference to all enclosures and attachments (application/covering letter should not be more than 10 pages in length and should cover the following:
2. Organization profile, including relevant experience in supply of “STEM Kits: Science and Math under STEM learning”.
3. Detailed supplies with TAT.
4. Copy of all the licenses and certificates.
5. Technical Proposal.
6. Financial Bid.

D. Mandatory Attachments:

Please submit the following as enclosures or attachments with your proposal. If you do not submit these documents, your proposal will not be considered for review:

1. Copy of registration documents/certificate and most recent renewal as a legal entity.
2. Copy of PAN & TAN.
3. Copy of GST Registration.
4. Copy of MSME registration certificate (if registered)
5. Copies of last two years ITR.
6. Technical bid form as per Annexure I.

VIII. Proposal Evaluation Process:

A. Application Evaluation Process:

1. Applications received by AIFT will be reviewed to determine the completeness of the application (based on application guidelines detailed above) and the eligibility of applicants. Applications that do not meet eligibility requirements will be eliminated following this review and shall not be considered further.
2. All bids received by the stated closing date and time for bid submission will be evaluated, according to the conditions described in the selection criteria below.
3. The final selection would be based on the technical evaluation of the bids followed by an evaluation of the financial proposal.
4. Successful bidder(s) will be notified in writing by email (or by telephone, in cases where the bidder cannot be reached by email). The bidder must confirm acceptance in writing within the time specified in the email communication.

B. Evaluation Criteria:

1. The bidders who substantially meet the “Bid Requirements – Technical” (Section VII) shall fall in the category of technically qualified bidders.
2. The unit prices quoted by such technically qualified bidders shall be evaluated and compared.
3. The bidder quoting the lowest price shall be considered for final issuance of the Purchase Order from the suppliers qualified by AIFT, based on all other criteria.

Note: AIFT reserves the right to reject bids that do not meet eligibility or bid submission requirements (as detailed above) without further notice to the bidders. Issuance of this RFP does not constitute a commitment on the part of AIFT nor does it commit AIFT to pay for the costs incurred in the submission of the bid. Further, AIFT reserves the right to reject any or all bids received and to negotiate separately with a bidder, if such an action is considered to be in the best interest of AIFT.

IX. Instructions and Deadlines for Responding:

A. AIFT Contact:

Any communication must be sent to: [email protected].

B. Confirmation of Interest:

Please send a statement acknowledging receipt of this solicitation and your intent to respond or not respond no later than the due date given in Section I. Send the confirmation to the contact listed above.

C. Request for Clarifications:

Request for clarifications/questions on this solicitation will be accepted via email at the mail ID listed above by the due date given in Section I. Clarifications will be provided to all prospective bidders who would have expressed their interest. Please note that responses

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