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RFQ NO. RUE-OPS-CSO-G-052
Version 8 Feb 10 Page 1 of 21
To: Offerors
From: Regional Afghan Municipal Program for Urban Population-East (RAMP-UP-East)
Date: June 04, 2013
Subject: Request for Quotation - RFQ # RUE-OPS-CSO-G-052- Provision of Office
Furniture and Stationery with Delivery and Installation in the site for 10
Districts of Charikar, Jalalabad, Pol-e-Alam, Mehterlam, Ghazni and
Maydan Shar Provinces.
Reference: USAID/RAMP-UP/E Contract No. 306-C-00-10-00526-00.Regional Afghan Municipalities Program for Urban Populations (RAMP-UP)
Dear Offerors:
Enclosed is a request for quotation for the Provision of office furniture and stationery with
delivery and installation in the site for 10 districts of Charikar, Jalalabad, Pol-e-Alam
Mehterlam, Ghazni, and Maydan Shar Provinces specified in Appendix B. Regional Afghan
Municipal Program for Urban Population (RAMP-UP-East) invites firms to submit a best-
offer for subject RFQ funded by the U.S. Agency for International Development (USAID)under Contract No. 306-C-00-10-00526-00,.
I. Type of Subcontract An award resulting from this RFQ will be a Firm Fixed PricePurchase Order.
II. Submission of Questions Questions may be submitted no later than June 09, 2013(10:00 AM. Kabul, Afghanistan local time). Offerors are invited to address questions
to the Procurement Unit via email: [email protected] , No
questions will be answered over the phone or in person; all questions must be
submitted in writing. All questions received will be compiled into one list, answered,and emailed to all vendors who have confirmed interest in bidding. Offerors must
insert in the subject line of their email the full RFQ Number and Name; (e.g.)
Request for Quotation - RFQ # RUE-OPS-CSO-G-052 Provision of Office Furniture
and Stationery with Delivery and Installation in the site for 10 Districts of
Charikar, Jalalabad, Pol-e-Alam, Mehterlam, Ghazni, and Maydan Shar Provinces.
III. Submission of Quotes (Local Bidders) The quote must be in English, andcomprised of one hard-copy indicating the RFQ number, title, and closing date. The
quote must be delivered to the address below by no later than June 11, 2013 (12:00
PM Kabul, Afghanistan local time)to:
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RFQ NO. RUE-OPS-CSO-G-052
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RAMP-UP-East
Attention: Procurement Unit
Qala-e-Fatullah, Street #1,
First Street on Right from Madina
Market House # 6,
Kabul Afghanistan
The quote (see Appendices A through E) shall be placed in an sealed envelope
(signed and stamped) clearly marked Quote for RAMP-UP-East RFQ numbers as
shown above and marked To only be opened in the presence of the RAMP-UP-East
Evaluation Committee.
IV. Offerors Agreement with Terms and Conditions The completion of all RFQrequirements in accordance with the instructions in this RFQ and submission to
RAMP-UP-EAST of a quote will constitute an offer and indicate the Offerors
agreement to the terms and conditions in this RFQ and any attachments hereto.
RAMP-UP-East reserves the right to award a purchase order without discussion
and/or negotiation; however, RAMP-UP-East also reserves the right to conduct
discussions and/or negotiations, which among other things may require an Offeror(s)
to revise its quote (technical and/or price. Issuance of this RFQ in no way obligates
RAMP-UP-East to award a purchase order, nor does it commit RAMP-UP-East to
pay any costs incurred by the Offeror in preparing and submitting the quote.
V. Confirmation of Receipt of RFQ Please confirm receipt of this RFQ by Email [email protected] within 48 hours. Failure to confirm receipt
may disqualify an offeror from consideration of award under this RFQ. In case of
negligence to acknowledge the receipt will have negative effect on future solicitation
of RFQs to the firm.
VI. Index of RFQ This RFQ is comprised in its entirety of the following sections andappendices:
Sections of RFQ
Section 1 Quotation Instructions
Section 2 Description of Goods
Section 3 Special Provisions
Section 4 Evaluation Criteria
Appendices
Appendix A: Cover Letter
Appendix B: Detailed Cost Breakdown/Bill of Quantities Form
Appendix C: Summary of Relevant Capability, Experience and Past Performance
Appendix D: Copy of business certificate
Appendix E: Quotation Checklist
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VII. Composition of Quote Offerors shall submit his quote for items detailed inAppendix B Detailed Cost Breakdown/Bill of Quantities. The quote will consist of
Appendix A through E (see above).
SECTION 1 QUOTATION INSTRUCTIONS / ADDITIONAL INFORMATION
The Offeror shall submit its best price offer/quotation as per the following requirements:
1. Quotation Cover Letter signed by a person authorized to sign on behalf of the Offeror.Use the template in Appendix A.
2. All Prices shall be quoted in AFGHANI (AFA) ONLY.3. Offeror shall submit quotes in prescribed Format of Appendix B.4. In case of price discrepancy between unit price and SUBTOTAL price, the unit price shall
prevail.
5. RAMP-UP-East/USAID is Exempt from Import Duties into Afghanistan6. RAMP-UP has the rights to increase or decrease the goods and services mentioned in
this RFQ
7. RAMP-UP-EAST Payment term: Net 30 days.8. Quotation validity: Net 30 days from date of submission9. RAMP-UP-EAST will not award a subcontract or purchase order to an organization
without AISA/Ministry of Commerce Business license. The AISA/Ministry of Commerce
Business License must be attached to the quotation.
SECTION 2 DESCRIPTION OF GOODS OR SERVICES REQUESTED
Please refer to Appendix B for a list and specifications of items required.
SECTION 3 SPECIAL PROVISIONS
The below provisions will be incorporated into any purchase order issued by RAMP-UP-
East.
3.1. Government Withholding Tax for Afghan Based Companies
Pursuant to Article 72 in the Afghanistan Tax Law effective March 21, 2009, RAMP-UP-
EAST is required to withhold "contractor" taxes from the gross amounts payable to all
Afghan for-profit subcontractors/vendors. In accordance with this requirement, RAMP-UP-
EAST shall withhold two percent (2%) tax from all gross invoices to Afghan
subcontractors/vendors under this Agreement with active AISA or Ministry of Commerce
license. For subcontractors/vendors without active AISA or Ministry of Commerce license,
RAMP-UP-EAST shall withhold seven percent (7%) "Contractor" taxes per current
Afghanistan Tax Law.
Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the
organization's AISA or Ministry of Commerce license and TIN (Tax Identification Number).
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Amounts deducted from the invoices will be forwarded to the Ministry of Finance (MOF)
Tax Division credited to the firm's TIN. Records of payments to the MOF shall be
maintained on file with RAMP-UP-EAST.
3.2 Penalty Charges
If the Vendor fails to supply the specified Goods/Services within the date stipulated, RAMP-
UP-EAST shall, without prejudice to its other remedies under the Purchase Order/Contract
price, as liquidated damages, deduct a sum equivalent to five percent (5%) of the delivered
price of the delayed Goods/Services for each week of the delay until actual delivery, up to a
maximum deduction of Ten Percent (10%) of the Purchase Order/Contract/Contract value.
3.3 Source, Origin and Nationality
The authorized Geographic Code for this procurement is 935. Accordingly the vendor may
not supply any goods or services manufactured in or shipped from the following countries:
Cuba, Iran, Sudan, Burma, or North Korea.
3.4. Inspection
RAMP-UP-EAST shall have reasonable time to time, after delivery, to inspect the service and
goods, and to reject acceptance in not conforming to the specifications of this Purchase
Order and offer. Recovery of the rejected item (s) shall be the sole responsibility of the
supplier.
SECTION 4 - EVALUATION CRITERIA
All quotations received in response to this solicitation will be evaluated and scored by
evaluation sub factors. The Subcontract/Purchase Order shall be awarded to the responsible
responsive offer that meets the minimum requirements and offer the lowest price. The
following sub factors shall be used in determining the award.
1. Responsiveness: The offer will be considered responsive when it does not take anyexception to the terms and conditions of this solicitation and meeting the minimum
technical specifications, delivery period and methods, and any other requirements
specified herein.
2. Cost: The award will be made to the lowest cost and best quality for an offer which isdetermined responsive and responsible.
3. Responsibility: The responsibility will be determined after considering the offeror pastperformance, the non-existence of any derogatory information regarding the offeror, and
its ability to perform the work specified herein.
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RFQ NO. RUE-OPS-CSO-G-052
Version 8 Feb 10 Page 5 of 21
APPENDIX A
QUOTATION COVER LETTER
[On Letterhead]
TO: Procurement Unit
RAMP-UP-East
Qala-E-Fatullah Street#1, House # 06
Kabul, Afghanistan
Ladies and Gentlemen:
We, the undersigned, offer to provide the Request for Quotation - RFQ # RUE-OPS-CSO-G-052 - Provision of Office Furniture and
Stationery with Delivery and Installation in the site for 10 Districts of Charikar, Jalalabad, Pol-e-Alam, Mehterlam, Ghazni and Maydan
Shar Provinces.
In accordance with your Request for Quotation dated and our Proposal (Technical and Financial). Our attached quotation is for
the sum of .
Our quotation shall be binding upon us subject to the modifications resulting from contract negotiations, up to expiration of the validity period
of the quotation, i.e., .
We understand you are not bound to accept any quotation you receive.
Yours sincerely
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Charikar/Bagram
Municipality
1 Office Desk (Size 150x70 cm wood color) Each 4
2 Tea Table (Glass Design) Each 4
3 Revolving Chair Each 4
4 Visitor Chairs Each 10
5 File Cabinet (Standard) Each 3
6 Punch Each 6
7 Box file Each 50
8 Stapler Each 6
9 Calculator Each 6
10 Pen/Pencils Dozen 15
11 Tray Each 6
12 A4 Paper Box 5
13 Carpet Meter 100
14 Rug (3X4 square meter) Each 1
Delivery/Transportation Services cost to Bagram Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Jalalabad/Rodat
Municipality
1Office desk (Furniture Color Desk with
drawers)Each 5
2 Tea table Each 4
3 Revolving chair Each 5
4 Visitor chair Each 10
5 Rug (48 sq m Brown Color) Each 2
6 File cabinet (Standard) Each 3
7 Curtain (Golden Color) 2 Standard
WindowsEach 2
8 Punch Each 6
9 Stapler Each 6
10 Calculator Each 6
11 Paper tray Each 5
12 Box file Each 100
13 Pen/Pencils Dozen 20
14 A4 Paper Box 10
Delivery/Transportation Services cost to Rodat Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Jalalabad/Surkhrood
Municipality
1Office desk (Furniture Color Desk with
drawers)Each 5
2 Tea table Each 4
3 Revolving chair Each 5
4 Visitor chair Each 10
5 Rug (Turkey 3mx 4m) Each 2
6 File cabinet (Standard) Each 2
7 Curtain (Golden Color) 1 Standard
WindowsEach 1
8 Punch Each 6
9 Stapler Each 6
10 Calculator Each 6
11 Paper tray Each 5
12 Box file Each 100
13 Pen/Pencils Dozen 20
14 A4 Paper Box 10
Delivery/Transportation Services cost to Surkhrood Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Pol-e-
Alam/Barakibarak
Municipality
1Office Table (Medium size- wooden
Dark Brown best quality)Each 4
2 Office Chair (Movable- armed and
medium size black color)Each 10
3 Filling Cabinet (Stand- wooden dark
brown- 2 meter high 1 m Width)Each 4
4 Office Carpet (3m X 20 m- light browncolor MOKET)
M2 60
5 File Folder (big) Each 30
6 File Folder (small) Each 20
7 Stapler (Medium size with staple) Each 4
8 Punch (Medium size) Each 4
9 Paper Tray (3 story-Dark brown the
same color of desk)Each 4
10 Notice Board (green color 60 cm X 90
cm)Each 2
11 Paper A4 Box 5
12 Notebook (Diary Medium Size) Each 5
13Pen (Ball pen Blue and Black PILOT) Box 5
14 Binder Clip (Medium and Small Size) Box 4
Delivery/Transportation Services cost to Barakibarak Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Mehterlam/Qarghaee
Municipality
1 Desk (1/60m office desk) Each 3
2 Revolving chair (Office Chair high
quality)Each 3
3Tea table set (best quality) Set 3
4 Filing cabinet ((1.2x1.9)m High qualityoffice filing cabinet) Each 4
5 Conference table (2/40m conference
table)Each 1
6 Conference chairs (High quality chair
for conference table)Each 20
7 White board (60*90) Each 5
8 Notice board (60*90) Each 5
9 File folder (Ring file) Each 25
Delivery/Transportation Services cost to Qarghaee Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Maydan Shar/Jalriz
Municipality
1 Office table Each 2
2 Officer chair Each 4
3 Visitors chair Each 12
4 Filing cabinet (Standard) Each 2
5 Curtain (3.5x14 meter) M2 14
6 Carpet for office (2x6 meter) M2 24
7 Office File big size Each 20
8 Office File small size Each 10
9 Stapler Each 2
10 Punch Each 2
11 Paper tray (good quality) Each 2
12 Notice board (80x120 cm) Each 1
13 A4 Paper Box 3
14 Note book Box 4
15 Pen Dozen 5
16 Binder clip Box 4
Delivery/Transportation Services cost to Jalriz Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Maydan
Shar/Sayedabad
Municipality
1 Office table Each 2
2 Office chair Each 2
3 Filling cabinet (Standard) Each 1
4 Carpet for office 4x5 Sqm 20
5 Office file big size Each 20
6 Office file medium size Each 10
7 Stapler Each 2
8 Punch Each 2
9 Paper tray Each 2
10 Notice board (80cmX120cm) Each 1
11 A4 paper Box 3
12 Note book Each 4
13 Pen Box 5
14 Binder clip Box 4
Delivery/Transportation Services cost to Sayedabad Municipality.
Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Jaghuri
Municipality
1 Office Desk (140cm*70cm Brown color) Each 3
2 Rotating Chair Each 3
3 Small Chairs for visitors Each 5
4 Meeting Table with 6 Chairs
(240cm*120cm, Brown color, with 6
chairs)
Set 1
5 Rug (3m*5m is equal to 15 sq m) Each 26 File Cabinet (90cm*80cm, Brown color) Each 1
7 Tea Table (110cm*60cm, Brown color) Each 2
8 Calculator (Citizen, 12digit, 112 steps
check & correction)Each 2
9 Stapler (Stapling up to 20 sheets of 16
lb)Each 3
10 Punch (Two hole punch, Hole
distance:80mm,Diameter:6,0mm)Each 3
11 Waste basket Each 2
12 Ring-File (Big Size) Each 15
13 Whiteboard (60cm*90cm) Each 2
14 Notice board (60cm*90cm) Each 2
15 A4 Paper Box 20
16 Piano Pen Dozen 10
17 Pencil (Babei 0,5mm) Dozen 4
18 Pencil sharpener Each 10
19 Erase pencil Each 10
20 Board Marker Box 5
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Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Jaghuri
Municipality
21 Sticky Note Bundle 4
22 Notebook(big for note) Each 5
23 Highlighter Box 2
24 Correction Pen Box 2
25 Scotch Tape (Big) Bundle 2
26 Envelope (for Letters) Bundle 2
27 Glue Box 1
Delivery/Transportation Services cost to Jaghuri Municipality.Laborer cost for loading/unloading/ installation and assembling.
GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Moquor
Municipality
1 Office Desk (140cm*70cm , Brown color) Each 3
2 Rotating Chair Each 3
3 Small Chairs for visitors Each 10
4 Rug (3m*5m is equal to 15 sq m) Each 2
5 File Cabinet (190cm*80cm, Brown color) Each 1
6 Tea Table (110cm*60cm, Brown color) Each 2
7 Stapler (Stapling up to 20 sheets of 16
lb)Each 3
8 Punch (Two hole punch, Hole
distance:80mm, Diameter:6,0mm)Each 3
9 Calculator (Citizen, 12digit, 112 steps
check & correction)Each 2
10 Waste basket Each 2
11 Ring-File (Big Size) Each 15
12 Whiteboard (60cm*90cm) Each 2
13 Notice board (60cm*90cm) Each 2
14 A4 Paper Box 20
15 Piano Pen Dozen 1016 Pencil (Babei 0,5mm) Dozen 4
17 Pencil sharpener Each 10
18 Pencil Eraser Each 10
19 Board Marker Box 5
20 Sticky Note Pad 4
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Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Moquor
Municipality
21 Notebook(big for note) Each 5
22 Highlighter Box 2
23 Correction Pen Box 2
24 Scotch Tape (Big) Bundle 2
25 Envelope (for Letters) Bundle 2
26 Glue Box 1
Delivery/Transportation Services cost to Moquor Municipality.
Laborer cost for loading/unloading/ installation and assembling.GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
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Appendix B
BILL OF QUANTITIES
Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Qarabagh
Municipality
1 Office Desk (140cm*70cm , Brown color) Each 3
2 Rotating Chair Each 3
3 Small Chairs for visitors Each 5
4 Rug (3m*5m is equal to 15 sq m) Each 2
5 File Cabinet (190cm*80cm, Brown color) Each 1
6 Tea Table (110cm*60cm, Brown color) Each 2
7 Stapler (Stapling up to 20 sheets of 16
lb)Each 3
8 Punch (Two hole punch, Hole
distance:80mm, Diameter:6,0mm)Each 3
9 Calculator (Citizen, 12digit, 112 steps
check & correction)Each 2
10 Waste basket Each 2
11 Ring-File (Big Size) Each 15
12 Whiteboard (60cm*90cm) Each 2
13 Notice board (60cm*90cm) Each 2
14 A4 Paper Box 20
15 Piano Pen Dozen 1016 Pencil (Babei 0,5mm) Dozen 4
17 Pencil sharpener Each 10
18 Pencil Eraser Each 10
19 Board Marker Box 5
20 Sticky Note Bundle 4
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Location S/No. Description/Specification Unit Quantity Unit Price (AFA) Total Price (AFA)
Ghazni/Qarabagh
Municipality
21 Notebook(big for note) Each 5
22 Highlighter Box 2
23 Correction Pen Box 2
24 Scotch Tape (Big) Bundle 2
25 Envelope (for Letters) Bundle 2
26 Glue Box 1
Delivery/Transportation Services cost to Qarabagh Municipality.
Laborer cost for loading/unloading/ installation and assembling.GRAND -TOTAL IN AGHANI (Afs) ONLY FOR ALL COMMODITIES/TRANSPORTATION AND ASSEMBLING
SERVICES TO BAGRAM MUNICIPALTY
Additional Required Information
No Description / Question Response
1.00 Validity of Bid Price:
2.00 Delivery Period:
3.00 Payment terms:
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Appendix C
SUMMARY OF RELEVANT CAPABILITY, EXPERIENCE AND PAST PERFORMANCE
Include projects that best illustrate your experience relevant to this (RFQ) or similar activities, sorted by decreasing order of completion date.
Projects should have been undertaken in the past three years (i .e. 2010, 2011, and 2012) Projects undertaken in the past Five years may be taken
into consideration at the discretion of the evaluation panel.
Item # Project Title and
Description of
Activities
Location
Province/District
Client
Name/Tel #
Cost
USD/Afs
Start
Dates
End
Dates
Completed on
Schedule
(Yes/No)
Subcontractor
or Prime
Contractor?
1
2
3
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APPENDIX D
BUSINESS LICENSE/CERTIFICATE
License
Please Complete Table belowAnd
Attach Copy of Current License/Certificate
Type of Business
License/Certificate
Name on License/Certificate License/
Certificate
Number
Expiry
Date
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APPENDIXE:
RAMPUP-EAST QUOTATIONCHECKLIST
(Please check all that apply and include this page in the sealed envelope with the proposal)
Request for Quotation - RFQ # RUE-OPS-CSO-G-052- Provision of Office Furniture and
Stationery with Delivery and Installation in the site for 10 Districts of Charikar,
Jalalabad, Pol-e-Alam, Mehterlam, Ghazni and Maydan Shar Provinces.
Offeror: __________________________________________________________________________
Have you?
Submitted your bid to RAMP-UP-East in a sealed envelope containing hard copy by the
required deadline?
Does your proposal include the following?
Cover Letter (use template in Appendix A)
Detailed Cost Breakdown/Bill of Quantities Form (use form in Appendix B)
Summary of Relevant Capability, Experience and Past Performance (use form in Appendix C)
Copy of business certificate (use form in Appendix D)