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Date:05 September 2018To:Interested BiddersFrom:Swedish Committee for Afghanistan, Kabul Management OfficeNo. of Pages:eleven (11) with three sections (Sections 1-3)Subject:REQUEST FOR QUOTATION (RFQ) RFQ No. KMO- PU- 2018-CS – 16; QUICKBOOKSINSTALLATION, UPGRADING, TRAINING AND AFTER SALES SERVICESDear Sir/Madam:The Swedish Committee for Afghanistan, Kabul Management Office (hereinafter called “theSCA” invites you to submit your quotation for QuickBooks installation, upgrading andtraining and after sales services (hereinafter called “the Service”) of SCA granted partners in2018 as specified in the Request for Quotation and attachments hereto (hereinafter called “theRFQ Documents”).Tender Instructions1. You must submit your technical and financial proposal for all service in respect to this RFQ.2. Your quotation shall be addressed and submitted at the below specified address or emailaddress no later than 20 September 2018 :Swedish Committee for AfghanistanJalalabad Main Road, Paktia KotPO Box 5017Kabul AfghanistanAttn.: Procurement Unit, Administration Department; Mr. Eng. Fazel Rabi ActingProcurement Manager Email: bids@sca.org.af3. Any quotation received by the SCA after the deadline will be rejected.4. Your quotation and all correspondence shall be made in the English language.5. Your quotation shall be according to these instructions:5.1 It shall contain the completed forms in Sections 2 and 3. Failure to complete these formsmay result to rejection of your quotation5.2 All prices quoted shall be made on the terms specified in the RFQ documents5.3 All prices shall be quoted in dollars5.4 All prices shall be quoted including taxes: Ref: Article 72 of Afghanistan Tax Law.International companies 7%5.5 Your quotation shall be valid for a period of 30 days past deadline for receipt of quotation5.6 Your quotation shall bear the RFQ Reference Number and Title indicated above.
6. SCA will examine the received quotations to determine its completeness and whether there arecomputational or arithmetical errors, whether documents are properly signed, and whether thequotations are generally in order. Arithmetical errors will be rectified as follows:6.1 If there is a discrepancy between the unit price and the line item total, the unit price shallprevail, and the line item total shall be corrected, unless there is an obvious misplacementof the decimal point in the unit price, in which case, the line item total as quoted shallgovern and the unit price shall be corrected.6.2 If there is an error in a total corresponding to the addition or subtraction of subtotals, thesubtotal shall prevail, and the total shall be corrected.7. Prior to the price evaluation, SCA will determine the substantial responsiveness of eachquotation. A substantially responsive quotation is one, which conforms to all the terms andconditions of the RFQ documents without material deviations. Deviations from, or objectionsor reservations to critical provisions will be deemed to be material deviation. The SCA maywaive any minor informality, or irregularity in a quotation, which does not constitute a materialdeviation, reservation or omission.8. During evaluation of the quotations, the SCA, at its discretion, may ask you for a clarificationof your quotation. The request for clarification and the response shall be in writing, and nochange in the prices or substance of the quotation shall be sought, offered, or permitted. Failureto respond timely to a request for clarification may result in the rejection of your quotation.9. If a quotation is not substantially responsive, it will be rejected by the SCA and may notsubsequently be made responsive by correction of the nonconformity.10. The SCA shall compare all substantially responsive quotations to determine the quotationcontaining the best Quality and Cost.11. Award will be made to the company whose quotation is determined substantially responsive tothe requirements of the SCA and whose quotation contains the best-evaluated price, based onQuality and Cost Selection.12. The SCA reserves the right to accept or reject any quotation, and to annul, in whole or in partor to suspend the process and reject all quotations at any time prior to the award, withoutthereby incurring any liability to the affected company or companies or any obligation toinform the affected company or companies of the reasons for the SCA’s action.13. Nothing in or relating to this RFQ shall be deemed a waiver, expressed or implied, of any ofthe privileges and immunities of the SCA.14. Please note that the SCA will notify unsuccessful companies.15. Please address all your queries or questions in writing at the address given below and kindlyrefrain from any telephone calls or personal visits.Samiullah SaqikhellGrants ControllerCivil Society and Capacity Development UnitSwedish Committee for Afghanistan, Kabul Management OfficeEmail: Sami.Saqikhell@sca.org.afRequirements of the Company1. Registered valid company license2. Company bank account3. Local firm must have Tax Identification Number (TIN)Proof of the above must be provided along with offer otherwise the offer will be disqualified.
Section 1Terms of Reference for QuickBooks supply, installation andtrainingBACKGROUND OF SCASwedish Committee for Afghanistan (SCA) is a membership-based, non-governmental organisationworking in Afghanistan since 1980. SCA’s vision is an independent Afghanistan in peace, wherehuman rights are respected, rural communities are empowered, and all Afghans have the right andopportunity to democratic participation in the governance of their country.The work encompasses programmes for education, health, support to persons with disabilities andrural development. There are also support units for all programme activities relating to civil society,human rights & gender, communication and advocacy. SCA’s main target group is the ruralpopulation, specifically women and girls and people with disability. SCA’s operations includecapacity development, advocacy and service delivery. The work is always conducted in closecooperation with the local population. The management office is situated in Kabul, while operationsare carried out in 14 provinces from five Regional Management Offices (RMOs) and four LiaisonOffices (LOs).BACKGROUND OF THE SCA PARTNER ORGANIZATIONSPartnerships with different kinds of civil society actors are becoming increasingly important for SCA.SCA defines civil society as the arena outside of the state and the private sector, where people worktogether under democratic principles with a common drive to achieve positive change, development,advocacy, and/or action, owned by themselves. The arena includes a wide range of actors, includingformal NGOs, professional associations, formal and informal community-based organisations and selfhelp organisations. SCA defines partnership as a relationship involving development cooperation inwhich two or more organisations share the responsibility for uniting skills and resources to achievecommon objectives. SCA’s mission mentions partnerships with civil society organizations (CSOs) asone of the ways to achieve our goals. Our Mission is to empower individuals, communities and localorganizations, primarily in rural areas and with focus on women, girls, boys and vulnerable groupssuch as people with disabilities, so that they may participate fully in society and influence their owndevelopment.SCA assists four professional associations in Kabul on systems development. Afghanistan Associationof Physiotherapists (AAPT), Afghanistan Midwives Association (AMA) and Afghanistan NationalAssociation of Orthotists and Prosthetists (ANSOP) have already installed QuickBooks and operatethis towards generation of financial documents. National Teachers Elected Council (NTEC), a newlyestablished organization for teachers needs to be supplied with a licensed user and multi-currencyQuickBooks.SCOPE OF THE ASSIGNMENTObjective and Scope of Work1. ObjectiveTo carry out Advanced QuickBooks training for 10 participants , supply and install a one-timepurchase QuickBooks premiere 2018 software with 1 licensed user, upgrading of three single usersQuickBooks software, provide 7 days training for 10 participants on the software and offer twelvedays in six months after sales services both for staff follow-up training and software trouble shooting.
2. Scope of WorkBelow detailed services to be provided:ooooSupply and install a one-time purchase QuickBooks premiere 2018 software with 1 licenseduserAdvanced QuickBooks training for 10 participants in Kabul officeUpgrade three single users QuickBooks software packagesTwelve days in 6 months after sales services both for staff follow-up training and softwaretrouble shooting3. Modules and Training Detail:The training should be focused on advanced concepts of QuickBooks concerning Non-Profitorganization/ association financial issues dealing with donors and communicating all relevantfinancial issues in QuickBooks for the finance staff of the 4 associations so that after thistraining the finance staff will be able to know the core as well as detailed concepts of dealingwith donors and to maintain accounts in QuickBooks and Excel. For this purpose, the trainingshould contain the following modules:a. Advanced Financial conceptsThis will include the detailed definition of Finance, importance of QuickBooks and itsbenefits to the organization. The advanced concept should explain the concept of business asan entity, and concepts behind double entry. The training should also explain the elements andcomponents of financial statements including double entries for capital, revenue, expenses,liabilities and assets, accounting equation and working capital.b. Books of accountsThis module should explain the books of accounts to be maintained by an organization and itsimportance to the financial activities. The books should be explained in detail and will includethe following:-LedgersCash bookBank bookBank reconciliation statementGeneral ledgerUnadjusted Trial balanceAdjusted Trial balanceStatement of comprehensive incomeStatement of financial positionStatement of cash flowsStatement of profit and loseStatement of changes in equityAssets registerMoreover, it should explain the charts of accounts, its purpose and benefits to the organization.c. Books of accounts in excelThis module explains how to make entries in excel, linking of figures in excel and standard formats ofjournal entries, ledger, cash book, bank book, bank reconciliation statement, assets register and trailbalance.d. QuickBooks purchase, installation, upgrade & training
Purchase and Installation of QuickBooks premiere version (1 user & multi-currency) for NTEC, upgrade three single users for AMA, AAPT and ANSOP and provide training for 10 participants on howto set a new company file, charts of accounts, making entries, editing entries, generating reports andledgers, general ledger, trial balance, income statement, cash-flow statement, equity statement andbalance sheet.Further entering of opening balances and one-month transaction in the installed and upgradedQuickBooks and generation of reports at minimum (trial balance and balance sheet).e. After sale QuickBooks services to associations:After installation and training of staff in QuickBooks the consultant will make available his qualifiedstaff to facilitate the related associations Finance and Treasurer Personnel to resolve any issue theyface in operating the QuickBooks.f.Ultimate result of services:This contract is aimed at enabling the SCA granted partners’ finance responsible people in Kabul tounderstand the advanced QuickBooks concepts and skills regarding working with donors and tomaintain their records in excel and QuickBooks.Duration of the QuickBooks installation, updating and training:The duration of thetraining for the abovemodules will be asfollows:Sr. No(i)(ii)ModuleTraining in daysQuickBooksinstallation, upgradation & trainingAfter saleQuickBooks servicesto associations712 (in 6 months)The total duration for the installation, upgradation and training should not exceed 7 days.4. DeliverablesDeliverable No. 1:Course syllabus/design to be approved by CCU Manager/CCU Grants Controller prior tocommencement of the training. It should include the package of materials to be distributed toparticipants.Deliverable No. 2:One page Quickbooks software installation report, with initial assessment of potentialchallenges of users for the next 6 months.Deliverable No. 3:Completion report due within one week of training completion together with signed dailyattendance sheets and pictures taken during the course. The completion report will provide anoverview of the difficulties encountered during the training, details of participation,
recommendations for further training outcome of the examinations and a summary of feedback fromparticipants (conducted through evaluations forms distributed at the end of the training).Deliverable No. 4:Report after 6-months that details support provided to NTEC, AMA, ANSOP and AAPT tomaintain the usefulness of QuickBooks and generate relevant reports.TIMETABLEThe successful offeror shall submit the deliverables described above in accordance with the followingdeliverables schedule:Deliverable NumberDeliverable NameDue Date1- Kick off MeetingOctober 7, 2018- Submssion of Coursesyllabus and approval byCCU Manager/ GrantsController- Initial Activity Plan23-Minimum 1-pageinstallation andtraining report,identifying potentialchallenges if anyOctober 17, 2018Trainingcompletion report:October 17, 2018- Signed daily attendancesheets- Pictures taken during thecourse.- Completion reportproviding an overview ofthe training difficultiesencountered during thetraining, details ofparticipation,recommendations forfurther training outcome ofthe examinations and asummary of feedback fromparticipants (conductedthrough evaluations formsdistributed at the end of thetraining), including schedulefor mentoring and follow-upsupport for the SCApartners.4After 6-months reportdetailing the servicesApril 17, 2019
provided to the 4 SCApartners, visits coordinatedwith the SCA GrantsControllerContractual ConditionsContact Person:The Civil Society and Capacity Development Unit ensures the implementation of this TOR. SamiullahSaqikhell, Grants Controller, is the contact person for the service.Confidentiality:All information in the contract between the two parties shall be considered as confidential andnot be shared with anyone unless legally obliged to do so.Payment terms:The consultant shall invoice SCA for the fee in accordance with the deliverables of the work mutuallyagreed by SCA and the consultant based on the following terms of payment:TermsPayment %Time of PaymentFirst40 %Second40 %Third20%will be paid after supplying software and approved Coursesyllabus and initial activity planWill be paid after training upon installation and approval ofpost training reportwill be paid at submission of 6-month after service report andclearance letter to the clientCurrency:Invoice and payment will be in United States Dollar (USD).EvaluationThe evaluation is quality and cost-based selection, 50% for quality and 50% for the cost. The contractwill be provided to one service provider only.Quality Evaluation (technical)The following criteria will be applied.1. Institutional capacity/credentials – maximum 15 points- Individual/company profile, relevant to the TOR- Individual/organizational capacity to conduct the scope of work, experience of providingsimilar type of services to small and medium size companies especially to Afghan civilsociety organizations.- Previous experience in conducting QuickBooks training for both start-up organizationsand experienced QuickBooks users. Reference of at least three recent corporate client.- Qualification of the team, CVs of the team must be attached with offer.- Team organization for QuickBooks installation, upgrading and training,Each is scored 0-3 points, minimum is 10 points (2 each) to qualify.
2. Technical proposal – maximum 18 points- QuickBooks installation, upgradation and training approach and methodology- Providing after sales service for QuickBooks installation- Providing licensed QuickBooks software- Proposed methodology to carry out the assignment including a detailed training plan.- Proposed training content- Quality of reportsEach is scored 0-3 points, minimum is 12 points (2 each) to qualify3. Technical proposal comprehensiveness – demonstrates understanding of all aspects of thetechnical design, maximum 6 points- Understanding of the TOR, relevant and good proposal- Completeness of the proposalEach is scored 0-3 points, minimum score is 4 (2 each) to qualify.Maximum points: 39The Consultant needs to reach a minimum of 10/12/4 in each category (1-3) above and minimum 2points in each sub-category. The minimum technical score to pass is 26. Each quotation will be givena technical score and rejected at this point if it does not respond to important aspects of the TOR or itfails to achieve the minimum technical score. Quotations that passed the minimum technical score isqualified for financial evaluation.Financial evaluationThe lowest priced quotation will be given the maximum financial score of 39 points. The financialscores of other qualified quotations will be computed as follows: Financial score 39 x Lowestprice/price of relevant quotation.Final evaluation scoreThe quotations will be ranked according to the combined Quality Evaluation and Financial Evaluationscores using the following weights: T Quality evaluation weight, 50%; F Financial evaluationweight, 50%Final score 0.5 x T 0.5 x FAward of contractAward will be made to the company whose quotation achieved the highest combined technical andfinancial score. If the final score is equal between two bidders, the score of quality will prevail.
Section 2 – Quotation Forms(Complete and sign the Quotation Forms and Section 2 Additional Requirements)Section 2 – AQUOTATION SUBMISSION FORMDate: (Bidder to insert the date)RFQ No. PD/CCU 2018 – 3; QuickBooks installation, upgrading, training and after sales servicesTo:Swedish Committee for AfghanistanKabul Management OfficeDear Sir/Madam:We acknowledge receiving your RFQ Documents and its accompanying attachments. We, theundersigned, have examined the same and offer to provide the QuickBooks installation, upgradation,and training and after sales services of your partners that conforms with your RFQ No. PU/2018 –CS16.We agree to abide by this quotation for a period of 30 calendar days past the deadline for the receipt ofquotation as specified in RFQ. Our quotation shall remain binding upon us and may be accepted at anytime before the expiration of that period.We understand that you are not bound to accept the lowest or any quotation that you may receive.(Bidder to insert name and signature of duly authorized representative)
Section 2 – BQUALIFICATION INFORMATION FORMGeneral Information1. Name of Bidder:2. Street Address:3. P.O. Box and Mailing Address:4. Telephone Number:5. Fax Number:6. E-mail address:7. www Address:8a. Contact Name:8b. Contact Title:9. Type of Business:10. Year Established:11. Number of staff employed:Postal Code:
Section 3CONSULTANCY COST/PRICE SHEETItemsUnitQtySupply and install a one-time purchaseQuickBooks premiere 2018 software with 1licensed user and upgrading of three singleusers QuickBooks softwareLumpsum1Training fees for Advanced QuickBookstraining in Kabul officeDay7Twelve days in 6 months after sales servicesboth for staff follow-up training and softwaretrouble shootingDay12Price perunit(USD)Subtotal(USD)Other ( please specify)TaxTotalCommentsNote: In accordance with Article 72 of Afghanistan Tax Law, please consider 2% taxes inyour unit prices. SCA will deduct all applicable taxes while making payments. InternationalFirms are required to consider 7% taxes.Note:1. SCA will provide the venue, accommodation and f
Purchase and Installation of QuickBooks premiere version (1 user & multi-currency) for NTEC, up- grade three single users for AMA, AAPT and ANSOP and provide training for 10 participants on how to set a new company file, charts of accounts
