Ministry of Energy & Water, Islamic Republic of Afghanistan

Project Coordination Unit (PCU)

Irrigation Restoration & Development Project (IRDP)
No: MEW/PCU/IRDP/G-91

Date: 30 Sep,2015

To,
-----------Dear Sirs,
Sub:
1.0

Invitation for Quotations for Supply of Furniture for Conference Room and
Database Center of Hydrology Section

The Ministry of Energy & Water (MEW) of the Islamic Republic of Afghanistan has
received a grant from the International Development Association for the implementation of
the Irrigation Restoration & Development Project (IRDP). The MEW ( PCU/IRDP) intends
to apply part of the proceeds of this grant to eligible payments under the contract for
which this invitation for quotations is issued (i.e.. for supplying the items listed in Annex. A
(Quotation Form)) for which you are invited to submit your most competitive price quotation.

Important Notes
i.
ii.
iii.
iv.
v.

Delivery is to be given at the office of Water Resources at WAPECA Building Airport Road,
Kabul
The delivery is required within about 21 days and the delivery period will count from date of the
delivery of signed purchase order to the firm.(by email or th messenger)
Partial deliveries are accepted, but the delivery of the entire quantity must be completed within the
specified delivery period mentioned above.

Photographs of all the 3 items are attached. If the bidders want to see the sample of the
items they may contact Procurement Officer, Project Coordination Unit.
The bidders shall submit the attached Technical Response sheet (with remarks about Comply/Do
not comply) as given in Annex. A-1.

vi.

For better understanding of the items and quality check at the time of supply the bidders shall
submit the pictures/drawings/complete specifications along with the name & country of the
manufacturer for each item offered by them.

2.0
Price to be quoted in the Quotation- The bidders price/rate shall include all duties, taxes and
transportation up to the delivery place as mentioned above and should be in Afghanis only.
3.0
Validity of Quotation -Quotation shall remain valid for a period not less than 60 days after the
deadline date specified for submission.
4.0
Qualification Requirement- In order to qualify for receiving purchase order the bidder must be
registered in Afghanistan for doing business and must provide some document to demonstrate that he will
be able to supply the subject goods.
5.0
Terms and Conditions of Supply -Main terms and Conditions of supply are given on the reverse
of the attached Quotation form given at Annex. A.
6.0
A.

The quotation is to be submitted in the quotation Form (Price/Delivery Schedule given at Annex.

7.0 The interested bidders are requested to submit their quotation latest by 10:00 Hours on 17 Oct, 2015
along with the photocopy of their registration certificate at the address given below. Quotations received
after this date and time will not be considered.

Annex. A
FORMAT OF QUOTATION
Project Director,
Project Coordination Unit (PCU)
Ministry of Energy & Water, Islamic Republic of Afghanistan Irrigation Restoration &
Development Project (IRDP)
H-398-AF
We agree to supply good as per the description/specification, quantity and rate mentioned in
Annex. A-1.
Note- 1. All the items will be new and of standard make and quality of make/model
----------------------. The technical literature/leaflet is attached
The Technical Response sheet (with remarks about Comply/Do not comply) is attached.

2. The terms and conditions printed over leaf are acceptable to us.
This quotation will be valid for 60 days from the deadline date for the submission of the
quotation.
We agree that we will automatically be suspended from being eligible for bidding in any contract with the
Employer for the period of Two (2) years starting on the deadline date for the quotation submission, if we
are in breach of our obligation(s) under the bid conditions, because we (a) Withdraw our Bid during the period
of bid validity specified in the Form of Bid; or (b) Having been notified of the acceptance of our Bid by the
Employer during the period of bid validity, fail or refuse to execute the Contract, if required.

Name and Signature of Authorised signatory

Name and complete address of Firm
Cell phone #: ______________________
E-mail:___________________________
Date:

Annex. A-1 Quoted Rates of Furniture Items against RFQ No: MEW/PCU/IRDP/G-91
Srl
No

1
2
3

Description /of
Goods
Chair for
Meeting
chairman
Chair for meeting
attendees
Meeting Table for
twelve persons

Specificatio
ns

Qty

Unit

Nos

25

Piece

Piece

Quoted
Unit
Rate* ( in
Afs)

Total
Amount*
(in Afs) In
Figures

Total
Amount
(in Afs) In
Words

Deliver
y
Period
@

Annex A-1

Total Amount
*including all duties, local taxes and transportation up to the delivery place (WAPECA)
Office)
@ If not mentioned, it may be assumed Ex. Stock (i.e. one week)

Name and Signature of Authorised signatory

Terms and Conditions

For Supply of Goods
1.
2.
3.
4.

5.

6.

7.

8.

9.

Price Adjustment: The prices indicated in the Purchase Order are firm and fixed and are not subjected to
any adjustment during the contract duration.
Country of Origin: The supplier will be required to furnish at the time of delivery a Certificate of Origin for
each item evidencing the origin of the items. N/A
Delivery Schedule: The time is the essence of the contract and therefore the delivery of Services should be
completed as per the schedule given in the Purchase Order. The delivery period will count from date of the
delivery of signed purchase order to the firm. (By email or th messenger)
Payment Terms: 100 % payment shall be made immediately after delivery, set up/demonstration/
testing/ installation (whichever applicable) and acceptance of the goods/Services. A Business Receipt Tax
(2% or 7%) as applicable to the suppliers as per the rules of Govt. of Afghanistan shall be deductible
at source while making payment.
Warranty: The Supplier warrants that all the Goods/Services are new, unused, and of the most recent or
current models, and that they incorporate all recent improvements in design and materials. N/A
The Supplier further warrants that the Goods shall be free from defects arising from any act or omission of
the Supplier or arising from design, materials, and workmanship, under normal use in the conditions
prevailing in the country of final destination. The warranty shall remain valid for twelve (12) months after
the Goods, or any portion thereof as the case may be, have been delivered to and accepted at the final
destination*. N/A
Packaging and Marking Instructions: The Supplier shall provide such packing of the Goods as is required to
prevent their damage during transit to their final destination. The packing shall be sufficient to withstand,
without limitation, rough handling during transit and exposure to extreme temperatures, salt, and precipitation
during transit and open storage.
Failure to Perform: The Purchaser may cancel the Purchase Order if the Supplier fails to deliver the
Goods, in accordance with the above terms and conditions, in spite of a 21 day notice given by the
Purchaser, without incurring any liability to the Supplier. If the Supplier fails to perform, the Supplier will
be blacklisted and not eligible to participate in any Government procurement tenders/bids for a period of
two years#.
Delivery Documents Following Delivery and other Documents are to be furnished by the Supplier along
with the supply:
(i) Two originals and two copies of the Suppliers invoice, showing Purchaser, the Contract number,
loan number; Goods description including Serial no. of the equipment/item wherever
applicable, quantity, unit price, and total amount. Invoices must be signed in original and
stamped or sealed with the company stamp/seal;
(ii) Two copies of delivery note, road consignment note, truck waybill, or multimodal transport
document showing Purchaser as Ministry of Energy and Water, Islamic Republic of Afghanistan,
Kabul and delivery through to final destination as stated in the Contract;
(iii) Two copies of the Packing list identifying contents of each Package;
(iv) One original of the manufacturers or Suppliers Warranty Certificate covering all items supplied;
(v) One original of the Countrys Certificate of Origin covering all items supplied.
Inspection and Test: The following inspection and tests shall be performed on receipt of goods
(i) Visual inspection (ii) Inspection for any physical damage (iii) Operation test.
(iv) Checked by our Technical Team to ensure that the goods/Services conform to the description and
specification given in purchase order (v) Any other test to ensure that the goods supplied are as per
technical specification

*The Purchaser shall give notice to the Supplier stating the nature of any such defects together with all available evidence thereof, promptly
following the discovery thereof. The Purchaser shall afford all reasonable opportunity to the Supplier to inspect such defects. Upon receipt of such
notice, the Supplier shall, within a maximum period of 15 days expeditiously repair or replace the defective Goods or parts thereof, at no cost to
the Purchaser. If having been notified, the Supplier fails to remedy the defect within the period specified above; the Purchaser may proceed to take within a
reasonable period such remedial action as may be necessary, at the Suppliers risk and expense and without prejudice to any other rights which the Purchaser
may have against the Supplier under the Contract.
# Liquidated damages : If the Supplier fails to deliver any or all of the Goods by the Date(s) of delivery or perform the Related Services within
the period specified in the Contract, the Purchaser may without prejudice to all its other remedies under the Contract, deduct from the Contract
Price, as liquidated damages, a sum equivalent to 0.5 % per week of the delivered price of the delayed Goods or unperformed Services for each
week or part thereof of delay until actual delivery or performance, up to a maximum deduction of 10% of the contract value. Once the
maximum is reached, the Purchaser may terminate the Contract pursuant to terms and condition of the contract.

Annex A-1
( Technical Specification/Technical Response sheet)
S/NO

Description of good

1
Chair for
Meeting
chairman

2
Chair for meeting
attendees

3
Meeting Table for
twelve person

Specifications

Supply and Installation of Meeting

Chairman Chair
with all accessories to Water resource
Department.
chair is Rotiform & Buttony type with arm
rest &
wheels, coffee synthetic leather covering.
The
wheel stands are to be made of Fiber.
Supply and Installation of Meeting
attendees Chair
with all accessories to Water resource
Department.
chair is stable with arm black synthetic
leather
covering. Metallic (Nickle).
Supply and Installation of Meeting table
with all
accessories to Water resource
Department.
Meeting table is 4.8x1.2 m with glass

Quantity

Unit

Bidders Remarks (Comply/Do not

comply)

1- Photo # 1-A (Forint View

of chair)
2- Photo # - B (Side View)
1

Nos

Photo # 2
25

Nos

Photo # 3
1

Nos

Signatures of the bidder

Note: 1. All the items will be decent (aesthetically good looking), durable and of good quality.
2. Photographs as referred above are attached. If the bidders want to see the sample of the items they may contact Procurement Officer, Project
Coordination Unit.
3. As the specifications do not include some aspects of the items, the bidders shall submit the pictures/drawings/complete specifications along with the
name & country of the manufacturer for each item offered by them.
4. The bidder will show the sample of the items in his show room and provide some identification marks which can be identified at the time of supply.
6

Photo # 1-A (Front View of chair)

Photo # 1-B (Side View)

Photo # 2 ( proposed chair is the Front one- not the behind chair/wooden)
9

Photo #3 Meeting Table for twelve person

10