- Project Title: FSM: Improving the Quality of Basic Education (IQBE)
- Source of Funding: G0535/0537
- Contract Ref:_________________________________________________
- To:___________________________________________________________
- Date of Issue of Request: March 4, 2025
Sir/Madam:
- The IQBE Project and National Department of Education (Purchaser) hereby request you to submit price quotation(s) for the supply of the following items:
(i) Color Printers
(ii) Toner Cartridges
(iii)__________________________________________
(iv)__________________________________________
If you, however, have been associated with the firm that prepared the design, and specifications of the contract that is subject of this procurement, you shall be disqualified.
To assist you in the preparation of your price quotation we enclose the necessary technical specifications and required quantities.
- You must quote for all the items under this request. price quotations will be evaluated for all the items together and contract awarded to the firm offering the lowest evaluated total cost of all the items.
- You shall submit one original of the Price Quotation with the Form of Quotation, and clearly marked “Original”. In addition, you shall also submit one copy marked as “COPY”. In case of any discrepancy between the Original and Copy, the original shall prevail. Your quotation in the attached format should be signed, sealed in an envelope and addressed to and delivered to the following address:
Purchaser’s Address : FSM Department of Education
P.O. BOX PS 87
Palikir, Pohnpei FM 96941
Telephone : 691-320-2609
Your price quotation in the form attached may be submitted by facsimile or electronically to the following address:
Purchaser’s Address : FSM Department of Education
P.O. BOX PS 87
Palikir, Pohnpei FM 96941
Telephone : 691-320-2609
Fax : NA
Email : marlynn.halbert@national.doe.fm
4. Your quotation in duplicate and written in English language, should be accompanied by adequate technical documentation and catalogue(s) and other printed material or pertinent information (in English language) for each item quoted, including names and addresses of firms providing after-sales service facilities in Federated States of Micronesia (FSM).
5. The deadline for receipt of your quotation (s) by the Purchaser at the address indicated in Paragraph 3 is: March 18, 2025 at 4:00 pm, Pohnpei time.
6. You shall submit only one set of quotations for the above items. Your quotation must be typed or written in indelible ink and shall be signed by you or your authorized representative. Without a signature in your Form of Quotation, your quotation will not be considered further.
7. Your quotation(s) should be submitted as per the following instructions and in accordance with the attached form of Contract. The attached Terms and Conditions of Supply is an integral part of the Contract.
(i) PRICES: The prices should be quoted for supply and delivery to Pohnpei, FSM (as specified within). Prices shall be quoted in the currency of the Purchaser (USD).
(ii) EVALUATION OF QUOTATIONS: Offers determined to be substantially responsive to the technical specifications will be evaluated by comparison of their prices. An offer is not substantially responsive if it contains material deviations or reservations to the terms, conditions, and specifications in this Request for Quotation, and it will not be considered further. The Purchaser will evaluate and compare only the quotations determined to be substantially responsive. In evaluating the quotations, the Purchaser will adjust for any arithmetical errors as follows:
(a) where there is a discrepancy between amounts in figures and in words, the amount in words will govern;
(b) where 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; and
(c) if a Supplier refuses to accept the correction, his quotation will be rejected.
In addition to the quoted price, the evaluated price shall include Tax in the Federated States of Micronesia (FSM).
(iii) AWARD OF PURCHASE ORDER. The award will be made to the bidder offering the lowest evaluated price and that meets the required standards of technical and financial capabilities. The successful bidder will sign a Contract as per attached form of contract and terms and conditions of supply.
(iv) VALIDITY OF THE OFFER: Your quotation(s) should be valid for a period of thirty (30) days from the deadline for receipt of quotation(s) indicated in Paragraph 5 of this Request for Quotation.
(v) If you withdraw your quotation during the validity period and/or refuse to accept the award of a contract when and if awarded, then you will be excluded from the list of suppliers for the project for two years.
8. Further information can be obtained from :
Purchaser : FSM Department of Education
c/o Marlynn Halbert
P.O. BOX PS 87
Palikir, Pohnpei FM 96941
Telephone : 691-320-2609
Fax : NA
Email : marlynn.halbert@national.doe.fm
9. The bidder whose quotation has been accepted will be notified of the award of contract through the Letter of Acceptance issued by the Purchaser within ten days from the date of submission of quotation.
10. The Purchaser intends to apply funds from the Asian Development Bank (ADB) for eligible payments under the Purchase Order resulting from this RFQ.
11. Under ADB’s Anticorruption Policy bidders shall observe the highest standard of ethics during the procurement and execution of such contracts. ADB will reject a proposal for award, and will impose sanctions on parties involved, if it determines that the bidder recommended for award or any other party, has engaged in corrupt, fraudulent, collusive, or coercive practices in competing for, or in executing, the Contract. At the time of submission of your quotation, you should not be in ADB’s sanctions list.
12. Please Confirm by fax/e-mail the receipt of this request and whether or not you will submit the price quotation(s).
Sincerely,
______________________
FSM Department of Education
FORM OF QUOTATION
- To: FSM Department of Education
- c/o Marlynn Halbert
- P.O. BOX PS 87
- Palikir, Pohnpei FM 96941
- 691-320-2609
We offer to execute the Printers and Toner Cartridges in accordance with the Conditions of Contract accompanying this Quotation for the Contract Price of _________________________(amount in words and numbers) (______________) USD. We propose to complete the delivery of Goods described in the Contract within the following Delivery Time from the Date of Signing of the Contract.
Prices and Schedules for Supply
| Item | Description | Quantity | Unit Price | Total Price |
1 | Color Printer Minimum Configuration: i. Processor 1.2 GHz ii. Print Memory 512 MB iii. Ethernet and Wi-Fi Connectivity iv. Color Print, Copy, and Scan v. Print up to 25 pages per minute vi. Copy 600×600 dpi vii. 50 sheet high-capacity feeder viii. Output capacity 100 sheets ix. Support paper size up to 8.5 x 14 x. Two-sided print out | 5 | ||
| 2 | Toner Cartridges i. Black ii. Cyan iii. Magenta ii. Yellow |
25 25 25 25 |
This Quotation and your written acceptance will constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any Quotation you receive.
We hereby confirm that this Quotation complies with the Validity of the Offer and Warranty conditions imposed by the Request for Quotation document and the Terms and Conditions of Supply, respectively.
We have not been associated with the firm that prepared the design and specifications of the contract that is subject of this request for quotation.
We are not in the ADB sanctions list.
Authorized Signature: __________________________________________________
Name and Title of Signatory ___________________________________________
Name of Supplier: _____________________________________________________
Address : _______________________________________________________
Phone Number : _____________________________
Fax Number, if any ____________________________
Email address (optional) _______________________
FORM OF CONTRACT
THIS AGREEMENT number ____ made on _____________, 2025, between FSM Department of Education (hereinafter called “the Purchaser”) on the one part and ______________________________________ (hereinafter called “the Supplier”) on the other part.
WHEREAS the Purchaser has requested for quotation for Color Printers and Toner Cartridges to be supplied by Supplier, viz. Contract _____, (hereinafter called “Contract”) and has accepted the Quotation by the Supplier for the supply of goods under Contract at the sum of __________ (___________________________) hereinafter called “the Contract Price”.
NOW THIS AGREEMENT witnesseth AS FOLLOWS:
- The following documents shall be deemed to form and be read and construed as part of this agreement, viz:
a) Form of Quotation; Terms and Conditions of Supply, Technical Specifications;
b) Addendum (if applicable); - Taking into account payments to be made by the Purchaser to the Supplier as hereinafter mentioned, the Supplier hereby concludes an Agreement with the Purchaser to execute and complete the supply of goods under the Contract and remedy any defects therein in conformity with the provisions of the Contract.
- The Purchaser hereby covenants to pay, in consideration of the acceptance of Contract, supply and delivery of the goods and remedying of defects therein, the Contract Price in accordance with Payment Conditions prescribed by the Contract.
IN WITNESS whereof the parties hereto have executed the Contract under the laws of the Federated States of Micronesia on the date indicated above.
Signature and seal of the Purchaser:
For and on behalf of
Signature and seal of the Supplier:
For and on behalf of
Name of Authorized Representative
Miyai Keller
Acting Secretary, FSM National Department of Education
Name of Authorized Representative
TERMS AND CONDITIONS OF SUPPLY
Project Name: FSM Improving the Quality of Basic Education (IQBE)
Purchaser: FSM National Department of Education
Package No._________________
1. Schedule for Supply: To include item, quantity, delivery time to location per Annex 1
2. Fixed Price: The prices indicated in the Form of Quotation are firm and fixed and not subject to any adjustment during contract performance.
3. Delivery Schedule: The delivery should be completed as per above schedule but not exceeding 2 months from the date of signing of contract.
4. Insurance: The Goods supplied under the Contract shall be fully insured in a freely convertible currency against loss or damage incidental to manufacture or acquisition, transportation, storage and delivery. The insurance shall be in an amount equal to 110 percent of the value of the Goods on “All risks” basis.
5. Applicable Law: The Contract shall be interpreted in accordance with the laws of the Purchaser’s country.
6. Resolution of Disputes: The Purchaser and the Supplier shall make every effort to resolve amicably by direct informal negotiation any disagreement or dispute between them under or in connection with the Contract. In the case of a dispute between the Purchaser and the Supplier, the dispute shall be settled in accordance with the provisions of the Federated States of Micronesia.
7. Delivery and Documents: Upon delivery, the Supplier shall provide the following documents to the Purchaser:
(i) copies of the Supplier’s invoice showing goods’ description, quantity, unit price, and total amount;
(ii) manufacturer’s or supplier’s warranty certificate; and
(iii) certificate of origin.
If goods are coming by courier, supplier shall also provide prior to delivery, copies of documents that will enable Purchaser to receive the goods. The above documents shall be received by the Purchaser at least one week before arrival of the goods and, if not received, the Supplier shall be responsible for any consequent expenses.
8. Payment: Payment of the contract price shall be made in the following manner:
a) 30% within 28 days of signing the contract. Payment shall be made upon presentation by Supplier of verifiable proof of availability of goods ready for shipment/delivery.
b) 60% within 30 days from receipt by the Purchaser of the delivered goods on site in accordance with the contract (or whatever is appropriate for the goods being procured) including the required documents; and
c) 10% within 14 days upon submission of Supplier’s claim supported by the acceptance certificate issued by the Purchaser.
9. Warranty: Goods offered should be covered by manufacturer’s warranty for at least 12 months from the date of delivery to the Purchaser.
10. Defects: All defects will be corrected by the Supplier without any cost to the Purchaser within 30 day from the date of notice by Purchaser. The name and address of service facility where the defects are to be corrected by the supplier within the warranty period are:
Facility _________________________
Address _________________________
_________________________
11. Force Majeure: The supplier shall not be liable for penalties or termination for default if and to the extent that its delay in performance or other 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 events beyond the control of the Supplier and not involving the Supplier’s fault or negligence and not foreseeable. Such events may include, but not restricted to, act of Purchaser in its sovereign capacity, wars or revolutions, fires, floods, epidemics, quarantine restrictions, and freight embargoes.
If a Force Majeure situation arises, the Supplier shall promptly notify the Purchaser in writing of such condition and the cause thereof. Unless otherwise directed by the Purchaser in writing, the Supplier shall continue to perform its obligations under the Contract as far as is reasonably practical, and shall seek all reasonable alternative means for performance not prevented by Force Majeure event.
12. Required Technical Specifications: (with attachments as necessary)
(i) General Description
(ii) Specific details and technical standards
(iii) Performance Parameters
Supplier confirms compliance with above specifications.
13. Failure to Perform: The Purchaser may cancel the Agreement if the Supplier fails to deliver the Goods, in accordance with the above terms and conditions, in spite of a 14-day notice given by the Purchaser, without incurring any liability to the Supplier.
NAME OF SUPPLIER: ___________________________________________
Authorized Signature : ________________________________________
Place: ____________________
Date : ___________________