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American Samoa Power Authority Office of Procurement

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American Samoa Power Authority Office of Procurement AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT REQUEST FOR QUOTES (“RFQ”) SUPPLYING CINDER LOADS FOR OPERATIONS AND MAINTENANCE, SPECIAL PROJECTS, AND EMERGENCY SERVICES January 5, 2011 RFQ NO. FY11.1031.PROC ANDRA SAMOA Chief Executive Officer RFQ No. FY11.1031.PROC.80 Supplying Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services Page - 1 - of 26 QUOTE INVITATION AMERICAN SAMOA POWER AUTHORITY OFFICE OF PROCUREMENT P.O. BOX PPB PAGO PAGO, AS 96799 (684) 699-3057 [email protected] DATE OF ISSUE: January 5, 2011 RFQ NO. FY11.1031.PROC – Cinder Loads for Operations and Maintenance, Special Projects, and Emergency Services INSTRUCTIONS: 1) This RFQ shall require an original, one pdf electronic copy, and five (5) copies that must be received at the ASPA Procurement Office no later than 2:00 p.m. on January 24, 2011. The envelope or box must be labeled “RFQ No. FY11.1031.PROC – Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services” Late submittals will not be opened or considered and will be determined as non-responsive. All Offerors shall provide sufficient written and verifiable information that responds to the requirements set forth herein, the contract documents, and in the Scope of Work (SOW). 2) Pre-Quote Questions – Any pre-Quote questions and/or clarifications shall be submitted to [email protected] or the Procurement Manager in writing (through hard copy) prior to the closing date set forth above. Questions and/or clarifications are welcome and should be submitted no later than 4:00 p.m. on January 12, 2011. The ASPA shall issue addenda to address any questions and/or clarifications as necessary. NOTE TO OFFERORS: This Quote is subject to the attached General Terms and Conditions of the RFQ for Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services. The undersigned Offeror agrees to furnish, within the time specified, the articles and services at the price stated opposite the respective terms listed on the schedule provided, unless otherwise specified by the Offeror. In consideration to the expense of the ASPA in opening, tabulating, and evaluating this, other Quotes, and other considerations such as the schedule, the undersigned agrees that this Quote shall remain firm and irrevocable within One Hundred and twenty (120) calendar days from the date opening to supply any or all of the items which prices are proposed. SIGNED:____________________________DATE: _____________________________ RFQ No. FY11.1031.PROC.80 Supplying Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services Page - 3 - of 26 AMERICAN SAMOA POWER AUTHORITY GENERAL TERMS AND CONDITIONS 1. INTRODUCTION This is a Request for Quotes (“RFQ”) issued by the American Samoa Power Authority (“ASPA”) in American Samoa to solicit Quotes for supplying cinders for its operational divisions for operations and maintenance, special projects and emergency services. The Quote must be of sufficient quality and content to allow the ASPA to evaluate the base rate of each type of cinder based on daily, weekly, and monthly rates. The purpose of this RFQ is to solicit Quotes from experienced companies with the ability, capacity, experience, and skill to supply the requested materials in the scope of work. The selected Offeror(s) must provide a Quote that specifically and completely addresses the tasks and items outlined in the Scope of Work (“SOW”). This RFQ describes the specifications for the services and materials to be provided in sufficient detail to permit full and open competition and to allow the Offeror to properly respond to the RFQ. This RFQ is issued under the authority of the §15.0102 ASCA, and the ASPA Procurement Rules promulgated thereof. Where there is a discrepancy between the Provisions of the Act and the Rules, the Law shall have precedence over the Rules. 2. PROJECT BACKGROUND The ASPA’s operational divisions use cinders for fieldwork across the island of Tutuila. These cinders are used on a daily basis for operations and maintenance, special projects, and emergency services. A contract derived from this RFQ provides a consistent supply of cinder to support these operational services of the ASPA. 3. SCOPE OF WORK (Refer to Attachment B) 4. SUBMITTALS a. The Offeror shall submit a completed Attachment A “Quote Transmittal Form.” b. The Offeror shall submit a total cost per cinder type per location on Attachment C “Quote Form.” c. The Offeror shall submit a complete Attachment D “Offeror’s Qualification Sheet Form.” 5 DATE/TIME/PLACE OF QUOTE SUBMISSION AND QUOTE OPENING a. Each Offeror must submit its Quote in a sealed envelope addressed to: RFQ No. FY11.1031.PROC.80 Supplying Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services Page - 4 - of 26 Ms Ioana Uli ASPA Procurement Manager P.O. Box PPB Pago Pago, AS 96799 b. An original, one electronic PDF copy and five (5) copies of the Quote must be received in the Office of Procurement no later than 2:00 p.m. local time on or before January 24, 2011. c. Late submittals will not be opened or considered and will be determined as non-responsive. d. All Offerors shall provide sufficient written and verifiable information that responds to the requirements of the RFQ, and in accordance with the SOW. 6. PRE-QUOTE QUESTIONS: a. Any pre-Quote questions and/or clarifications shall be submitted in writing to [email protected] or the Procurement Manager through electronic mail or in hard copy to the address listed on page 4 of this document. b. Pre-Quote questions must be received no later than 4:00 p.m. on January 12, 2011. The ASPA shall issue addenda to address any questions and/or clarifications as may be necessary. 7. ADDENDA a. The ASPA reserves the right to issue addenda for any changes to this RFQ. b. The Offerors will be requested to send a signed “Receipt of Addenda” to the ASPA for each addendum that may be issued. c. All Addenda will be posted to the www.aspower.com web site. 8. QUOTE PREPARATION INSTRUCTIONS a. The Quote must contain three (3) parts as follow: i. Technical. Offeror must list and delineate the specific actions which will be undertaken to achieve the goals and objectives of the Scope of Work (“SOW”). ii. Prior Related Experience/Past Performance: A. A description of the firm’s related experience must be provided; B. A dossier of personnel qualifications, past performance and credentials as requested on the Attachment D, The Offeror Qualification Form, must be listed; RFQ No. FY11.1031.PROC.80 Supplying Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services Page - 5 - of 26 C. Attachment C must include a list of three or more references and a project history to document a minimum of five (5) years of specifically related experience; and D. The Offerors must hold an appropriate and current business licenses for the requested services. iii. Proposed Price: The Offerors shall prepare their Quotes in Accordance with Attachment C (Quote Form). 9. TYPE OF CONTRACT a. The successful Offerors meeting the qualifications and terms of this RFQ, as determined by the SEB, will be asked to execute a multi-party firm fixed price written agreement (the “Agreement”), which shall govern the rental request process and set forth cinder base rates at the lowest Quoted price for the various loads. b. Upon the ASPA’s need for a type of cinder load, the ASPA shall contact the Offeror (“the Contractor”) with the lowest rate, who shall have the first right of refusal in providing the cinder loads at Quoted rate. c. If the lowest Offeror declines the request, the ASPA shall contact the next-lowest Offeror that executed the Agreement (“Contractor 2”). Contractor 2 shall then have the option to provide cinder loads at its Quoted rate. If Contractor 2 declines the ASPA’s request, the ASPA shall contact the next-lowest Offeror that executed the Agreement (“Contractor 3”), and so on, until a contractor accepts. d. All Offerors executing the Agreement (the “Signing Contractors”) shall be independent contractors of the ASPA and not agents or employees of the American Samoa Power Authority. e. The Signing Contractors shall furnish the necessary personnel, materials, insurances, licenses, equipment, ground transportation to and from work areas, required materials or services, and otherwise do all things necessary to perform the work and services specified in this RFQ and the Scope of Work. 10. CONTRACT TERM a. Contract term for this contract is for two (2) years, with two 1 year extensions. b. The ASPA reserves the right to terminate the contract should it be in the ASPA’s best interest to do so. c. The contract term shall be initiated by the issuance of a “Notice to Proceed” by the ASPA. RFQ No. FY11.1031.PROC.80 Supplying Cinder Loads for Operations and Maintenance, Special Projects and Emergency Services Page - 6 - of 26 11. MONTHLY REPORT a. Together with submitting invoice, contractor shall also provide a monthly report of services completed. b. The successful contractor must provide its own standard form for submittal of report. c. Report and invoices shall be submitted to each respective division requesting the service for verification prior to routing to the Procurement and Accounting divisions. 12. PAYMENT TERMS a. In consideration of the Contractors’ faithful Performance in accordance with the provisions of this Agreement, the ASPA promises to pay the rates set forth in the Price Quote. b. On a bi-weekly basis, each Contractor that has provided cinder load under this Agreement shall provide the ASPA with an accurate invoice. c. Said invoice shall contain type of cinder delivered to each respective location, the applicable rate, and a signature from an ASPA employee verifying total number of loads delivered to each site and description of work performed at the site.
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