Request for Quotations (RFQ):Vending Machine services (call for partnership)


RFQ Number:            ICTEC-2018-003


Issuance Date:           12.02.2018


Deadline for Offers:   19.02.2018


Description:                 Vending Machine services (call for partnership)


For:                             Moldova ICT Excellence Center Project (ICTEC)


Funded By:                 United States Agency for International Development (USAID),                                         Contract No. AID-117-A-15-00002

Issued by:                   National Association of ICT Companies (ATIC)


ATIC Point of Contact:, contact person Felicia Maiorschi, Client Relations/Facility Manager.


Section 1: Instructions to Offerors


Introduction: The National Association of ICT Companies (ATIC) is soliciting proposals from eligible and responsible firms regarding to Vending Machine Services, as described below in Section 1 (Instruction to Offerors). The ICTEC Project is an official program of the United States Agency for International Development (USAID), Contract No. AID-117-A-15-00002, and is being carried out in Republic of Moldova.

The ICTEC Project is a USAID program implemented by the National Association of ICT Companies (ATIC). The project will be implemented as a private-public partnership (though Global Development Alliances instrument (GDA), between the Moldovan Government, private industry, academia and donors. The private partners include multinational companies, IBM and Microsoft, and also Moldovan Association of ICT Companies (ATIC) members that are local (operated) ICT companies. The private partners will bring significant new resources, ideas, software, technologies and development activities, such as trainings, practical assignments, and mentorship. The private sector partners will have the chance to use the center to communicate with the university, SMEs, startups, professionals and contribute to the curricula improvement answering the market needs, as well as the improvement of the IT and entrepreneurship ecosystem that will lead to the economic growth of the country. The Government of Moldova supports this project at the highest level of the Prime Minister, and the partners include Ministry of ICT, Ministry of Education, and E-Government Center. The space will be provided by the Technical University, as part of the Government commitment to this project. The e-Government Center will use the center as a training and capacity building resource for the public e-transformation and IT managers.


Offerors are responsible for ensuring that their offers are received by ATIC in accordance with the instructions, terms, and conditions described in this RFQ. Failure to comply with the instructions described in this RFQ may lead to the disqualification of an offer.


Offer Deadline and Protocol: Offers must be received no later than 17:00, local Chisinau time, on February 2, 2018 electronically at the Moldova ICT Excellence Center Project office.


Any email offers must be sent to the following address:

In attention of, Felicia Maiorschi

Client Relations/Facility Manager ICTEC Project


Any hard copy offers must be stamped and signed by the offeror’s authorized representative and delivered to the following address:

In attention of Mrs. Ana Chirita,

Executive Director/ Senior Project Coordinator ICTEC Project

Moldova ICT Excellence Center Project

Str. Studentilor 9/11


Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be reviewed only at ATIC discretion.


1.Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00, local Chisinau time on February 2, 2018, by email to Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that ATIC believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.


Only the written answers issued by ATIC will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of ATIC or any other entity should not be considered as an official response to any questions regarding this RFQ.


2.Specifications: Section 4 contains the technical specifications of the required items. All commodities offered in response to this RFQ must be new and unused. In addition, all   electrical commodities (if applicable), must operate on 240V, 50Hz.


Please note that, unless otherwise indicated, stated brand names or models are for illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.


3.Quotations: Quotations in response to this RFQ must be set on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in MDL. Offers must remain valid for no less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.


In addition, offerors responding to this RFQ are requested to submit a copy of their official registration or business license.


4.Delivery: The delivery location for the items described in this RFQ is 9/11, Studentilor str., Chisinau. As part of its response to this RFQ, each offerors is expected to provide an estimate (in calendar days) of the execution timeframe (after order receipt). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.


5.Warranty: The warranty coverage must be valid on all services/works for a minimum of three (3) years after delivery/execution and acceptance of the services/works, unless otherwise specified in the technical specifications (Section 4).


6.Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an           award.


7.Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and meets or exceeds the minimum required technical specifications, and is judged to be the best value based on a lowest-price, technically-acceptable basis, business experience, the visual aspect of the work to be performed, similar objects in the past and short production and installation terms.


Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. ATIC reserves the right to waive immaterial deficiencies at its discretion.


Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, ATIC reserves the right to conduct any of the following:


·ATIC may conduct negotiations with and/or request clarifications from any offeror prior to award.


·While preference will be given to offerors who can address the full technical requirements of this RFQ, ATIC may issue a partial award or split the award among various suppliers, if in the best interest of the Project.


·ATIC may cancel this RFQ at any time.


Please note that in submitting a response to this RFQ, the offeror understands that USAID is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented - in writing with full explanations - to the ICTEC Project for consideration, as USAID will not consider protests regarding procurements carried out by implementing partners. ATIC, at its sole discretion, will make a final decision on the protest for this procurement.


8.Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate ATIC or the ICTEC Project to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.


This solicitation is subject to ATIC’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note that the following terms and conditions will apply:


Payment will be made in MDL, via wire transfer to the account specified in the Subcontractor’s invoice.  Payment of unpaid balances will be made upon completion and final acceptance of all works and deliverables by ATIC. Any invoices for services rendered and deliverables submitted - but not accepted by ATIC - will not be paid until the Subcontractor makes sufficient revisions to the deliverables such that ATIC may approve the deliverables and thus the invoice.


Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party. 


Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.


 d)  No goods or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Burma     (Myanmar), Cuba, Iran, North Korea, (North) Sudan, Syria. 

 e) United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any     award resulting from this RFQ must ensure compliance with these laws.

  f)  The title to any goods supplied under any award resulting from this RFQ shall pass to ATIC following delivery and acceptance of the goods by ATIC. Risk of loss, injury, or

 destruction of the goods shall be borne by the offeror until title passes to ATIC.


Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include an offer in response to this RFQ.


Cover letter, signed by an authorized representative of the offeror (see Section 3 for template).


Official quotation, including detailed specifications of works in accordance with attached Design Documentation (see Section 4 for example format);


Copy of offeror’s official registration and business license;


 Bank Account Award Certificate - copy - issued by the bank holding the account;


The financial report for the last year - copy - confirmed by the signature and seal of the offeror.



Section 3:  Letter of Transmittal 


The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:



To:            Moldova ICT Excellence Project

                        Str. Studentilor 9/11


       Reference:     RFQ No. ICTEC-2018-003 


      To Whom It May Concern:



We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFP. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation.


Furthermore, we hereby certify that, to the best of our knowledge and belief:

·  We have no close, familial, or financial relationships with any ATIC or ICTEC project staff members;

· We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and

· The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.

· All information in our proposal and all supporting documentation is authentic and accurate.

· We understand and agree to ATIC’ prohibitions against fraud, bribery, and kickbacks.


We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.


Authorized Signature:                                                                                                   


Name and Title of Signatory:                                                                                        




Company Name:                                                                                                          


Company Address:                                                                                                       


Company Telephone and Website:                                                                              


Company Registration or Taxpayer ID Number:                                                                     


Does the company have an active bank account (Yes/No)?                                      


Official name associated with bank account (for payment):                                       





Section 4: Specifications and Technical Requirements


In order to provide quality services towards the residents and visitors, ATIC is looking for responsible offerors to provide catering services via vending machines. Currently the number of residents is about 220 persons, with an additional number of visitors in average 200-300 per day, including weekends. We are looking for offering a combination of healthy food and snack type food on a permanent basis for our visitors. There are 2 options that we would like to evaluate:


Vending machine as equipment. In this case, the offeror is requested to provide the following information:

№ d/o

Option proposal

Specification of proposed concept

Country of Import

Measure unit


Unit Price, MDL, without TVA

TOTAL, MDL, without TVA, (col.5 x col.6)



Provide vending equipment

Install, maintain and service the vending machine

Provide variety of snacks and services

Provide minimal supply ability per week

Payment system: cash 5, 10, 20, 50 MDL






Installation costs






Transportation costs






Other Direct Costs






TOTAL option A, B, C…






 Or Service to provide the catering specified above. 

In case number 2, the offerors are requested to note that no cost for equipment or maintenance should be provided, only the list of proposed snacks/food to be included with a final price including and excluding VAT.

 Offerors are requested to provide quotations, including specifications of works in accordance with attached Design Documentation, containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 4 and submit a signed/ stamped version to ATIC.

ATIC will choose the most appropriate option based on the provided information.




                     Other Costs (Describe: _____________________): __________________

                                   GRAND TOTAL, MDL, no VAT:  __________________



Delivery time (after receipt of order):                        calendar days;


Length of warranty on offered works/services:                     years.


 Download the Request for Quotations (Word file) here.