Section 1 – General Information
Solicitation Number: CASHEW-RFQ-DC-002-2025
Solicitation Type: Request for Quotations (RFQ)
Procurement Description: The USDA Food for Progress West Africa PRO-Cashew project (PRO-Cashew) requires data collection and management software for the project database that will contain data for the various indicators that are informed by the project’s activities. The software will serve the requirement of the Monitoring, Evaluation, and Learning team of the project.
Anticipated Period of Performance: One year subscription to software service with possible extension for another year
Place of Performance: Remote
Contracting Party: CNFA For: USDA
Under: USDA Food for Progress West Africa PRO-Cashew project, FCC-641-2019/006-00
Release Date: March 21, 2025
Section 2 – Scope of Procurement
1. Introduction: CNFA is an international agricultural development organization that specializes in the design and implementation of sustainable, enterprise-based agricultural initiatives. CNFA implements the USDA Food for Progress West Africa PRO-Cashew project in Cote d’Ivoire, Benin, and Nigeria, a USDA-funded Project with the objective to improve the efficiency and quality in productive and trade for producers and develop more coherent regional trade and investment policies. The purpose of this Solicitation is to solicit a 12-month subscription of a data management software for 70 users.
2. Technical Specifications: The data collection and management system must provide for the secure collection, storage, processing, analysis, and dissemination of data related to the activities of the project. Specific minimum functionalities include:
• Data collection: The software must enable data to be collected efficiently from a variety of sources (online forms, databases, APIs, etc.).
• Storage and organization: Secure storage and clear organization of data are essential. The software should offer data management, classification and categorization functionalities.
• Data analysis: Look for relevant analysis functions: descriptive statistics, statistical tests, data mining, data visualization (graphs, dashboards).
• Reports and dashboards: The software must be able to generate clear, customizable reports, as well as interactive dashboards for monitoring key performance indicators (KPIs).
• Automation: Automating repetitive tasks (data collection, processing, reporting) saves time and reduces errors.
• Data security: The software must guarantee data security using robust protection measures (encryption, access control, etc.).
• Longitudinal monitoring of beneficiaries cashew nut production plots
*Unless otherwise indicated, any stated brand names or models are for illustrative purposes only. An equivalent substitute meeting specification requirements is acceptable.
2.1 Warranty and After Sales Service: Offers must include warranty and/or after sales support information.
Section 3 – Evaluation Methodology and Criteria
CNFA will use a Weighted Trade-Off Analysis, Including Cost Criteria evaluation methodology for this solicitation. Weighted Trade-Off Analysis selects the offeror providing the best overall value to CNFA, considering both price and technical factors, according to the assigned weights provided in the evaluation criteria. The Technical Evaluation Committee (TEC) will assess offer acceptability in accordance with the following criteria:
Criteria Criteria Description Assigned Weight
Functionality Quoted service must satisfy minimum functionality capabilities outlined in Section 2: Technical Specifications 60
Previous Experience Quality of references provided 10
Warranty and After Sales Support Support services offer 10
Cost Cost reasonability relative to service offered 20
Total 100 points
Section 4 – Offer Format Instructions
Offers in response to this solicitation must comply with the following instructions:
a. Submissions will be accepted in the following language(s): English
b. Include the following in the offer footer:
1. Offeror name
2. Solicitation Number
3. Page Numbers
c. Offer in the format provided in Annex 1
Section 5 – Complete Offer
A complete offer must include the following documents:
a. Completed Annex 1 – Offer Template
b. Copy of the Offeror’s business license – if an individual, a copy of personal identification
c. Three references for whom the offeror has performed similar work
Section 6 – CNFA Terms and Conditions
1. Ethical and Business Conduct: CNFA is committed to integrity in procurement, and only selects offerors based on objective business criteria such as price and technical merit. CNFA does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any organization or individual violating these standards will be disqualified from this solicitation, barred from future procurement opportunities, and may be reported to both CNFA’s Client – as applicable – and the appropriate Office of the Inspector General.
Employees and agents of CNFA are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to CNFA’s Client – as applicable – and the appropriate Office of the Inspector General. In addition, CNFA will further inform these agencies of any Offerors’ offers of money, fee, commission, credit, gift, gratuity, object of value or compensation to obtain business.
Please contact the designated Point of Contact on the Solicitation Cover Page with any questions or concerns regarding the above information or to report any potential violations. Potential violations may also be reported directly to CNFA’s Fraud Hotline in writing via email at FraudHotline@cnfa.org or you may make an anonymous report by phone, text, or WhatsApp to the CNFA Global Fraud Hotline at 202-991-0943.
2. Terms and Conditions: This Solicitation is subject to CNFA’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 the following terms and conditions will apply:
(a) CNFA’s standard payment terms are 30 calendar days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the offer in response to this Solicitation and identified in the resulting award; payment will not be issued to a third party.
(b) No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
(c) Any international air or ocean transportation or shipping carried out under any award resulting from this Solicitation must take place on U.S.-flag carriers/vessels unless otherwise approved by CNFA.
(d) United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
(e) United States law prohibits engaging in any activities related to Trafficking in Persons. The selected offeror under any award resulting from this Solicitation must ensure compliance with these laws.
(f) The title to any goods supplied under any award resulting from this Solicitation shall pass to CNFA following delivery and acceptance of the goods by CNFA. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to CNFA.
(g) The offeror is prohibited from providing certain telecommunications equipment or services as a substantial or essential component of any system, or as a critical technology as part of any system, produced by the following covered companies, and their subsidiaries and affiliates, in the performance of any resulting award: Huawei Technologies Company; ZTE Corporation; Hytera Communications Corporation; Hangzhou Hikvision Digital Technology Company; Dahua Technology Company; and any other company as determined by the United States Government. The offeror certifies it will not provide covered telecommunications equipment or services to CNFA in performance of the resulting award. If covered telecommunications equipment or services are offered, the offeror must disclose it.
3. Disclaimers: This is a Solicitation only. Issuance of this Solicitation does not in any way obligate CNFA, its project(s), or its Client(s) to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. In addition:
(a) Offerors are responsible for ensuring their offers are received by CNFA in accordance with the instructions, terms, and conditions described in this Solicitation; failure to adhere to instructions may lead to disqualification
(b) CNFA may cancel the Solicitation and not award at any time
(c) CNFA may reject any or all responses received
(d) Issuance of the Solicitation does not constitute award commitment by CNFA
(e) CNFA reserves the right to disqualify any offer based on offeror failure to follow the Solicitation instructions
(f) CNFA will not compensate offerors for response to the Solicitation
(g) CNFA reserves the right to issue award based on initial evaluation of offers without further discussion
(h) CNFA may negotiate with offerors for their best and final offer and/or request clarifications from any offeror prior to award
(i) CNFA reserves the right to increase or decrease its order for quantities or units with the selected offeror
(j) CNFA may reissue the Solicitation or issue formal amendments revising the original Solicitation specifications and evaluation criteria before or after receipt of proposals
(k) CNFA may modify the specifications without issuing a formal notice to all offerors when the revisions are immaterial to the scope of the Solicitation
(l) CNFA may choose to award only part of the activities in the Solicitation, or issue multiple awards, if in the best interest of CNFA
(m) CNFA reserves the right to waive minor offer deficiencies that can be corrected prior to award determination to promote competition
(n) Offerors understand that CNFA’s Client(s) is not a party to this Solicitation and the offeror agrees that any protest hereunder must be presented – in writing with full explanations – to CNFA for consideration. CNFA’s Client(s) will not consider protests regarding procurements carried out by CNFA. CNFA, at its sole discretion, will make a final decision on any protest for this procurement.
Annex 1 – Offer Template
The following cover letter must be placed on letterhead – if applicable – and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:
PART 1 – COVER LETTER
To: Rachael Franchini
procurement@cnfa-procashew.org
Reference: Solicitation no. CASHEW-RFQ-DC-002-2025
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 Solicitation. Please find our offer attached.
We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced Solicitation. We further certify that the below-named organization—as well as the organization’s principal officers and all commodities and services offered in response to this Solicitation—are eligible to participate in this procurement under the terms of this solicitation and under the applicable regulations.
Furthermore, we hereby certify that, to the best of our knowledge and belief:
• We have no close, familial, or financial relationships with any CNFA, its project staff members, or its Client (as applicable);
• We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced Solicitation;
• We and our principal offerors are not debarred, suspended, or otherwise considered ineligible for receiving US Government funds. We understand that CNFA will not make any award to an entity that is debarred, suspended, or considered ineligible by the US Government;
• 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 CNFA’s prohibitions against fraud, bribery, and kickbacks;
• We understand and agree to CNFA’s prohibitions against funding or associating with individuals or organizations engaged in terrorism or trafficking in persons activities.
We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete:
For: Offeror Name: Offerors must provide entity name, if applicable, here
Submitted By: Name: Offerors must print name of the authorized person who completed this offer here
Title: Offerors must provide title of the authorized person who completed this offer here
Signature: Offerors must provide signature of the authorized person who completed this offer here
Date: Offerors must indicate the date this offer was completed here
Organization Information: Phone: Offerors must provide phone number for contact if selected for negotiation or award here
Email: Offerors must provide email for contact if selected for negotiation or award here
Address: Offerors must provide address for contact if selected for negotiation or award here
Website: Offerors must provide organization website, if applicable, here
Country of Nationality: Offerors must indicate their country of legal organization, ownership, citizenship, or lawful permanent residence here
Registration or Taxpayer ID Number: Offerors must provide registration and/or taxpayer ID number here
PART 2 – OFFER
Offerors are instructed to complete this form and place it on the Offeror’s letterhead. Once completed, this form serves as the binding quotation in response to this Solicitation and is valid for the period identified on the cover page of this Solicitation. Failure to submit the information required herein may lead to disqualification of the offer.
1. Quotation
Please provide comprehensive pricing packages for subscription services. A complete quote includes details on all functionalities associated with the subscription.
2. Tax Considerations
Offerors are made aware of CNFA’s tax status. As an organization implementing a project on behalf of USDA, CNFA is exempt from VAT and customs duties on goods and services purchased for USDA-funded activities. Offers submitted must comply with these tax considerations.
3. Bank Account
Offerors are instructed to complete boxes highlighted in gray:
Does the Offeror have an active bank account? ☐ Yes
☐ No
If yes, provide the Offeror name associated with the Bank Account if selected for eventual award. Offerors must provide the name associated with their Bank Account, if applicable, here
4. Warranty and After Sales Support
Offerors are instructed to complete boxes highlighted in gray:
Offered Warranty (Months) Description of Warranty Offered
Offerors must provide number of months of valid warranty for Items quoted here Offerors must describe warranty offered here
5. Payment Terms
Offerors are instructed to complete boxes highlighted in gray.
Note CNFA’s preference is for payment post-delivery:
Offered Payment Terms: Offerors must provide payment terms offered (for example, 10% payment due upon signature, 90% when items are delivered)
6. References
Offerors are instructed to complete the boxes highlighted in gray:
Reference No. Reference Name Contact Information Affiliation
1 Offerors must provide name of reference (organization or individual) provided here Name:
Phone:
Email:
Address: Offerors must describe relationship with reference here
Etc. Offerors must provide name of reference (organization or individual) provided here Name:
Phone:
Email:
Address: Offerors must describe relationship with reference here
Etc. Offerors must provide name of reference (organization or individual) provided here Name:
Phone:
Email:
Address: Offerors must describe relationship with reference here
Demo
Washington, DC
Full Time