Request for Quotation (RFQ)

Date:    18/02/2022

To:      

From:   Grace Matu

Subject: Request for Quotation (RFQ) for 3 double cabin pick-up Vehicles  

Procurement No. (2022/01/21).

Dear Vendor:

Helen Keller International (HKI) is seeking eligible, qualified suppliers to provide their best price quote for the item(s) below. 

• If interested, the quotation must be submitted on company letterhead and signed by an authorized individual. 
• Please refer to the Terms and Conditions below in preparing your quote. 
• Please acknowledge receipt of this request by signing the vendor conflict of interest certification below and indicate intention to quote.
• No telephone calls will be accepted and any questions regarding this RFQ must be submitted in writing prior to the deadline.  Questions and answers considered to be material to this quotation may be shared by Helen Keller International with all other offers.

Thank you,

Grace Matu

Procurement and Logistics Officer

Good Specifications

Item #	Description/Specifications	Unit Type	Quantity
1	Double Cabin Pickup Truck 4X4 Engine power 2.7LTR (from 2021 Model) New shape No Turbo Engine   General specificities Shape: Double cabin ;steering wheel on the left;4 doors;Number of seats: 4 to 5   Engine -Transmission-Bodywork-Dimensions: petrol engineGearbox: manualNumber of cylinders: 4 to 6Minimum fuel capacity: 75 litersConsumption: [6.4 to 9.7 l / 100 kms]Braking system: Ventilated discsMinimum engine power hp per rpm: 94/3500Administrative power: 8 hp to 12 hp;Cylinder: 1.898 to 4164 cm³Transmission: 4-wheel system (4 x 4) which can be manually activated.Power steeringNumber of doors: Wheelbase: 3000 to 3220 mm ;Ground clearance: 237 à 310 mm.   Security Automatic central lockingSeatbelts for all seatsAirbag system (driver and passenger cabin);Electric windowsAnti-fog   Amenities Dual air conditioningAir conditioning at the rearAutoradio AM/FM ;Fabric seatsElectrically adjustable wing mirrorsMud guard (front and back); Wheel width, alloy rims [205/65 R16-265/70 R17].   Others After sales service;At least 3 years Guarantee or 100,000 kms	vehicle	3

Quote Validity Requirements

Vendor Eligibility Requirements	This RFQ is open to commercial and non-governmental businesses, registered in Nigeria, capable of providing and delivering the products, and with a solid record of integrity and business ethics.   Note: Helen Keller International will not award a contract to any firm that is debarred, suspended, or proposed for debarment, or who proposes to do business with firms or firms’ principals who are debarred, suspended, or proposed for debarment, in the performance of the requirement of this activity.   Source/Nationality Requirements: Any item quoted by a Bidder or supplied by the selected Vendor must meet source and nationality requirements in accordance with United States Code of Federal Regulations, 22 CFR 228.  The USAID Geographic Code is 935 which includes any area or country, including Nigeria, and excluding any prohibited source countries (see below). Bidders may be requested to provide proof of vendor nationality and product source.   In addition, Helen Keller reserves the right to give preference to vehicles manufactured in the United States in accordance with 22 CFR 228.19. Bidders will be required to provide proof of supplier nationality, vehicle source, and vehicle manufacturer information as part of its eligible quote.   Bidders may not offer or supply vehicles that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following prohibited source countries: Cuba, Iran, North Korea, Syria.
Contractual Mechanism and Payment Terms:	Helen Keller International will issue a Purchase Order to the vendor.   Following Helen Keller International’s receipt and acceptance of the vehicle, payment will be made within 30 days of the receipt of an invoice.   Payment will only be issued to the Vendor identified in the Purchase Order; payment will not be issued to a third party or an individual.   Payment will attract a 5% to 10% WHT deduction as applicable.   Submission of quotations means vendor will accept Helen Keller International Purchase Order terms and conditions including the right to terminate any resulting contract without financial penalty to Helen Keller International.
Delivery Instructions:	The selected Vendor will deliver all vehicles within days of signing a Purchase Order.   Vehicles must be delivered at Helen Keller International Office, Abuja   18 Thomas Sankara Street, Asokoro Abuja.
Quote must include the following:	Quote Details: Quote shall be marked with PR# above;Detailed description of the quoted items;Information on delivery cost, method, date;Detailed information on any insurance and/or warranties offered by the vendor;Quotation in Naira exclusive of tax, excise and other duties or taxes. Any tax, excise or other duties or taxes must be quoted as a separate line item;   Company Details: Copy of valid Company Trade license, Tax certificate (VAT Registration).   Vehicle Details: Proof of source, nationality, and manufacture information, including certificate or license specifying:The source of the vehicle (i.e. either the country from which the vehicle will be shipped to Nigeria or if the country is located in Nigeria at the time of purchase)The place of manufacture of the vehicle.The nationality of the vendor, including the vendor’s registered office, ownership, nationality, etc.
Evaluation Criteria:	Quotes will be evaluated based on meeting specifications, qualifications and experience of the vendor, price, after sale service, delivery time and related criteria. Helen Keller International will select the offer featuring the {Lowest Priced Meeting Specifications}.

Submission of Quotes

Submission Deadline:	The quote must be submitted to Helen Keller International no later than March 4 2022.
Submission Method:	Quote can be submitted hard copy, electronically, or both Hard Copy:  submit quote on company letterhead duly signed and stamped by an authorized individual and delivered to the Helen Keller International Office in a sealed envelope and addressed to Country Director Helen Keller International No 18, Thomas Sankara Street, Asokoro. Abuja;Electronically:  Sign, stamp, scan and send the quote as an attachment in PDF format to Nigeria-procurement@hki.org with copy to: sokafor@hki.org
Duration of Quote:	All quotes submitted must be valid for 120 days from the Submission Deadline specified below. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is selected, all information in the RFQ and negotiation process is contractually binding and may be accepted by Helen Keller International without further negotiation.

Terms and Conditions

1. Issuance of this RFQ does not constitute an award commitment on the part of the HKI, nor does it commit Helen Keller International to pay for costs incurred in the preparation and submission of a bid.
2. Attachments to this RFQ are considered integral to all requirements.
3. Helen Keller International may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
4. False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
5. Conflict of Interest Disclosure: Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award.  Failure to provide full and open disclosure may result in HKI having to re-evaluate selection of a potential Bidder.
6. Right to Select/Reject: Helen Keller International reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive quotes and to terminate negotiations without incurring any liability.  Helen Keller International also reserves the right to reject any or all quotes received without explanation.
7. Reserved Rights: RFQ responses become the property of Helen Keller International. Helen Keller International reserves the right in its sole discretion:
8. To disqualify any offer based on Bidder’s failure to follow solicitation instructions;
9. To waive any deviations by Bidder from the requirements of this solicitation that in Helen Keller International’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
10. To extend the time for submission of all RFQ responses;
11. To terminate or modify the RFQ process at any time and re-issue the RFQ;
12. To issue an award based on the initial evaluation of offers without discussion;
13. To award partial goods/activities; and/or issue multiple awards.

Vendor Conflict of Interest (COI) Certification & Confirmation of Intent to Bid

HKI’s Code of Conduct and Ethics Policy requires full and open disclosure when dealing with procurement. Helen Keller International employees must avoid any COI or the appearance of a COI, must provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants, and shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor. Vendor agrees to either: 1) disclose any such COIs; or 2) affirm to the best of its knowledge, information and belief, that no Helen Keller International employee, nor any person associated with any Helen Keller International employee, is an employee, director, officer, consultant to/of, or has any financial interest, direct or indirect, in the Vendor’s organization, or has received or will receive any financial benefit, directly or indirectly, from the award of a contract through this solicitation. For the purpose of this certification, “associated” persons include but not limited to: a spouse, domestic partner, child, parent, or sibling, in-law, nephew, niece, extended family member. A materially false statement made in connection with this certification and/or failure to conduct appropriate due diligence in verifying the information that is the subject matter of this certification may result in rendering the vendor non-responsive for the purpose of this award. Vendor is encouraged to disclose any connection to any Helen Keller International employee that could create an appearance of conflict of interest, regardless of whether it meets the listed definitions above.

By signing below, Vendor confirms no known COIs exist, or Vendor has disclosed any COIs in writing (please attach disclosure separately); and acknowledges receipt of this RFQ, thereby confirming intent to submit a bid in accordance with the RFQ requirements.

By Vendor:
Name (print):
Title:
Signature:
Date:

Download the RFQ here