HKI Procurment
Revised- for Quotation (RFQ) 

Revised-Request for Quotation (RFQ) Re-Ad

Date     : May 20, 2020

To        : The Respective Vendor

From    : Mohammad Shaheedul Islam, Admin and Procurement Manager

Subject : Revised-RFQ for Driver Service for SAPLING Bandarban Office, Procurement No. 20-05-02

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 HKI with all other offerors.

Thank you,
Mohammad Shaheedul Islam
Admin and Procurement Manager

Good Specifications

Item # Description/Specifications Unit Type Quantity
1.
 SUV  all-terrain, 4 wheel drive vehicle, AC
(as per annexure -1 of the Scope of Work) Attachment A.		 Priced on Monthly Basis
01
2.
 Various
(as per annexure -2 of the Scope of Work) Attachment A.		 Priced on Daily Basis
01

Note:

  • It’s a USAID funded project, Exempted from VAT and will settled by issuing VAT coupon subject to submission of Mushok-6.3. The vendor is not eligible to impose VAT with the bill, if they are failure to submission of Mushok 6.3 and in such case, HKI will not be liable to settle the VAT. 
  • Taxes will be deducted by HKI as per local Government rules and according to truncated rate.

Quote Validity Requirements

Vendor Eligibility Requirements

This RFQ is open to commercial and non-governmental businesses, registered in Bangladesh, capable of providing and delivering the products, and with a solid record of integrity and business ethics.

Bidders must be willing to sign and comply with the USAID Contract Provisions incorporated herein as Attachment B.}

Note: HKI 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.

Contractual Mechanism and Payment Terms:

HKI will issue a Blanket Purchase Order (BPA) to the vendor.

Following HKI’s acceptance of the goods or services, the 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.

Delivery Instructions:

The Monthly Vehicle will be kept at the Bandarban Office starting from June 10, 2020 at Helen Keller International Cox’s Bazar Office by vendor’s own cost. The daily vehicle will be brought to Bandarban office upon need but will be kept off HKI premises when not in use.

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 BDT mentioning tax, excise and other duties or taxes;

Company Details:

  • Copy of valid Company Trade license, Tax certificate (VAT Registration), TIN Certificate,  and other legal documents if needed;
  • Past performance information, including at least 3 professional references with contact information. HKI reserves the right to contact the references directly.

Price

  • Quoted price to be inclusive of Tax as per Annexure 1 and Annexure 2
  • Price/offer validity to be for the whole period/term of contract from the date of signing the contract.
  • The vendor will not change the quoted unit price after submission of the quotes and during the contract period for any reasons whatsoever.
  • The vendor will claim the fuel cost based on the use of actual fuel i.e. if the vehicle run by petrol/ octane/diesel the vendor will claim the cost of petrol/octane/diesel accordingly. If the vehicle runs by CNG, the vendor will claim CNG cost. This will be determined based on the fuel type as mentioned in quote against each vehicle and the actual use of fuel for the vehicle. If the fuel price changed by government within the contract period, the vendor must notify the change to HKI as soon as possible with a formal letter, then the unit rate of fuel price may also change with further amendment of existing contract. HKI prescribed vehicle logbook will be used to determine the mileage of actual use and accordingly mileage-wise fuel/CNG will be paid. Ferry fare, Bridge Tolls will be paid by HKI at actual per original receipt.  

Evaluation Criteria:

Quotes will be evaluated based on meeting specifications, qualifications and experience of the vendor, price, after service, delivery time and related criteria. HKI will select the offer featuring the lowest price meeting specification.

Submission of Quotes

Submission Deadline:

The quote must be submitted to HKI no later than 11:59 PM of May 31, 2020 (Bangladesh Local Time).

Submission Method:

Quote can be submitted hard copy or electronically, or both.  

  • Hard Copy:  submit quote on company letterhead duly signed and stamped by an authorized individual and delivered to the HKI Office in a sealed envelope and addressed to the Country Director;
  • Electronically:  Sign, stamp, scan and send the quote as an attachment in PDF format to bangladesh.procurement@hki.org with copy to: mislam@hki.org   

Duration of Quote:

All quotes submitted must be valid for 90 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 HKI without further negotiation.

Terms and Conditions

  • Issuance of this RFQ does not constitute an award commitment on the part of the HKI, nor does it commit HKI to pay for costs incurred in the preparation and submission of a bid.
  • Attachments to this RFQ are considered integral to all requirements.
  • HKI may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
  • False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
  • 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.
  • Right to Select/Reject: HKI 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.  HKI also reserves the right to reject any or all quotes received without explanation.
  • Reserved Rights: RFQ responses become the property of HKI. HKI reserves the right in its sole discretion:
  • To disqualify any offer based on Bidder’s failure to follow solicitation instructions;
  • To waive any deviations by Bidder from the requirements of this solicitation that in HKI's opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
  • To extend the time for submission of all RFQ responses;
  • To terminate or modify the RFQ process at any time and re-issue the RFQ;
  • To issue an award based on the initial evaluation of offers without discussion;
  • 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. HKI 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 HKI employee, nor any person associated with any HKI 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 HKI 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:  

Attachments (as applicable):