Request for Quotation (RFQ) ref: RFQ/2024/011

Provision of Customs Clearing, and Forwarding

Introduction

HANDICAP INTERNATIONAL FEDERATION (HI), operating name Humanity & Inclusion a not-for-profit association governed by the French Act of July, 1^st 1901, domiciled at “138, avenue des Frères Lumière – 69371 Lyon cedex 08, France” and registered in Rwanda under RGB with the registration number TIN No 100600244, Kicukiro sector, Kicukiro District, Kigali City, P.O. Box 747 KIGALI.

Preamble

• HI is an independent international aid organisation working in situations of poverty and exclusion, conflict and disaster,
• HI works alongside persons with disabilities and vulnerable persons; its action and testimony are focused on responding to their essential needs, their living conditions,
• HI is committed to promoting the respect of their dignity and their fundamental rights
• To that end, HI retains service providers who are reputed for their skills in their field of activity,
• HI and the Service provider have agreed to work together in a working relationship devoid of any form of hierarchical subordination.

Requirement/ Technical Specifications 

As part of the Vehicle Documents the Service Provider provides the following Services:

•  Vehicle Cost for an IT plate renewal service
•  Vehicle new IT plate registration service (declaration M7 and M5 or new declaration procedures: if applicable)
• Customs clearing service
•  Exemption formalities service
• Service Provider will facilitate the Client to get the mentioned services and getting the necessary documents as results.
•  Service Provider shall work closely with the client in order to have a result-oriented solution on time basing on orders.
•  Other issues and matters relating to the clearing and customs services and service provider responsibility. But in case, client will give any support needed by the Service Provider in order to have an ordered service on time.

Please submit your quotation for the supply and delivery of the listed items below. Your quotation should be official letterhead with an authorized signature and stamp

Please take note of the following requirements and conditions pertaining to the supply of the above-mentioned supplies:

Eligibility

Handicap International Federation seeks to contract the Service of clearing &Forwarding Agent who know and understand the major rules and regulations applicable in national and international in Rwanda.

In order to be considered for award, Service provider s must be currently legally operating in Rwanda and the quotation must include all of the following information:

• Ability to meet or exceed the Requirements/Technical Specifications outlined in Section B;
• Ability to deliver/ provide  the items specified in Section B

Submission Instructions

The following information to be included by vendor in quotation:

• Quoted price in for each item specified in Rwandan francs. (This price should be inclusive of all taxes if applicable).
• This tendering process will result in entering into a contract with the successful and selected bidder. The period of performance for this effort shall be one year
• Guarantee details
• Validity period of offer (Offer should be valid for at least 90 days)
• Payment modality: HI is preferable payment after delivery of goods by Bank transfer
• Delivery period after PO issue
• The Quotation must be on official letterhead with an authorized signature and stamp
• Specifications of the products offered in section C fully addressed
• Warranty and information for the product can be included as an attachment to the quotation cover sheet
• Respect of HI Institutional Policies: Disability, Gender and Age, Child protection, anti-fraud and corruption, (Remember to sign on each policy and send together with your offer).

Electronic submissions must be received at the address specified below by September 5th, 2024, 5:00PM, Rwanda Standard Time and please make sure that the submission is titled with the exact same solicitation reference number stated above.

Submissions must be forwarded in electronic format only in PDF to dao@rwanda.hi.org . Quotations should not contain any unnecessary promotional material or elaborate presentation formats (black and white is preferred). Vendors must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment. Please reference the RFQ Number and RFQ Name in the e-mail subject line.

• Proposals submitted through hard copy will not be considered.
• Quotations received after that time or at a different address may not be accepted
• All quotations and delivery dates shall be valid for a period of ninety 90 days following the submission due date mentioned above.

Evaluation Criteria

HI will award a contract resulting from this solicitation to the responsible vendor whose quote will be the best value for HI, price, and other factors considered. The following factors shall be used to evaluate offers:

• Technical capability of the item offered to meet the HI ’s requirements.
• Administrative evaluation
• Financial evaluation.

Terms and Conditions

Disclaimers

• HI reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. HI may cancel the solicitation at any time
• HI may reject any or all proposals received.
• Issuance of solicitation does not constitute award commitment by HI.
• HI reserves the right to disqualify any quotation based on vendor’s failure to follow solicitation instructions.
• HI will not compensate Vendors for their response to the solicitation.
• HI reserves the right to issue an award based on initial evaluation of applications without further discussion.
• HI may contact Vendors to confirm contact person, address, and that the proposal was submitted for this solicitation.
• HI may contact listed past performance references without notice to the Vendor. HI also reservesthe right to contact other past performance information sources that the Vendor did not list in the proposal.
• By submitting a proposal, the Vendor confirms he/she understand the terms and conditions.
• Information pertaining to and obtained from the Vendor as a result of participation in this solicitation is confidential. The Vendor consents to the disclosure of the documents submitted by the Vendor to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.