PEACE CORPS

Overseas Request for Quotation (RFQ) for Supplies/Services/Equipment

RFQ Number: 004/FY2024

Date: October 13, 2023

Peace Corps/Rwanda has a need for vehicles and generators fuel. Peace Corps is soliciting fixed-price quotations from the vendor community for the supplies and/or services detailed below.     

If you are interested in submitting a quotation, please do so by sending your completed and signed Attachment 1—Vendor Quotation Form by e-mail to:

               Name: Jean Paul Gakwerere           

               E-mail: jgakwerere@peacecorps.gov

Quotations are due no later than 13:00 Kigali time on October 27, 2023.  Late quotations will not be accepted.

Written questions about this Request for Quotation (RFQ) may be sent in the same fashion to the individual noted above in advance of the RFQ due date.  No phone calls please.

Peace Corps will evaluate all quotations received by the deadline based on the minimum requirements and/or evaluation factor(s) shown below.  Contingent on the availability of funds and continued need for the supplies and/or services, at the end of the evaluation process, Peace Corps intends to award a firm-fixed-price contract for the purchase of the required supplies and/or services to the selected vendor.

A. Statement of Work/Description of Requirements

In order to maintain effective controls over fuel for the vehicles and generators, the successful bidder should:

1. Have an electronic fueling card system; the details of which should be explained in the proposal. 
2. Trained staff to use the electronic fueling card system.
3. 24 hour fueling availability.
4. Have fuel stations throughout Rwanda to provide ease in re-fueling when outside of Kigali.  The proposal should provide a list of the locations of all fueling stations throughout the country, as well as clearly stating whether the location is owned by the company or operated by a partner. 
5. Have a sufficient level of fuel reserves in case of emergency or stock-out. 
6. Provide clear communication to stakeholders in case of fuel price changes, closures, stock-outs, location changes, or other issues that will affect the ability to procure fuel.
7. Provide monthly fuel reports in Excel that specify the amount used on each fuel card.
8. Use POS system that accepts Fuel Cards at all locations at both company owned and partner locations.                                                                                                 

Supplier Unit Quotes shall be a Firm Fixed-Price, and inclusive of any administrative or overhead costs. However, the unit price/ litter may increase or decrease as directed by the Government of Rwanda through Rwanda Utilities Regulatory Authority. All changes, should there be any, must be reflected on invoices against orders placed by the Peace Corps.                                                                                                        

B. Place of Performance: Kigali and all regional towns of Rwanda 

C. Contract Terms and Conditions 

As an Agency of the United States Government, Peace Corps has an approved contract template that it intends to use for the award.  Peace Corps reserves the right to deny making a contract award to a vendor should they refuse to sign the Peace Corps approved contract template.

D. Minimum Criteria: 

A quotation will not be considered further if it does not meet the following minimum criteria:

• Clear proposal that addresses each of the points listed under section A.

• Submit the proposal by the due date 

E. Evaluation Factors: 

Quotations that meet the minimum criteria listed above may be further evaluated based on the following factors:

• Past performance reference
• Amount of discount/1L of fuel 

Award may be made with or without negotiations between the Peace Corps and the selected vendor.  Award may be made to a vendor that provided the lowest priced technically acceptable quotation, or to a vendor other than the one that provided the lowest priced quotation, should that vendor be determined to have provided the best value quotation to the Peace Corps taking technical and cost factors into account. 

All vendors that submit quotations in response to this RFQ will be notified of the results.