Request for Quotations No. 2023-001

Education Development Center, Inc. 

(Hereafter referred to as “EDC”)

Request for Quotations for Procurement and Delivery of:

Lot 1: One (1) 4x4 Pickup Vehicle with Seating Capacity for Five (5) to Six (6)  

Lot 2:  One (1) 4x4 SUV with Seating Capacity for Five (5)

Date of Issuance:

August 2, 2023

Education Development Center (EDC) is a global nonprofit that advances lasting solutions to improve education, promote health, and expand economic opportunity, with a focus on vulnerable and under-served populations. 

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The primary purpose of the 3-year, USAID-funded Teaching and Learning Materials, Market System Development is to strengthen the market system for teaching and learning materials and increase the quantity, quality, affordability, and accessibility of books and other reading materials (physical and digital) in schools, homes, and communities, contributing to improved reading outcomes. 

Organizations submitting quotations in response to this Request for Quotation (“RFQ”) must not have any relationship with USAID under the terms of this RFQ or any resultant contract. All communications regarding this RFQ will be directed to EDC. 

1. Purpose and Eligibility 

1.1 Purpose

The purpose of the RFQ is to invite prospective Offerors to submit quotations for the supply of one (1) 4x4 pickup vehicle with seating capacity of five (5) to six (6) including driver and one (1) 4x4 SUV with seating capacity of five (5), including driver.    

1.2 Eligibility

This procurement is open to Offerors from organizations within the authorized Geographic code of 935 but excluding foreign policy-restricted countries. 

2. General Information 

2.1 Original RFQ Document

EDC shall retain the RFQ, and all related terms and conditions, exhibits and other attachments, in original form in an archival copy. Any modification of these, in the Offeror’s submission or subsequent contract, is grounds for immediate disqualification. 

2.2 RFQ Provisions

1. All information provided by EDC in this RFQ is offered in good faith. EDC makes no certification that any item is without error. EDC is not responsible or liable for any use of the information or for any claims asserted there from.
2. This RFQ does not under any circumstances commit EDC to pay any costs incurred by the Offeror in the submission of a quotation. This is the Offeror’s responsibility.
3. All materials submitted in response to this RFQ shall become the property of EDC upon delivery to EDC.
4. Additional documentation may be required prior to selection.
5. All quotations in response to this RFQ and other communication must be received in English. 

2.3 Schedule of Events

The following schedule applies to this RFQ but may change in accordance with EDC’s needs or unforeseen circumstances. Changes in this timeline will be announced as formal modifications to the RFQ and will be posted at www.jobinrwanda.com .

2.4 Inspection and Acceptance

Under any contract awarded in response to this RFQ, EDC may inspect and test the Vehicles to determine whether such Vehicles conform to the terms of the contract and its attachments. Unless otherwise agreed to in writing by EDC, EDC shall have a right to inspect Vehicles for conformity before payment or acceptance of such Vehicles, in accordance with Section 2-513(1) of the Uniform Commercial Code UCC. Payment for Vehicles made before inspection for conformity shall not constitute an acceptance of such Vehicles or impair EDC's right to inspect such Vehicles or any of EDC's remedies, in accordance with Section 2-512(2) of the UCC. Vehicles rejected or Vehicles in excess of the quantities ordered may be returned to the selected Offeror at the selected Offeror's expense. 

3. Quotation Submission and Selection

3.1 Offeror’s Understanding of the RFQ

In responding to this RFQ, the Offeror fully understands the RFQ in its entirety and in details, including making any inquiries to EDC as necessary to gain such understanding. Clarification questions must be submitted by potential Offerors—in writing—by the date and time designated in  Line A of the Chart in Section 2.3.

Responses will be published in writing in accordance with  Line B of the Chart in Section 2.3. EDC reserves the right to disqualify at its sole discretion any Offeror who submits a quotation that is not responsive or that demonstrates less than such understanding. That right extends to cancellation of the contract if a contract has been made. Such disqualification and/or cancellation shall be at no fault, cost, or liability whatsoever to EDC.

3.2 Communication

Verbal communication shall not be effective unless formally confirmed in writing by the EDC Contact Person in charge of managing this RFQ process. In no case shall verbal communication govern over written communication.

Offerors’ inquiries, questions, and requests for clarification related to this RFQ are to be directed in writing in English before the date and time designated in  Line A of the Chart in Section 2.3 to:

Education Development Center, Inc. 

Attention: Procurement Department

E-mail: ryp@edc.org

Email subject: Questions regarding RFQ No. 2023-001

3.3 Quotation Submission

All quotations must include a cover letter provided on the Offeror’s letterhead or stationery and be signed in writing by the Authorized Officer of the Offeror. It is not acceptable to provide only the typed name of the Offeror’s representative.  Quotations submitted without a written signature will not be considered.  The Authorized Officer of the Offeror who signs the cover letter must also sign all other components of the quotation, which require a signature.

Quotation must be delivered via email to: 

Education Development Center, Inc. 

Attention:            Procurement Department 

E-mail:                ryp@edc.org

Email: subject:   Quotation in response to RFQ No. 2023-001 

Quotations sent via email, quotations must have the subject line of “Request for Quotations for Procurement of Vehicles” and must include the number of emails (for example, Email 1 of 2, Email 2 of 2, etc.) in the subject line. The quotation itself must include all documents required by this RFQ in Word, Excel, or pdf format and those documents must be attached to the email message(s); all attachments must be clearly labeled and must be numbered sequentially in order for EDC to review the quotation. If the quotation is sent in more than one email message, the Offeror should send all of the email messages with the quotation submission on the same day and time and send the emails as closely together as practicable.

It is the responsibility of the Offeror to ensure that the quotation is delivered to EDC by the deadline date listed in this RFQ.

All quotations must be received by EDC, before the date and time designated in Line C of the Chart in Section 2.3.

3.4 Eligibility of Quotations

3.4.1 Complete Quotations

Offerors must submit all components required by this RFQ, including its annexes, in order for their quotation to be complete.  Please see Annex C for a list of the items to be included in the quotation.

Before evaluating quotations, EDC will determine which quotations include the components required by the RFQ to be considered a complete quotation. Please note that although EDC will determine certain quotations to be complete, this determination does not signify that an award will be made to one or any of the Offerors with complete quotations. Only complete quotations will be evaluated and considered for award.

3.4.2 Past Performance

Offerors may be disqualified if a check of past performance demonstrates that the Offeror has not been able to deliver similar services on time and in a satisfactory manner.

3.4.3 Compliance with Technical Specifications & Requirements

Offerors may be disqualified if the quotation does not demonstrate compliance with Section 4, Technical Specifications & Requirements.

3.5 Evaluation Criteria

EDC shall evaluate all complete quotations based on price.

3.6 Selection

EDC may award one or more contracts resulting from this RFQ to the Offeror(s) whose quotation(s) conforming to this RFQ offer(s) the greatest value. EDC may also (a) reject any or all quotations, (b) accept other than the lowest quotation, or (c) accept more than one quotation. Contracts may be issued for some or all of the Vehicles. Contracts may be issued for some or all of the lots.  EDC, at its sole discretion, may waive informalities and minor irregularities in quotations received.

EDC may award a contract without discussions with Offerors.  As such, Offerors are strongly encouraged to submit their best quotations with their original submissions. EDC reserves the right to conduct site visits and/or to conduct discussions, which may result in revisions to quotations, with one or more than one or all Offeror(s) if EDC determines, at its sole discretion, discussions to be necessary.  Discussions may include oral presentations provided by the Offeror.

4. Technical Specifications & Requirements

4.1 Specifications for Vehicle

Offerors must meet all of the specifications listed in Section 4.1. 

4.1.1 Vehicles

Submit quotations for the following Vehicles:

Lot 1:  Total of one (1) pickup vehicle 4x4 capability with seating capacity of five (5) to six (6) including driver

Lot 2: Total of one (1) vehicle with seating capacity of five (5) including driver.

4.1.2 Quantities

EDC will purchase two (2) vehicles in total. Quotations are requested for the following quantities:

4.1.3 Delivery Schedule and Location

The quotation must be based on the following delivery schedule, taking into account the delivery location specified below.

If for any reason it is not possible to deliver the vehicles on or before 60 business days after award of contract, please propose an alternative schedule that will get the vehicles delivered as quickly as possible. Preference will be given to those Offerors that can complete delivery no later than 60 business days after award of contract.

4.1.4 Warranty

All Offerors must provide a document with proposed or applicable warranty for each of the Vehicles in order for their quotation to be reviewed. In addition to any other express or implied warranties, Offerors must expressly warrant that:

1. All Vehicles  delivered  under  any  contract  resulting  from  this  RFQ  will  be merchantable, new, suitable for the uses intended, of the grade and quality specified, free from all defects in design, material and workmanship, conform to all samples, drawings, descriptions and specifications furnished, and be free of liens and encumbrances and that the use, distribution or resale of Vehicles by EDC will not infringe any third party's patent, trademark, trade secret, copyright, or any other proprietary, intellectual property or other right held by any third party.
2. The warranties set forth shall not be waived by reason of the acceptance of Vehicles or payment therefore by EDC.
3. Warranty shall be honored through a dealer network throughout Rwanda, which can provide original equipment manufacturer parts.
4. Offeror will be solely responsible for any loss or damage to the vehicles during shipping.

4.1.5 Other specifications

Offerors may not provide any Vehicles manufactured or produced in or shipped from countries sanctioned by the US government. Quotations that include Vehicles from countries sanctioned by the US government shall be rendered non-responsive.

4.1.6 Inspection  

EDC reserves the right to inspect to determine whether they conform to the specifications in Section 4.1. Any payment made before inspection for conformity shall not constitute an acceptance of such vehicles or impair EDC’s right to inspect the vehicles. Deliveries rejected may be returned to selected Vendor at the selected Vendor’s expense, subject to the following: 

EDC may reject any or all of the deliveries or any part thereof that do not conform to EDC’s specifications and standards. The decision of the EDC representative will be final with regards to specifications as well as the intended purposes and will be binding on the Parties. The selected Vendor shall replace such rejected items at no additional cost to EDC.

4.2 Shipment

If the selected Offeror will need to air or ocean-ship any items, to Rwanda, air or ocean shipping must comply with USAID and U.S. Government regulations, which require shipment via US flag carrier.  If US flag carrier is not available for all or some of the shipment, the Offeror must provide specific information why US flag carrier is not available for which sections of the shipping, what percentage US carrier will ship and what percentage foreign carrier will ship. The Offeror must be able to initiate the shipment of the commodities within 60 business days of written notification from EDC that EDC will purchase the vehicles from the selected Offeror.

All Offerors must provide a timeline for shipment in order for their quotation to be considered; the timeline should indicate the country of origin of the shipment, if known. If the Offeror will not need to ship the item, please state this in the quotation.

5. Price Quotation Requirement 

5.1 Price Quotation

The price quotation must include the costs for the Vehicles including any necessary components to meet the specifications in Section 4 including any in-country and (if needed) any ocean or air transport costs. The quotation must include costs on: 1) a per unit basis; 2) transportation costs; 3) applicable fees; 4) applicable taxes including VAT and 5) the total cost.   The country of manufacture for each vehicle must be specified and included in the price quotation.   

All Offerors must provide a price guarantee that the quotation price remains valid for 120 calendar days.  The quotation must follow the format provided in Annex D.

6. Contract Type and Payment

6.1 Payment

One or more firm-fixed-price contracts may be awarded in response to this RFQ. The payment schedule for any resultant contract is anticipated to be as follows:

For Lot 1, one (1) 4x4 pickup vehicle with seating capacity of five (5) to Six (6) including driver and for Lot 2, one (1) SUV vehicle with seating capacity of five (5) including driver.

EDC reserves the right, at its sole discretion, to revise the payment schedule before issuance of a contract. EDC further reserves the right to require the Offeror to provide performance security or a bank guarantee. 

6.2 Contract Terms

The anticipated contract terms and conditions for any resultant contract are provided in Annex E. EDC reserves the right, at its sole discretion, to revise the contract terms and conditions before issuance of a contract.

7. Organizational Information and Certification Form

In order for their quotation to be considered, the Offeror must complete and submit the Organizational Information and Certification Form included in Annex A to this RFQ and submit all the attachments required by Annex A to this RFQ.