Request for Quotations (RFQ)

Term of Reference

RFQ Number: FC-002/9-21

Issuance Date: September 3, 2021

Deadline for Offers: September 23, 2021

Description: Vehicle Rental Service

For: ForumCiv Liberia

Funding Partner: Swedish International Development Cooperation Agency (SIDA)

ForumCiv Point of Contact:

ForumCiv Liberia Country Office

LPMC Road Community

Gbarnga City, Bong County

Liberia

Section 1: Instructions to Offerors

Introduction: ForumCiv Liberia is soliciting quotations from eligible and responsible firms regarding vehicle rental, as described below in Section 1 (Instruction to Offerors).

ForumCiv is a Swedish non-profit member based civil society organization which contributes to strengthening a pluralistic civil society by empowering people using a human rights-based approach and works in development cooperation, sub-grants, advocacy, and capacity development. ForumCiv has built a reputation of trust which allows for constructive communication channels between rights-holders, institutions of state, and other duty-bearers. This experience was vital to the Liberian context where ForumCiv started direct operations in 2018 through strengthening CSOs under the program: “Sustainable ownership, empowering communities and civil societies in Liberia”. The initial coverage of the programme includes Bomi, Bong, and Grand Gedeh Counties.

Under the “Sustainable ownership, empowering communities and civil societies in Liberia”, ForumCiv is supporting the implementation of the Land Rights Act to the benefit of local communities through awareness, capacity building and advocacy initiatives. ForumCiv will embark on a Public Information Campaign and a cultural Caravan to disseminate the Land Rights Act.

Offerors are responsible for ensuring that their offers are received by ForumCiv in accordance with the instructions, terms, and conditions described in this RFQ. Failure to comply with the instructions described in this RFQ may lead to the disqualification of an offer.

Offer Deadline and Protocol: Offers must be received no later than 16:00 GMT on September 23, 2021.electronically and/or in hardcopy.

Any email offers must be sent to the following address:

Job.liberia@ForumCiv.org

Any hard copy offers must be stamped and signed by the offeror’s authorized representative and delivered to the following address:

Bong County:

c/o Samuel Boakai

ForumCiv Liberia Country Office

LPMC Road Community

Gbarnga City, Bong County

Liberia

Monrovia:

c/o Richlue O. BURPHY

ForumCiv Satellite Office

Directly Opposite Main Entrance One UN Building

1st Street Sinkor, Monrovia Liberia

Offers received after the specified time and date will be considered late and will be reviewed only at ForumCiv discretion.

1. Questions: Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 14:00 GMT on September 19, 2020 by email to Samuel F. Boakai-Logistic Assistant (Samuel.Boakai@forumciv.org) or Richlue O. Burphy – Program Support Manager (Richlue.Burphy@forumciv.org) Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that ForumCiv believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in applying.

Only the written answers issued by ForumCiv will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of ForumCiv or any other entity should not be considered as an official response to any questions regarding this RFQ.

2. Specifications: Section 3 contains the technical specifications of the required items. Please note that, unless otherwise indicated, stated brand names or models are for

illustrative description only. An equivalent substitute, as determined by the specifications, is acceptable.

3. Quotations: Quotations in response to this RFQ must be priced on a fixed-price, all inclusive basis, including delivery and all other costs. Pricing must be presented in United States Dollars or its Liberian Dollars equivalence. Offers must remain valid for not less than thirty (30) calendar days after the offer deadline. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit a copy of their official registration or business license.

4. Delivery: The delivery location for the items described in this RFQ is

ForumCiv Country Office on the LPMC Road, Gbarnga, Bong County or at our Satellite Office Opposite the Main Entrance of the One UN Building/Africa Plaza, 1st Street Sinkor, Monrovia, Liberia

As part of its response to this RFQ, each offeror is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to this RFQ must be upheld in the performance of any resulting contract.

5. Taxes and VAT

The offeror is responsible for payment of all applicable taxes, as prescribed under the applicable laws, associated with wages/salaries/compensation for services rendered by individuals employed by the offeror and who are directed to work as required under this agreement. The offeror is liable for payment of all applicable taxes associated with revenues (profit), and other such taxes, fees, or dues for which offeror is normally responsible as a result of operating its business.

6. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award.
7. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and meets or exceeds the minimum required technical specifications, and is judged to be the best value based on a lowest-price, technically acceptable basis, business experience, the visual aspect of the work to be performed, similar objects in the past.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. ForumCiv reserves the right to waive immaterial deficiencies at its discretion.

Best-offer quotations are requested. It is anticipated that award will be made solely on the basis of these original quotations. However, ForumCiv reserves the right to conduct any of the following:

– ForumCiv may conduct negotiations with and/or request clarifications from any offeror prior to award.

– While preference will be given to offerors who can address the full technical requirements of this RFQ, ForumCiv may issue a partial award or split the award among various suppliers, if in the best interest of the project.

– ForumCiv may cancel this RFQ at any time.

– If any proposal is accepted by ForumCiv. Liberia, the awarding of a contract will be evidenced by the execution of ForumCiv. “Printing Services Agreement” with the printing firm within thirty (30) days of the contract award.

Please note that in submitting a response to this RFQ, the offeror understands that SIDA is not a party to this solicitation and the offeror agrees that any protest hereunder must be presented – in writing with full explanations – to ForumCiv for consideration, as SIDA will not consider protests regarding procurements carried out by implementing partners. ForumCiv, at its sole discretion, will make a final decision on the protest for this procurement.

8. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate ForumCiv to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to ForumCiv’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

1. a) Payment will be made in USD, via wire transfer to the account specified in the offeror’s invoice. Payment of unpaid balances will be made upon completion and final acceptance of all works and deliverables by ForumCiv. Any invoices for services rendered and deliverables submitted – but not accepted by ForumCiv – will not be paid until the offeror makes sufficient revisions to the deliverables such that ForumCiv may approve the deliverables and thus the invoice.
2. b) Payment will only be issued to the entity submitting the offer in response to this RFQ and identified in the resulting award; payment will not be issued to a third party.
3. c) Any award resulting from this RFQ will be firm fixed price, in the form of a purchase order.
4. RFQ Acceptance:

ForumCiv will consider the printing proposals at the next procurement Meeting following the due date of this request for quotation.

In determining the award to the proposing printing companies, the following will be considered:

1. Evidence in proposal that the submitting firm clearly understands the scope of the printing services to be performed.
2. Technical experience of the firm.
3. Qualifications of the print company’s staff.
4. Size and structure of the firm.
5. Costs quoted to perform the specified printing services.

10.Execution of this “Request for Proposal”

This “Request for Proposal” shall be executed as follows:

As an individual …………………………………….S/he shall sign the proposal personally.

As a partnership or corporation……………….. Signed in the name of the firm by authorized representative.

Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation to include in offer in response to this RFQ:

□ Cover letter, signed by an authorized representative of the offeror

□ Official quotation, including specifications of offered goods

□ Copy of offeror’s registration or business license

□ Bank Account Number for payment

□ Tax Certificate

□ List of References for whom similar work was done

SECTION 3: Specifications and Technical Requirements

The table below contains the technical requirements of the commodities/services. Offerors are requested to provide quotations containing the information below on official letterhead or official

quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to ATIC.

Delivery time (after receipt of order): calendar days

The email should be named; “Tender – ‘Public Information Campaign Vehicle Rental. Tenders shall remain valid for a period of 60 days.