Job vacancy Request for Quotation-Supply of Health Commodity Delivery Motor Tricycles and Rural Ambulance Moto-Tricycles and Accessories

CRS prides itself with over 60 years of dedicated service to the Ghanaian people. Since 1958, CRS has been working with the support of the Government and in partnership with the local Catholic Church to improve the quality of life among the poorest and most vulnerable populations. The scope of CRS Ghana’s development assistance has varied over time with program activities in Education, Health, Agriculture, WASH, Youth & Peacebuilding. CRS has reached millions of Ghanaians with development assistance over the agency’s history in Ghana.Since 2011, CRS has been working in close collaboration with Ghana Health Service to address high rates of maternal and infant mortality. Through the USAID-funded Encouraging Positive Practices for Improving Child Survival (EPPICS) Project implemented in East Mamprusi District from 2011-2015, Ghana Health Services and CRS combined health facility and community-based strategies to create demand for quality health care. From 2014-2020, CRS implemented similar projects, the Rural Emergency Health Service and Transport (REST I & II) Projects, as part of its health interventions with funding from the US-based Helmsley Charitable Trust Foundation. CRS Ghana recently received approval to conduct a three-year follow-on project that:Scales up REST and CRS’ Clean Clinic Approach proven community and health facility strategies in ten districts in the Northern and Upper East regions of GhanaUse evidence-based approaches from REST and CRS’ Clean Clinic Approach, as well as other successful models, to improve the quality of the CHPS program through health system development and strengtheningAdvocate with decentralized government stakeholders and national-level policy formulators to integrate best practices of REST and CRS’ Clean Clinic Approach approaches and lessons learned as part of the CHPS policies and guidelines to sustain health outcomes beyond the life of the project.

RFQ number: CRS- GH_21_RFQ_Health Commodity Van and Rural Ambulance Tricycles_ 003

CRS is accepting quotations from suppliers for the provision of 10NO. Health Commodity Delivery Motor Tricycles and 40No. Rural Ambulance Moto-Tricycles and Accessories for CRS Office in Tamale, Ghana.

I. Requirements and price list
Quotations need to be submitted using the Price List template provided in annex A and the Requirements and technical specifications in annex B.

II. Currency

III. Language of the Quote
The  quote prepared by the supplier/vendor and all correspondence and documents relating to the quote exchanged by the supplier/vendor and CRS shall be in English.

IV. Clarification of Solicitation Documents

V. Delivery of Goods/services
Assuming that a contract can be satisfactorily concluded during the month of December 2020, the supplier is expected to deliver the goods by February 2021.

INCOTERMS to Quote for Delivery Address: DAP:  CRS Ghana, RC 46 /829 Gumani Area, Tamale Ghana.

VI. Payment terms

VII. Your quotation should include:

CRS approved suppliers
CRS Approved Suppliers List (ASL) are not required to submit any additional document. Check with CRS Country Program to see if you are on the CRS ASL.

Potential suppliers
That have not been approved and registered by CRS as a pre-approved supplier need to furnish the following documentation:

VIII. Cost of Providing Quotes
Suppliers/Vendors shall bear all costs associated with the preparation and submission of the quote, and CRS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.

Annex A: Price list
The following document forms part of this RFQ and must be completed and returned with your offer

SUPPLIER AGREES TO SUPPLY ALL GOODS AS SPECIFIED IN THIS BID AND IN ACCORDANCE WITH THE TERMS AND CONDITIONS OF THIS BID AT THE PRICES QUOTED ON THIS FORM

Offeror’s discount for accelerated payment:___% of the total firm price for each calendar day less than thirty days

Exact name and address of the company:

The following document forms part of this RFQ and must be completed and returned with your offer

Any products meeting the minimum requirements shall be considered.
Offerors are required to complete the below table with ‘YES’, ‘NO’ or specific information requested for the items being supplied. Answers such as ‘see specifications attached’ are unacceptable. Your offer may be considered as non-compliant unless all questions are answered thoroughly. Offerors are NOT allowed to make any change in the ‘Our minimum requirements’ column of the comparative data table below. Such changes might disqualify your offer.

Tick the box: Yes or No:

Yes ☐

No ☐

Any deviation must be listed below:
______________________________________________________ 
______________________________________________________
______________________________________________________
______________________________________________________
______________________________________________________

Annex C: Quotation submission form

The following document forms part of this RFQ and must be completed and returned with your offer

Quotations must be made in accordance with the instructions contained in this request.
Quotation must be completed in English, signed and returned to CRS prior the indicated closing date/time.

CRS Terms and conditions for goods/services will apply to any resulting purchase order/Contract. A copy of CRS Terms and conditions for goods/services are provided in annex F.

The undersigned having read the Terms and conditions for goods/services of quotation Number CRS- CRS- GH_21_RFQ_Health Commodity Van and Rural Ambulance Tricycles_ 003   set out in the attached document, thereby offers to supply the goods/services specified in this RFQ at the price or at the prices quoted in accordance with any specifications stated and subject to the Terms and conditions for goods/services set out or specified in the document

Description of the Good/Services/Works

Country

Contract identification and title and the contact details of the client

Year the assignment was completed

Authorized Signature ­­­­­­­­­­­­­­­­:__________________

Date: _______________________________

Annex E: Manufacturer’s authorization form

MANUFACTURER’S AUTHORIZATION FORM

To (Name of Procuring Agency)

WHEREAS [name  of  the  Manufacturer] who  are  established  and  reputable  Manufacturers  of [name  and/or  description  of  the  goods] having  factories  at

[address  of  factory] do  hereby authorize [name and address of Supplier/ Agent] to submit a bid, and subsequently negotiate and sign  the  Contract  with  you  against  RFQ  No. [Reference of  the  Request for Quotation] for  the  goods manufactured by us. We hereby extend our full guarantee and warranty as per XXXX of the General  Conditions  of  Contract  for  the  goods offered  for  supply  by  the  above  firm  against  this Request for Quotation. 

[Signature for and on behalf of Manufacturer]

Note: This letter of authority should be on the letter head of the Manufacturer and should be   signed   by   a   person   competent   and   having   the   power   of   attorney   to   bind   the Manufacturer. It should be included by the offeror in its quotation.

Annex F: Catholic Relief Services’ Standard Terms and Conditions
Catholic Relief Services’ Standard Terms and Conditions can be found at http://crs.org/vendor-terms/vendor-terms.pdf, or obtained from CRS upon request, and are binding as applicable under local law.

Annex G: Bank guarantee for advance payments form
Note to Bidders: The bank, as requested by the successful Bidder, shall fill in this form in accordance with the instructions indicated.

Date: (Insert date (as day, month, and year) of Bid Submission)

RFQ No. and title : (xx-xxx and title of Bidding process)

(Bank’s letterhead)

Beneficiary: (Insert legal name and address of CRS)

ADVANCE PAYMENT GUARANTEE No.: (Insert Guarantee number)

We, [insert legal name and address of bank], have been informed that [insert complete name and address of supplier] (hereinafter called "the supplier") has entered into Contract No. (Insert number) dated (insert date of agreement) with you, for the supply of (Insert types of goods to be delivered) (hereinafter called "the contract"). Furthermore, we understand that, according to the conditions of the contract, an advance is to be made against an advance payment guarantee.

At the request of the supplier, we hereby irrevocably undertake to pay you any sum or sums not exceeding in total an amount of [insert amount(s)1 in figures and words] upon receipt by us of your first demand in writing declaring that the supplier is in breach of its obligation under the contract because the supplier used the advance payment for purposes other than toward delivery of the goods.

It is a condition for any claim and payment under this guarantee to be made that the advance payment referred to above must have been received by the supplier on its account [insert number and domicile of the account]

This guarantee shall remain valid and in full effect from the date of the advance payment received by the supplier under the contract until (Insert date)2. This guarantee is subject to the Uniform Rules for Demand Guarantees, ICC Publication No.458.

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(Signatures of authorized representative(s) of the bank)

The bank shall insert the amount(s) specified in the contract and denominated, as specified in the contract, either in the currency(ies) of the contractor a freely convertible currency acceptable to CRS.

2 Insert the Delivery date stipulated in the Contract Delivery Schedule. CRS should note that in the event of an extension of the time to perform the contract, CRS would need to request an extension of this guarantee from the bank. Such request must be in writing and must be made prior to the expiration date established in the Guarantee. In preparing this Guarantee, CRS might consider adding the following text to the Form, at the end of the penultimate paragraph: “We agree to a one - time extension of this guarantee.”

• XI. Evaluation method and criteriaQuotations shall be evaluated to determine the lowest priced (best value) most technically acceptable offer.
• The method of the evaluation is as follows:
• a. Preliminary assessment of the quotations. During this evaluation, the following shall be considered:
• The bidder is eligible in accordance with the instruction provided under the Section  XIII– Eligibility
• Mandatory forms are provided, no alterations have been made in the wording (wording must be consistent with the prescribed format). All of the key portions of the quotation are signed, stamped and dated by the authorized
• b. Technical compliance of the quotations. Offers shall be evaluated for technical compliance based on:
• Compliance with all the technical requirements stated in the Requirements and technical specifications in annex B. 
• The offeror shall also furnish as part of its quote, documents establishing the conformity to the requirements in this RFQ that all goods and related services which the offeror quoted conforms to the requirement. Documentary evidence may be in the form of literature, drawings, pictures, and data
• c.Technical expertise and experience of the offeror:
• The offeror is in continuous business of providing similar services during the last Six (6) years prior to this RFQ as shown in the dully filled Previous experience form provided in annex D
• Supplier that does not manufacture or produce the goods it offers to supply shall submit documentary evidence to demonstrate that the goods are original from the manufacturer. 
• If the offeror is the manufacturer ‘s authorized agent/distributor in the country of destination, a copy of manufacturer’s authorization granted to the offeror may be submitted)
• If the offeror is not an agent/distributor in the country of destination, a manufacturer’s authorization for the supply of the goods may be submitted to demonstrate that the offeror has been duly authorized by the manufacturer of the goods to supply these goods in the country of destination. 
• The offeror assures  full guarantee and warranty obligations (form provided in annex E) as per the contract’s Terms and Conditions for goods/Services (see annex F). Any other form of documentary evidence shall be duly examined.
• d. Financial evaluation:
• Offers that are found technically compliant shall be evaluated based on the lowest offer
• Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Supplier/Vendor does not accept the correction of errors, its Quote will be rejected. If there is a discrepancy between words and figures the amount in words will prevail. 
• XII. Clarification of Quotes
• To assist in the examination, evaluation and comparison of Quotes, CRS may at its discretion ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered or permitted. Clarification of Quotes will not be later than: December 18th ,2021
• XIII. Eligibility
• Offerors must not be associated or have been associated in the past directly or indirectly with a firm or any of its affiliates which have been engaged by CRS to provide services for the preparation of the design, specifications and other documents to be used for the procurement of the goods under this request for quotation.
• Offerors shall not be eligible to submit an offer and to be awarded a contract when, at the time of quotation submission:
• Offerors are already suspended by CRS or by other United Nations, the World Bank or public international entities
• Offerors name are associated with terrorism and appear in the list that the European Union, the U.S. Government and the United Nations Security Council have published identifying individuals and organizations considered to be associated with terrorism.
• Offeror does not possess a valid business license to operate in Ghana.
• Offerors refuse to comply with CRS Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations and Standards of Conduct and Disclosure.
• Furthermore, as a condition to doing business with CRS, it is necessary that the supplier, their subsidiaries, agents, intermediaries and principals cooperate with the CRS or its agent in the conduct of evaluation, review, audit, inspection, assurance validation, counter-fraud activities, investigations or other action.Failure to fully cooperate with investigations will be considered sufficient grounds to allow CRS to repudiate and terminate the contract, and to include the supplier on CRS list of suspended suppliers.
• As described in the standard Terms and Conditions, Bidders while conducting their activities, are expected to comply with the following policies and regulations: with 
• Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations
• Standards of Conduct and Disclosure
• XIV. Purchaser’s Right to Vary Requirements at Time of AwardCRS reserves the right at the time of making the award of contract to increase or decrease by up to 5% the quantity of goods specified in the Request for Quotation without any change in unit price or other terms and conditions. 
• XV. Notification of Award: Prior to the expiration of the period of Quote Validity, CRS will send the successful Supplier/Vendor the Contract. The Contract may only be accepted by the Supplier/Vendor’s signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Contract, as herein specified. Acceptance of this Contract shall affect a contract between the parties under which the rights and obligations of the parties shall be governed solely by the terms and conditions of this Contract. 
• XVI. Signing of the Contract: Within three (3) working days of receipt of the Contract the successful Supplier/Vendor shall sign, date and return it to CRS.
• XVII. Vendor ProtestOur vendor protest procedure is intended to afford an opportunity to appeal to persons or firms not awarded a Contract or contract in a competitive procurement process. It is not available to non-responsive or non-timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures at CRS -Tamale Office -RC 46/829 Gumani Area .
• Education: Qualified