Nigerian Red Cross Society (NRCS)- Request For Quotation For Local Supply Of PPEs

DEADLINE: 7TH JULY, 2023
NIGERIA RED CROSS SOCIETY, NHQ ABUJA
REQUEST FOR QUOTATION FOR LOCAL SUPPLY OF PPES
RFQ NUMBER: RFP-NRCS-DM-23-044

ALL OFFERS IN SEALED ENVELOPE MUST BE SUBMITTED TO THE NRCS LOGISTICS OFFICE, OFFERS NOT SUBMITTED AS SUCH MAY NOT BE CONSIDERED

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Background:
Nigeria Red Cross Society (Plot 589, TOS Benson Crescent, Opp Ngozi Okonjo Iweala Way, Utako District – Abuja) is looking for a reputable organization to contract for the supply of PPEs

(1) Quantity Variation;
The quantities to be purchased will depend on the actual needs, requirements and funding availability. Please note that quantities may fluctuate and will vary more or less than the indicated quantity projection. Kindly note WHT will be deducted by Nigerian Red Cross Society

(2)     Required documents:

The following documents must be submitted with your quotation:

(3) The Request for quotation (RFQ) consists of the following Annexes;

(i) Annex 1: NRCS terms and Conditions for service contracts

(ii) Annex 2: Supplier registration Form

(iii) Annex 3: Request for Quotation

(iv) Annex 4: Pricing Annex

(v) Annex 5: declaration of interest

(4) The following is the time schedule that NRCS seeks:

Deadline for seeking Clarifications: 7 July, 14:00pm

Deadline for submission of sealed bid: 7 July, 14:00pm

(5) Delivery remarks:
The goods may be delivered to NRCS warehouses in Gwarimpa Abuja

(6) Important to note:
NRCS reserves the right to invite shortlisted companies to present their company profile at our office in Plot 589, T.O.S Benson Crescent, Opp Ngozi Okonjo Iweala Way, Utako District – Abuja for better understanding of the companies professional and financial background and capacity in providing the required goods or services.

(7) The RFQ and annexes must be carefully and thoroughly read as failure to observe the information and conditions laid out here may result in disqualification from the evaluation process.

Request for clarification: Bidders are required to submit any request for clarification regarding this Contact Email: procurement@redcrossnigeria.org; Contact Phone: 07011426100

(8) Note that bid submissions are to be sent to the email address above, Failure to comply with this provision may result in disqualification.

(9) Commitment letter; we request your company to provide a “commitment letter” stating the following;

(11) Samples submission:

All bidders are requested to provide sample of PPEs as per attached specifications in Annex 3 for inspection at no cost to NRCS.

The sample should be sent to the address below;

NRCS LOGISTICS UNIT
Plot 589, TOS Benson Crescent,
Opp Ngozi Okonjo Iweala Way,
Utako District, FCT Abuja,
Nigeria.

The sample should be submitted before the deadline for submission offers. 7 July, 14:00pm (Nigerian time). And samples are non-refundable

(12) All or none clause: The NRCS reserves the right to accept or reject any or all offers and the lowest bid need not be accepted without assigning any reason. Furthermore, the NRCS reserves the right to cancel the tender all together without assigning any reason, prior to the issuance of the purchase order/contract.

(13) Failure to comply with any of the above requirements will justify rejection of the quotation. The Federation reserves the right to negotiate with any of the proposers or other firms in any manner deemed to be in the best interest of the Federation. It also reserves the right to negotiate and award separate or multiple contracts for the elements covered by this RFP if any combination it may deem appropriate, in its sole discretion; modify or exclude any considerations, information or requirements at any stage of procurement process, including during negotiations with proposers/service providers.

(16) Suppliers must provide all requisite information and clearly and concisely respond to all points set out in this RFP. Please present your submission and quotation accordingly and sequentially. Offers that do not fully and comprehensively address the RFP may be rejected. Kindly note that unnecessary brochures not solicited for that provide beyond sufficient information are not encouraged. Proposals should be effectively prepared and organized according to the guidelines provided.

(17) The normal terms of payment of the Federation/National Society are within 30 days of satisfactory delivery of goods or services and documents in apparent good order. Bidders must therefore clearly specify in their offers the payment terms being offered, if different from these.

(18) Guidelines for Submission of offers;

(i) Your offers with all annexes and a price quotation should be properly sealed in an envelope, signed and stamped.

(ii) The Sealed envelope must be delivered before the 7th July, 14:00pm (Nigerian time). The sealed bid will be addressed as follows;

RFQ-NRCS-DM-23-044: “RFQ PPES”

NRCS LOGISTICS UNIT
Plot 589, TOS Benson Crescent,
Opp Ngozi Okonjo Iweala Way,
Utako District, FCT Abuja,
Nigeria.

• The sealed bid must be physically delivered before the time deadline to the address above.
• Any offers that are brought after the deadline may be rejected. Ensure your courier or delivery team will submit your offer before the deadline.
• Offers not addressed and sent as such will not be considered.
• Please note that no pricing information must appear on the envelope or cover page.
• The offer must include the following; date, signature, name, telephone, title, email address of the authorised representative of the firm submitting the offer including the firms mailing address.
• Include terms of payment including early payment discounts, if any.
• All proposals must be submitted in English language.
• Any offers received after the stated closing date and time or those not completed may be rejected.
• Your offer should bear your official letterhead, clearly identifying your company and should be signed and stamped.
• NRCS may at its discretion decide to extend the deadline for submission of bids, by notifying all prospective bidders simultaneously.

(19) GENERAL CLAUSES:

• Except where expressly varied in the contract, NRCS Terms and General Conditions attached hereto will apply (Annex 1).
• Should your offer be accepted, you will be required to sign and return a formal agreement confirming your acceptance.
• The NRCS reserves the right to make regular market comparisons of other suppliers to ascertain that we are receiving the best and most competitive price.
• The service provider/s shall maintain true & correct records in connection with the goods to be supplied to the NRCS.

(20) LIQUIDATED DAMAGES:
Please be advised that a penalty of 0.5% per day up to a maximum of 10% of the DAP (INCOTERM 2020) value of each purchase order shall be charged for delivery after the agreed schedule which shall be clearly stipulated under each purchase order.

(21) PURCHASE OF GOODS BY PARTIES OTHER THAN NRCS:
The seller agrees that the National Red Cross and Red Crescent Societies (“RC/RC”), International Committee of the Red Cross (“ICRC”) as well as other humanitarian organizations, may benefit from the terms and conditions of the agreement. The seller agrees that no RC/RC member will pay less than the Framework Agreement price for the same product. If for some reason, any of such occurs, the seller will reimburse buyer the difference with a 10% penalty of the value of the purchase orders in question. Any violation of this term may be considered a material breach resulting in immediate termination of the agreement. The ICRC and RC/RC may conclude Purchase orders with the seller for any non-reserved goods, on the same terms and conditions.

It is clearly understood by the parties that any purchases by the ICRC or RC/RC other than the buyer are not in any way the responsibilities of the buyer. Such purchases will be made directly by such party and be invoiced directly to them.

The seller agrees that the RCRC-National Societies, ICRC and other humanitarian organizations may benefit from the terms and conditions of this agreement where NRCS/NRCS acts as a purchasing agent for such parties. For such purchases, the Buyer shall issue the Purchase Order to the seller as purchasing agent on behalf of ICRC, RCRC & other humanitarian organization and the seller shall provide their acceptance to the buyer. The seller shall invoice such purchases directly to the Buyer; risk of goods shall pass from the seller to the National Society or other humanitarian organization in accordance with the INCOTERMS specified in the relevant Purchase Order.

The supplier should confirm that they have no objection for the buyer to conclude orders on behalf of other external organizations outside the RC & RC movement.

• Unit Price of each item
• Net price after deduction of any discount
• Full specifications of products offered
• Country of manufacture of the products & the manufacturer name
• Capacity to produce the goods on a daily, weekly and monthly basis.
• Full packaging details; type of packing, net and gross weight, dimensions and volumes.
• Total number of products per 20FT DC container.
• Storage capacity and stock availability in suppliers’ warehouse.
• Payment terms and discounts for early payment, if you do not concur with NRCS standard payment terms.
• Recommended shelf life of the offered products.

(22) PRICE VALIDITY: Your offer must remain valid until 3months with possibility of incensement of items

(24) TAXATION: Please note that your price quotation should not include VAT as NRCS is exempted from paying Value added tax but WHT will be deducted by Nigerian red cross society

(25) SELECTION OF MULTIPLE  SUPPLIERS: In order to be in a position to meet NRCS operational requirements, NRCS may at its discretion contract two (2) or more sellers or service providers as primary &/or Secondary seller.

(27) GENERAL TERMS AND CONDITIONS: Acceptance of your offer entails waiving by the seller of its General Conditions of sales.

All terms and conditions not mentioned herein shall be governed by the buyers “Terms and General Conditions” attached hereto as Annex 1 and being considered as an integral part of the Framework Agreement. Submission of a bid confirms acceptance of the general terms and conditions by the supplier.

(29) PAYMENT TERMS: By bank transfer or cheque within 30 days after satisfactory receipt of goods and relevant shipping documents in good order.

(30) TERMINATION:

Any agreement thereafter shall be terminated upon;

(a) Expiration of the term of the agreement as provided herein, or

(b) Execution of a written agreement or termination by the parties, or

(c) By the Federation/National Society providing 30 days prior written notice to the seller, or

(d) A breach of the terms of the Agreement by the seller, or

(e) Dissolution, any admission of insolvency or the filing of a petition for appointment of a receiver, corporate reorganization or bankruptcy of any party.

(31) SUPPLIER REGISTRATION FORM:
Suppliers must be registered with NRCS. Please fill in the supplier registration form Annex 2 and return the same with your offer, including an original statement from the bank, for the banking account to be used. Please note that documents should be in English.

(32) PACKING: Please note that packing should be suitable for transport by sea, air and or road and must be able to withstand rough handling to final destination.

(33) DOCUMENTS: the following are the required documents with each delivery;

• Commercial Invoice
• Packing list
• Delivery note (Delivery Challan)
• Goods received note (to be issued by NRCS/NRCS)
• Positive delivery inspection certificate (to be issued by NRCS/NRCS)
• Any other document as required in the relevant purchase order.

(35) BID EVALUATION
The bids shall be evaluated based on the submitted offers as well as supplier registration form and supporting documents. The evaluation will involve consideration of several factors such as the following, but not limited to;

• Financial standing
• Core business
• Track record
• Company capacity
• Ability to respond quickly to needs
• Timely delivery
• Compliance with the required NRCS specifications.
• Unit cost
• Delivery capacity
• Submission of required documentation
• Sample

(36) PERTINENT INFORMATION: NRCS is not bound to select any of the firms submitting bids and does not bind itself in any way to select the firm offering the lowest price. The contract will be awarded to the bid considered most responsive to the needs, as well as conforming to NRCS general principles, including economy and efficiency and best value for money.

(37) QUALITY ASSURANCE: Prior to and /or after signing the Agreement, a supplier/factory evaluation may be done to determine that the factory meets acceptable standards. This may include but not limited to; standards such as social compliance in accordance with technical competence and quality assurance.

All products may be subject to inspection and testing by the buyer or its designated representatives, to the extent practicable at all times and places, prior to final acceptance by the Buyer. Such testing shall be done in accordance with SAQL (standard Acceptable quality limit) and penalties plan. Annex 5.

Acceptability of a lot shall be determined by the use of sampling plan/s as above.

The buyer shall have a reasonable time (not more than 30 days from receipt of goods) after delivery products at the final destination to inspect, accept or refuse acceptance of them as not confirming to the terms and conditions stipulated in this agreement or the relevant Purchase Order.

Payment by the buyer does not imply acceptance of products nor of any related work or services provided pursuant to this agreement. Failure to inspect and accept products shall neither relieve the seller from responsibility for non-conforming goods nor impose liabilities on the buyer, therefore.

NRCS strives to deliver quality goods to its beneficiaries and constitutes the dignity, health and safety of the beneficiaries at its topmost priority. As a general rule, goods not compliant to the required specifications shall be straight away rejected. Therefore, to ensure that right goods are delivered by the supplier a penalty clause shall be stipulated in the Agreement to cover the concerns related to delivery of non-compliant goods.

In case of procurement funded by specific donors, the donor, if required, shall be able to conduct inspection of consignment or test at seller’s premises. All inspection and tests on the premises of the seller shall be performed in such a manner as not to unduly delay or disrupt the ordinary business activities of the seller.

Kindly include your quality assurance policies if available explaining how you will maintain quality of offered products throughout the framework agreement period.

(39) NON-CONFORMING ITEMS:
Once items have been received, NRCS reserves the right to not accept, if any item or particulars are found to be non-conforming during inspection process. All costs associated with visual or laboratory inspections which are found to be non-compliant will be borne by the supplier including the associated penalties as a result of the non-compliant products.

If any inspection or test is made on the premises of the seller, the seller shall provide all reasonable facilities and assistance for the safety and convenience of the inspectors in the performance of their duties. All inspection and tests on the premises of the shelter shall be performed in such a manner as not to unduly delay or disrupt the ordinary business activities of the seller.

(40) PENALTY FOR NON-COMPLIANCE:
In order to determine financial penalties, the buyer shall classify defects as Critical, Major or Minor and all discrepancies found shall be evaluated for such classification as below;

(a) Critical defects; any defects which may harm a user or make it impossible to use the product properly is considered to be critical. No critical defect can be accepted.

(b) Major defects; Any defect which makes the usage of the product less efficient than expected is considered to be major, Major defects may be accepted.

(c) Minor defects; any discrepancies which do not have any influence on the performance of the product are considered to be minor. Minor defects are accepted.

Non-conformity may be penalized as below;

Deduction of 4% from the total contract amount for minor defects. Supplier is notified to improve and demonstrate quality improvement measures taken.

Deduction of 12% of the total contract amount for major defects. Supplier is warned regarding suspension from the NRCS supplier database in case of re-occurrence of non-conformity in subsequent orders.

Deduction of 18% of the total contract amount for critical defects. Supplier is suspended from the NRCS supplier’s database until supplier has demonstrated proof that quality improvement measures have been implemented.

(41) CORPORATE SOCIAL RESPONSIBILITY
Social standards: sellers either working or seeking to work with NRCS must commit to respect internationally recognized human rights principles and labour standards, suppliers or service providers must;

(a) Conduct their business in respect of fundamental human rights and be in no way complicit in human rights abuses.

(b) Uphold the abolition of all forms of forced labour.

(c) Uphold effective elimination of child labour.

(d) Guarantee a safe working environment for employees.

Environmental considerations;
Whenever possible and economically viable, NRCS shall seek to procure goods and services that lessen the burden on the environment. The supplier’s environmental performance shall be passed on the following criteria:

(a) Environmental policy, committing the supplier to reduce environmental impacts

(b) Resources dedicated to environmental management (dedicated function or team).

(c) Implementation of an environmental management system.

(42) CODE OF CONDUCT CLAUSE:

Principles of Conduct Clause: Suppliers seeking to work with the NRCS shall respect the following principles:

(1) Business Ethics: Supplier is expected to maintain the highest degree of business ethics when working with the NRCS.

(2) Transparency of information provision: Supplier shall not be involved in any fraudulent activities, misrepresent information or facts for the purpose of influencing the selection and contract awarding process in its favour.

(3) Fair competition: Supplier shall not be involved in any corrupt, collusive or coercive practices.

(4) Officials not to benefit: The Supplier represents and warrants that no official of the NRCS has been, or shall be, admitted by the Supplier to any direct or indirect benefit arising from this Request for Quotation, Purchase Order / Contract or the award thereof. The Supplier agrees that breach of this provision is a breach of an essential term of this Purchase Order/Contract.

If at any time during the registration or procurement process the NRCS determines that the supplier is in violation of the above-mentioned principles, that supplier’s request for registration or bid may be rejected as ineligible. All costs in relation to the cancellation of contracts shall be borne by the supplier.