REQUEST FOR QUOTATION

RFQ No: 002-RFQ-WE-ZM

Date Issued:
12-10-2023

Deadline for Quotations: 26/10/2023

Contact: procurement.zambia@weeffect.org

Description:
INVITATION TO  TENDER FOR SUPPLY AND DELIVERY OF UNISEX BICYCLES

ORGANIZATION INTRODUCTION

We Effect is a development organization founded in 1958 by the cooperative movement in Sweden. We work in more than 20 countries in Asia, Eastern Europe, Latin America, Africa and collaborate mainly with member-based organizations consisting of women and men who live in poverty. We work in the thematic fields of sustainable rural development and adequate housing. Our values are respect, transparency, and together. We Effect in Southern Africa is present in and implements country development programs in Mozambique, Malawi, Zambia, and Zimbabwe.

TECHNICAL SPECIFICATIONS

The table below highlights the technical specifications upon which bidders are requested to provide quotations. All bids/quotations received must be on official letterhead format.

Description & Specifications

Supply and delivery of 240 unisex 26” bicycles with the following specifications:

– Tubeless  long wear tyres.

– Adjustable and threaded seat

– Bell/Horn

– Rear steel cargo rack of capacity up to 100Kgs

–  Bicycle stand

–  Font and rear mud guard

–  Chain cover

–  Spoke reflectors.

Accessories

–  Tyre pump

– Tool set (inclusive of all essential components)

The Bid should:

– Define make/model of bicycle

–  Clearly state payment terms

–  Clearly state validity and delivery period

–  State availability of the bicycles

–  Traceable references of supplies of  as similar nature

– A photo of the bicycle offered

Note:

1. Bidders are responsible for ensuring that their bids are received by We Effect in accordance with the instructions, terms, and conditions described in this RFQ.  Failure to adhere with instructions described in this RFQ may lead to disqualification of a bid from consideration.

2. All communication must be via email (Procurement.zambia@weeffect.org). Any hard copy delivery of quotations must be sent to We Effect Zambia Country Office, 93 Kudu Road, Kabulonga, Lusaka. Hard copy bids must be signed and stamped by the bidder’s authorizing agent. Please reference the RFQ number on all submissions

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

4. All quotations submitted must be on a fixed-price, all-inclusive basis, including delivery and other costs. Currency used must be Zambian Kwacha. Quotations must be valid for a minimum of 30 calendar days after offer deadline.

5. All goods/services must be delivered to We Effect Zambia Country Office, 93 Kudu Road, Kabulonga, Lusaka. Bidders must provide an estimate (in calendar days) of delivery time after receipt of order. The timeframe must be upheld accordingly

6. Warranty service and repair and after sales must be provided for all goods/services requested under this RFQ. Warranty coverage must be valid for a minimum of 12 months. Warranty coverage is rendered null and void when goods/services are transferred to another owner other than We Effect

7. In accordance with funding under which this procurement is financed, VAT will  be exempt .  A ZRA Local Purchase Order authorized by the Zambia Revenue Authority will be issued for the exemptions

8. Please note that the purpose of this RFQ is to solicit quotations ONLY. This RFQ does not obligate We Effect to make an award or pay for costs incurred by potential bidders in the preparation of their bids. In addition, once an order is issued under this RFQ, please note the following terms and conditions:

(a) We Effect’s standard payment terms are net 30 days after receipt and acceptance of any goods/services. Payment will only be issued to the successful bidder under this RFQ. Payment will not be issued to a third party.

(b) Any award resulting from this RFQ will be fixed price, in the form of a purchase order.

BUSINESS CODE OF CONDUCT

a.      Employees and agents of We Effect are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business

b.      Bidder confirms that they have no close, familial, or financial relationships with any We Effect staff members;

c.      Bidder confirms that they have no close, familial, or financial relationships with any other bidders submitting bids under this RFQ

d.      Bidder confirms that prices in their bid have been arrived at independently, without any consultation, communication, or agreement with any other bidder or competitor for the purpose of restricting competition.

e.      Bidder confirms that all information in their bid and all supporting documentation is authentic and accurate.

f.       Bidder understands and agree to We Effect’s prohibitions against fraud, bribery, and kickbacks.

g.      Bidder understands that violation of the above will result in being barred and reported to relevant authorities under the Laws of Zambia