Date:    12th January 2024


From:   Helen Keller International

Subject: Request for Quotation (RFQ) for One New Four-Wheel Drive Pick-up Vehicle

 Procurement No. 01/2024/022

Dear Vendor:

We are pleased to inform you that Helen Keller International is seeking eligible, experienced and qualified suppliers who are willing to provide their best price proposal for the acquisition of one vehicle with the specifications below. 

  • If interested, the quotation must be submitted on company letterhead and signed by an authorized individual. 
  • Please refer to the Terms and Conditions below in preparing your quote. 
  • Please acknowledge receipt of this request by signing the vendor conflict of interest certification below and indicate intention to quote.
  • No telephone calls will be accepted and any questions regarding this RFQ must be submitted in writing prior to the deadline.  Questions and answers considered to be material to this quotation may be shared by HKI with all other offers.

Thank you,

Helen Keller International

Product Specifications

Item No.Description or SpecificationsUnitQuantity
11 New Four-Wheel Pick-up (Double Cab) Vehicle –. Manufactured between 2022- 2023 (NEW VEHICLE ONLY)1 
  Pick-up double cab Specification General specificities Steering wheel on the Left.4-wheel system (4 x 4)4 Doors.Minimum 6-Seater vehicleDouble cabin Pick-upTarpaulin covered truck Weigh / Capacities: – Engine Maximum Power: 150/3400 Déplacement (cc) : 2755   Diesel engine. Manual gearbox. Speed – 6Number of cylinders: [6] cylinders Fuel tank capacity – Minimum 130 LitersDisplacement (cc) 4164Max Power KW/rpm – 96/3800Max power HP/rpm – 131/3800Max toque Nm – 285/2200Engine Capacity Minimum 2000cc – Max 3000ccFuel consumption: 6.4L/100kms to 9.7L/100 kms  Anti-locking Braking system: Ventilated discs Minimum Displacement: [ 4164 cm³]Transmission – Part time Manual (4×4)Differential – Manual LockingTyre dimension – 225 / 95 – R16 Power steering. Body : Ground clearance (mm)- 235 Dimensions (Lxwxh) in mm – 5095 x 1790 x 1960   
Required for vehicle.                             Quote Validity Requirements  Security and Safety Automatic central locking3-point seat belts Airbag system (driver and passenger)Electric windowsFog light.    
Convenience Double air conditioning.Car radio AM/FM; CD/Flash driveUpholstery – VinylElectrically adjustable exterior mirrors.Adjustable Steering wheelMudguards (front and rear);
Other Quotation must remain valid for 90 Days.After-sales service warranty of at least 3 years or 150,000 kms meaning immediate servicing including parts by the vendor during the warranty period (regular maintenance and repair services should be conducted by the vendor and not be contracted out to third party vendors)Presence of on-site repair facilities to provide warranty and servicing
Supplier Eligibility Requirements:This price request is open to legal and registered commercial companies, capable of supplying and delivering vehicles, and known to conduct their business with a concern for integrity and ethics. Helen Keller Intl reserves the right to conduct an on-site visit of the proposed supplier submitting the offer to validate the offer and eligibility.   Helen Keller Intl shall accept offers from vendors registered in the United States of America, Sierra Leone or any other developing country, as specified by USAID ADS 310 ( Helen Keller Intl shall equally accept offers from vendors of another country, but Helen Keller Intl may disqualify these last offers if the donor approves the source and origin of the vehicle.   Kindly therefore indicate the country of origin and manufacture as well as the nationality of your company.   For Helen Keller Intl to consider an offer, the bidders MUST specify the source of the vehicle, the vehicle’s manufacturing location and nationality of the provider. The source of the vehicle indicates the country from which the proposed vehicle will be sent (unless the proposed vehicle is in Sierra Leone). The nationality of the vendor indicates the bidder’s registered place of organization.    Note: Helen Keller Intl will not award a contract to an enterprise that is excluded, suspended or proposed for delisting, or that proposes to do business with enterprises that are excluded, suspended or proposed for delisting, in the performance of the obligation of that activity.
Contractual mechanism and terms of payment:Helen Keller Intl will issue a purchase order with the selected Supplier.   Payment will be made 100% after receipt of the vehicle, Helen Keller inspection against the specifications of the vendor, and receipt of the invoice. Payment is made within 30 days after receipt of an invoice.   Payment is made exclusively to the Supplier company identified in the Order Form in local currency. It will not be given to a third party or an individual. Vendor will provide any necessary document for Helen Keller to get tax or duty exemptions. GST will be applied in accordance with the laws of Sierra Leone. Withholding will be clearly labeled on offer and deducted from the vendor’s invoice.
Delivery instructions:  Delivery must be within 1 month from receipt of the Purchase Order at the Helen Keller Offices in Freetown, Sierra Leone Vendor must note on their quote the ability to deliver within 60 days of fully signed PO.  
Quote must include the following information:Quote details: Quote shall be marked with PF# above.Detailed description of the proposed vehicle, listing all specifications.Information on delivery cost, method, date.Detailed information on any insurance and/or warranties offered by the vendor.Quotation in Sierra Lerone Leones (SLE) with clear separate indication of tax, excise and other duties or taxes applicable   Requested documents to be provided by the bidder: Company Registration and Copy of valid Company Trade license, Tax certificate (VAT Registration).Past performance information, including at least 3 professional references with contact information. Helen Keller Intl reserves the right to contact the references directly. A certificate or license specifying:The source of the vehicle: the vehicle’s country of origin before its import to Sierra Leone, OR if the vehicle is already in Sierra Leone upon acquisition.The vehicle’s manufacturing location.The nationality: the registered office, ownership, nationality or legal permanent residence of the vendor.   
Evaluation criteria:Quotes will be evaluated based on meeting specifications, qualifications and experience of the vendor, price, and 3-year warranty and after sale service for the availability of spare parts and repairs. Helen Keller Intl. will select the offer featuring the Lowest Priced Meeting Specifications.

Quote Submission

Submission deadline:The quote must be sent to Helen Keller Intl no later than 2nd February 2024 at 1700Hrs
How to submit:The specification and price quotation can be submitted either by hard copy: In this case, submit a price proposal on company letterhead duly signed and stamped by an authorized person andsend it in either as a sealed envelope and addressed to the Country Director of Helen Keller Intl, Freetown, Sierra Leone referenced: 2 New Four-Wheel Drive (4×4) vehicles- Procurement No. 01/2024/022.   OR    By Electronic Copy:In this case, submit a specification and price quotation on company letterhead duly signed and stamped by an authorized person, scanned and send it to e-mail address with the subject:  PF-01/2024/022 purchase of 1 New (4×4) Pick-up vehicle   NB: This quotation must be sent in PDF format. Any offer that does not comply with the above terms and conditions will not be admissible regardless of the justification mentioned and will be rejected.Any offer received after the expiry of the above period will not be admissible regardless of the reason given to justify the delay.
Validation time:All submitted bids must be valid for 90 days from the submission deadline indicated above. This includes, but is not limited to, costs, prices, terms and conditions, service levels and other information. If your company is selected, all the information contained in the RFQ and the negotiation process is contractual and can be accepted by Helen Keller Intl without further negotiation.

Terms and Conditions

  1. Issuance of this RFQ does not constitute an award commitment on the part of the HKI, nor does it commit HKI to pay for costs incurred in the preparation and submission of a bid.
  2. Attachments to this RFQ are considered integral to all requirements.
  3. HKI may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
  4. False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
  5. Conflict of Interest Disclosure: Bidders must provide disclosure of any past, present or future relationships with any parties associated with the issuance, review or management of this solicitation and anticipated award.  Failure to provide full and open disclosure may result in HKI having to re-evaluate selection of a potential Bidder.
  6. Right to Select/Reject: HKI reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive quotes and to terminate negotiations without incurring any liability.  HKI also reserves the right to reject any or all quotes received without explanation.
  7. Reserved Rights: RFQ responses become the property of HKI. HKI reserves the right in its sole discretion:
  8. To disqualify any offer based on Bidder’s failure to follow solicitation instructions.
  9. To waive any deviations by Bidder from the requirements of this solicitation that in HKI’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition.
  10. To extend the time for submission of all RFQ responses.
  11. To terminate or modify the RFQ process at any time and re-issue the RFQ.
  12. To issue an award based on the initial evaluation of offers without discussion.
  13. To award partial goods/activities; and/or issue multiple awards.

Vendor Conflict of Interest (COI) Certification & Confirmation of Intent to Bid

HKI’s Code of Conduct and Ethics Policy requires full and open disclosure when dealing with procurement. HKI employees must avoid any COI or the appearance of a COI, must provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants, and shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor. Vendor agrees to either: 1) disclose any such COIs; or 2) affirm to the best of its knowledge, information and belief, that no HKI employee, nor any person associated with any HKI employee, is an employee, director, officer, consultant to/of, or has any financial interest, direct or indirect, in the Vendor’s organization, or has received or will receive any financial benefit, directly or indirectly, from the award of a contract through this solicitation. For the purpose of this certification, “associated” persons include but not limited to: a spouse, domestic partner, child, parent, or sibling, in-law, nephew, niece, extended family member. A materially false statement made in connection with this certification and/or failure to conduct appropriate due diligence in verifying the information that is the subject matter of this certification may result in rendering the vendor non-responsive for the purpose of this award. Vendor is encouraged to disclose any connection to any HKI employee that could create an appearance of conflict of interest, regardless of whether it meets the listed definitions above.

By signing below, Vendor confirms no known COIs exist, or Vendor has disclosed any COIs in writing (please attach disclosure separately); and acknowledges receipt of this RFQ, thereby confirming intent to submit a bid in accordance with the RFQ requirements.

By Vendor:
Name (print):