Provide Clearing Services to DKT Tender, Liberia - 40795394

Procurement Summary

Country : Liberia

Summary : Provide Clearing Services to DKT

Deadline : 25 Feb 2020

Other Information

Notice Type : Tender

TOT Ref.No.: 40795394

Document Ref. No. : 001

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : DKT INTERNATIONAL
Senior Procurement & Logistics Officer Devine Building, 1st floor, 24th Street, Sinkor, Airfield Shortcut, DKT International Liberia Email: procurement@dktliberia.org / antonio_cazares@dktliberia.org
Liberia
Email :procurement@dktliberia.org / antonio_cazares@dktliberia.org

Tender Details

Request for proposals are invited for Provide Clearing Services to DKT

Clearing and Forwarding Companies.


RFP No.: 001

Issuance Date: February 18, 2020

Due Date: February 25, 202

DKT International is a registered, non-profit organization founded in 1989 to focus the power of social marketing on some of the largest countries with the greatest needs for family planning, HIV/AIDS prevention and safe abortion. By doing so, DKT has achieved tremendous health impact, and done it cost-efficiently. Although we work mostly in the private sector, we also support the public sector, often partnering with government health facilities to reach the total market.

The launch of DKT International`s programs in Liberia introduced some newly manufactured products and services to the public and mark a turning point in the country`s healthcare sector.

DKT, an International charitable non-profit organization that promotes family planning and HIV prevention through social marketing, officially launch its program in the country on September 5, 2019. This event follows a year of successful implementation of its family planning initiatives in the country.

DKT International Liberia is soliciting proposals from established, reputable Clearing and Forwarding companies that have the capacity to provide clearing services to DKT

PART A: INSTRUCTIONS

PART B: CLAUSES CERTIFICATIONS

A. INSTRUCTIONS
Please submit proposal soft copy copies requested by 5:00 PM Liberia Time on
February 25, 2020 to:
Senior Procurement & Logistics Officer
Devine Building, 1st floor
24th Street, Sinkor, Airfield shortcut
DKT International Liberia
Procurement@dktliberia.org and antonio_cazares@dktliberia.org
The proposal should include separate technical and cost information detailed below.
1. Technical Proposal Requirement
Documents to be submitted by the Clearing and forwarding Companies
• Cover letter on the official letterhead indicating the list of documents attached with the
bid.
• Copy of current company registration and business certificate(s) with the requisite
governmental institution in Liberia indicating all the legal documents for operating in
Liberia, must be attached.
• Detail of branches/sub-offices across the country and the region, if possible
• Full names, email addresses and contact numbers for verification.
• Name of authorized person for dealing with DKT International Liberia country Office
and making correspondence on behalf of Company.
• Copy of tax clearance certificate indicating tax remittance to the Directorate of Taxation
in the Ministry of Finance for the last three years with TIN number.
• Documents such as the oath indicating that the firm/company has never been blacklisted
from any Government, Semi-Government, or Autonomous body.
• Company name and address.
• Length of time the quote is valid.
2. Cost Information Requirements
The cost information must be in USD, including:
Clearance Company should include but NOT limited to, the following cost:
Scope of Work
All proposals shall be submitted to the emails mentioned within the proposal

• The clearing company shall clear all products from any port of entrance on behalf of
DKT International Liberia.
• The clearing company shall responsibility of products clear from any port of entrance
until deliver to DKT International Liberia
• All products clear from the any port of entrance shall be delivered to DKT International
Liberia before 6pm. Other than that, the consignment shall be kept by the clearing
company and be delivered to DKT International Liberia on the next working day.
3. AWARD BASIS
Quotes should be responsive to be considered for award, or they may be disallowed from further
consideration. Responsive quotes are submitted on time and include all information requested.
DKT will evaluate responsive quotations considering a variety of factors including but not
limited to technical acceptability, delivery, price, and past performance. The award may be
made on an item-by-item basis or for all items together.
Technical 1(2 points)
Legal documents: All legal documents must be valid and submitted along with the proposal
which includes:
• Current business registration
• Current tax clearance
• And other related legal per the sector
Technical (10 points)
• Degree to which the features of proposed model coincide with the desired features.
• Appropriate services: Services are beneficial and accepted.
Pre-finance (20 points)
• The ability of the vendor to provide the required services without requesting DKT to
make any advance payment until works are completed
Payment term (10 points)
The time vendor will request payment from DKT, after completing the services. The approved
payment term for DKT is net 30 days upon submission of invoice to DKT
Past Experience (5 points)
▪ Duration (length and time, the Clearance company has been providing required services
to other organizations, particularly INGO).
Delivery (10 points)
• Turnaround time (the time vendor will take to complete the entire services)
Past Performance References (10 points)
• References from clients who are benefiting such services
• Quality of previous business relationship with INGOs and DKT, if any.
Price (15 points)
• Economic value for money (Services required have monetary value relating to others
bidders or quality of services match the monetary value).
B. CLAUSES
1. DEADLINE
Proposals must be received by the designated deadline, or they may not be considered.
2. QUESTIONS OF CLARIFICATION
Interested companies should direct any questions about this RFP by email
procurement@dktliberia.org
Responses will be distributed to all RFP participants. All hardcopies correspondence with DKT
pertaining to this RFP must reference the contact person and RFP number on Page 1.
3. OFFER VALIDITY
Your proposal must remain valid for a minimum of 90 days. Proposal should be signed by an
official authorized to do so.
4. LANGUAGE
The proposal, as well as correspondence and related documents should be in English.
5. NEGOTIATIONS
The most competitive proposal is requested. It is anticipated that the service contract will be
awarded solely on the basis of information received. However, DKT reserves the right to request
responses to questions and conduct negotiations with any potential vendor prior to awarding a
purchase order.
6. REJECTION OF QUOTES
This document is a request for proposal only, and in no way obligates DKT to make an award.
DKT reserves the right to reject any and all offers received and/or to cancel the RFP. Vendors
whose proposal is not selected will be notified.
7. INCURRING COSTS
DKT is not liable for any cost incurred during preparation, submission, or negotiation of an
award for this RFP. The costs are solely the responsibility of the potential supplier.

8. REPRESENTATIONS AND CERTIFICATIONS
The proposal shall be accompanied by any requested representations and certifications
completed and signed by an official authorized by the potential supplier.
9. AWARD TYPE
DKT anticipates awarding a fixed-price service contract This will include the cost and
transportation of the units and monthly platform hosting fees separately. The award will include
a statement of the total fixed price; the delivery date; guiding DKT policies, and invoicing
information. Any expenses incurred in excess of the agreed upon amount will be the
responsibility DKT International Liberia with justified documentation. Therefore, provide the
most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to
the tasks outlined in this document.
10. FINANCIAL RESPONSIBILITY
Proposals must certify as to the financial viability and resources of the company to complete the
proposed activities within the period of performance and under the terms of payment mentioned
below. DKT reserves the right to request and review the latest financial statements and audit
reports as part of the basis of the award.
11. PAYMENT
DKT policy prohibits advance payment accept for justifying reason
Payments will be made on the following basis:
▪ The supplier will submit an invoice for payment after being notified of receipt and
acceptance of the goods/services by the DKT Senior Procurement & Logistics Officer or
designee(s). Acceptance is predicated upon the compliance of the goods/services with the
specifications set forth in the Service contract
▪ The supplier will be paid an amount as stated on the service contract DKT payment cycle is
net 30 days upon receipt of vendor invoice.
▪ Should the supplier require payment along other terms and conditions, these will need to be
negotiated with DKT prior to final award and issuance of the service contract. Full
cooperation with DKT in meeting the terms and conditions of payment will be given the
highest consideration.
Invoice Requirements. Vendor shall submit an invoice prior to payment for goods or services.
Each invoice shall be numbered and shall include: (a) the Vendor’s name and address, dates of
performance and amount of payment requested; (b) a reference by number to this purchase order;
and (c) a description of the items for which payment or reimbursement is sought. Upon
acceptance of DKT, DKT shall make payment to the Vendor either in local currency purchased
by DKT at prevailing market rates, or by wire transfer of US Dollars to a local bank account held
in the name of Vendor. DKT shall not be liable for fluctuations in exchange rates after such
purchase of local currency or wire transfer of funds.
Relationship. It is understood and agreed that Vendor is furnishing services to DKT as an
independent vendor, and nothing contained in the contract between DKT and Vendor shall create
any association, partnership, joint venture, employer-employee or agent-principal relationship.
Confidential Information. Each party shall treat as confidential all information obtained from
th

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