Request for proposals are invited for Provision of Freight Services.
MALARIA CONSORTIUM NIGERIA
REQUEST FOR PROPOSAL (RFP) FOR PROVISION OF FREIGHT SERVICES
REF: MC-NG-AB-042
SPECIFICATIONS AND INSTRUCTIONS TO BIDDERS
A. Malaria Consortium
Malaria Consortium is one of the world`s leading non-profit organisations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia.
Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organisation works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity.
Malaria Consortium is committed to obtaining a fair value for services received with a competitive price and timely delivery of the right quantities at the right quality.
Freight Demand
Malaria Consortium supports multiple projects in Nigeria with different projects starting and ending each year, as such our demand for supplies and services nationally and internationally varies year on year. The majority of Malaria Consortium supply and service needs are procured locally in our countries of operation where the right price and quality can be obtained. Internationally sourced products predominantly include pharmaceutical and medical items, with other small ad hoc needs on rare occasions (including vehicles).
B Administrative Information
1. It is the intent of this RFP to secure competitive proposals to select a third party logistics service provider to manage flow of commodities coming from Lagos, Port Harcourt and Abuja areas to several States in the country where Malaria Consortium has offices.
2. Bids must be submitted in softcopy to
[email protected] with the following reference in the subject: ‘MC-NG-AB-042-Haulage Services-.
3. Bids must be received by Monday 12th April 2021 17:00 (5pm) Nigerian time. Bidssubmitted after the deadline will NOT be accepted.
4. Bidders may ask for clarifications on this request for proposal up to the 5
th of April 2021, 17.00
Nigerian time by sending an email to
[email protected] with the following reference in the
subject: ‘MC-NG-AB-042-Haulage Services-Question-
5. Malaria Consortium shall notify the winning bidders in writing. Malaria Consortium is under no
responsibility to release the identity or contract terms of the winning vendor.
6. The submitted proposal shall include the following information. Failure to supply all requested
information or comply with the specified formats will disqualify the bidder from consideration.
a. Completed Bidder Response Document, including section 3 on compliance to Malaria Consortium
policies.
b. Copy of business registration documents (proof of legal operation in the country of residence of the
company).
c. Proof of Tax remittance (Tax Clearance Certificate)
d. Pricing proposal, with total cost estimate for the products or services, and including a full cost
breakdown
7. Malaria Consortium reserves the right to accept or reject any or all bids, and to accept the bid
deemed to be in the best interest of Malaria Consortium, and is not bound to accept the lowest
priced bid submitted.
8. Malaria Consortium reserves the right to award contracts to multiple vendors if deemed to be in its
best interest.
9. The selection process will be carried out be a Malaria Consortium procurement committee and be as
follows
a. Review of bids as per the mandatory requirements in clause 28, disqualifying any who do not
meet the mandatory requirements
b. Review of shortlisted bidders as per the evaluation criteria in clause 29, selecting final
shortlisted bidders to present their proposal to Malaria Consortium in a virtual meeting
c. Final selection of winning bidder(s)
10. The award criteria shall be based on the proposals overall response and “value for money” while
taking into consideration donor and internal requirements and regulations. The award will be
determined by a committee of Malaria Consortium employees.
11. The successful vendor shall receive a Framework Agreement for the period of up to 1 year which can
be extended by 2 years upon agreement of both parties.
12. The language for communications and required documents is English.
13. List of documents included within this Request for Proposal:
Procurement Terms and conditions
Anti-bribery policy
Safeguarding policy
Anti-fraud and anti-corruption policy
Bidder Response Document
Malaria Consortium RFP Page 3 of 18
14. The evaluation criteria as outlined in section D will be used to evaluate bids.
15. The selection will be fair, objective and transparent. Only a qualified vendor whose bid substantially
conforms to the requirement at an acceptable price will be awarded.
16. At any time during the validity of the bids, price variation due to any reason shall not be accepted by
Malaria Consortium after it has received the bids. At the time of award of Framework Agreement or
Purchase Order, Malaria Consortium reserves the right to vary (increase or decrease) the quantity of
services and/or goods, without any change in the unit price or other terms and conditions.
17. All bidders will be verified against the following sanctions lists:
UK Treasury
EC List
OFAC List
18. Bid Validity shall not be for less than 90 days.
C Technical Requirements & Specifications
19. Malaria Consortium requires a freight agent who will provide market competitive quotes for national freight
services which include loading and unloading, optimal loading recommendations, route security assessments,
and delivery at destination.
20. The freight agent shall source reliable and cost effective national transport solutions, including product
replacement insurance, or equivalent.
21. For each shipment, estimated costs will need to be broken down by line item, with all costs clearly and transparently
outlined. Once a cost estimate is approved by Malaria Consortium, no other line items will be paid for by Malaria
Consortium.
22. The bidder must be able to electronically store all Malaria Consortium files (orders, invoices from third-party
organisations, data loggers, etc.) for a period of up to six years after the end of the Framework Agreement.
23. Other services would include temporary storage near entry ports (Port Harcourt and Lagos) to breakdown
bulk volume to smaller consignments for delivery to different States. If applicable supplier will have to
submit a breakdown of all associated costs:
Receive the containers / trucks
Unload the cargo on receipt
Perform inspection (qualitative + quantitative).
Fill out relevant shipping documents and share with Malaria Consortium within 48 hours, confirming
quantities and any damage/missing
If applicable: Store some items for short period to optimize volume / freight costs
Pick/pack and load the quantities for each product, consolidating the volume by State
Manage the deliveries to the states in compliance with local regulations and Good Distribution Practice,
including potentially unloading at the delivery point
Report any issues to the Commodity Manager
Malaria Consortium RFP Page 4 of 18
24. Estimated quantities expected in 2021:
The following are indicative quantities that could require national transport by Malaria Consortium in 2021. The
quantities are based on current planning estimates but are subject to small or large change based on final project
quantification and confirmed funding.
Product
Category
Estimated
Weight
(KG)
Estimated
Volume
(CBM)
Estimated
number of
Containers
Projected
pickup
date
Projected
pickup up
location
Expected
onward
delivery
destinations
Pharma 1, 503, 593 979.6 20x40-
reefer
June 2021 Port
Harcourt
or Lagos
Sokoto
Kebbi
Bauchi
Kogi
Nasarawa
Plateau
Pharma 2, 876 15.5 1x20-
reefer
October
2021
Port
Harcourt
or Lagos
Lagos, Kaduna,
kano, Jigawa,
LLIN 293, 590 443.7 10x40- dry September
2021
Port
Harcourt
or Lagos
Lagos, Kaduna,
kano, Jigawa,
Ondo, Anambra
Pharma 11, 221 57.8 1x40-
reefer
October
2021
Port
Harcourt
or Lagos
Kaduna, Kano
Medical
supplies
16, 150 85.7 2x40- dry September
2021
Port
Harcourt
or Lagos
Ebonyi, Jigawa,
Kebbi, Bauchi,
Kogi,
Nasarawa,
Osun, Plateau,
Jigawa, Niger,
Kaduna, Kano,
Sokoto
Pharma 250, 598.83 163.3 4x40-
reefer
October
2021
Port
Harcourt
or Lagos
Osun/Ebonyi
Please note that actual delivery location and volume ratio will be communicated to selected bidder(s) on an order by order basis.
25. Bidders are required to submit their rates using the tables in the bidder response documents. Rate cards can
also be shared in addition. However, bids will only be accepted if the rate tables in the bidder response
document are completed.
Malaria Consortium RFP Page 5 of 18
D Payment Terms
26. Malaria Consortium will make payment 30 days after presentation of certificate of completion
note/signed waybills/Goods Received Notes and invoice outlining any deductions for loss, damage or
late delivery.
27. All payments shall be made in Naira by bank transfer.
E RFP Selection Criteria
28. To be considered eligible for evaluation, the organization must be registered with CAC and must have agreed
to be compliant to Malaria Consortiums Policies. Any Bid Not Meeting the Mandatory Criteria listed below will
not be evaluated.
Mandatory Criteria (non-adherence disqualifies a bid from further consideration)
Completed Bidder Response Document, including all sections and confirmation of
compliance to Malaria Consortium policies
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