Request for Quotation

Job Description

Request for Quotation 

INFORMATION FOR TO VIEW ITEMS ON SALE AND PROVIDE QUOTES

RFQ No: -5065

Bid Opening date:  Monday 25th March 2024

RFQ Closing Date:  Friday 22nd March 2024

Email: procurement@sl.bbcmediaaction.org

BBC Media Action is the BBC’s international development organisation. We use media and communications to reduce poverty and promote human rights in developing countries. We have been in Sierra Leone since 2007 support media development, creative content production across media house in the country on issues around governance, accountability, health, education, empowerment etc. 

We are moving address, and as such are accepting bids for the following assets:

All items are viewable and collectable from our current address: 41I Derick drive Spur Road.

PROCURING ENTITY: BBC MEDIA ACTION

TENDER NAME AND DESCRIPTION: DISPOSAL OF ASSETS 

1. The BBC Media Action now invites sealed tenders from eligible candidates to purchase the items listed.
2. Interested eligible candidates may obtain further information at the address provided below. Items will be sold as they are, without any encumbrances.
3. Interested tenderers may view and inspect the vehicles and other items to be sold during office hours on 13th, 22nd March 2024 at the BBC Media Action office from 8.00am to 5.00pm.
4. Completed tenders must be delivered to the address below on or before Friday, 22nd March 2024.
5. Tenders will be opened immediately after the deadline date and time specified above.

 INSTRUCTIONS TO TENDERERS

1. This Invitation for Tenders is open to all tenderers eligible as described in the instructions to tenderers.
2. Tenderers shall be under a declaration safeguarding policy.
3. The Procuring Entity’s employees, committee members and their relatives are not eligible to participate in the tender.
4. A Sierra Leonean tenderer shall provide evidence of having fulfilled his/her tax obligations by producing a valid tax compliance certificate or tax exemption certificate issued by the Revenue Authority.

5.The tenderer shall follow all processes associated with the preparation and submission of its tender.

6. The Procuring Entity shall allow the tenderer to review the tender document and the vehicles and other items to be sold free of charge before tendering.

The Tender Document.

3.1 The tender document comprises the document listed below, and any other necessary document as required.

1. i) Invitation to tender,
2. ii) Instructions to tenderers,

iii) Schedule of items and prices,

1. iv) Conditions of Tender,
2. v) Form of tender,
3. vi) Confidential Business Questionnaire Form,

vii) Tender Commitment Declaration Form.

2.1 The tenderer is expected to examine all instructions, forms, terms, and specifications in the tender documents.

Failure to meet all the requirements of the tender will beat the tenderer’s risk and may result in the rejection of its tender.

Clarification Contact:

• BBC Media HR/Operations
• TEL.+232-76623954(Whatsapp)
• Clarification of tenders shall be requested by the tenderer to be received by the Procuring Entity not later than the deadline for submission.

Tender Prices and Currencies

• The tenderer shall indicate on the appropriate Price Schedule the unit prices and total tender price of the item it proposes to purchase under the contract.
• Prices quoted by the tenderer shall be fixed during the tender validity period and not subject to variation on any account.
•  A tender submitted with an adjustable price quotation will be treated as non- responsive and will be rejected.
• The Price quoted shall be in Sierra Leone leones.

Validity of Tenders

• Tenders shall remain valid for 20 days or as specified in the instruction to tenderers after date of tender opening.

Viewing of Tender Items

Prospective tenders are advised to view the items to be sold before tendering. This will enable them to arrive at the most reasonable and competitive tenders. Tenders are based on “AS WHERE IT IS AND THE CONDITION IT IS

IN” and the conditions of the items are not guaranteed or warranted by the seller.

Deadline for Submission of Tenders

• Tenders must be received by the Procuring Entity at the address specified (41s Derick Drive spur road) not later than Friday, 22nd March 2024.

Modification of tenders

• The tenderer may modify or withdraw its tender after the tender’s submission, if notice of the modification is received by the Procuring Entity prior to the deadline prescribed for submission of tenders.
•  A withdrawal notice may also be sent by email not later than the deadline for submission of tenders.
• No tender may be modified after the deadline for submission of tenders.

Withdrawals and tenders

No tender may be withdrawn in the interval between the deadline for submission of tenders and the expiration of the period of tender validity specified by the tenderer. Withdrawal of a tender during this interval may result to disqualification.

Opening of Tenders

• The Procuring Entity will open all tenders in accordance with the organization procurement procedures.
• The procurement committee will take responsibility for opening of the bid and Successful bidders will be contacted. 
•  The Procuring Entity will prepare the minutes of the tender opening.

Evaluation and Comparison of Tenders

• • The Procuring Entity will examine the tenders to determine whether they are complete, whether the tenderer has fulfilled the eligibility criteria, and whether any computation errors have been made. Whether documents have been properly signed and whether the tenders are generally in order. After examination a tender that will be determined to be substantially non-    responsive will be rejected by the Procuring Entity.

• Any error detected if considered a major deviation that affects the substance of the tender, shall lead to disqualification of the tender as non-responsive. Any errors in the submitted tender arising from a miscalculation of unit price, quantity, subtotal, and total bid price shall be considered as non-responsive.

• Award Criteria

The Procuring Entity will award the contract to the successful tenderer(s) whose tender has been determined to be substantially responsive and has been determined to be the highest tendered price, subject to the reserve price.

Notification of Intention to enter a Contract/Notification of Award

• Prior to the expiration of the period of tender validity, the Procuring Entity will notify the successful tenderer by email that its tender has been accepted.
• Simultaneously the other tenderers shall be notified that their tenders have been unsuccessful.

Canvassing/Contacting the Procuring Entity

• No tenderer shall contact the Procuring Entity on any matter relating to its tender, from the time of the tender opening to the time the contract is awarded.
• Any effort by a tenderer to influence the Procuring Entity in its decisions on tender evaluation, tender comparison, or contract award may result in the rejection of the tenderer’s tender.

SCHEDULE OF ITEMS AND PRICES.

• The Procuring Entity will prepare the schedule of items being sold, marking each item with a unique number.
• The tenderer shall complete the tender by preparing and completing the Table below, indicating the items tendered for and the prices offered and striking out those not tendered for.

SCHEDULE OF ITEMS AND PRICES

CONDITIONS OF TENDER

• A tenderer may tender for any item as they wish.
• Tenderers who will be awarded contracts will be required to pay for the items after 7 days and not later than 10 days. Failure to do so will result in the contract award being cancelled.
• Tenderers will be required to collect the items they have paid for within seven (7) days.
• The Procuring Entity will retain confidential reserve prices for all the items. Items tendered for below the reserve price will be retained by the Procuring Entity.

STANDARD FORMS

The form of tender, the confidential business questionnaire form, and the tender commitment declaration form must be completed by the tenderers and returned with the tender. Failure to complete any of these forms will lead to the disqualification of the tenderer.

1.FORM OF TENDER

To: ……………………………………………………….                                                            

Date………………………………………………..                                                                                       

Tender…………………………………………………                                                             

Tender No…………………………………………

[name and address of Procuring Entity]

………………………………………………………………………………………………………

………………………………………………………………………………………………………

Gentlemen and/or Ladies:

1. Having examined the tender documents including addenda and having examined the items on sale, we the undersigned, offer to purchase and collect ……………………………………………………………. offered to us in conformity with the said tender documents for the sum. of………………..……………………………………………………………………..[total tender amount in words and figures] or such other sums as may be ascertained in accordance

with the Schedule of Items and Prices attached here with and made part of this Tender.

2. We undertake, if our Tender is accepted, to pay for and collect the items in accordance with the requirements of the tender.
3. We agree to adhere by the tender price for a period of………. [number] days from the date fixed for tender opening of the Instructions to tenderers, and it shall remain binding upon us and may be accepted at any time before the expiration of that period.
4. We understand that you are not bound to accept the highest or any tender that you may receive.

Dated this……………… day of ……………20…………………………….

[signature] ……………………………………………………………………. [in the capacity of] …………………………………………………………………………………..

Duly authorized to sign tender for and on behalf of (Business name) ………………………………………………………………………………………

Confidential Business Questionnaire Form

1. You are requested to give the particulars indicated in the above information which applies to your type of business.
2. You are advised that it is a serious offence to give false information on this form as it applies to your type of business.
3. You are advised that it is a serious offence to give false information on this form

in General.

Business Name……………………………………………………………………………………………………

Location of business Premise……………………………………………………………………………

Address….………………………Tel No.………………………………. Nature of 

business……………………………………………………………………………………………………………….

[Name, Designation and of Tenders Representative in the Company]

Name……………………………………………………………………………………………..

Position………………………………………………………………………………………………………………………….

signature and Business stamp……………………………………………………………………………………….

Date ………………………………………………………………………………………………

SELF-DECLARATION FORMS

SELF DECLARATION THAT THE PERSON/TENDERER IS NOT INVOLVED IN ANY HUMAN RIGHT OR CHILD ABUSE.

I………………………….……. of Address …….………………………. being a resident of the Republic of ……………………………. do hereby make a statement as

follows: –

1. THAT I am the (Position)………….………………………………… of (insert name of the Company) ……………………………………………………………………who is a Bidder in respect of Tender No.…………………for……………………. (insert tender title/description) for…………………………………… (Insert of the Procuring entity) ……………………………………….and duly authorized and competent to make this statement.
2. THAT the aforesaid Bidder, its directors, and members of staff have not been involved in any human right violation.
3. THAT what is deponed to here in above is true to the best of my knowledge, information, and belief

Title…………………………………………………………………………………………………

Official Stamp Signature……………………………………………………………………….

Date……………………………………………………………………………………………….

DECLARATION AND COMMITMENT TO THE CODE OF ETHICS

I ………………………………………………………………………………….. (person) on behalf of (Name of the Business) ………………………………………………………declare that I have read and fully understood the contents Code of Ethics for persons.

participating in the bidding process responsibilities under the bidding process.

I do here by committing to abide by the provisions of the Ethics for persons participating in the bidding process.

Name of Authorized…………………………………………………………………………….

Position…………………………………………………………………………………………………..……………

signature…………………………………………………………………………………………………………………Date………………………………………………………………………………………………..

Office address……………………………………….Telephone………………………………..

E-mail………………………………………………

Name of the Firm/Company…………………………………………………………………………………

Witness

Name………………………………………………………………………………………………………..………

Sign……………………Date…………………………………………………………………………….

Interested eligible firms/companies should contact: Operations and HR Marchbook an appointment to visit the office and assess the Items at BBC Media Action Office at 41i Derek Drive, Off Spur Road Freetown from 9:30am 4:30 pm daily, Thursday 14th March through to Monday 22nd March 2024. Companies/Firms can also call the following numbers: +23288387702 or +23276623954.