REQUEST FOR QUOTATION
Job Description
Crown Agents Reference: RFQFA012023
Date: 29TH March 2023
REQUEST FOR QUOTATION
REQUIRED BY: 06th April 2023
Crown Agents (SL) Limited request you to submit a quotation or proposal for services specified in the attached Form of Offer at Appendix C.
These services are required in Crown Agents’ offices in Freetown, Makeni and Bo (“the End-User (s)”).
It is the bidder’s responsibility to ensure that copies of the following documents which are incorporated by reference (and shall be incorporated by reference in any resulting contract) have been downloaded from the Supplier role information & downloads – page on our website:
https://www.crownagents.com/procurement/supplier-downloads/
- General Contract Conditions for the Purchase of Goods and Associated Services (2013)
- Business Partner Questionnaire
Any Contract placed as a result of this Request for Quotation will be subject to the General Contract Conditions for the Purchase of Goods and Associated Services (2013) (“the Contract Conditions”), in addition to the Special Conditions of Contract (“the Special Contract Conditions”) specified at Appendix B.
Business Partner Questionnaire is required to establish the capability to perform any subsequent Contract. Complete all sections and attach a copy of the previous two years audited annual report and accounts.
Appendix A – Instructions for Bidders
Please refer to Appendix A, Instructions to Bidders for pertinent information relating to the bid and that will apply to any subsequent contract.
Appendix B – Special Contract Conditions
Please refer to Appendix B for details of Special Conditions that will apply to any subsequent contract. In the event of any conflict between the Contract Conditions and the Special Contract Conditions, the latter shall prevail.
Appendix C – Form of Offer
Please return, completed Appendix C, with all required supporting documents and literature stipulated in this RFQ to reach Crown Agents, 49G Ronsab Drive, Off Spur Road, Freetown OR email to procurmentSL@crownagents.co.uk by the “Required By” date.
Failure to complete and return a full set of documents may result in the quotation / proposal not being considered.
The quotation process is governed by and construed in accordance with the laws of Sierra Leone.
The documents are available on the careers.sl as an attachment and it is the bidder’s responsibility to ensure that copies of these documents are downloaded and fully completed.
Any questions which you may have in relation to this Request for Quotation must be addressed to the undersigned and sent to the email address procurmentSL@crownagents.co.uk
Yours faithfully
Jassie Samah
Office and Logistics Manager
APPENDIX A
INSTRUCTIONS FOR BIDDERS
Currency: Unless otherwise indicated prices should be quoted in the Sierra Leonean Leone. Please ensure that the currency is clearly stated.
Dossier: The bidder must send the following documents together with the Form of Offer:
- Company’s registration certificate and or Certificate of Incorporation
- NRA registration certificate and tax clearance as of December 2022
- NASSIT registration certificate and clearance as of December 2022
- Three satisfactory references of customers for whom the same type of service was provided; Crown Agents reserves the right to contact these references, without notifying the company.
- List of customers in the last 12 months
- An organisational (human resources) chart
Other Information:
- The subject header of your emails OR on the envelop, must be: “Proposal submission for: Internet Service OR Security and Cleaning Service OR Vehicle rental service on each relevant mail / envelop.
- If you are bidding for 2 (two) services, (this is the maximum that can be bided for), please ensure that each proposal is submitted in a separate email / envelop with the correct details in the subject of the email or on the envelop.
Companies that will bid for all 3 services, will automatically be disqualified.
Acceptance: Crown Agents reserve the right to:
| – | Accept any quotation wholly or in part; |
| – | Reject any quotation; |
| – | To annul the bidding process and reject all quotations at any time prior to contract award without thereby incurring any liability to the affected bidder or bidders. |
Signing of Contract: At the same time as Crown Agents notifies the successful bidder that its quotation has been accepted, Crown Agents will send the bidder the Form of Contract in the format provided, incorporating all agreements between the parties.
As soon as practically possible, but no more than five (5) working days following receipt of the Form of Contract, the successful bidder shall sign and date the Form of Contract and return it to Crown Agents.
APPENDIX B
SPECIAL CONDITIONS OF CONTRACT
The following Special Conditions of Contract will apply to the Contract:
Anti-Bribery: The Contractor agrees to adopt and comply with Crown Agents’ Ethical Code for Business Partners as available as a download from the Supplier role information and downloads page on Crown Agents website http://www.crownagents.com/supplier-downloads.
Child Protection: Crown Agents believes that everyone has a role in the safeguarding of children and promoting their welfare whether or not they are in direct contact with children. Crown Agents will seek the support and cooperation of the Supplier in the implementation of its Child Protection Policy and will monitor their compliance with it.
The Supplier should note the requirements to adhere at all times to the Child Protection Code of Conduct, available on Crown Agents website.
Force Majeure: For the purposes of the Contract, a Force Majeure event as detailed within clause 19 of the Contract Conditions means any circumstance not within a party’s reasonable control including, without limitation:
| a) | acts of God, flood, drought, earthquake or other natural disaster; |
| b) | epidemic or pandemic; |
| c) | terrorist attack, civil war, civil commotion or riots, war, threat of or preparation for war, armed conflict, imposition of sanctions, embargo, or breaking off of diplomatic relations; |
| d) | nuclear, chemical or biological contamination or sonic boom; |
| e) | Any law or any action taken by a government or public authority, including without limitation imposing an export or import restriction, quota or prohibition [or failing to grant a necessary licence or consent]; |
| f) | collapse of buildings, fire, explosion or accident; and |
| g) | any labour or trade dispute, strikes, industrial action or lockouts (other than in each case by the party seeking to rely on this clause, or companies in the same group as that party). |
Non-performance or delay by a sub-contractor shall not constitute a force majeure event.
The remaining provisions of clause 19 of the Contract Conditions remain unchanged.
Specific Clause(s) on Tax:
- Withholding tax (5.5%) is deducted at source of payment for goods and or services that exceeds SLE1000 per transaction.
- GST (15%) can only be claimed by GST registered businesses
Payment under the terms of the Contract will be made by Bank Transfer. The Contractor will be required to provide their bank details in the format detailed below and this submission must be returned with the Contractor’s signed contract. Failure to provide the following information may result in delays in the Contractor’s payment being processed.
BANK DETAILS (to be printed on Contractor’s letter headed paper)
- Account Name (in full) …………………………………………
- Account Number …………………………………………………
- BBAN ………………………………………………………………….
- Bank Name …………………………………………………………
- Bank Address …………………………………………………….
- SWIFT Code…………………………………………………………
Authorised Signatory
Sign: ……………………….
Name: ……………………………………………………….
Designation: ………………………………………………
