APPEL D'OFFRE RELATIF A LA LOCATION DE VEHICULES

International Medical Corps
Mali Program
Address: Hippodrome Street:
1650 Door: 224 – Po Box. 2033
Office telephone (+223)
44245376
Yacouba Ouologuem /
Logistics Coordinator /
Mobile +223 75 90 64
96 /
youologuem@internati
onalmedicalcorps.org
Date: January 23th 2017 No. of pages including
this page: 13
Request for Quote reference: No.
RFQ/12042BKO/2016
Subject or Title: THE RENTAL OF 4 X 4
ALL ROAD UTILITY VEHICLES FOR A LONG TERM
PERIOD OF 12 MONTHS AND RENEWABLE BY TACIT
AGREMENT
International Medical Corps, international non-profit
relief and development organization working in
Republic of Mali for To reduce suffering, eliminate
extreme poverty, health, nutrition and gender-based
violence
Dear Sales Representative / Sales Manager,
On behalf International Medical Corps (IMC)
Mali/Program, I am kindly requesting quotation for
attached list of items or services requested
expressed in Francs CFA, with delivery by included to
the office of International Medical Corps .
Questions / Clarification requests:
Should you have questions about this Request for
Quote, please contact us via e-mail at
procurement.bko@internationalmedicalcorps.org
I. Request for Quotation – Administration
Response Deadline:
- Quotations must be provided no later than
17H00 on January 27th 2017. Quotations

received after the stated deadline are
considered invalid, but exceptions may be
made on a case-by-case basis.
Source Selection Criteria:
- Based on the Lowest Price Technically
Acceptable Source Selection Process, an
award will be made to the Bidder submitting
the lowest evaluated price that meets or
exceeds the technical acceptability standards
while respecting determined delivery
timelines.
- Technical capability is evaluated by how well
the proposed items or services meet the
minimum technical specifications set forth in
this RFQ.
Quotation Validity:
- The Quotation should be valid for 30 days
days from the RFQ due date. If this is not
possible, please quote your best quote
validity timeframe.
- The Quotation includes, but is not limited to
cost, pricing, terms and conditions, service
levels, and all other information. If your
company is awarded the contract, all
information in the RFQ and negotiation
process is contractually binding.
Submission instruction:
a. Quotations must be submitted:
- Option 1: Hand delivered or via courier
service in a sealed envelope placed into
the tender-specific box against receipt
and tender record of delivery in tenderspecific
log-book by bidder’s
representative delivering the offer.
Submission of offers should be done at the
following address: International Medical
Corps office address International Medical
Corps Hippodrome Door 1650 Street 224
– Tender Box in the reception.
You are required to submit signed and dated offers
on your company letterhead.
In case of submission in a sealed envelope, the
outside of the envelope must clearly note the RFQ
reference number. RFQ/12042BKO/2016
We will not be held responsible if an envelope sent
without a legible RFQ reference number is mistakenly
opened and thus disqualified.
b. To be eligible, Quotations must:
- Provide full, accurate and complete
information as required by this solicitation
and its attachments, including any
certifications attached.
- Be submitted on Bidder’s company letterhead
and signed by the authorized company officer.
- It is recommended that the price schedules be
copied on Bidder’s letterhead.
- It is recommended that letter head includes
bidder’s registration number, VAT or fiscal #,
address, capital (as applicable), etc.
c. As a minimum, offers must show
- The RFQ reference number;
RFQ/12042BKO/2016
- The name, addresses (street, email, other),
and telephone number of the Bidder;
- A detailed technical description /specification
of the items being offered in sufficient detail
to evaluate compliance with the
requirements in the solicitation. This may
include product literature, or other
documents, if necessary;
- Terms of any offer related warranty;
- “Remit to”/”Submit to” address, if different
than mailing address;
- Past performance information, when included
as an evaluation factor, to include recent and
relevant contracts for the same or similar
items and other references (including
contract numbers, points of contact with
telephone numbers and other relevant

information); and
- Confirmation of acceptance of Request for
Quote Terms and Conditions.
Price offer:
- You will find in the document annexed the list
of items/services your company is required to
bid for. You should address each item in the
similar sequential order.
- Price must include any discount terms,
transportation and insurance costs,
applicable;
- Price offer should meet requirements set in b.
and c.
Partial quotation:
- International Medical Corps will not consider
a partial quotation. In that case, quotation will
be rejected.
Vendor registration:
- All vendors must register with International
Medical Corps prior to being awarded a
contract.
- If you are not already an International Medical
Corps registered vendor, please provide
information/documentation as listed on the
attached Vendor Registration Form, and
confirmation of adherence to International
Medical Corps standard Terms and
Conditions and Vendor Code of Conduct by
returning those documents filled and signed.
- Note that for certain category of supplies,
International Medical Corps may require a
physical inspection prior to considering your
company as registered.
Payment Terms:
International Medical Corps intends to award a firm
fixed-price purchase order or contract as a result of
this RFQ with payment terms being net 30 days from
delivery and acceptance of the goods ordered at the
location specified. If this is not possible, please quote
your best payment terms.
Invoicing:
Invoices supplied to International Medical Corps
should clearly indicate:
- Purchase Order/ Contract/ Work Order
number
Intent to bid confirmation:
- We would appreciate if you could confirm in
writing your intent to participate in this
tender following receipt of this Request for
Quote.
II. Request for Quotation – Scope of Work
Description du marché
Item 1: Vehicle 4x4 multi-purpose city and laterite
road (Of the type Toyota LandCruiser Prado)
Quantity: 1 piece
Driver availability: 24/7
Description: Vehicle 4x4, Diesel 5 passenger’s
minimum in good condition. Replace the vehicle
during maintenance. Maxima expected: 5 to 10 years,
200,000km.
Duration of the rent: 11 months renewable by tacit
agreement
Location: Bamako
NB: Please indicate the daily cost of with driversdriven
vehicle (24H/24) in your proposal.
Item 2: Vehicle 4x4 multi-purpose city and road
laterite (Of the type Toyota LandCruiser Prado)
Quantity: 1 piece
Driver availability: 24 hours / 7 days
Description: Vehicle 4x4, Diesel 5 passengers’
minimum in good condition. Replace the vehicle
during maintenance. Maxima expected: 5 years,
100,000km.
Duration of the hiring: 11 months renewable by tacit
agreement
Location: Bamako and all regions of Mali
Important note: Please indicate the daily cost of a
chauffeur-driven vehicle (24H) in your proposal.
Important Information:
1. Drivers must have at least one day off per
week.
2. Drivers must follow International Medical
Corps driving procedures or another NGO
3. The hours of work shall be those established
by the Labor Inspectorate of the Republic of
Mali
4. International Medical Corps will not pay
overtime
5. Submit a schedule (Days worked, Days of
Rest) including the telephone contacts of the
drivers.
6. All drivers must speak and write French,
English is a plus.
7. The driver must be properly dressed and
clean.
8. A medical vision certificate is recommended
for all drivers.
III. Request for Quotation - Quality control
Defects; Warranty; Misc.
a) International Medical Corps has the right to
inspect and test all supplies, equipment and
services quantity and quality of delivery called
for by the Contract, to the extent practicable,
at all places and times, including the period of
manufacture, seller’s warehouse and in any
event before acceptance. IMC shall perform
inspections and tests in a manner that will not
unduly delay the work. IMC assumes no
contractual obligation to perform any
inspection and test for the benefit of the
Contractor.
b) International Medical Corps shall inspect the
items upon their delivery (if different not
agreed) and provide written notice to
Contractor as to any defects, nonconformities,
or issues in Contractor's
performance of its Contract obligations. (See
Acceptable Quality Level – AQL – below).
c) Contractor must be present during
International Medical Corps’ quantitative and
quality control process to be undertaken at
the time of delivery. If Contractor does not
attend, Contractor accepts the quantitative
and qualitative control outcome performed
by International Medical Corps. Within a
reasonable time before delivery, Contractor
must notify International Medical Corps in
writing of its authorized representative who
will participate in the quantitative and
qualitative control process.
d) International Medical Corps shall not be
obliged to buy or pay for, and International
Medical Corps may at any time after delivery
reject, all or any part of a given delivery of
goods and services that International Medical
Corps determines does not conform to the
Contract, is defective in material or
workmanship, or are otherwise not in
conformity with the specifications in Contract.
To the extent practicable, International
Medical Corps will provide the reasons for
rejecting said goods in writing.
e) Contractor shall remove items rejected or
required to be corrected at its sole cost,
including Contractor solely bearing the costs
for re-loading cargo following a negative
inspection. However, International Medical
Corps may require or permit correction in
place, promptly after notice, by and at the
expense of the Contractor. The Contractor
shall not tender for acceptance corrected or
rejected supplies without disclosing the
former rejection or requirement for
correction, and, when required, shall disclose
the corrective action taken.
f) If Contractor fails to promptly remove,
replace, or correct rejected items that are
required to be removed or to be replaced or
corrected, International Medical Corps may
either (1) by contract or otherwise, remove,
replace, or correct the items and charge the
cost to the Contractor or (2) terminate the
contract for default. Unless the Contractor
corrects or replaces the supplies within the
delivery schedule, International Medical
Corps may require their delivery and make an
equitable price reduction, or request
reimbursement if funds advanced.
g) Contractor is exclusively liable for any defects
in the items by Contractor, its agents,
representatives, or subcontractors.
Contractor hereby agrees to indemnify
International Medical Corps for any losses,
damages or claims of any kind arising from
such defects.
h) No rights or obligations under any agreement
with International Medical Corps may be
assigned or subcontracted to any third party,
unless such assignment is pursuant to
International Medical Corps’ written consent.
i) International Medical Corps’ failure to inspect
and accept or reject the supplies shall not
relieve the Contractor from responsibility, nor
impose liability on International Medical
Corps, for nonconforming items. Inspections
and tests by International Medical Corps do
not relieve the Contractor of responsibility for
defects or other failures to meet Contract
requirements discovered before acceptance.
j) Contractor warrants that any workmanship,
equipment, materials, and contents of the
items provided under this Contract shall be
free from defects and deficiencies and
conform to the specifications attached. This
General Warranty shall apply to the
equipment, materials, and contents of the
items procured.
k) If items are being procured, Contractor shall
make delivery to the specified destination by
the due date stated or as otherwise agreed in
writing by both parties. Any such stated due
date is of the essence and the Contractor shall
notify International Medical Corps promptly if
it anticipates that delivery will not be on time.
Contractor shall incur all costs related to
unauthorized early delivery or any late
delivery.
l) If any items, product or services are not
delivered in accordance with the delivery
schedule agreed upon by both International
Medical Corps and the Contractor, and if the
delay in delivery is not due to unforeseen
events (Force Majeure, including: flood,
earthquake, storm, hurricane or other natural
disasters; hostilities; terrorist activities; war;
extensive military mobilization; embargo;
insurrection; strike or any other similar cause
beyond the Contractor’s reasonable control)
the Contractor shall pay to International
Medical Corps liquidated damages in the
amount 5% (five percent) of the value of the
procurement per month. Liquidated damages
shall be paid proportionately for any period of
less than one month calculated on the basis of
thirty (30) days in the month. International
Medical Corps will issue a Debit Memo to
collect said payment against the Contract for
delinquent items.
m) The Contractor whose performance is
prevented by a Force Majeure event shall, as
soon as practicable given the nature of the
event, inform International Medical Corps of
the impediment and the effects thereof. As of
the date of the notice of Force Majeure by the
Contractor, the Contract is suspended. The
Contractor shall exercise its best efforts under
the circumstances to remove or remedy the
events of Force Majeure. If the situation
causing the suspension continues for sixty
(60) calendar days or more, International
Medical Corps may terminate all or that part
of the Contract on written notice to the
Contractor.
In the case of a rejection of defective or nonconforming
items contained in a shipment, that
shipment is still considered undelivered, and
penalties for late delivery will be applied.
IV. Request for Quotation - Terms and Conditions
[amend as appropriate]:
Issuance of this RFQ does not constitute an award
commitment on the part of the International Medical
Corps, nor does it commit International Medical
Corps to pay for costs incurred in the preparation and
submission of a bid.
Attached files are integral part of this RFQ including
Terms and Conditions Version June 2016.
By submitting the valid offer to this RFQ you accept
to adhere to RFQ and Terms and Conditions.
International Medical Corps may contact bidders to
confirm contact person, address, bid amount and to
confirm that the bid was submitted for this
solicitation.
For construction projects under USG funding note
requirements of 2 CFR 325 on Bonding. Bonding is
used in construction projects to protect against
adverse events that may cause disruptions, failure to
complete the project due to insolvency of the builder,
or the job’s failure to meet specifications.
False Statements in the Bid:
Bidders must provide full, accurate and complete
information as required by this solicitation and its
attachments. False statements in bids constitutes
grounds for immediate termination of the agreement
with vendor. International Medical Corps takes fraud,
misstatements, falsification, manipulation, alteration
of facts and/or documents very seriously and has a
zero tolerance policy and may choose to take legal
action in case of misrepresented disclosures by
Contractors.
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 International
Medical Corps having to re-evaluate the selection of
a potential Bidder.
Right to Select/Reject
International Medical Corps reserves the right to
select and negotiate with those firms it determines,
in its sole discretion, to be qualified for competitive
proposals and to terminate negotiations without
incurring any liability. International Medical Corps
also reserves the right to reject any or all proposals
received without explanation.
Reserved Rights:
All RFQ responses become the property of
International Medical Corps and International
Medical Corps reserves the right in its sole discretion
to:
???? To disqualify any offer based on Bidder’s
failure to follow solicitation instructions;
???? To waive any deviations by Bidder from the
requirements of this solicitation that in
International Medical Corps’ opinion are
considered not to be material defects
requiring rejection or disqualification; or
where such a waiver will promote increased
competition;
???? Extend the time for submission of all RFQ
responses after notification to all Bidders;
Terminate or modify the RFQ process at any
time and re-issue the RFQ to whomever
International Medical Corps deems
appropriate;
???? Issue an award based on the initial evaluation
of offers without discussion;
???? Award only part of the activities in the
solicitation or issue multiple awards based on
solicitation activities.
Code of Conduct
International Medical Corps is committed to upholding
the highest standards in all our business dealings with
the U.S. Government and other international and
private funders, protecting taxpayer resources, and
providing high-quality services and products. Complying
with all laws and regulations and ensuring fair
competition are fundamental to this commitment. As
such, International Medical Corps’ vendors shall allow
International Medical Corps to audit their compliance
programs.
The Vendor Code of Conduct expresses the
expectations we hold for all of International Medical
Corps’ vendors and they are required to sign and submit
the attached Vendor Code of Conduct.
Reporting of Fraud & Unethical Behavior:
To report fraud and unethical behavior:
???? File a report online at EthicsPoint,
Inc. (https://secure.ethicspoint.com/domain
/media/en/gui/29929/index.html) or
???? Contact
report@internationalmedicalcorps.org for
further instruction.
???? Reports may also be made to
compliance@internationalmedicalcorps.org
or
???? legal@internationalmedicalcorps.org
More details on International Medical Corps and our
projects worldwide are available through our web
site: www.internationalmedicalcorps.org
Ibrahim Marou Diarra
Supply Chain Officer/ Procurement Officer
International Medical Corps Mali
E-mail:
procurement.bko@internationalmedicalcorps.org

International Medical Corps
Mali Program
Address: Hippodrome Street:
1650 Door: 224 – Po Box. 2033
Office telephone (+223)
44245376
Yacouba Ouologuem /
Logistics Coordinator /
Mobile +223 75 90 64
96 /
youologuem@internati
onalmedicalcorps.org
Date: January 23th 2017 No. of pages including
this page: 13
Request for Quote reference: No.
RFQ/12042BKO/2016
Subject or Title: THE RENTAL OF 4 X 4
ALL ROAD UTILITY VEHICLES FOR A LONG TERM
PERIOD OF 12 MONTHS AND RENEWABLE BY TACIT
AGREMENT
International Medical Corps, international non-profit
relief and development organization working in
Republic of Mali for To reduce suffering, eliminate
extreme poverty, health, nutrition and gender-based
violence
Dear Sales Representative / Sales Manager,
On behalf International Medical Corps (IMC)
Mali/Program, I am kindly requesting quotation for
attached list of items or services requested
expressed in Francs CFA, with delivery by included to
the office of International Medical Corps .
Questions / Clarification requests:
Should you have questions about this Request for
Quote, please contact us via e-mail at
procurement.bko@internationalmedicalcorps.org
I. Request for Quotation – Administration
Response Deadline:
- Quotations must be provided no later than
17H00 on January 27th 2017. QuotationsInternational Medical Corps
Mali Program
Address: Hippodrome Street:
1650 Door: 224 – Po Box. 2033
Office telephone (+223)
44245376
Yacouba Ouologuem /
Logistics Coordinator /
Mobile +223 75 90 64
96 /
youologuem@internati
onalmedicalcorps.org
Date: January 23th 2017 No. of pages including
this page: 13
Request for Quote reference: No.
RFQ/12042BKO/2016
Subject or Title: THE RENTAL OF 4 X 4
ALL ROAD UTILITY VEHICLES FOR A LONG TERM
PERIOD OF 12 MONTHS AND RENEWABLE BY TACIT
AGREMENT
International Medical Corps, international non-profit
relief and development organization working in
Republic of Mali for To reduce suffering, eliminate
extreme poverty, health, nutrition and gender-based
violence
Dear Sales Representative / Sales Manager,
On behalf International Medical Corps (IMC)
Mali/Program, I am kindly requesting quotation for
attached list of items or services requested
expressed in Francs CFA, with delivery by included to
the office of International Medical Corps .
Questions / Clarification requests:
Should you have questions about this Request for
Quote, please contact us via e-mail at
procurement.bko@internationalmedicalcorps.org
I. Request for Quotation – Administration
Response Deadline:
- Quotations must be provided no later than
17H00 on January 27th 2017. Quotations