Request for Quotation (RFQ)
Date: October 2, 2025
To: Potential Vendors
Request for Quotation for Supply and Delivery of Nutrition Commodities/Products (Ready – to – Use Therapeutic Foods (RUTF) and Small Quantity Lipid-Based Nutrient Supplements (SQLNS) to various Helen Keller Intl State Offices (Akwa Ibom, Bauchi, Sokoto and Kebbi state)Procurement
No. PR 2025-09-406
Dear Vendor
Helen Keller International (HKI) is seeking eligible, qualified suppliers to provide their best price quote for the item(s) below.
- If interested, the quotation must be submitted on company letterhead and signed by an authorized individual.
- Please refer to the Terms and Conditions below in preparing your quote.
- Please acknowledge receipt of this request by signing the vendor conflict of interest certification below and indicate intention to quote.
- No telephone calls will be accepted and any questions regarding this RFQ must be submitted in writing prior to the deadline. Questions and answers considered to be material to this quotation may be shared by HKI with all other offerors.
Thank you,
Good Specifications
| Item # | Description/Specifications | Unit Type | Quantity |
| 1. | Supply and Delivery of Ready-to-Use Therapeutic Foods (RUTF) packaged in cartons of 150 sachets in a carton, each sachet 92g/sachet. – The product should have at least a shelf life of 12 months from the date of supply. | Cartons of 150 sachets each | 8,000 |
| 2. | Procurement of Small Quantity Lipid-Based Nutrient Supplements (SQLNS) The product should have at least a shelf life of 12 months from the date of supply. It should be packaged in cartons of 600 sachets in cartons. | Cartons of 600 sachets each | 4,500 |
Delivery Plan:
| The RUTF will be delivered in two batches to Helen Keller Akwa Ibom, Bauchi, Sokoto and Kebbi states Office State | RUTF Batch A | RUTF Batch B | TOTAL |
| Akwa Ibom | 750 (31 Oct 2025) | 750 (2 Mch 2026) | 1,500 |
| Bauchi | 1,500 (14 Nov 2025) | 1,500 (2 Mch 2026) | 3,000 |
| Sokoto | 800 (14 Nov 2025) | 800 (2 Mch 2026) | 1,600 |
| Kebbi | 650 (14 Nov 2025) | 650 (2 Mch 2026) | 1,600 |
| Total | 4,000 | 4,000 | 8,000 |
| The RUTF will be delivered in two batches to Helen Keller Akwa Ibom, Bauchi, Sokoto and Kebbi states Office State | SQLNS Batch A | SQLNS Batch B | TOTAL |
| Akwa Ibom | 426 (31 Oct 2025) | 420 (2 Mch 2026) | 846 |
| Bauchi | 847 (14 Nov 2025) | 840 (2 Mch 2026) | 1,687 |
| Sokoto | 450 (14 Nov 2025) | 450 (2 Mch 2026) | 900 |
| Kebbi | 537 (14 Nov 2025) | 530 (2 Mch 2026) | 1,067 |
| Total | 2,260 | 2,240 | 4,500 |
DELIVERY DETAILS
Delivery Location: As specified on the table above.
INCO Term:
Delivered Duty Paid (DDP) – Helen Keller Int’l will be unable to assist with any importation, customs or clearance formalities.
Delivery Timeline: 30th October 2025
| PRODUCT DETAILS AND SPECIFICATIONS: PACKAGING REQUIREMENTS Type: Single-use sachets made of durable, food-grade materials. Labelling: Product name and nutritional information. Clear usage instructions in English (Nigeria) Batch number, manufacturing date, and expiry date. Storage instructions (e.g., “Store in a cool, dry place”) and temperature requirements. Products must have at least a 12-to-18-month shelf life remaining at time of receipt by Helen Keller Intl. The packaging should be durable, resistant to tears, humidity, and pests. COMPLIANCE AND STANDARDS The commodities must meet recognized food safety and quality standards, including: WHO/UNICEF and Codex Alimentarius standards for supplementary foods. Certification for food safety (e.g., ISO 22000, HACCP, or equivalent). Compliance with local regulatory standards. The product will be used in Nigeria. Each litem must meet the quality standards required by Nigeria’s quality regulatory agencies. REQUIRED DOCUMENTATION: Product specification sheet. Certificate of analysis for the product applied for. Proof of regulatory approvals or certifications. Price breakdown, including unit cost, packaging cost, transportation, and taxes. Indicative Delivery Leadtime |
Quote Validity Requirements
| Vendor Eligibility Requirements | This RFQ is open to commercial and non-governmental businesses duly registered. The firm must be authorized to supply the required products in the Country of the applicable Lot, and can provide and delivering the products, and with a solid record of integrity and business ethics. Helen Keller International will be unable to assist with any importation, customs or clearance formalities. Note: HKI will not award a contract to any firm that is debarred, suspended, or proposed for debarment, or who proposes to do business with firms or firms’ |
| principals who are debarred, suspended, or proposed for debarment, in the performance of the requirement of this activity. | |
| Contractual Mechanism and Payment Terms: | Following HKI’s acceptance of the goods or services, the payment will be made within 30 days of receipt of an invoice. Payment will only be issued to the Vendor identified in the Purchase Order; payment will not be issued to a third party or an individual. |
| Delivery Instructions: | RUTF and SQLNS will be delivered in two batches to Helen Keller offices of Akwa Ibom, Bauchi, Sokoto and Kebbi States. |
| Quote must include the following: | Quote Details: Quote shall be marked with PR# above; Detailed description of the quoted items; Information on delivery cost, method, date; Detailed information on any insurance and/or warranties offered by the vendor. Quotation in Naira. Detailed breakdown of taxes, exercise and other duties or taxes; Note: Helen Keller International (not Tax Exempt). The vendor must include a clear breakdown of all applicable Taxes/Levies. Company Details: Copy of valid Company Trade license, Tax certificate (VAT Registration) and other business documents Past performance information for similar projects, including at least 3 professional references with contact information. HKI reserves the right to contact the references directly. Additional Details, if necessary: Delivery must be completed in all items Helen Keller Int’l requests quotes to be provided for both Air and Ocean (if possible/applicable) and that the cost of the freight be separated from the cost of the product in the quote. INCO Term – DDP – Helen Keller International will be unable to assist with any importation, customs or clearance formalities. |
| Evaluation Criteria: | Quotes will be evaluated based on specifications, qualifications and experience of the vendor, price, after sale service, delivery time and related criteria. HKI will select the offer for one or multiple featuring the Lowest Priced Meeting Specifications. Compliance with Product Specifications Delivery Timelines Supplier credentials and certifications Price competitiveness |
Submission of Quotes
| Submission Deadline: | The quote must be submitted to HKI no later than13th October 2025. |
| Submission Method: | Quote can be submitted electronically. • Sign, stamp, scan and send the quote as an attachment in PDF format to: [email protected] |
| Duration of Quote: | All quotes submitted must be valid for 60 days from the Submission Deadline specified below. This includes, but is not limited to, cost, pricing, terms and conditions, service levels, and all other information. If your firm is selected, all information in the RFQ and negotiation process is contractually binding and may be accepted by HKI without further negotiation. |
Terms and Conditions
- Issuance of this RFQ does not constitute an award commitment on the part of HKI, nor does it commit HKI to pay for costs incurred in the preparation and submission of a bid.
- Attachments to this RFQ are considered integral to all requirements.
- HKI may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
- False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
- 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 HKI having to re-evaluate selection of a potential Bidder.
- Right to Select/Reject: HKI reserves the right to select and negotiate with those firms it determines, in its sole discretion, to be qualified for competitive quotes and to terminate negotiations without incurring any liability. HKI also reserves the right to reject any or all quotes received without explanation.
- Reserved Rights: RFQ responses become the property of HKI. HKI reserves the right in its sole discretion:
- 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 HKI’s opinion are considered not to be material defects requiring rejection or disqualification; or where such a waiver will promote increased competition;
- To extend the time for submission of all RFQ responses;
- To terminate or modify the RFQ process at any time and re-issue the RFQ; • To issue an award based on the initial evaluation of offers without discussion;
- To award partial goods/activities; and/or issue multiple awards.
Vendor Conflict of Interest (COI) Certification & Confirmation of Intent to Bid
HKI’s Code of Conduct and Ethics Policy requires full and open disclosure when dealing with procurement. HKI employees must avoid any COI or the appearance of a COI, must provide full disclosure of their actions or relationships with prospective vendors, contractors, or consultants, and shall not solicit, request, accept, or agree to accept any gift from a vendor or prospective vendor. Vendor agrees to either: 1) disclose any such COIs; or 2) affirm to the best of its knowledge, information and belief, that no HKI employee, nor any person associated with any HKI employee, is an employee, director, officer, consultant to/of, or has any financial interest, direct or indirect, in the Vendor’s organization, or has received or will receive any financial benefit, directly or indirectly, from the award of a contract through this solicitation. For the purpose of this certification, “associated” persons include but not limited to: a spouse, domestic partner, child, parent, or sibling, in-law, nephew, niece, extended family member. A materially false statement made in connection with this certification and/or failure to conduct appropriate due diligence in verifying the information that is the subject matter of this certification may result in rendering the vendor non-responsive for the purpose of this award. Vendor is encouraged to disclose any connection to any HKI employee that could create an appearance of conflict of interest, regardless of whether it meets the listed definitions above.
By signing below, Vendor confirms no known COIs exist, or Vendor has disclosed any COIs in writing (please attach disclosure separately); and acknowledges receipt of this RFQ, thereby confirming intent to submit a bid in accordance with the RFQ requirements.
By Vendor:
| Name (print): | |
| Title: | |
| Signature: | |
| Date: |
