Helen Keller Intl Procurment
Request for Quotation (RFQ)
Request for Quotation (RFQ)
Subject: Request for Quotation (RFQ) for Blanket Purchase Agreements for Meeting Venue, accommodation, Catering and Conference services in all Helen Keller Intl Program States including FCT. Procurement No. (2024/10/546).
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 offers.
Thank you,
Good Specifications
| Item # | Description/Specifications | Unit Type | Quantity |
| Helen Keller Intl intends to award blanket purchase agreements term contracts to pre-qualified Hotels to provide hospitality service like accommodation, conference facilities and meals to its Country Office and sub offices in various states in Nigeria as shown in APPENDIX A Below. The successful vendor(s) will be responsible for providing hospitality, conferencing facilities and meals similar to the following: Meeting rooms of the following capacity to allow for adequate social distancing with hand washing facility and audio-visual equipment: Please provide price per room and the actual maximum capacity of each room. Helen Keller Intl is in need of meeting rooms with the following facilities: 10 to 25 Persons Capacity 25 to 50 Persons Capacity 51 to 100 Persons Capacity 101 to 200 Persons Capacity 201 to 350 Persons Capacity 351 to 500 Persons Capacity AM Tea break. Please provide price per person for an AM tea break. The menu must include the following at the minimum: 2 pastries, 1 protein, 1 fruit, beverage, and 1 Water PM/Packed Tea break. Please provide price per person for a PM tea break. Menu must include the following on the minimum: 2 pastries, 1 protein, Soft drink, 1 fruit and 1 Water Packed Lunch. Please provide price per person for packed lunch. Menu must include the following on the | Prices quoted must be fixed for the duration of the contract | 1-year Contract As services are required within the contract period. | |
| minimum: Rice, Salad or Moi Moi, 2 Protein, and Water or Swallow & Soup, 2 protein and Water Buffet Lunch: Please provide price per person for buffet lunch. Menu most include (3) three-course meal including an appetizer, Main dish, and dessert. Accommodation: Please provide price per room for room types at a flat rate and room types for non-flat rate. Bathroom in room, AC, curtains with complementary items like, water, toiletries, electric kettle to boil water, tea items and breakfast General Requirement The facility must meet the following requirements: High Level Security Entry gate and fence, security guards, entry screening for metal and bombs Effective functioning facilities Functional bathrooms in rooms and near meeting facility, back-up generators, wifi? Located in City Centre or secured serene environment. Environment/accessible by road Professionally dressed employees/service providers with Uniforms 24-hour Electricity NOTE: Bids should be submitted for only locations in which vendor’s business is resident as Physical verification of the facility will be checked. |
Quote Validity Requirements
| Vendor Eligibility Requirements | This RFQ is open to commercial and non-governmental businesses, legally registered in Nigeria, capable of providing and delivering the products, and with a solid record of integrity and business ethics. 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: | HKI will issue a Blanket Purchase Agreement (BPA) to the vendor for one year (see attached). The one-year agreement will be fixed per vendor quoted prices, and Work Orders will be issued for each service need. Following HKI’s receipt and acceptance of the goods and services, payment will be made within 10 working of the 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. Payment will attract a 2% WHT deduction from the final invoice. |
| Delivery Instructions: | Services must be delivered at any location as specified in the Work Order. |
| 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 exclusive of tax, excise and other duties or taxes; Company Details: |
Helen Keller Intl Procurment
Request for Quotation (RFQ)
| • Copy of valid Company Trade license, Tax certificate (VAT Registration). | |
| Evaluation Criteria: | Quotes will be evaluated based on meeting specifications, qualifications and experience of the vendor, price, after-sales service, delivery time and related criteria. Helen Keller International will select the offer featuring the Best Price Meeting Specifications. |
Submission of Quotes
| Submission Deadline: | The quote must be submitted to HKI no later than October 30, 2024. |
| Submission Method: | Quote can be submitted hard copy, electronically, or both Hard Copy: submit quote on company letterhead duly signed and stamped by an authorized individual and delivered to the HKI Office in a sealed envelope and addressed to Country Director Helen Keller International No 18, Thomas Sankara Street, Asokoro Abuja;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 the 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: |
Appendix A: List of Locations
- Abuja FCT
- Adamawa State
- Akwa Ibom State
- Benue State
- Nasarawa State
- Katsina State
- Kaduna State
- Bauchi State
- Sokoto State
- Kebbi State
- Taraba State
- Borno State
- Ebonyi State
- Kano State
- Lagos State.
- Plateau State
- Rivers State
- Cross river State
- Enugu State
Appendix B – Quote Form
Meeting Facilities
| Actual capacity of room (Max # persons) | Cost per day (includes all fees and charges) | Meets all specifications in RFQ? Y/N | If no, please clarify | |
| 10 to 25 Persons Capacity | ||||
| 25 to 50 Persons Capacity | ||||
| 51 to 100 Persons Capacity | ||||
| 101 to 200 Persons Capacity | ||||
| Add more rows if needed |
Meal Services
| Meal/break | Price per person |
| AM Tea break.. The menu must include the following at the minimum: 2 pastries, 1 protein, 1 fruit, beverage, and 1 Water | |
| PM/Packed Tea break. Menu must include the following on the minimum: 2 pastries, 1 protein, Soft drink, 1 fruit and 1 Water | |
| Packed Lunch. Menu must include the following on the minimum: Rice, Salad or Moi Moi, 2 Protein, and Water or Swallow & Soup, 2 protein and Water | |
| Buffet Lunch: Menu must include (3) threecourse meal including an appetizer, Main dish, and dessert. |
Accommodation
| Standard room size | Cost per room | |
| Accommodation: Please provide price per room for room types at a flat rate and room types for non-flat rate. Bathroom in room, AC, curtains, with complementary items like, water, toiletries, electric kettle to boil water, tea items and breakfast | ||
