Procurement jobs in Kenya, Mid level,
Job Summary
Request for Quotation (RFQ) for Supply and Delivery of 7000 Cartons of Ready-to-Use Supplementary Food (RUSF) 100grams in cartons of 150 sachets per carton.
- Minimum Qualification : Unspecified
Job Description/Requirements
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.
Description/Specifications
Supply and Delivery of Ready-to-Use Supplementary Food (RUSF) for the treatment of Moderate Acute Malnutrition (MAM), in cartons of 150 sachets, each sachet 100g. (Required Sachets 7000*150 = 1,050,000 sachets of RUSF. Shelf Life/Expiry Dates: 18-24months from delivery date
Unit Type
Cartons of 150sachets each
Quantity
7000
NUTRITIONAL COMPOSITION/INGREDIENTS:
Formulation must adhere to nutrient content per 100g as listed in the UNICEF RUSF Product Specification Sheet – 23.09.22
DELIVERY DETAILS
Delivery Location: Kilifi County Referral Hospital Warehouse, Kilifi-Kenya
INCO Term:
Delivered Duty Paid (DDP) – Helen Keller Int’l will be unable to assist with any importation, customs or clearance formalities.
Helen Keller will facilitate loaders to support with offloading at the destination
Delivery Timeline: Delivery must be completed by February 2025.
Delivery Type: Full consignment
PRODUCT DETAILS AND SPECIFICATIONS:
PACKAGING REQUIREMENTS
• Type: Single-use sachets made of durable, food-grade materials.
• Size: 100 grams per sachet
• Labelling:
• Product name and nutritional information.
• Clear usage instructions in English.
• Batch number, manufacturing date, and expiry date.
• Storage instructions (e.g., “Store in a cool, dry place”) and temperature requirements.
The packaging should be durable, resistant to tears, humidity, and pests.
COMPLIANCE AND STANDARDS
RUSF 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 Kenya and must meet the quality standards required by the Kenya Bureau of Standards (KEBS)
REQUIRED DOCUMENTATION:
• Product specification sheet.
• Certificate of analysis for RUSF.
• 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 Kenya, and capable of providing 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: HKI will issue a Purchase Order to the vendor.
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: Delivery to be made based to the following destination:
Kilifi County Referral Hospital Warehouse, Kilifi-Kenya, under INCO Term: DDP
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 Kenya Shillings (KES), United Stated Dollar (USD) or Euro (EUR).
• Detailed breakdown of taxes, exercise and other duties or taxes;
• Note: Helen Keller International (Kenya Country Office is 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 by February 2025.
• 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 meeting specifications, qualifications and experience of the vendor, price, after sale service, delivery time and related criteria. HKI will select the offer 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 than January 21th, 2024, by 1700hrs EAT – Nairobi Time
Submission Method: Quote can be submitted electronically.
• Sign, stamp, scan and send the quote as an attachment in PDF format to Kenya-Procurement@hki.org with copy to MGikonyo@hki.org
Duration of Quote: All quotes submitted must be valid for 30 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
1. 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.
2. Attachments to this RFQ are considered integral to all requirements.
3. HKI may contact bidders to confirm contact person, address, bid amount and to confirm that the bid was submitted for this solicitation.
4. False Statements in the Bid: Bidders must provide full, accurate and complete information as required by this solicitation and its attachments.
5. 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.
6. 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.
7. 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.