1-RFQ Motor Vehicle Purchase (CHOICE Project)- Ipas Malawi.pdf

RFQ/RFP v1, Jan 2020

Request for Quote/Proposal (RFQ/RFP) Good or Service Requested: MOTOR VEHICLE (Malawi) Type of Procurement: REQUEST FOR QUOTATION (RFQ) Type of Contract: Supply of Goods This Procurement supports: Ipas Africa Southern Region- Malawi Office Submit Proposal to Procurement Portal: Ipas Procurement Portal Date the Buyer Issues of RFQ/RFP: 9th July 2026 Date Questions from Supplier Due: 26th July 2026 Submit Questions to Procurement Portal: Procurement Portal- https://ipas.bonfirehub.com Date Proposal Due: 31st July 2026 Buyers: kandekec@ipas.org/ zvinzanwib@ipas.org Approximate Date Purchase Order Issued to Successful Bidder(s):

1 week after successful award has been communicated

Submission Method:

Respond via Ipas Procurement Portal The Supplier agrees to hold prices in its offer firm for 30 business days following the due date for the proposal package, unless another time is specified in the addendum to the RFQ/RFP.

Solicitation Number:

Attachments to RFQ/RFP:

1. Attachment A – Statement of Work

2. Attachment B – Pricing

3. Attachment C – Instructions to Suppliers

All suppliers are responsible for carefully reviewing all information, including attachments, and following any instructions related to this RFQ/RFP. If anything is unclear, the Supplier should submit questions and comments to the assigned Ipas contact by the date indicated above.

https://ipas.bonfirehub.com/ https://ipas.bonfirehub.com/ mailto:kandekec@ipas.org/ mailto:zvinzanwib@ipas.org

Attachment A Ipas RFQ/RFP

RFQ/RFP v1, Jan 2020

Work Statement

Project Background

Ipas Africa Southern Region (Ipas ASR) is implementing the CHOICE Project in Malawi in partnership with

Oxfam Canada, with funding from Global Affairs Canada. To support effective delivery of project activities, Ipas Malawi plans to procure 1 motor vehicle dedicated primarily to the CHOICE Project operations. The vehicle will support field travel, coordination, supervision, and other operational needs across the respective project implementation areas.

Purpose of the Vehicles

The vehicles will strengthen implementation of the Malawi CHOICE/Oxfam proposed activities throughout the project period. The procurement will focus on robust utility vehicles designed for challenging field conditions and capable of supporting program implementation in remote and hard-to-reach locations.

They will improve access to the selected implementation sites and catchment areas, enabling timely delivery, monitoring, and evaluation of SRHR services for the women and girls.

Technical Specifications:

1. Operational & Functional Requirements

Primary Purpose: The vehicle will be used for field work where the terrain may be a challenge. It must be both offload and non-offload capable.

Seating Capacity & Layout: It must have at least 6-seater capacity and cargo space.

Payload & Towing: The payload capacity maximum braked towing capacity of up to 3,500 kg

(7,716 lbs) and a payload capacity that ranges between 80 kg and 1,250 kg (176–2,755 lbs) Environment: The combination of extreme dust, mud, high altitude, or extreme heat.

2. Drivetrain & Mechanical Specifications

Drivetrain: 4WD with ecteronic transfer case controls (High/Low range).

Engine Type: Internal Combustion Engine (ICE) – Diesel.

Transmission: Automatic Emissions & Fuel: Fuel tank capacity 80+ liters and fuel efficient Body Style: Double Cab Pickup Standard Fitments: Heavy-duty suspension and all-terrain tires and Reliability and durability under demanding operating conditions

Ipas RFQ/RFP

3. Safety & Comfort

Safety Systems: Requires ABS, Vehicle Stability Control (VSC), and multi-terrain traction control.

4. Superior Traction & Capability

Off-Road Navigation: 4x4s specifically built to conquer challenging surfaces like thick mud, deep sand, loose gravel, and rocky trails.

Severe Weather Control: Distributing power to all four wheels provides better grip and stability when driving through heavy snow, ice, or torrential rain.

High Ground Clearance: Taller suspensions to allow 4x4s to drive over large obstacles without damaging the vehicle's undercarriage.

5. Heavy-Duty Towing & Hauling

Towing Capacity: 4 x4 with robust drivetrains and powerful engines, 4x4s designed to pull heavy loads like horseboxes, large caravans, and utility trailers.

Payload Management: Pickup and SUV 4x4 models with excellent carrying capacity for work equipment and heavy gear.

6. Exclusions

Vehicle categories such as Toyota Landcruiser and Toyota Fortuner

Attachment B Ipas RFQ/RFP

RFQ/RFP v1, Jan 2020

Pricing

Goods Pricing Grid

Item # Quantity Unit of Measure Goods & Services Description Unit Price Total Price

Sub-Total Amount Before Taxes Goods & Services Taxes

Foreign Sales Tax (if applicable) TOTAL including Tax

Attachment C Ipas RFQ/RFP

RFQ/RFP v1, Jan 2020

Instructions to Suppliers

1. Procurement Narrative Description: Ipas intends to purchase the goods or services identified in Attachment A. Ipas expects to extend an award to a supplier that meets the listed specifications, can provide the good/service timely, and has a competitive selling price. Ipas reserves the right to award to more than one responding company. If an agreement is established as a result of this RFQ/RFP, supplier understands that quantities indicated in the specifications (Attachment A) are an estimate only and Ipas does not guarantee the purchase quantity of any good/service listed.

2. Procuring Entity: This procurement will be made by Ipas Africa Southern Region (Ipas ASR), with offices in Malawi, South Africa and Zambia.

3. Proposal Requirements: All Suppliers must submit their written proposal which contains an offer for all goods/services and options included in this RFQ/RFP. All information presented in the supplier quote/proposal will be considered during Ipas’s evaluation process. Failure to submit the information required in this RFQ/RFP may be treated as non-responsive. Suppliers are responsible for submitting offers, and any modifications, revisions, or withdrawals, to Ipas’s buyer by the time and date specified in the RFQ/RFP. Any offer, modification, revision, or withdrawal of an offer received by the buyer after the exact time specified for receipt of offers is late and may not be considered at the discretion of the buyer. The Supplier’s proposal shall include the following:

a. Full legal name of supplier

b. Any other name under which the supplier does business

c. Mailing and street address, city, province/state, and postal code

d. Phone number

e. Company website

f. Company profile

g. Manufacturer’s authorization certificate

h. Contact Person and Title

i. Contact Phone number

j. Contact email address

k. Date of submission

l. Validity period of quote/proposal

m. Technical description of goods/services on offer

n. Details supporting how the proposed good/services meets and satisfies the requirements

o. Pricing

p. Delivery lead time

q. Warranty coverage (if applicable)

r. Installation (if applicable)

s. References or Past Performance including contact information when needed for evaluation of supplier

4. Forms: Suppliers must record their pricing utilizing the format found on Attachment B. Suppliers must sign the offer in pdf/AdobeSign format submitted and sent electronically via the Ipas Procurement Portal.

5. Questions Concerning the RFQ/RFP. All questions in regard to this RFQ/RFP are to be directed to Ipas’s Buyer notated on the cover page of this RFQ/RFP by questions due date of 26th July 2026

RFQ/RFP v1, Jan 2020

6. Notifications and Deliveries: Time is of the essence for your response to be considered as part of the solicitation. The Supplier shall immediately contact the Buyer if any of the proposed specifications, availability, or delivery schedule(s) changes.

8. Payment Terms: Unless otherwise documented/accepted in the resulting Purchase Order, Ipas payments terms are Net 30 after receipt of accepted invoice and once goods/services have been completed. Payment is preferred to be made electronically via EFT/ACH or wire transfer. Supplier may propose alternative payment terms to be considered in the evaluation process.

9. Alternative Proposals: Suppliers are permitted to offer alternatives should they not be able to meet the listed requirements. Any alternative proposals shall still satisfy the minimum requirements set forth in Attachment A.

10. Evaluation and Award Process: Ipas will award an agreement resulting from this solicitation to the responsible Supplier whose offer conforms to the RFQ/RFP, will be most advantageous to Ipas, with price and other factors considered. The award will be made to the Supplier representing the best value to the project and to Ipas.

Ipas intends to evaluate offers and award an agreement without discussions with Suppliers.

Therefore, the Supplier’s initial offer should contain the Supplier’s best terms from a price and technical standpoint. However, Ipas reserves the right to conduct discussions if later determined by the Ipas Buyer to be necessary.

The evaluation factors will comprise the following criteria:

(a) Price. Lowest evaluated ceiling price (inclusive of option quantities).

(b) Delivery. Supplier provides the most advantageous delivery schedule.

(c) Technical. Items/Services shall satisfy or exceed the specifications described in RFP

Attachment A.

(d) Service Level. Supplier can demonstrate their capability and resources to provide the items/services requested in this solicitation in a timely and responsive manner.

(e) Experience and Qualifications. Supplier provides sufficient proof of past performance in similar production of goods/services.

Criteria Weighting (Points) Pricing 30 Delivery 10 Technical - Confirmation to Specification 30 Warranty 15 References and/past performance 15 Total Points 100

11. Award Notice. If successful, the supplier meeting all the criteria set fort within the evaluation will receive written notice of award or acceptance of an offer.

RFQ/RFP v1, Jan 2020

12. Validity of Offer. This RFQ/RFP in no way obligates Ipas to make an award, nor does it commit Ipas to pay any costs incurred by the Supplier in the preparation and submission of a proposal or amendments to a proposal. Your proposal shall be considered valid for 7 days after submission.

13. Code of Business Ethics. Ipas considers adherence to the Ipas Code of Business Ethics and Conduct, as well as strict observance of all applicable laws and regulations, of the utmost importance. If the Supplier has a good faith reason to believe that there has been a violation by Ipas, or by any subcontractor, grantee, consultant, and/or affiliate, the Supplier shall report the suspected violation to Ipas by reporting through Ipas’s Ethics Hotline online at http://ipas.ethicspoint.com.

Acceptance:

The Supplier certifies that they have read, understand and will comply with all instructions set forth in this solicitation and declare that the Supplier’s completed and signed proposal including all required submissions is true and completed to the best of their knowledge.

Supplier Signature:

Name: Company:

Title: Date:

https://www.ipas.org/about-us/ethics https://www.ipas.org/about-us/ethics http://ipas.ethicspoint.com/

Ipas RFQ/RFP