Request for a Quotation- Purchase of Motor Vehicle (Ipas Malawi)

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 2026Attachment C Ipas RFQ/RFP 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.