Request for Quotation for Transportation of MPox Vaccines to the State Cold Stores in Seven States at John Snow Inc - JSI

Request for Quotation for Transportation of MPox vaccines to the state cold stores in seven states (Akwa Ibom, Cross River, Rivers, Bayelsa, Enugu, Benue, and FCT) 

RFQ # - ToV NOV 2024

Purpose:  Request for Quotation (RFQ) for the Transportation of Mpox Vaccines to the  stores in seven States for its Country office and Field offices in Nigeria, which is subject to applicable Federal regulations and provisions.

Production Location: Akwa Ibom, Cross River, Rivers, Bayelsa, Enugu, Benue, and FCT  

Background

JSI is currently seeking the services of a Third-Party Logistics (3PL) firm to transport mPox vaccines to the state cold stores in seven states (Akwa Ibom, Cross River, Rivers, Bayelsa, Enugu, Benue, and FCT) under strict temperature-controlled conditions, adhering to the World Health Organization (WHO) and the Nigerian Ministry of Health guidelines for vaccine storage, transportation, and distribution. The transportation must also comply with local regulations and any necessary documentation related to health and safety standards. The bulk transportation of these vaccines is from the National Strategic Cold Store by Airport Road, opposite Presidential Wing, Abuja to the State Cold Stores in the State Capital.

TECHNICAL REQUIREMENTS:

SCOPE OF WORK

• Pick-up: The vaccine will be picked up from the National Strategic Cold Store by Airport Road, opposite the Presidential Wing, Abuja, to the State Cold Stores located in the State capital. The vaccine will be picked up in preconditioned cold boxes lined with ice gel packs, ensuring safe and secure handling.
• Transportation by Road: The vaccines must be transported in refrigerated vehicles lined with gel packs and maintained at a temperature range of -25 to -15 degrees Celsius using a digital temperature-monitoring system.

Or

• Transportation by air freight and road: The vaccines in preconditioned cold boxes lined with ice gel packs will be air-freighted to Akwa Ibom, Cross River, Rivers, Bayelsa, and Enugu States while by road to FCT and Benue State in refrigerated vehicles maintained at a temperature range of -25 to -15 degrees Celsius using a digital temperature-monitoring system.  
• Reverse Logistics: All cold chain boxes and ice gel packs will be returned to the NSCS Abuja within 72 hours of delivery to the State Cold Stores.

 

• Delivery: The vaccines will be delivered to the state store within 24 hours after pick-up. Delivery will be done during work days, with no weekend deliveries.
• Tracking: Email the project contact person in JSI with real-time tracking and status updates of shipments throughout the process.
• Documentation: Provide proof of deliveries (POD) both electronic and paper-based, health and safety certifications, and temperature logs.  

Note: Based on their technical expertise, bidders may choose either of the transportation options given in items 2 and 3 above. 

REQUIREMENTS FOR QUOTATION

Please include the following details in your quotation:  

• Cost Breakdown: Provide a detailed breakdown of the transportation costs in the format below:

Lot 1.

TRANSPORTATION OF VACCINES BY ROAD FROM ABUJA TO STATE STORES (AKWA IBOM, CROSS RIVER, RIVERS, BAYELSA, ENUGU, BENUE AND FCT)

Pick-up Point	S/n	State	State Store (State Capital)	Total quantity of vaccine packs/State	Volume of 2 empty Cold boxes (Litres)	# ice gel packs in two cold box	Total weight of 2 loaded cold boxes (kg)	Cost of 1-2 tonne freezer truck (NGN)	Cost of 5- tonne freezer truck (NGN)	Cost of 10-tonne freezer truck (NGN)	Handling cost (includes loading, unloading) (NGN)	"Reverse Logistics of cold boxes & ice packs from the State Store to NSCS (NGN)"
	1	Akwa Ibom	Uyo	31	40	40	60
National Strategic Cold Store (NSCS)	2	Cross River	Calaba	31	40	40	60
	3	Rivers	Port Harcourt	31	40	40	60
	4	Bayelsa	Yenagoa	31	40	40	60
	5	Enugu	Enugu	31	40	40	60
		Benue	Markurdi	31	40	40	60
		FCT	Apo resettlement	31	40	40	60

Lot 2.

TRANSPORTATION OF VACCINES BY AIR FREIGHT FROM ABUJA TO STATE STORES (AKWA IBOM, CROSS RIVER, RIVERS,BAYELSA AND ENUGU)

Pick-up Point	S/n	Destination (State)	State Store (State Capital)	Total quantity of vaccine packs/State	Volume of 2 empty Cold boxes (Litres)	# ice gel packs in two cold box	Total weight of 2 loaded cold boxes (kg) Unit cost/vol (NGN)	Unit cost/vol (NGN)	"Cost of total volume (NGN)   A"	Unit cost/Kg (NGN)	"Cost of total weight (NGN)     B"	"Cost of Air freight (NGN)     C"	Handling cost (includes movement from the NSCS to the airport and from the airport to destination cold state store (NGN)  D	"Reverse Logistics of cold boxes & ice packs from the State Store to NSCS (NGN)   E"	"Total Cost (NGN)     (A+B+C+D+E)"
National Strategic Cold Store (NSCS)	1	Akwa Ibom	Uyo	31	40	40	60
	2	Cross River	Calabar	31	40	40	60
	3	Rivers	Portharcourt	31	40	40	60
	4	Bayelsa	Yenagoa	31	40	40	60
	5	Enugu	Enugu	31	40	40	60

 

• Vehicle Specifications: The type of refrigerated vehicles available, capacity, and the temperature control mechanisms in place.
• Lead Time: Estimated time frame for completing the transportation, including any delays that may arise due to external factors (e.g., weather, road conditions).
• Insurance: Details of insurance coverage for the vaccines during transit, including any liability in case of damage, loss, or delays.
• Payment Terms: Your payment terms, including any upfront or deposit requirements, as well as the final payment schedule.
• References: Provide references from other clients for similar transportation services.

Essential requirements/ Selection Criteria

INSTRUCTIONS

The following information should be provided, including:

• Company Name and Address
• Authorized Contact Person
• Length of time the quote is valid (Estimated Period for completion)
• Completed certifications regarding debarment and terrorism financing (see attachments).
• Past Performance Information.  Please provide descriptions of three similar tasks performed in recent years and three (3) verifiable references with contact information.
• Quotations should certify as to the financial viability and resources of the company to provide the proposed goods within the period of performance (with verifiable proof of corporate bank existence).

The quotation should include separate technical and cost information detailed below.

1. TECHNICAL INFORMATION REQUIREMENTS

TECHNICAL REQUIREMENTS
The quality of the products that JSI purchases are as important as any other specification.  Quality requirements are included in each item’s specifications.

2. COST INFORMATION REQUIREMENTS
The cost information must be in Nigerian Naira, including:
 Unit price by item and total price for all items quoted.
 JSI is a VAT exempted organization.
 Costing MUST be in line with drafted specification guideline.

AWARD BASIS

Quotes should be responsive to be considered for award, or they may be disallowed from further consideration.  Responsive quotes are submitted on time and include all information requested.

JSI will evaluate responsive quotations considering a variety of factors including but not limited to technical acceptability, Service, Delivery, Experience and Price.  The award shall be made on basis of all items together.

Technical (30points)

• Degree to which the features of proposed model coincide with the desired features as contained in the specification technical specifications.
• Completeness of Documents (20 Points)
• Evidence of Tax payment to relevant authorities, not later than 12months.
• Evidence of Registration/legal standing (LGA, State and National. Affiliation with Other relevant professional bodies plus).
• Bank statement copy
• Letter of Referee from bankers, not later than 3months from the date of application

Price –Economic value for money (30points)]

Delivery period (10 points)

• Turn-around time from issuance of purchase contract to finishing and hand over.

After sale Service (5 points)

• To be stated in letter of forwarding acceptance to carry out after delivery service at no cost, if the damage is within the specification and is within 90 days from the date of hand over of completed job.

Experience and Past Performance (5points)

• Company longevity and financial stability.
• General experience providing similar services.
• References from clients who have bought similar services.
• Quality of previous business relationship with JSI/JSI R&T or any USAID funded project, if any.
• Domestic previous Experience. 
• Sample (s) of similar verifiable jobs done in the past

CLAUSES

DEADLINE

Quotes must be received by the designated deadline or shall not be considered.  

QUESTIONS OF CLARIFICATION

Interested companies should direct any questions about the RFQ in writing no later than November 16th 2024. Please direct all your questions to JSI Country Finance and Operations Director, Abuja office. Responses will be distributed to all RFQ recipients. All correspondence with JSI pertaining to this RFQ must reference the contact person and RFQ number on page 1. If after 30 days from the date of RFQ closure you did not hear from JSI, it means your application was not successful.

OFFER VALIDITY

Your quotation must remain valid for a minimum of 60days. Quotations should be signed by an official authorized to do so.

LANGUAGE

The quote, as well as correspondence and related documents should be in English.

NEGOTIATIONS 

The most competitive quote is requested.  It is anticipated that contracts will be awarded solely on the basis of information received.  However, JSI reserves the right to request responses to questions and conduct negotiations with any potential vendor prior to awarding a contract.

REJECTION OF QUOTES

This document is a request for quote only, and in no way obligates JSI or USAID to make an award.  JSI reserves the right to reject any and all offers received and/or to cancel the RFQ.  Vendors whose quote is not selected may be notified.

INCURRING COSTS  

JSI is not liable for any cost incurred during preparation, submission, or negotiation of an award for this RFQ. The costs are solely the responsibility of the potential supplier.

REPRESENTATIONS AND CERTIFICATIONS

The quote shall be accompanied by any requested representations and certifications completed and signed by an official authorized by the potential supplier.

AWARD TYPE

JSI anticipates awarding a fixed price contract(s). The award will include a statement of the total fixed price; the delivery date and other clauses; and invoicing information. Any expenses incurred in excess of the agreed upon amount will be the responsibility of the company and not that of JSI. Therefore, provide the most competitive and realistic cost/budget proposal to cover all foreseeable expenses related to the tasks outlined in this document.

FINANCIAL RESPONSIBILITY 

Quotes must certify as to the financial viability and resources of the company to complete the proposed activities within the period of performance and under the terms of payment mentioned below. JSI reserves the right to request and review the latest financial statements and audit reports as part of the basis of the award.

PAYMENT

JSI policy prohibits advance payment.

Payments will be made on the following basis:

• The supplier will submit an invoice for payment after being notified of receipt and acceptance of the goods/services by the JSI Country Director or designee(s). Acceptance is predicated upon the compliance of the goods/services with the specifications set forth in the contract. 
• The supplier will be paid an amount as stated on the contract. JSI payment cycle is net 30 days upon receipt of vendor invoice.
• Should the supplier require payment along other terms and conditions, these will need to be negotiated with JSI prior to final award and issuance of the contract. Full cooperation with JSI in meeting the terms and conditions of payment will be given the highest consideration.