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We work with organizations around the world to help poor and vulnerable people overcome emergencies, earn a living through agriculture and access affordable health care.
CRS REQUEST FOR QUOTATION – RFQ
PROCUREMENT OF BRAND NEW VEHICLES
FUNDED BY
Catholic Relief Services
Request for Quotation
Title: Provision of Purchase of New Vehicles
RFQ number: CRS-PSD-SD5984-2025
CRS is accepting Bids from suppliers for the provision of New Vehicles for CRS Office in Sudan.
- Requirements and price list
Quotations need to be submitted using the Price List template provided in annex A and the Requirements and technical specifications in annex B.
- Currency
All prices shall be quoted in USD.
CRS reserves the right to not to reject any bids submitted in a currency other than the mandatory bidding currency stated above. CRS may accept bids submitted in another currency than stated above if the Offeror confirms during clarification of bids (paragraph 4) in writing that it will accept a contract issued in the mandatory bid currency and that for conversion the CRS exchange rate of the day of RFQ deadline as stated in the RFQ letter shall apply.
Regardless of the currency of bids received, the contract will always be issued and subsequent payments will be made in the mandatory bidding currency above.
- Language of the Quote:
The quote prepared by the supplier/vendor and all correspondence and documents relating to the quote exchanged by the supplier/vendor and CRS shall be in English.
- Clarification of Solicitation Documents:
Suppliers/vendors requiring any clarification on the Request for quotation or a pre-bid conference may notify CRS in writing. The response will be made in writing to any request for clarification of the RFQ that it receives earlier than one week prior to the Deadline for the Submission of Quote. Written copies of CRS’s response (including an explanation of the query but without identifying the source of inquiry) will be published in the same manner as the present tender. Clarification may be sought in writing to:
CRS Email: Procurement.sudan@crs.org
- Delivery of Goods/services
Assuming that a contract can be satisfactorily concluded during the month of Novemeber 2025, the supplier is expected to deliver the goods within maximum 90 days from the issuance of Purchase order. CIF INCOTERMS 2020 TO Port Sudan – Sudan.
The Purchase order is expected to commence on 1st December 2025.
- Payment terms
Payment will be made within NET 30 days after receipt of the Invoice.
Payment will be done by Wire Transfer check issued in the name of the bidding company or bank transfer onto the account of the bidding company
- Your quotation should include:
- Completed price list (using the template provided in annex A)
- Completed requirements and technical specifications form (using the template provided in annex B)
- Quotation submission form (using the template in Annex C)
- Previous experience form (using the template provided in annex E)
- CRS General Goods Conditions (Annex D)
- CRS Supplier Code of Conduct (Annex F)
- Sole Toyota Distributor / Authorized Toyota Dealership License or Certificate
CRS approved suppliers:
CRS Approved Suppliers List (ASL) are not required to submit any additional documents. Check if you are on the CRS ASL.
Potential suppliers:
That have not been approved and registered by CRS as a pre-approved supplier need to furnish the following documentation:
- Valid business license to operate in the country where the vendor is established and or in the country of destination of the products or services
- Tax identification number
- Operational License
- Valid tax payment receipt
- Certificate that the company has been inspected and complies with labor laws and social security requirements (except for individual companies)
- Hold at least three years’ experience in similar trade in Sudan
- Have an established presence in Sudan with the ability to demonstrate evidence of valuation works in the country
- Audited financial reports for the past two years
- Exhibits a good track-record and three references from previous clients.
- Company profile
- Cost of Providing Quotes
Suppliers/Vendors shall bear all costs associated with the preparation and submission of the quote, and CRS will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.
- Quotation’s due date and submission manner
All quotations must be received at the physical address or by e mail address stated below no later than:
Date: Monday, 10th November 2025
Time: 16:00 hours Sudan Standard Time
- Submission of quotes by courier service/hand delivery:
One (1) original copy of duly completed bids must be in a sealed envelope addressed to CRS/Sudan clearly marked by “Bidders Name, Address, legal stamps, signatures and Tender No.” and submit their technical and financial documents (sealed envelopes) and should be deposited in the tender box located at CRS office during office hours Sunday to Thursday (Working days only) from, 8:00 A.M to 4:00 P.M.
.
Postal Address:
CRS Sudan
Almatar Area Block 4 House 366,
Elwalideian Mosq Street, Port Sudan, Sudan
The quotation should be signed and stamped in all relevant places. The envelope should be addressed as follows:
Attn: Attn: CRS BID COMMITTEE - SUDAN
Subject: PURCHASE OF NEW VEHICLES
Ref: CRS-PSD-SD5984-2025
OR
- Submission of quotes to a secured email:
You can submit your quotation by email only to: tenders.sudan@crs.org . Your email must not exceed 3MB. Please specify in the message subject line, the above RFB reference number. CRS has right not to accept documents shared through google drive or any other link. Submission of quotation to any other email address will disqualify the bidder from tendering process.
The quote shall remain valid for Ninety (90) days after the closing date prescribed by CRS. Any prices accepted during this period will be considered firm/fixed for the resulting purchase order.
CRS has right to award in total or partial quantity for any one or both items to selected bidders. The supplier agrees to acknowledge the purchase order in the form provided upon award, under the terms and conditions stated herein, and for the agreed amount.
- Amendments of Request for Quotation:
No later than 9th November 2025 prior to the Deadline for Submission of Quotes, CRS may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective supplier/vendor, amend the Request for Quotation. In order to afford prospective suppliers/vendors reasonable time in which to take the amendments into account in preparing their offers, CRS may, at its discretion, extend the Deadline for the Submission of Quotes. Any amendments will be published in the same manner as the present tender.
- Evaluation method and criteria
Quotations shall be evaluated to determine the lowest priced (best value) most technically acceptable offer.
The method of the evaluation is as follows:
Quotations shall be evaluated to determine the lowest price (best value) and most technically acceptable offer. CRS will evaluate the received bids and award the assignment based on Qualification and financial feasibility (Most Advantageous Bid).
Quotations shall be evaluated to determine the lowest priced (best value) most technically acceptable offer that meets CRS’s delivery schedule requirements:
- Compliance with required specifications/technical requirements (Pass / Fail)
- Sole Toyota Distributor / Authorized Toyota Dealership License or Certificate (Pass / Fail)
- Estimated time of delivery
- Lowest price offered
- Warranty offered
- Discounts offered
- Financial evaluation:
- Offers that are found technically compliant shall be evaluated financially.
- Arithmetical errors will be rectified on the following basis: If there is a discrepancy between the unit price and the total price that is obtained by multiplying the unit price and quantity, the unit price shall prevail and the total price shall be corrected. If the Supplier/Vendor does not accept the correction of errors, its Quote will be rejected. If there is a discrepancy between words and figures the amount in words will prevail.
- Most Advantageous Bid
The CRS shall use the criteria and methodologies listed in Section XI below to determine the Most Advantageous Bid. The Most Advantageous Bid is the Bid of the Bidder that meets the qualification criteria and whose Bid has been determined to be:
- substantially responsive to the bidding document
- Meet minimum technical criteria; and
- the lowest evaluated cost.
- Clarification of Quotes
To assist in the examination, evaluation and comparison of Quotes, CRS may at its discretion ask the Supplier/Vendor for clarification of its Quote. The request for clarification and the response shall be in writing and no change in price or substance of the Quote shall be sought, offered or permitted 5th November 2025 at 16:00 Hours
- Eligibility
Offerors must not be associated or have been associated in the past directly or indirectly with a firm or any of its affiliates which have been engaged by CRS to provide services for the preparation of the design, specifications and other documents to be used for the procurement of the goods under this request for quotation.
Offerors shall not be eligible to submit an offer and to be awarded a contract when, at the time of quotation submission:
- Offerors are already suspended by CRS or by other United Nations, the World Bank or public international entities
- Offerors name are associated with terrorism and appear in the list that the European Union, the U.S. Government and the United Nations Security Council have published identifying individuals and organizations considered to be associated with terrorism.
- Offeror does not possess a valid business license to operate in Sudan
- Offerors refuse to comply with CRS suppliers code of conduct, Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations and Standards of Conduct and Disclosure
Furthermore, as a condition to doing business with CRS, it is necessary that the supplier, their subsidiaries, agents, intermediaries and principals cooperate with the CRS or its agent in the conduct of evaluation, review, audit, inspection, assurance validation, counter-fraud activities, investigations or other action.
Failure to fully cooperate with investigations will be considered sufficient grounds to allow CRS to repudiate and terminate the contract, and to include the supplier on CRS list of suspended suppliers.
As described in the standard Terms and Conditions, Bidders while conducting their activities, are expected to comply with the following policies and regulations: with
- CRS Suppliers Code of Conduct
- Code of Conduct for the Protection of Beneficiaries of Assistance from Sexual Exploitation and Abuse in Humanitarian Relief Operations
- Standards of Conduct and Disclosure
- Samples
No sample is required for this RFQ.
- Purchaser’s Right to Vary Requirements at Time of Award
CRS reserves the right at the time of making the award of contract to increase or decrease by up to 2 vehicles specified in the Request for Quotation without any change in unit price or other terms and conditions.
- Notification of Award:
Prior to the expiration of the period of Quote Validity, CRS will send the successful Supplier/Vendor the Contract. The Contract may only be accepted by the Supplier/Vendor’s signing and returning an acknowledgement copy of it or by timely delivery of the goods in accordance with the terms of this Contract, as herein specified. Acceptance of this Contract shall affect a contract between the parties under which the rights and obligations of the parties shall be governed solely by the terms and conditions of this Contract.
- Signing of the Contract:
Within 3 days of receipt of the Contract the successful Supplier/Vendor shall sign, date and return it to CRS.
- Vendor Protest
Our vendor protest procedure is intended to afford an opportunity to appeal to persons or firms not awarded a Contract or contract in a competitive procurement process. It is not available to non-responsive or non-timely proposers/bidders or when all proposals/bids are rejected. In the event that you believe you have not been fairly treated, you can find detailed information about vendor protest procedures CRS Sudan almatar Area Block 4 House 366, Elwalideian Mosq Street, Port Sudan, Sudan.
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