RFQ to supplyTwo (2) SUV type vehicles

Local and international RFQ to supply two (2) vehicles SUV

Project owner	Family Health International (FHI 360)
Tender number	FY26-003EpiC_BDI_
Nature and quantity of product requested	Two (2) SUV type vehicles, off-road (4x4), with four-wheel drive, Tropicalized, with an all-metal body, of a brand well designed in Burundi and with a preference for American brands
Type of contract/tender object	The contract is made up of a single indivisible lot of two (2) SUV type all-terrain vehicles, with 4X4 Tropicalized four-wheel drive. The technical specifications of the vehicles are in Appendix A and form an integral part of this RFQ.
Type of contract	Fixed price.
Term of contract	During the delivery period. The contract will be concluded in Burundian Francs (BIF) and also payable in Burundian Francs (BIF) for local bidders, and in US Dollars (USD) for foreign bidders.
Funder	U.S. Department of State
Vehicle End User	Project Meeting Targets and Maintaining Epidemic Control (EpiC)
Participation in the call for tenders	The contract is open on equal terms to all natural or legal persons residing in Burundi and possessing sufficient experience and legal, technical and financial capacities for the performance of this contract.
Date of issue of the call for tenders	Monday, June 02nd, 2026
Deadline for submission of tenders	Monday, June 22nd, 2026
How bids are submitted	Bids are submitted via email to the following address: Burundi.Procurement@fhi360.org
Tender Issue	Questions only related to the tender notice are submitted before June 12th, 2026 via email to the following address: Burundi.Procurement@fhi360.org
Answers to questions	Answers to the questions asked will be mailed on June 16th, 2026 to the following address: Burundi.Procurement@fhi360.org
Validity of the offer	Bidders remain bound by their bids for a period of sixty (60) calendar days from the deadline for submission of bids.
Turnaround time	The Bidders propose in their bid a period of execution but which does not exceed 60 (sixty) calendar days from the date of signature of the contract.
Price Revision	Prices are firm and not subject to revision. A bid submitted with a price revision clause will be considered as not satisfying the conditions of the tender.
Evaluation criteria	• Technical analysis will be evaluated at 60% • The financial analysis will be evaluated at 40% NB: Only the bidder with 80% in the technical analysis will be eligible for the financial analysis.
Qualification of the Bidder	The Bidder must prove its legal, technical and financial capacity. The Bidder must: • Provide the documents proving its status as a supplier of the vehicles requested in the tender documents. • Provide evidence that it has successfully completed at least three (3) similar contracts in the past two (2) years. • Provide a document proving a manufacturer's authorization and warranty. • Have a garage to provide after-sales service/Provide a document proving a partnership with a local garage to provide after-sales service • List original spare parts and ensure they are available • Provide a copy of the Trade Register or equivalent/Proof that the company legally exists in its country • Provide a copy of the Tax Identification Certificate (N.I.F) of your country of origin • An original certificate of non-liability to taxes (Office de Impôts et Duties) valid on the day set for the opening of the tenders (from its country of origin)

Done at Bujumbura, on .... May 2026

Dr. Donatien NTAKARUTIMANA

EpiC Project Director & FHI 360 Country Representative

Appendix A: Technical Specifications

Vehicle Type	Two (2) SUV type vehicles, off-road (4x4), with four-wheel drive, Tropicalized, with an all-metal body, of a brand well designed in Burundi and with a preference for American brands
Engine Type	Diesel with at least 4 cylinders with belt injection
Year of manufacture	2025 - 2026 with a preference for the newest model
Capacity/Cylinder	Minimum 2755 cm3 (Economical engine with support provided by the manufacturer)
Fuel Type	Diesel with rapid preheating system
Tank Capacity	Main, 90 liters - Additional, 90 liters (Total 180 liters)
Power	Diesel
Gearbox	At least 5 forward and one reverse manual speeds
Seating	9 (2 forward, 3 middle row & 4 rear)
Front suspension	Heavy duty suspension (Please describe)
Rear suspension	Heavy duty suspension (Please describe)
Number of doors	5 doors (2 front, 2 rear side & 1 rear tailgate)
Management	Assisted and positionable
Seat belt	Front, side and rear
Cockpit	Left for right-hand drive
Ground Clearance	Minimum 230 mm (required for very severe conditions of use in rural areas)
Security system	With at least 2 airbags (driver side and passenger side)
Other equipment	1 rescue wheel and 1 complete set of tools
	Air conditioning
	ABS
	Adjustable seats with driver and passenger headrests
	FM radio with DVD player
	Centralized door opening and closing
	Freewheel hub
	Power windows
	2 Extinguishers and 2 warning triangles
	CTC Mat
	1 Bumper
	Instructions for use in French version
Tropicalized	Proven for African terrain and manufacturer-attested. This may include: - Highly resistant cooling system, - A robust suspension, - 12V electrical system, - Underride protection, - Dual fuel filter, - High-level air intakes, - High-altitude trim system.
Manufacturer's Warranty	With supporting document
Manufacturer's Authorization	With supporting document
Vehicle Warranty	At least two (2) years or 100,000 km, whichever comes first
After-sales service	Insured by qualified service center for the make/model offered or approved garage of the bidder
Proof on Burundian ground	The vehicle offered must have proven itself on Burundian land for at least 5 years.

Appendix B: Submission Method

Submit your application to the address Burundi.Procurement@fhi360.org including:

- A folder of the requested documents

- A folder of technical offer with illustrative photos

- A file of the financial offer drawn up as follows:

Description of supplies	Country of origin	Delivery time	Quantity	Unit Price (Currency)	Total price excl. VAT (Currency)	VAT Amount (Currency)	Total price incl. VAT (Currency)

Appendix C: Terms and Conditions

C.1. Contract evaluation and award process

C.1.1. Assessment Factors

The evaluation factors will consist of the following criteria:

a. Price: The lowest price, provided that the seller's technical proposal meets or exceeds the specifications, delivery terms, and other requirements of the RFP.

b. Delivery: The supplier offers the most advantageous delivery schedule

c. Technical: The vehicle to be supplied must meet or exceed the specifications described in the solicitation in Appendix A

d. The overall value and completeness of the seller's warranty on the vehicle offered

e. Past performance: The seller can present the necessary evidence to supply the vehicle requested in this RFP in a timely and responsive manner

f. After-sales service: the supplier must present the after-sales services

g. Warranty: the supplier provides guarantees proving the performance of this contract. FHI360 will consider the supplier's warranty and after-sales service as one of the technical criteria for award during the evaluation of bid proposals

h. Payment method: payment after delivery

C.1.2. Award of the contract

FHI 360 will award the contract to the bidder whose bid meets or exceeds the solicitation taking into account the price combined with the other factors considered.

Any bidder who has submitted an unsuccessful bid may request in writing from the Buyer additional explanations to better understand the reasons why its bid was not successful. The Purchaser shall reply in writing to any bidder who has submitted an unsuccessful bid who, after notification of the results by the Purchaser, has submitted a written request to the Purchaser for information on the reason(s) on the basis of which its tender was unsuccessful.

NB: This Request for Proposal Notice does not obligate FHI 360 to make an award, nor does it obligate FHI 360 to pay any costs incurred by Seller in preparing and submitting a proposal, or to make amendments to a proposal.

C.2. General Administrative Clauses

C.2.1. Definition

1.1. The following terms and expressions shall have the meanings ascribed to them herein:

a) "Contract" means the contract agreement signed by the Buyer and the Supplier, together with the contractual documents referred to in the said form, including all attachments, annexes and all documents incorporated therein by reference.

b) "Contract Documents" means the documents referred to in the Procurement Agreement, including any amendments to such documents.

c) "Market Price" means the Supplier, in accordance with the signed Contract Agreement, subject to any additions and modifications or deductions from such price, which may be made under the Contract.

d) "Day" means a calendar day.

e) "Completion" means the complete performance of related services by Supplier in accordance with the terms and conditions set forth in the Contract.

f) "Supply" means all products, raw materials, machinery and equipment and/or all other materials that the Supplier is obliged to deliver to the Buyer in performance of the Contract.

g) "Purchaser" means the entity purchasing the supplies and related services.

h) "Ancillary Services" means services relating to the supply of the goods, such as insurance, installation, training and initial maintenance, as well as any similar obligations of the Supplier under the Contract.

i) "Supplier" means any individual, private person or governmental entity or any combination thereof, whose offer has been accepted by the Buyer and which is designated as such in the Procurement Agreement.

C.2.2. Contractual documents

• Subject to the order of precedence indicated, all documents constituting the Contract (and all parts thereof) are correlative, complementary and mutually explanatory. The Market Agreement is read as forming a whole.

• FHI 360 requires bidders in contracts funded by these funds to adhere to the highest standards of professional ethics during the awarding and performance of such contracts.

Under this principle, the Donor will:

a) for the purposes of this clause, defines the following terms as follows:

i. "bribery" is any person who offers, gives, solicits or accepts any advantage with a view to influencing the pending action for the award or performance of a contract,

ii. "fraudulent practices" means anyone who distorts or misrepresents facts in order to influence the award or performance of a contract,

iii. "collusive practices" means any form of agreement between two or more bidders (whether or not the Beneficiary is aware of it) aimed at artificially maintaining the prices of tenders at levels that do not correspond to those that would result from competition, and

iv. "Coercive practices" refers to any form of attack on persons or their property or threats against them in order to influence their action during the award or performance of a contract.

b) will impose sanctions on a firm or an individual, up to and including exclusion, indefinitely or for a specific period, from the award of contracts.

C.2.3 Language.

The Contract and all correspondence and documentation relating to the Contract exchanged between the Supplier and the Buyer shall be drawn up in English or French.

C.2.4. The market price

The price charged by the Supplier for the vehicle delivered and for the related services rendered under the Contract shall not vary from the price indicated by the Supplier in its offer.

C.2.5. Delivery

Delivery of the vehicle will be made in accordance with the delivery schedule set out in the price and delivery time schedule.

C.2.6. Terms of payment

The Supplier shall submit its request for payment in writing to the Buyer, together with invoices describeing, in an appropriate manner, the supplies delivered and the documents and exhibits presented and after having fulfilled all obligations.

C.2.7. Taxes and duties

The Supplier shall be fully responsible for all taxes and duties made mandatory by Burundian law in this regard.

C.2.8. Confidential Information

Buyer and Supplier shall respect the confidentiality of any given document or other information provided directly or indirectly by the other party under the Procurement, and shall not disclose such information without the written consent of the other party, whether such information was provided before, during or after the performance or termination of the Contract.

C.2.9. Penalties

If the Supplier does not deliver the vehicle within the time specified in this Contract, the Buyer, without prejudice to any other remedies it has under the Contract, is entitled to apply the penalties to the Supplier without any formal notice and upon comparison of the actual and contractual delivery periods. Penalties will be calculated according to the following formula:

P = (M*N)/100 where P: Amount of late penalties

M: Contract Amount

N: Number of calendar days of delay

If the penalty amount exceeds 10% of the total amount of the Contract, the contract will be terminated and the Supplier will not claim anything in return.

C.2.10. Warranty

The warranty period shall be at least twenty-four (24) calendar months or 100,000 km.

• Supplier warrants that the vehicle is new and never used, is of the latest or current model, and has all the latest design and material improvements, unless otherwise provided by the Contract.

• The Supplier further warrants that the supplies will be free from all defects arising from any act or omission of the Supplier or from any defect in design, materials, or failure to use them normally.

• The Buyer shall notify the Supplier of any complaint as soon as practicable after the defects have been ascertained, indicating the nature of the defects and providing available evidence. Buyer shall give Supplier a reasonable opportunity to inspect such defects.

C.2.11. Limitation of Liability

Except in cases of gross negligence or wilful misconduct:

i. Neither party shall be liable to the other for any indirect or consequential loss or damage, loss of use, loss of production or loss of profits or financial charges, provided that this exception shall not apply to any of the Supplier's obligations to pay penalties to the Buyer.

ii. The aggregate obligation that the Supplier may assume to the Buyer under the Contract, provided that this limitation of liability does not apply to the cost of repairing or replacing the defective equipment.

C.2.12. Force majeure

• The Supplier shall not be exposed to penalties or termination of the Contract for non-performance if, and to the extent that its delay or any other failure to perform its obligations under the Contract is due to force majeure.

• For the purposes of this clause, the term "Force Majeure" means an event beyond the control of the Supplier, which is not attributable to its fault or negligence and which is unforeseeable and unavoidable. Such events may include, but are not limited to, acts of the Buyer under the sovereignty of the State, wars and revolutions, fires, floods, epidemics, quarantine measures and embargo on cargo.

• In the event of Force Majeure, the Supplier shall notify the Buyer without delay in writing of the existence of such Force Majeure and the reasons for it. Subject to instructions to the contrary, in writing, from the Buyer, the Supplier shall continue to fulfil its contractual obligations to the extent possible, and shall endeavour to continue to fulfil those obligations the performance of which is not hindered by the Force Majeure Event.

C.2.13. Extension of time limits

• If at any time during the performance of the Contract, the Supplier encounters a situation which prevents it from supplying the vehicle on time, the Supplier shall promptly notify the Buyer of the delay in writing, its probable duration and the reason for it. Immediately upon receipt of the Supplier's notification, the Buyer shall assess the situation and may, at its discretion, extend the time limits set for the Supplier to perform the Contract, in which case the extension shall be ratified by the parties, by way of an amendment to the Contract.

• Except in the case of Force Majeure, a delay on the part of the Supplier in the performance of its obligations will expose it to the application of penalties provided for unless an extension of the deadlines has been granted.

C.2.14. Termination

Termination for non-performance

• The Purchaser may, without prejudice to any other remedies available to it in the event of breach of contract, notify the Supplier in writing of the termination for non-performance of all or part of the Contract:

i. If the Supplier fails to deliver within the time specified in the Contract or within the time extended by the Buyer, or

ii. If the Supplier fails to perform any other obligations under the Contract,

iii. If the Supplier, in the opinion of the Buyer, has engaged in acts of corruption, fraudulent practices, collusive or coercive practices, at the stage of its selection or during its performance of the Contract.

• In the event that the Purchaser terminates the entire Contract, pursuant to the provisions of the termination clause, it may acquire, on such terms and in such manner as it deems suitable, the vehicle from the second-tier bidders or relaunch the tender.

Termination for insolvency

• The Buyer may at any time terminate the Contract by written notice to the Supplier if the Supplier is declared bankrupt or becomes insolvent. In such event, termination shall be without compensation to Supplier, provided, however, that such termination shall not prejudice or affect any rights or remedies that Buyer may have or hereafter have.

Termination for convenience

• The Buyer may at any time terminate the Contract by written notice addressed to the Supplier for convenience. The notice of termination will specify that the termination is unilaterally for convenience, the extent to which the performance of the tasks stipulated in the Contract is terminated and the date on which the termination takes effect.

Assignment

• Unless the prior written consent of the other party has been obtained, neither the Buyer nor the Supplier shall assign any or all of its contractual obligations under the Contract.