REQUEST FOR PROPOSAL – CLEARING AGENT SERVICES
1. Background
Clinton Health Access Initiative (CHAI) began operations in Cameroon in 2007, working to improve access to lifesaving diagnosis, treatment, and care for HIV and other priority health conditions. CHAI has supported the Ministry of Health in strengthening laboratory systems, scaling up antiretroviral therapy, and expanding access to diagnostics, malaria treatment, family planning, and immunization programs. Our efforts also include strengthening the supply chain and logistics systems for essential health commodities.
In line with our operational goals, CHAI is seeking to engage the services of a qualified and experienced customs clearing agent in Cameroon including; vehicle clearance from customs, IM5 renewal services- and health-related products, to support importation processes from the Douala seaport and Nsimalen International Airport.
2. Participation to the request for quotation
Participation in this request is open to licensed customs clearing agents operating in Cameroon. The selected provider will be contracted for a one-year period, renewable based on performance. Interested firms must demonstrate strong experience in customs clearance, including medical goods, equipment, and vehicles, along with supporting documentation services such as IM5 renewal
3. Technical Proposal Requirements
Interested bidders are expected to submit a technical proposal that includes the following:
- Company Profile
- Legal registration documents
- Taxpayer registration certificate
- Attestation of non-indebtedness
- Proof of office location (attestation de localisation)
- Bank account attestation
- Valid license or accreditation as a customs clearing agent in Cameroon
- Relevant Experience
o Experience with customs clearance of medical goods, equipment, and vehicle.
o Experience with IM5 document processing and renewals.
o Client references (minimum two)
- Service Approach and Capacity
- Description of your clearance process and timelines
- Capacity to clear goods from Douala Seaport and Nsimalen International Airport
- Description of services related to medical equipment, vehicle clearance and IM5 renewals
- Any additional value-added services (e.g., warehousing, last-mile delivery support)
4. Financial Proposal
The financial proposal should be clear, itemized, and signed by an authorized representative. Bidders should provide:
- A fee schedule outlining the costs associated with:
o General customs clearance (by shipment type or volume)
o Vehicle clearance from customs
o IM5 processing and renewals
- Any fixed administrative fees
- Applicable taxes or duties (if borne by the agent)
- Additional charges (e.g., demurrage handling, documentation processing)
- Payment terms and conditions
Please note: CHAI is not requesting a quote for a specific shipment at this time, but rather for general service rates that will guide future engagement.
5. Bids Validity
The bid expires 14 days after the publication date.
6. Evaluation Criteria
Proposals will be evaluated using the following criteria:
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Evaluation Criteria
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Weight
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Cost competitiveness & transparency
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30%
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Relevant experience & technical expertise
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20%
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Capacity to process IM5 renewals
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15%
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Timeliness and efficiency of service
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15%
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Legal compliance & documentation
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10%
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Client references
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10%
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Incomplete or non-compliant proposals may be disqualified.
7. Submission of Bids
Bidders must submit their proposals in a sealed envelope or via email, no later than 20th August 2025 at 17:00, to:
Address:
Clinton Health Access Initiative
HS Jean Paul II Boulevard, Tsinga Sous-Préfecture
Yaoundé, Cameroon
Email:
chaicameroonprocurement@clintonhealthaccess.org
Subject Line:
“Proposal for Clearing Agent Services”
Late submissions may be rejected at CHAI’s discretion.
8. Additional Information
For clarification or additional information, please contact:
Email: nforghab@clintonhealthaccess.org
In-person inquiries: CHAI – Cameroon Office, Yaoundé
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