REQUEST FOR QUOTATION (RFQ)
RFQ-EpiCFY27_020
RFQ INFORMATION DETAILS
Solicitation title CAR RENTAL SERVICE
Issue date 27 October 2026
Deadline for clarification
questions
28 October 2026, 3 PM Cameroon time (WAT)
Quotation submission deadline 29 October 2026, 5 PM Cameroon time (WAT)
clarification email Cameroon.Procurement@fhi360.org
Submission email Cameroon.quotations@fhi360.org
1. Background
FHI 360 is a non-profit human development organization dedicated to improving lives in lasting
ways by advancing integrated, locally driven solutions. Our staff includes experts in health,
education, nutrition, environment, economic development, civil society, gender, youth, research,
and technology, creating a unique mix of capabilities to address today's interrelated development
challenges. FHI 360 serves more than 60 countries, all 50 U.S. states and all U.S. territories.
2. Scope of Work
To support the implementation of project activities and ensure safe and reliable transportation for
field travel, FHI 360 Cameroon seeks quotations from qualified and legally registered vehicle rental
service providers for the provision of a 4x4 vehicle as detailed below. The selected service provider
shall make available a vehicle in excellent operational condition, together with a qualified driver,
for travel within the project intervention area.
S/N Vehicle type
Itinerary
Nomber of
days
Quantity Specifiactions
1
SUV Toyota
Hilux for travel
from Buea to
Bafoussam
Travel from
Buea to
Bafoussam
1
01 Vehicle
- Availability of a
complete First Aid Kit in
the vehicle.
- Valid vehicle documents
(Carte grise, visite
technique, assurance,
carte de stationnement)
- Professional driver with
valid driving license
- Good mechanical
condition
3. Supplier instructions and quotation format
Interested suppliers are requested to submit their quotations:
Submission Instructions
• Submit your proposal by email to cameroon.quotations@fhi360.org before the deadline
stated above.
• Use the following email subject line: “RFQ-EpiCFY27_020– Car rental zone 1”
• Proposed pricing, and any other applicable costs, must remain valid for at least thirty (30)
calendar days from the submission deadline. Bidders should clearly state any
assumptions, exclusions, and proposed payment terms.
• Late submissions may be rejected. It is the bidder's responsibility to ensure that the
complete proposal is received before the submission deadline.
• Requests for clarification must be submitted in writing to
Cameroon.procurement@fhi360.org. Any responses, amendments, or addenda that may
affect all prospective bidders will be communicated through the appropriate procurement
clarification process.
4. Proposal Submission Requirements
Suppliers shall submit a complete proposal that includes the following:
• Valid and up-to-date administrative and legal documentation, including business
registration and applicable tax compliance documents.
• A detailed and signed Proforma Invoice indicating unit prices, applicable taxes, and any
other associated charges.
• Submission of copies of all valid vehicle documents and photo of the proposed vehicle
• Written acceptance of FHI 360's payment terms, namely payment by bank transfer within
thirty (30) days following satisfactory delivery of the service.
5. Evaluation and award methodology
Evaluation of quotations will be conducted in a fair, transparent, competitive, and documented
manner in accordance with FHI 360 procurement procedures. FHI 360 will assess quotations for
completeness, responsiveness, and compliance with the mandatory administrative, legal, and
technical requirements outlined in this RFQ for the car rental service.
Quotations that fail to meet the mandatory submission requirements or do not substantially comply
with the minimum technical specifications may be deemed non-responsive and may be excluded
from further evaluation.
Responsive quotations will be evaluated based on the criteria and weightings specified below:
Evaluation Criteria Weight
Compliance with Technical Specifications 30%
Completeness and Validity of Administrative and
Legal Documentation
20%
Financial Evaluation and Value for Money 30%
Vehicle documents 10%
Payment terms 10%
Total scored criteria 100%
6. General conditions and reservations
• Issuance of this RFQ does not constitute a commitment by FHI 360 to award a contract
or purchase any goods.
• FHI 360 reserves the right, subject to applicable policies and law, to amend or cancel this
RFQ, reject any or all quotations, waive minor irregularities where appropriate, request
clarifications, verify supplier information, and make no award.
• FHI 360 may conduct due diligence or background checks on prospective suppliers,
consistent with its policies.
• Costs incurred in preparing or submitting a quotation are the sole responsibility of the
supplier.
• The selected supplier must comply with applicable laws, ethical business practices and
FHI 360 supplier requirements, including any applicable safeguarding, anti-fraud, antibribery
and