Request for Quotation

1          Overview of the British Council

1.1       The British Council is the UK’s international organisation for cultural relations and educational opportunities. We create friendly knowledge and understanding between the people of the UK and other countries. We do this by making a positive contribution to the UK and the countries we work with – changing lives by creating opportunities, building connections and engendering trust.

1.2       We work with over 100 countries across the world in the fields of arts and culture, English language, education and civil society. Each year we reach over 20 million people face-to-face and more than 500 million people online, via broadcasts and publications. Founded in 1934, we are a UK charity governed by Royal Charter and a UK public body

1.3       The British Council employs over 10,500 staff worldwide. It has its headquarters in the UK, with offices in London, Manchester, Belfast, Cardiff and Edinburgh. Further information can be viewed at www.britishcouncil.org. 

2          Introduction and Specification

2.1       The British Council would like to request a quotation for a bore hole and solar energy system   at Country Director’s residence in Malawi as stated in the scope in Clause 4 of this RFQ document.

3          Quotation Validity

3.1       Your quotation must remain open for acceptance by the British Council for a minimum of sixty days from the date that it is issued to the British Council in response to this requirement.

4          Scope of Work

The work is split into Lots to allow suppliers to submit quotes for the areas they are most competent and experienced in.

 An award will be based on: -

A.    Past experience:  suppliers must submit 3 reference letters from past projects/clients of similar scale and timeframe within the past two years.

B.    Competitiveness of the cost and works against the other submissions.

C.   Quality and service.

 Note that British Council cannot promise to award to the cheapest supplier/s at ALL times.  The successful suppliers will be selected for value for money, quality and speed.

 Lot 1: Borehole drilling

 Please note

 1.    This work must be done within 1 week from the day the contract is issued; suppliers are required to confirm in writing that they will be able to meet this requirement.

 2.    Suppliers should note this bore hole is not for community or industrial use and quotations should be proportionate for residential domestic use.  

 Lot 2: Solar system

Please note the following:

 1.    This work must be done within 1 week from the day the contract is issued; suppliers are required to confirm in writing that they will be able to meet this requirement.

 2.    Suppliers should note this solar energy system is not for community or industrial use and quotations should be proportionate for residential domestic use.  

5          Payment and Invoicing

5.1       The British Council will pay correctly addressed and undisputed invoices within 30 days of the Invoice Date. General requirements for an invoice for the British Council include:

• A description of the good/services supplied is included.
• The British Council reference (i.e. Purchase Order number) is included.It is sent electronically via email in PDF format to Atupele.Moyo@britishcouncil.org  and  originals sent by post to: British Council Finance Department | British High Commission Building | P.O. Box P.O Box 30222| Capital City | Lilongwe | Malawi

6          Instructions for Responding

6.1       Your quotation must be submitted through sealed bid specifying your best rates for the service, along with your company profile, and all company’s legal documents.

7          Instructions for Responding

7.1       Your quotation must be submitted by either email to the following member of staff Atupele.Moyo@britishcouncil.org  or  in a sealed envelope addressed to the Country Director, British Council in Malawi, marked on top right corner the specific Lot being bid for. The email subject must have the Lot being bid for. Failure to indicate the Lot being bid for may invalidate the submission. Please use Annex 1 for your quotation and make sure you complete Annex 3.

8          Clarification Requests

8.1       All clarification requests should be submitted to through the following email address Autpele.Moyo@britishcouncil.org keeping Louisa.Waddingham@britishcouncil.org and Andrew.Juma@britishcouncil.co.ke  in copy at ALL times.  

9          Award Criteria

9.1       Responses from potential suppliers will be assessed and awarded based on the detail  indicated in Clause 4 (‘Scope of Work’) of this document.

10        Disclaimer

10.1     By issuing this RFQ, the British Council is not bound in any way to enter into any contractual or other arrangement with you or any other potential supplier.

11        Service Level Agreement (SLA)

12.1     Where applicable, the winning supplier will be required to sign an service level agreement.

13        Terms of engagement

13.1     The lowest evaluated quotation that meets the required quality specified will be engaged through a contract as specified in Annex 2 of this RFQ.

14        Supplier information

14.1     Potential suppliers are required to complete the details in Annex 3 to enable British Council to undertake mandatory due diligence before engagement should the return be competitive. This must be done in accordance with the guide provided in the document.

15        Supplier information

15.1     Subject to any changes notified to potential suppliers by the British Council in accordance with the RFQ Conditions, the following timescales shall apply to this Procurement Process: