[Contact details]

FACSIMILE COMMUNICATION

URGENT / NORMAL

To: [SUPPLIER COMPANY NAME]

Attention: [Supplier contact name] Fax number: [Supplier fax number]
From: [Logistics Department], [Purchaser]
cc: Our file ref.: [No]
Date: N° of pages including this page:     
Re: Quotation Request for [Goods/Services] to [Country]

If you do not receive all pages, please contact us immediately. Thank you.

REQUEST FOR QUOTATION

The Federation of Red Cross and Red Crescent Societies in [Country] kindly request your
best firm offer [Incoterms, Delivery Address, Country] for the following:

1. Type and Quantity:

[Goods/Services and Quantity required]

2. Deliver Terms:
Goods shall be delivered to [Incoterms 2010, Delivery Address, Country and mode
of transportation]

3. Delivery Date:
All goods to be delivered no later than [date]
Please state if goods are available ex-stock or state production timeframe

4. Quality specifications:
All goods shall be compliant with the Red Cross/Red Crescent standards
specifications, as attached above

5. Alternatives:
Alternative specifications [will/will not] be accepted. [If yes, provide details].

6. Packaging:
All goods must be packed suitable for [air/land/sea/road] transportation including
rough handling to final destination.

7. Weights and Dimensions:

[Please state type of packing, net and gross weights, size of cartons and cubic
dimensions]

8. Marking:
[Commodity Tracking Number (to be given with contract)]
[Logos, Statement of Donor]

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 9. Language:
All documents, markings and labelling shall be in [language(s)].

10. Labelling:
[Type required labelling on goods]

11. Packing list:

In/and outside each carton stating contents/quantity in [language(s)].

12. Required documents and certificates:

[List of Documents and Certificates required]

13. Distribution of documents and certificates

[e.g. one full set to accompany the consignment, one full set to buyer]
Documents required shall be sent by the Seller to the Consignee in a timeframe
dependent on the nature of the transportation method and to be confirmed – usually
by fax or courrier.

14. Cost breakdown:

[e.g * unit prices per item ex-works
* transportation cost by mode of transport defined
* taxes shown separately
* total price CPT (Incoterms 2010) by [mode of transport defined] to [destination]
* price should be net after deduction of any discount

15. Currency:
All costs shall be fixed and firm in [currency] only.

16. Samples
[Required/ Not required]
[Date required]

17. Inspection
[e.g. A quantity inspection is to be carried out on loading and off loading at expense
of the buyer].

18. Liquidation Damage Clause

Please be advised that delivery after the agreed schedule may be subject to a
penalty from 0.1% up to 5% of the total cost [please insert Incoterm 2010] value of
the contract.

19. Payment
Within 30 days from date of goods receipt and all supporting documents in good
order by the buyer.

20. Validity:
Your offer must remain valid until [date] before which a Purchase Order, if placed,
should be accepted by you.

21. Insurance
[Dependent on the Incoterm but usually to be effected by the buyer]

22. All or None Clause:

The IFRC reserves the right to accept the whole or part of the supplier’s offer and
the lowest evaluated bid will not automatically be accepted.

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 23. Special Requirements:
[e.g. Please state country of origin of each item]
All documents should clearly state "Humanitarian Aid"

24. Conditions for submitting offers:

Offers must be received at the latest on [date and time] or earlier if possible to:
Our direct [sealed bids]
fax line No. [number].

The cover page shall clearly identify the sender and receiver (see below).
Please note that no pricing information must appear on this page.

[Delegation, Country]
Attn: [Logistics Department, Purchaser]
Ref. Quotation for [Commodities/Services] for [Country]

Offers which do not comply with the requirements of Clause 24 will not be
considered.

Our telephone numbers for further information:

Telephone: [number]
E-mail: [e-mail address]

25. Validity
Your offer must remain valid until [please insert date and time] before which a
Purchase Order, if placed shall be accepted by you.

26. Terms and Conditions:

Please state in your offer your acceptance of attached Federation Terms and
General Conditions.

27. Confirmation:
Please acknowledge receipt of this RFQ and indicate your intention to bid or not.

Thank you and best regards,

[Buyer]

[signature]

N.B. Kindly submit your best firm offers as there will be no negotiation.

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>Company Letterhead<

DECLARATION OF UNDERTAKING

For the attention of

International Federation of Red Cross and Red Crescent Societies (IFRC)

IFRC Delegation (in the country of operation)
P.O. Box: [to fill out]
Street: [to fill out]
City: [to fill out]
Country: [to fill out]

Subject: Declaration of Undertaking

Project Name: [to fill out]

We the undersigned,

[Name, and address of the contractor],

Hereby declare that,

in emphasising the importance of a free, fair and competitive awarding procedure that
precludes abuse, this company thus far has not offered or granted any inadmissible
advantages either directly or indirectly to public servants or other persons in connection with
this bid, nor shall it offer or grant any such incentives or rewards in the present awarding
procedure or, in the case of an award, during the subsequent execution of the Agreement.

We shall inform our employees of their respective duties and their commitment to observe
this self-imposed obligation.

Dated: _______________ year_______, Signature ___________________________

in the capacity of _______________

duly authorised to sign Tenders for and on behalf of _______________________

______________________________________________

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