Conservation International - REQUEST FOR QUOTATION (RFQ)

REQUEST FOR QUOTATION (RFQ)
Conservation South Africa (‘CSA’), the Contracting Entity, invites all eligible Vendors/Consultants to provide your best offer for this solicitation. This Request for Quotation (RFQ) contains all the necessary information for interested Offerors.

1. General information

2. Procurement details

Description of the project
Conservation South Africa (CSA) is implementing an ecosystem restoration and management project to reduce the vulnerability of targeted villages to extreme weather events such as drought, floods, fire etc. The target villages are located at the Alfred Nzo District Municipality, Bushbuckridge Local Municipality and the Namaqua District. Within this context, CSA invites all eligible bidders to provide quotations for the CSA Social Employment Fund (SEF) project

Definition of the goods or services required with detailed specifications
CSA is seeking quotations for the supply and delivery of 101 Samsung A06 smartphones, each to be provided with a screen protector and protective case. The specifications and delivery requirements are outlined below:

Device Specifications
• Brand: Samsung
• Model: Galaxy A06
• Operating System: Android 14 (upgradable to Android 15), One UI 7
• Memory: 64 GB internal storage, 4 GB RAM
• Camera: 50 MP main camera

RFQ name:
JHB004 PROVISION OF SEF CELLPHONES

Type of contract:
☒ Fixed Price Purchase order

Submission deadline:
Hour: 17:00
Time Zone: SAST
Date: 12 November 2025

Submission instructions:
Quotations should be sent by email, in PDF format, to procurementza@conservation.org
The subject line of the email must reference the RFQ name of this solicitation: JHB004 PROVISION OF SEF CELLPHONES

Validity of bid:
90 days from the submission deadline.

Clarification requests:
To: procurementza@conservation.org no later than:
Hour: 17:00
Time Zone: SAST
Date: 30 October 2025

• Maximum Budget: R2,500 per unit (inclusive of screen protector and case)

Delivery Requirements
The successful service provider will be required to deliver the devices to the following locations:
• Matatiele, Eastern Cape: 33 units
• Acorns to Oaks, Bushbuckridge: 39 units
• Springbok, Northern Cape: 29 units

3. Submission requirements: Quotations will be considered complete if they include all these items:
   ☒ Signed quotation with contact information on vendor’s letterhead that addresses all elements in this solicitation
   ☒ BBBEE certificate/affidavit
   ☒ Registered Entity with company registration documents and a valid tax clearance certificate
   ☒ Signed Offeror Representation of Transparency, Integrity, Environmental and Social Responsibility
   ☒ Any other items to support with the quotation i.e., technical drawings, warranty, samples, etc.
   ☒ Warranty and replacement terms and conditions

4. Evaluation: In evaluating quotations, CSA will seek the best value for money considering the merits of the technical and cost factors. Quotations will be evaluated using the following criteria:

5. Timeline:
   RFP Issued: 24 October 2025
   Clarifications submitted to CSA: 30 October 2025
   Clarifications provided to known bidders: 4 November 2025
   Complete quotations due to CSA: 12 November 2025
   Final Selection: 14 November 2025
   Agreement Signed: 19 November 2025

6. Important Information

Currency:
Price must be quoted in ZAR. CSA reserves the right to determine upon seeing the bids which components of pricing should be used as the basis of comparison between quotations.

Resulting Award:
CSA reserves the right to issue an award with no further discussion, or to modify the award type. Issuance of this RFQ in no way obligates CSA to award a contract, nor does it commit CSA to pay any costs incurred by the bidder in preparing and submitting the quotation. CSA reserves the right to enter negotiations about price and terms as required.

Confidentiality:
All proprietary information provided by the bidder shall be treated as confidential and will not be shared with potential or actual applicants during the solicitation process. This includes but is not limited to price quotations, cost proposals and technical proposals. CSA may, but is not obliged to, post procurement awards on its public website after the solicitation process has concluded, and the contract has been awarded. CSA’s evaluation results are confidential and applicant scoring will not be shared among bidders.

Code of Conduct:
All Offerors are expected to exercise the highest standards of conduct in preparing, submitting and if selected, eventually carrying out the specified work in accordance with CI’s/CSA’s Code of Conduct. Conservation South Africa’s reputation derives from our commitment to our values: Integrity, Respect, Courage, Optimism, Passion and Teamwork. CI’s/CSA’s Code of Conduct provides guidance to CSA employees, service providers, experts, interns, and volunteers in living CI’s/CSA’s core values, and outlines minimum standards for ethical conduct which all parties must adhere to. Any violation of the Code of Conduct, as well as concerns regarding the integrity of the procurement process and documents should be reported to CI/CSA via its Ethics Hotline at www.ci.ethicspoint.com.

Offeror Representation of Transparency, Integrity, Environmental and Social Responsibility:
All Offerors are expected to exercise the highest standards of conduct in preparing, submitting and if selected, eventually carrying out the specified work in accordance with CI’s/CSA’s Code of Conduct. CI’s/CSA’s Code of Conduct provides guidance to CI/CSA employees, service providers, experts, interns, and volunteers in living CI’s/CSA’s core values, and outlines minimum standards for ethical conduct which all parties must adhere to. Any violations of the Code of Ethics should be reported to CI/CSA via its Ethics Hotline at www.ci.ethicspoint.com.

CSA relies on the personal integrity, good judgment, and common sense of all third parties acting on behalf, or providing services to the organization, to deal with issues not expressly addressed by the Code or as noted below.

I. With respect to CI’s/CSA’s Code of Conduct, we certify:
a. We understand and accept that CSA, its contractual partners, grantees and other parties with whom we work are expected to commit to the highest standards of Transparency, Fairness, and Integrity in procurement.

II. With respect to social and environmental standards, we certify:
a. We are committed to high standards of ethics and integrity and compliance with all applicable laws across our operations, including prohibition of actions that facilitate trafficking in persons, child labor, forced labor, sexual abuse, exploitation or harassment. We respect internationally proclaimed human rights and take no action that contributes to the infringement of human rights. We protect those who are most vulnerable to infringements of their rights and the ecosystems that sustain them.
b. We fully respect and enforce the environmental and social standards recognized by the international community, including the fundamental conventions of International Labour Organization (ILO) and international conventions for the protection of the environment, in line with the laws and regulations applicable to the country where the contract is to be performed.

III. With respect to our eligibility and professional conduct, we certify:
a. We are not and none of our affiliates [members, employees, contractors, subcontractors, and consultants] are in a state of bankruptcy, liquidation, legal settlement, termination of activity, or guilty of grave professional misconduct as determined by a regulatory body responsible for licensing and/or regulating the offeror’s business
b. We have not and will not engage in criminal or fraudulent acts. By a final judgment, we were not convicted in the last five years for offenses such as fraud or corruption, money laundering or professional misconduct.
c. We are/were not involved in writing or recommending the scope of work for this solicitation document.
d. We have not engaged in any collusion or price fixing with other offerors.
e. We have not made promises, offers, or grants, directly or indirectly to any CSA employees involved in this procurement, or to any government official in relation to the contract to be performed, with the intention of unduly influencing a decision or receiving an improper advantage.
f. We have taken no action nor will we take any action to limit or restrict access of other companies, organizations or individuals to participate in the competitive bidding process launched by CSA.
g. We have fulfilled our obligations relating to the payment of social security contributions or taxes in accordance with the legal provisions of the country where the contract is to be performed.
h. We have not provided, and will take all reasonable steps to ensure that we do not and will not knowingly provide, material support or resources to any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitate, or participated in terrorist acts, and we are compliant with all applicable Counter-Terrorist Financing and Anti-Money Laundering laws (including USA Patriot Act and U.S. Executive Order 13224).
i. We certify that neither we nor our directors, officers, key employees or beneficial owners are included in any list of financial or economic sanctions, debarment or suspension adopted by the United States, United Nations, the European Union, the World Bank, or General Services Administration’s List of Parties Excluded from Federal Procurement or Non-procurement programs in accordance with E.O.s 12549 and 12689, “Debarment and Suspension”.

I CERTIFY THAT THE INFORMATION PROVIDED ABOVE IS COMPLETE AND CORRECT TO THE BEST OF MY KNOWLEDGE.

Requestor Signature
Name & Title
Date