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REQUEST FORPROPOSAL – 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 import processes from the Douala seaport and Nsimalen International Airport.

2.  Participation in 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 (certificate of location)
  • Bank account certificate
  • Valid license or accreditation as a customs clearing agent in Cameroon
• Relevant Experience

o   Experience with customs clearance of medical goods, equipment, and vehicles.

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 (eg, 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 (eg, 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:

Evaluation Criteria	Weight
Cost competitiveness & transparency	30%
Relevant experience & technical expertise	20%
Capacity to process IM5 renewals	15%
Timeliness and efficiency of service	15%
Legal compliance & documentation	10%
Client references	10%

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 5:00 p.m. , 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