REQUEST FOR QUOTATION (RFQ)

Transcription

1 REQUEST FOR QUOTATION (RFQ) Dear Sir / Madam: NAME AND ADDRESS OF VENDOR: DATE: 12 February 2014 REFERENCE: Rental of Vehicles for Shuttle Services 002/UNW/Ops/Feb 2014 We are seeking the Rental of Vehicles for Shuttle Services and kindly request you to submit your quotation as per terms of reference/specifications, detailed in Annex 1 of this RFQ. Quotations may be submitted on or before Monday 24 February 2014 at 12:00 pm and via , courier mail or facsimile to the address below: UN WOMEN AFGHANISTAN UNOCA Compund Jalalabad Road Kabul Afghanistan Or via Registry.unwomen.af@unwomen.org Quotations submitted by must be limited to a maximum of 5MB, virus-free and no more than 3 transmissions. They must be free from any form of virus or corrupted contents, or the quotations shall be rejected. It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by UN WOMEN after the deadline indicated above, for whatever reason, shall not be considered for evaluation. If you are submitting your quotation by , kindly ensure that they are signed and in the.pdf format, and free from any virus or corrupted files. Your quotations will be considered upon the provision with this RFQ the following: A. Company s valid trade license. B. List of previous contracts for the same field/experience C. Official bank account as per name of Company D. Price should be in Afghan currency

2 Conditions Payment Terms 30 days upon invoice receipt Validity of Quotation 30 DAYS 60 DAYS Preliminary Examination - Delivery Terms and Place Value Added Tax on Price Quotation Contact Person for Inquiries (Written inquiries only) Partial bids permitted. Partial bids not permitted UNWOMEN Afghanistan Office Must be exclusive of VAT and other applicable indirect taxes Ahmad Munir Totakhail munir.totakhail@unwomen.org At any time during the validity of the quotation, no price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted by UN WOMEN after it has received the quotation. At the time of award of Contract or Purchase Order, UN WOMEN reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty five per cent (25%) of the total offer, without any change in the unit price or other terms and conditions. Any Contract or Purchase Order that will be issued as a result of this RFQ shall be subject to the General Conditions attached hereto. The mere act of submission of a quotation implies that the vendor accepts without question the General Conditions of UN WOMEN herein attached as Annex 2. Thank you and we look forward to receiving your quotation. Sincerely yours, Mr. Ahmad Munir Totakhail Procurement Unit

3 Annex 1 TOR FOR SHUTTLE SERVICE Purpose of the contract: Provision of Staff Shuttle Services in Kabul city, Parwan and Jalalabad. Background: UN WOMEN Country Office Kabul Afghanistan is interested to engage the services of a transport contractor (established company), who would provide full time services in Kabul, Parwan and Jalalabad provinces of Afghanistan to country office and project staff on regular working-days. The staff members are residing in deferent areas and sectors of Kabul city and the mentioned provinces and the project are located in deferent area of Kabul city and provinces. Currently transport is provided to approximately 28 staff members with seven vehicles. Duration: One Year With possible Extension. The Contract will be reviewed within three months of its expiry date and extended or terminated based on mutual written agreement between UNWOMEN and the Contractor. Should this review be delayed, this Contract will be extended under the agreed terms and conditions, for three months unless otherwise advised by UNWOMEN. Should either party wish to terminate this Contract prior to the expiry date then written notice to be provided at least three months in advance. If at any time during the term of the contract, UNWOMEN ceases operations in Afghanistan, UNWOMEN may terminate the contract without prior notice and no compensation shall be paid to the Contractor. All unpaid invoices not in dispute at the time of termination and for which services have been rendered shall be settled by UNWOMEN. Description of assignment: The Company will provide shuttle service to/from UNOCA compound and other project sites for staff (female and male) from picking points (itinerary) in Kabul City, Parwan and Jalalabad provinces duly specified by the office. The shuttle service to be provided in reliable, clean and well maintained vehicles. All provided vehicles should have functional internal air-conditioning/heating system. Seatbelts, fire extinguisher and other security related equipment should be guaranteed. The company has to guarantee the security and safety of their vehicles and their assigned drivers. The type and size of car to be determined based on the number of staff in each pickup and drop point. The contract should mention a fixed number of staff however the contractor should have the capacity to accommodate more staff if needed. The cost of the service to be based on the type and number of vehicles. The company is required to provide the shuttle services once in the morning for dropping in the office and once in the afternoon by picking the staff from the office and dropping them at their pre-specified locations. Reporting time of the staff into the office and its pickup from the office to their residence is the main purpose of this service. The company HAS to ensure that the service is provided well on time without any delay. If the assigned car for any destination is damaged or broken, the replacement should be arranged well on time. Otherwise UNWOMEN will deduct the cost of the service for the day not provided.

4 UNWOMEN could require the use of some of the vehicles for the whole day on the basis of a different pricing specify separately in the contract UNWOMEN will not be responsible if the same vehicles are used by the owner/company for other purposes. However, it is the responsibility of the company to provide timely services in clean and well maintained vehicles and ensure the safety and security of the vehicles and passengers. The company is NOT allowed to combine UNWOMEN shuttle service with any other agency, even if the route and the direction are the same. NO other passenger will be allowed while moving UNWOMEN staff during the shuttle service. The company should have the capacity to provide the vehicles at short notice if UNWOMEN staff is advised to leave the office at any given time. UN WOMEN Afghanistan hereby invites interested institutions to submit bids for the provision of rental vehicles with the following conditions and specifications; Scope of Services: (Pick and Drop and full time services for Kabul City, Parwan and Jalalabad provinces: Effective 1st April 2014 till 31 December Qualification or specialized knowledge/experience required for the assignment: The Company should have sufficient number of the mentioned types of vehicles (Toyota 4 runner and Toyota Super Costume vans) for provision of these services. It is an advantage if the company has worked previously with UN or any International Organization satisfactorily. The Company should be officially registered with the Government of Afghanistan by having authorization from the Government. Service Costing and Payement: The payment will be settled on monthly basis upon submission of invoice and verification and certification by UNWOMEN operations unit. Installments payment and advances are NOT applicable as payment will be effected only after delivery of services and submission of invoice. The payment should be through bank transfer, thus the contractor should provide valid bank account with correct name of the company. Conditions: All company vehicles used for this purposes in Kabul should be officially registered with Police Traffic Department in Kabul only as sometimes vehicles registered in other provinces are stopped by police due to security reasons. The same rule applies for the other provinces where the services are delivered. All company vehicles should be driven by authorized drivers bearing valid driving license and Afghan ID card (Tazkira). Copies of the registration documents of the vehicles assigned for UNWOMEN along with the copies of the driving license and ID card of the drivers to be provided to UNWOMEN for record.

5 All maintenance cost, fuel cost and any other related expenses for the company vehicles will have to be covered by the company. UNWOMEN is NOT responsible for any cost incurred during the shuttle services or after. All the operational costs has to be covered by the company. In case of failure of provision of services, UNWOMEN would find alternative service provider and all the extra costs incurred will be charged to the contracting company. The agreed payment rates should be inclusive of any allowance / insurance for contractor s drivers and other involved workers. UNWOMEN shall not be responsible for any payments to contractor s workers. UNWOMEN is exempt from all direct taxes, customs duties and charges. UN Workdays and Work-hours: 1. The regular workdays of UN WOMEN / country office are Sundays through Thursdays 2. The regular workdays of UN WOMEN projects are Saturdays through Thursdays 3. The working-hours are from 07:00hrs to 17:30hrs. 4. In case, management requires transport service over the weekend or on holiday, the contractor will be informed accordingly. 5. Work days, hours will be calculated based on vehicles log book signed by UN Women ACO relevant staff members. Quotation: Please provide all-inclusive prices per day rented vehicle. All inclusive prices contain of vehicles fuel, lubricant, maintenance, services, drivers payment, insurance, any taxes (if applicable), drivers phone credit card (if applicable), and any other charges. Services Quotations: ONLY Pick and Drop services (morning from 6:00 to 7:30 and Afternoon from 3:45 to 6:00). For Kabul City and 1. Provide daily cost for ONLY Pick and Drop services in Kabul city 2. Provide daily cost for ONLY Pick and Drop services in Parwan and Jalalabad Full time services (Full time Services means that the vehicles must be available at the premises of end users (UN WOMEN projects) from 6:00AM- 18:00PM for transportation needs. 3. Provide daily cost for full time services in Parwan and Jalalabad. 4. Provide daily cost for full time services in Kabul city 5. Total capacity of the company (total number of vehicles available) 6. Type of vehicles: Toyota Van (Super Costume) Model Range: Toyota 4Runner Model Range:

6 Please fill up all the columns of this table Number 1 2 Description of Vehicles TOYOTA SUPER CUSTOM TOYOTA SUPER CUSTOM Vehicle Year Number of seats Location Kabul city Parwan, Jalalabad 3 TOYOTA 4RUNNER Kabul city Parwan, 4 TOYOTA 4RUNNER Jalalabad Quantity Price Per Day (USD) 6:00AM- 18:00PM Price Pick and Drop (USD) 6:00 AM to 7:30 AM 3:45 PM to 6:00 PM

7 ANNEX 2 UN-WOMEN GENERAL CONDITIONS OF CONTRACT CONTRACTS FOR THE PROVISION OF SERVICES The General Conditions can be accessed at: