Request for Quotation (RFQ) No.631

Transcription

1 Request for Quotation (RFQ) No.631 Issuance Date: 29-August-2018 Closing Date: 09-Sep-2018 Advertise: Jhpiego is seeking qualified vendors to provide quotations for transportation services (Rental Vehicles TOYOTA Corolla or equivalents Model for 9 month contract) for Herat, Kandahar, Balkh & Ningarhar provinces listed under Annex B and C of this RFQ. RFQ s Annexes Composition: Annex A: Vendor Registration Form Annex B: General Requirement and Special Provisions Annex C: Detailed Description and Specification Annex D: Price Schedule Annex E: Summary of Relevant Capability, Experience and Past Performance Vendors must submit all the Annexes listed above along with their quotation to be considered for the evaluation process, otherwise, they may be considered disqualified and removed from further process. Applicant Illegibility: The potential vendors must be registered with the government of Afghanistan and have a valid AISA or Business license. A Vendor s current, valid AISA or Ministry of Commerce Business License must be attached with its quotation. The potential vendors should provide an Official Bank Account with the same name as it is stated in Vendor s AISA or business license. The potential vendors should accept tax withholding based in Afghanistan Tax Law. All the cost should be stated in Local currency (AFN). Selection Criteria: Technically Acceptable: The Vendor s quotation shall be evaluated to determine whether the offered vehicles meet the salient physical, functional, and performance specifications specified in Annex B of this RFQ. Vendors may include descriptive literature such as illustrations, (vehicle update green book, photographs, describe the offered vehicles and update driving license of considered driver). Jhpiego reserves the right to require Vendors to submit vehicles for physical checks after the evaluation process is completed. Score 40 Delivery Time: Vendors should confirm the delivery time (in calendar day) for providing the requested items at due location mentioned in this RFQ after receipt of the contract. Score 20 Past performance: Vendors Should Include a list of at least two international organizations they provided transportation services including reference, contact name, and cell phone of each organization and a copy of certificates, POs or Contracts must be attached, under the ANEX E. Score 20 Completion of Document: Vendors are required to attach their updated business license, TIN & Payment instruction form of the submitted bank account details. Score 20 All of the information provided by the vendors must be current, complete and accurate. Jhpiego will evaluate quotations on the basis of information furnished by the Vendor. Total Score: 100 Note: The Jhpiego Procurement Committee will assess the vendor s quotations based on criterial listed above. Jhpiego will only consider those vendors that have met the minimum total score of 80% for the selection criteria as judge by the committee. Price evaluation will be conducted separately. Page 1 of 9

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3 Annex (A) Vendor Registration Form Name of Firm/Company as described in the license/work-permit Status of Organization (Proprietorship/Pvt./Public Ltd.) Proprietorship Private Limited Public Limited Other If Other, Please Specify 3. Year Business Establishment 4. Name of Proprietor/Director 5. Address of Main Office 6. Contact Details (every cell must be filled) Contact Person Designation Phone No Fax No ID 7. Nature of Business Retail Services Other If Other, Please Specify Is the Firm or person registered with the Government and or professionally licensed? Yes No List of major products or services Tax Identification Number (TIN): Please attach your TIN No. Official Business Bank Account Information in the name of Company (every cell must be filled) and please attach a copy of your bank details. If Yes, Please Attach Copy of Registration TIN: Beneficiary Name: Bank Name: Account No: Branch: SWIFT Code: Note: All the applicant vendors are must fill the required information s, incomplete info will lead to bid disqualification from the proceedings. Please also attach a copy of business license, official bank account detail and a copy of TIN letter. Vendor Signature: Page 3 of 9

4 General Requirement: Annex (B) Vendors are expected to fully review all instructions and specifications contained in this RFQ and associated annexes. Vendors are responsible for ensuring that their quotations are prepared and submitted in accordance with the instructions stated in this RFQ. Failure to adhere to the instructions described herein may lead to disqualification of a quotation from consideration. Quotations will be evaluated based on criterial listed on the RFQ page 1. Place of performance: Transportation services will be used by Jhpiego in the nearest health facilities in the each provincial offices. Period of Performance: The base period of performance resulting from this RFQ will be for an initial period of 9 months for the Purchase Order effective date. There are possibilities of extension based on mutual agreement of both parties. Delivery Requirements: The required time for services delivery (Delivery Timeframe) is within 10 calendar days of the signing of the purchase order. The delivery of services includes submission of vehicle registration documents and drivers security clearance forms as outlined in Annex B (Special Provisions) of this RFQ. Jhpiego shall have a reasonable period of time after delivery to inspect the goods or services, and to reject acceptance if not conforming to the specifications of the purchase order. Recovery of the rejected item/ service(s) shall be the sole responsibility of the Vendor. The delivery estimate presented in any offers in response to this RFQ must be honest, accurate, and upheld in the performance of any resulting purchase order. Jhpiego reserves the right to require Vendors to submit vehicles for physical checks during the evaluation process. Additionally, Jhpiego may negotiate with the selected vendor as the result of this RFQ regarding hiring of drivers by Jhpiego concerning the security issue. Vendor must list the time required in days for delivery of the items to the target location after signing of the purchase order under the table in Annex C. Validity Period: Quotations must remain valid for at least 60 calendar days after the RFQ deadline. Source, Origin, and Nationality: The Vendor may not supply any goods or services manufactured or shipped from countries designated by the U.S. State Department as restricted. Restricted countries currently include but are not necessarily limited to Cuba, Iran, North Korea, and Syria. Penalty Charges: Jhpiego will add a clause to the purchase order as the result of this RFQ and may deduct a sum up to 0.05% of the Purchase Order total value for each day of delay beyond the agreed delivery time until the actual goods/service received. Negotiations: Best and final price quotations are requested from all Vendors. It is anticipated that awards will be made solely on the basis of these original quotations. However, Jhpiego reserves the right to conduct negotiations and/or request clarifications prior to awarding a purchase order which among other things may require a Vendor(s) to revise its quotation (technical and/or price). Drug Trafficking - Jhpiego and/or the US Government reserve the right to terminate any Purchase Order as the result of this RFQ, to demand a refund or take other appropriate measures if the vendor is found to have been convicted of a narcotics offense or to have been engaged in drug trafficking as defined in 22 CFR Part 140. Page 4 of 9

5 Special Provisions for the Transportation Service (Rental Vehicles) Vendors are requested to read and consider the following terms and conditions carefully while quoting for this RFQ: a. The Vendor shall ensure that all necessary documents for vehicles(s) specified herein and driver identification and licensing documents are valid and present in the vehicles and on the person of the driver at all times while operating the vehicle in the service of Jhpiego, and shall ensure emergency equipment noted in paragraph (f) below is present. b. The services specified herein require that the vehicles be at the disposal of Jhpiego five (6) days per week. Drivers will generally work a 10 hour shift Saturday through Thursday from 7:30 a.m. to 5:30 p.m. with one hour for lunch. Drivers may not generally work on holidays declared by the Government of Afghanistan. On rare occasions, drivers may be required to work overnight with Jhpiego staff at Provincial office use inside the city and the nearest health facilities.. Jhpiego will provide the driver with lodging and pay 750 Afghani per night for meals and incidentals if overnight work is required. c. The Vendor shall invoice Jhpiego on a monthly basis in the first week of the following month. The invoice presented by the Vendor must list the number of days each vehicle has been in service and the beginning odometer reading and the ending odometer reading for each vehicle. Payment shall be made after Jhpiego reviews and verifies the invoice. The payment will be paid to the selected vendor at the result of this RFQ in local currency and based on USD exchange rate at the time of payment. d. The transportation service (rental vehicle) price defined herein is inclusive of all costs, including driver, fuel, routine maintenance, repair, taxes, legal fees and insurance. Jhpiego is not financially responsible for the normal wear and tear of the vehicle, nor any other costs of repair associated with the vehicle. e. The Vendor shall ensure that vehicles are properly maintained and functional at all times. Any necessary repairs must be immediately carried out. Jhpiego will not provide engine oil or fuel of any kind for the upkeep of the vehicle. The Vendor is responsible for providing sufficient fuel in a timely manner for the needs of Jhpiego activities.. The Vendor shall provide fully functional vehicles in good working condition with good tires including one spare tire and equipment inside the vehicle to change the tire in the event of a flat tire. At a minimum, the vehicle must be equipped with the following: Jack and handle Wheel Brace One spare tire in good condition Tool kit Jumper cables Loud horn All mirrors Functional electrical systems, including lights Working windshield wipers Very good brakes Windows and doors intact and operable Fire extinguisher g. The Vendor shall be liable for any and all damage or any claims whatsoever (personal or damage to the vehicle) following an accident, including claims for transported goods, caused by the driver of the vehicle or brought about as a result of the technical state of the vehicle. Any and all related costs are at the Vendor s expense. h. The Vendor shall subscribe to and pay for comprehensive insurance coverage for the vehicle(s). This insurance should cover all liabilities. Jhpiego accepts no liability under any circumstances for the vehicle or the vehicle staff/driver. The Vendor shall also carry Defense Base Act (DBA) insurance, if applicable. I. The vehicle if lost in natural disaster, burn, stolen and suicide attack Jhpiego will not be responsible and Jhpiego will not be responsible for the bodily injury or death of vehicle staff/driver while in service or when out of the service to Jhpiego. All related negotiations and compensation are the sole responsibility of the Vendor/Service Provider. Jhpiego shall not pay compensation to pedestrians or any other person involved in an accident of the vehicle(s) either when on or off duty from Jhpiego assignments. Page 5 of 9

6 j. In the event an insurance policy is not available due to locality, the Vendor shall take full responsibility for any damages, loss, theft, or bodily injury of the vehicles, the driver and other parties. Jhpiego takes NO responsibility for any damages, loss, theft or bodily injury. k. Jhpiego reserves the right to terminate this purchase order immediately in the following situations: The vehicle breaks down or is maintained in an unacceptable condition. The Vendor or driver of the vehicle does not follow any of the Jhpiego guidelines, or the Jhpiego security and transport policies and procedures where and when applicable, or the Vendor or Driver fails to follow the instructions of Jhpiego staff. Any kind of misconduct by Vendor or drivers at any time whatsoever. Budgetary/Funding Issues/Changes in Jhpiego project activities. Unilateral decision of Jhpiego at its convenience. In such cases, the payment for service will be based on the number of days the service has been provided to Jhpiego up to the time the purchase order is terminated. l. The vehicles provided for the service under this award must be cleared by the Jhpiego Admin Department prior to being initially placed into operation. In case of any mechanical or technical problem with the vehicles, the Vendor is responsible for replacing the vehicle immediately. Payment will be done as monthly basis. m. The purchase order will be automatically terminated in the case of evacuation of Jhpiego from the project area. In this case, no further claims will be accepted from the Vendor, other than payment up to the date of the evacuation. n. Vendor will provide the update copy of the green book for each vehicle, the update copy of the driver s license for each vehicle, and the below vehicle information to Jhpiego prior to signing of the purchase order: 1. Year 2. Make and Model 3. Registration No. 4. Color 5. Vehicle Identification No o. Drivers must be security cleared by Jhpiego and issued an identification badge prior to the beginning of the period of performance. The Vendor shall not assign any persons other than those accepted by Jhpiego for work performed at the resulting of this RFQ, without prior written consent of the Jhpiego Procurement Department. p. A logbook will be maintained by each driver and kept in each vehicle. Starting and ending mileage, destination, and name of the Jhpiego authorized user will be recorded for each trip. The Jhpiego authorized user must sign the log at the conclusion of the trip. The log book will be closed out at the end of each day the vehicle is in service and opened at the beginning of each day in service. Vehicle usage and corresponding mileage occurring outside of the official use of Jhpiego will not count against the monthly mileage quota, e.g., mileage incurred by the driver going to and from his residence. q. Vehicles shall only be used for official Jhpiego business. r. Jhpiego may modify the quantities of drivers and vehicles required for the transportation service with up to 10 days notice to the Vendor. Page 6 of 9

7 Annex (C) Specifications and Technical Requirements Annex C contains the requested goods/services and the associated technical requirements of each good/service. Each good/service is listed as a line item and is further broken down into required technical specifications. For each technical specification line item listed in requested specification and the offered item, please indicate and describe the difference. If there is no difference, write or enter same. Vendors are requested to provide quotations containing the information below on their official letterhead or official quotation format. In the event this is not possible, Vendors may complete this Annex and submit a signed/stamped version to Jhpiego. No. Description/Spec ifications of Items or Service Required Technical Specifications Coverage Area Model and Specifications Offered by Vendors 1 Transportation Service (Rental Vehicles) for Herat, Kandahar, Ningarhar & Balkh Cities & nearest health facilities. Delivery period (how long will take you to provide the items requested above) after receipt of the purchaser order: Calendar Days. Vendor s Name: Date: Signature and Stamp: Note: Please stamp all the RFQ s pages. Vendor s can submit their quotations on their own template. Page 7 of 9

8 Annex (D) Price Schedule Vendors shall use this Annex as a template or their organization s commercial letterhead to submit their best price proposal. (Further information please see Special Provision under Annex C and Annex B (Specifications and Technical Requirements) No. 1 Description/Specifications of Items or Service Transportation Service (Rental Vehicles) for Required Technical Specifications Province Quantity Unit Estimated Duration (change able) Herat 1 Vehicle 9 Month Unit Price per month (AFN) Total Price for 10 month (AFN) 2 Transportation Service (Rental Vehicles) Kandahar 2 Vehicle 9 Month 3 Transportation Service (Rental Vehicles) Ningarhar 2 Vehicle 9 Month 4 Transportation Service (Rental Vehicles) Balkh 1 Vehicle 9 Month Grand Total Price (AFN): Company Name: Authorized Agent s Printed Name: Date: Signature/Stamp: Page 8 of 9

9 Annex E Summary of Relevant Capability, Experience and Past Performance List former and/or current clients with their most up-to-date contact information, to whom commodities or services similar to those requested under this RFQ have been delivered to in Afghanistan over the last three (3) years. The Vendor shall list no more than three (3) former and/or current clients with their most up-to-date contact information. The Vendor should also provide copies of reference letters or certificates of completion from listed clients if available. Jhpiego reserves the right to independently verify all submitted information, letters, and certificates. Please list entries in chronological order beginning with the most recent. No. Project Title and Description of Goods/Service Delivered Location Province/District Client s Name/Tel #/ address Cost in Afghani at the time of delivery Start Date End Date Completed on Schedule (Yes/No) Subcontractor or Prime Contractor? Note: Vendor/s may submit their past performance using their organizations letterhead and template. Page 9 of 9