HO-X-39809 - Bid Document for Vehicle rental
GOAL Ethiopia
Bid Document for Vehicle Rental
BID Reference No. GO-ET/HOX/017/16
September - 2016
Addis Ababa
GOAL EthiopiaINVITATION TO BID FOR CAR RENTAL SERVICE AGREEMENT
GOAL Ethiopia, an International Humanitarian Organization, invites sealed bids from eligible bidders for vehicle rental service agreement for a period of One Year
REF: Reference No. GO-ET/HOX/017/16
CONTENTS OF THIS TENDER
1. Timetable
2. About GOAL
3. Instructions to Bidders
4. Submission of Offer
5. Selection Criteria
6. Information Required
1. TIMETABLE:
Issue of RFO: 26th Sept, 2016
Deadline for Reply: 25th Oct, 2016, 4.00p.m. Local Time
Evaluation of Offers (estimated): 27th Oct, 2016 to 15th Nov, 2016
Issue of Contract (estimated): To be communicated
2. ABOUT GOAL:
GOAL is an international humanitarian Organization dedicated to the alleviation of the suffering of the poorest of the poor.
GOAL's Mission Statement: To work towards ensuring that the poorest of the poor and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental needs and rights of life, for example, food, water, shelter, medical attention and literacy. It is non-denominational, non-governmental and non-political.
GOAL has responded to nearly every major natural and man-made disaster in the past 30 years and is currently operational in more than 13 countries in the developing world. It also implements rehabilitation and long-term development programs and works with local partner organizations that have similar objectives. While GOAL’s priority is to bring life-saving assistance to people affected by emergencies, through the provision of food, healthcare and other basic requirements, it also priorities programs which care for street children and people affected by HIV/AIDS.
3. INSTRUCTION TO BIDDERS
Bidders may obtain bidding documents (RFO) from GOAL Ethiopia Head office in Addis Ababa during office hours, from Monday to Friday 8:00am to 4:30pm local time starting from the first day this notice is announced on the Website and The Ethiopian Herald Newspaper against payment of non-refundable fee of Birr 100 (One Hundred Birr).
4. SUBMISSION OF OFFERS
Offers must be delivered in one of the following ways:
a) For National bidders who are operating in Ethiopia bids can be submitted to the address indicated below in a sealed, waxed, stamped envelope of one original & one copy each.
GOAL Ethiopia
Yeka Sub City, Woreda 9, House No. 508
Next Compound to Kotebe Health Center
P. O. Box 5504 Tel.251-1-6-478116/17 Fax: 251-1-6-478118
Addis Ababa
OR
Bids can be submitted in a special mail address (Secure tender mail address).
The subject line and email body should reference the following:
GOAL Ethiopia
Reference No. GO-ET/HOX/017/16
However, we would recommend national vendors to submit in a sealed, Stamped and Waxed envelope
b) For International Bidders who aren’t based in Ethiopia and have representative office, bids should be submitted in a special mail address (Secure tender mail address)
The subject line and email body should reference the following:
GOAL Ethiopia
Reference No. GO-ET/HOX/017/16
Important:
Offers transmitted in any other manner than those indicated above or offers received after the deadline date and time will not be considered.
All offers should be submitted to GOAL within 30 calendar days from the bid announcement date but not later than 25th Oct, 2016, 4.00pm GMT +3 East African Time. Late bids will be rejected.
Bids will be opened in the presence of Bidders or their representatives who choose to attend the bid opening at the address indicated below on 27th Oct, 2016, at 2:00pm local time.
5. SELECTION CRITERIA:
Bidders are required to attach current renewed license, business profile and demonstration for list of organizations so far served with similar service.
A. Essential (exclusion) Criteria
1. Relevant & Valid license (VAT registration, TIN no and other relevant business license) to operate in Ethiopia.
2. Evidence of ownership (copy of title book) of at least 5 vehicles which are the same type of 4WD vehicles as listed on annex 2 of the bid document, with year of make above 2000 GC with the bidder’s / owner’s/ name. / with Company name or Owner of the company/.
3. All annexed templates ((Annex 1, Annex 2, Annex 3, Annex 4, Annex 5 & Annex 6) should be filled, stamped and submitted as part of the tender document if not suppliers will be eliminated. / for detail on annexes refer to “page 6” “title C” of this document/
B. Evaluation Criteria
1. Price offer
2. Year of Manufacture, above 2000 GC of the required vehicle(s), owned.
3. NGO experience with good performance, attach copies/ evidence of recommendation/.
4. Own facility such as management capacity, garage, office facilities (tele, fax, email, postal address, etc.). All service providers that passed the essential criteria will be visited by committee members.
N.B:-
- Please note that service providers will be awarded based on region for light vehicles only however trucks will be evaluated based on price (Ton/KM) for all over the country.
- Price should be valid for a minimum of one year.
6 INFORMATION REQUIRED
A. Supplier Information
GOAL requires all existing and new suppliers to complete a Vendor Registration Form, and submit this with your offer in order to qualify for this tender process.
All successful bidders will be the subject to GOAL Standard Terms and Conditions.
B. Specification of required service
GOAL requires your company to provide accurate and true information in both your quote and any other information provided verbally or through email throughout the process of Tender document submissions and tender clarifications. All information provided to GOAL as part of this tender process should be accurate, should any false information be provided on behalf your company this will lead to exclusion from the Bid process.
Fuel cost shall be at the fixed rate provided on the below table, annex 2. However, fuel consumption below the agreed rate shall be deducted from the Service provider payment calculated at the Addis Ababa fuel price. GOAL will not pay to Service provider for fuel used above the agreed rate.
C. Signed copy of this bid document
Please print off and sign a copy of below document to indicate that you have read, understood and agree to the contents.
This tender document, in conjunction with:
i. Annex 1 Bid submission form.
ii. Annex 2 Offer Form, ( indicating price and all relevant information signed/stamp)
iii. Annex 3 GOAL Standard Terms and Conditions
iv. Annex 4 Technical evaluation template
v. Annex 5 GOAL Vendor Registration form,
vi. Annex 6 GOAL Ethiopia Vehicle rental FWA - Tender document Attachments checklist.
D. GOAL SPECIFIC CONDITIONS OF TENDER
I. GOAL reserves the right to deal with any Offer of its choice or any or all parts of the Offer and to procure the service from various Offers. GOAL is not bound to accept the lowest Offer or any Offer.
II. This document is not a contract or an offer into a contract, but is a request for a quotation for the service indicated.
III. GOAL does not undertake to pay by letter of credit or in advance of delivery.
IV. Respondents are bound by their offer for a period of one year as from the closing date of bids. If the validity of your offer is less than one year or more than one year timeframe, please, clearly indicate same in your commercial offer.
V. GOAL is in no way responsible for any costs associated with preparing this tender document response.
VI. GOAL reserves the right to alter the dates of the timetable.
VII. GOAL will inform each respondent to the results of the decision on their Offer; this process is not open to the public. GOAL is not obliged to justify or explain selection to any respondent.
VIII. Any queries about this tender document should be addressed in writing to via email on .
IX. GOAL Ethiopia is committed to maintaining the highest standards in the conduct of all its activities, including the awarding of contracts. GOAL has established procedures upon which individuals and/or companies may call if they feel they have been discriminated against, unjustly treated or unfairly approached in relation to the award of a contract. Please contact and/or GOAL’s Internal Auditor on 0911-124208 for more information.
X. Any contract that results from this tender will be subject to GOAL Ethiopia’s standard Terms and Conditions.
XI. GOAL will not do any business with any known terrorist group or company involved with terrorists. GOAL shall therefore not knowingly purchase supplies or services from companies that are involved with terrorist groups in any form. If you submit a bid based on this request, it shall constitute a guarantee that neither your company nor any affiliate or a subsidiary controlled by your company is not involved with any known terrorist group. A contract clause confirming this may be included in an eventual purchase order based on this request.
E. INSTRUCTIONS TO BIDDERS (ITB)
1. Introduction
I. General: GOAL Ethiopia, the purchaser invites Sealed Bids for the supply of rental vehicles for duration of One Year with possibility of extension.
II. Eligible Bidders: Bidders should not be associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by the Purchaser to provide consulting services for the preparation of the design specifications, and other documents to be used for the procurement of services to be purchased under this Invitation to Bids.
III. Cost of Bid: The Bidder shall bear all costs associated with the preparation and submission of the Bid and GOAL Ethiopia will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the solicitation.
2. Solicitation Documents
I. Examination of Solicitation Documents: The Bidder is expected to examine all corresponding instructions, forms, terms and specifications contained in the Solicitation Documents. Failure to comply with these documents will be at the Bidder’s risk and may affect the evaluation of the Bid.
II. Clarification of Solicitation Documents: A prospective Bidder requiring any clarification of the Solicitation Documents may notify the procuring entity in writing. The response will be made in writing to any request for clarification of the Solicitation Documents that it receives earlier than one week prior to the Deadline for the Submission of Bids. Written copies of the response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective Bidders that received the Solicitation Documents.
III. Amendments of Solicitation Documents: No later than one week prior to the Deadline for Submission of Bids, the procuring entity may, for any reason, whether at its own initiative or in response to a clarification requested by a prospective Bidder, amend the Solicitation Documents. All prospective Bidders that have received the Solicitation Documents will be notified in writing of any amendments. In order to afford prospective Bidders reasonable time in which to take the amendments into account in preparing their offers, the procuring entity may, at its discretion, extend the Deadline for the Submission of Bids.
3. Preparation of Bids
I. Language of the Bid: The Bid prepared by the Bidder and all correspondence and documents relating to the Bid exchanged by the Bidder and the procuring entity shall be written in the English language.
II. Documents Comprising the Bid:
The Bid must comprise the following documents:
o The following annexes which requires bidder’s signature and stamp
2 Annex 1 Bid submission form.
3 Annex 2 Offer Form, ( indicating price and all relevant information signed/stamp)
4 Annex 3 GOAL Standard Terms and Conditions
5 Annex 4 Technical evaluation template
6 Annex 5 GOAL Vendor Registration form,
7 Annex 6 GOAL Ethiopia Vehicle rental FWA - Tender document Attachments checklist.
o Service contract agreement sample.
o Documentary evidence established in accordance with, Instructions to Bidders (ITB) that the Bidder is eligible to and is qualified to perform the contract if its Bid is accepted,
o Documentary evidence established in accordance with Instructions to Bidders that the goods and ancillary services to be supplied by the Bidder are eligible goods and services and conform to the Bidding Documents;
o Documents Establishing Bidder’s Eligibility and Qualifications:
The Bidder shall furnish evidence of its status as qualified Supplier. The documentary evidence of the Bidder’s qualifications to perform the contract if its Bid is accepted shall be established to the Purchaser’s satisfaction:
o Documents Establishing Service Conformity to Bidding Documents:
The Bidder shall also furnish as part of its Bid, documents establishing the conformity to the Bidding Documents of all services, which the Bidder proposes to supply under the contract.
o Bid Currencies/Bid Prices: All prices shall be quoted in Birr. The Bidder shall indicate cost per day with driver and without fuel – for light vehicles and Price Ton/KM with driver/Fuel for Light Trucks showing Price Schedule the unit prices of the services it proposes to supply under the contract.
o Period of Validity of Bids: Bids shall remain valid a period of sixty (60) days after the date of Bid Submission prescribed by GOAL pursuant to clause 16 of Instructions to Bidders (ITB). A Bid valid for a shorter period may be rejected as non-responsive. In exceptional circumstances, GOAL may solicit the Bidder’s consent to an extension of the period of validity. The request and the responses thereto shall be made in writing. Bidders granting the request will not be required nor permitted to modify their Bids.
4. Submission of Bids
o Format and Signing of Bid: The Bidder shall prepare two copies of the Bid, clearly marking each “Original Bid” and “Copy of Bid” as appropriate. In the event of any discrepancy between them, the original shall govern. The two copies of the Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. A Bid shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the Bidder, in which case the person or persons signing the bid shall initial such corrections.