Publication Reference: Somaliland NEC 2017-06

Annex II: TECHNICAL SPECIFICATIONS

Contract title: Transport for the 2017 Presidential Election

Publication reference: Somaliland NEC 2017-06.

This document contains the technical specification of the tender dossier for local competitive bidding for the Somaliland 2017 Presidential Election project to be conducted by the National Electoral Commission (NEC) in 2017.

The tender is divided into six lots:

·  Lot 1: Transport for Election staff and materials from Burco, Oodweyne, Qorilugud & Widhwidh to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Burao, Oodweyne, Widhwidh and Qorilugud ;- Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 2: Transport for Election staff and materials from Borama, Baki, Lughaye & Saylac to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Borama, Baki, Lughaye & Saylac Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 3: Transport for Election staff and materials from Berbera & Sheekh to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Berbera & Sheekh. Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 4: Transport for Election staff and materials from Hargeysa, Gabiley, Baligubadle & Salaxley to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Hargeysa, Gabiley, Baligubadle & Salaxley. Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 5: Transport for Election staff and materials from Cerigabo, Badhan, Ceel-afweyn & Garadag to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Cerigabo, Badhan, Ceel-afweyn & Garadag. Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 6: Transport for Election staff and materials from Lascanood, Xudun, Taleex & Caynaba to the respective Polling Stations specified (annex A to F) and return of staff and Election materials to Lascanood, Xudun, Taleex & Caynaba. Transport election materials from Central Warehouse to above districts and return back to Central Warehouse after election date.

·  Lot 7: Transport for various election materials and staff from (1) six regional warehouses (Hargeisa, Burco, Berbera, Borama, Cergabo & Lascanood) to polling stations inside six regional capitals, (2) Provision of transport of mobile teams, and (3) Provision of Buses to transport students from six regional capitals to 21 districts.

A vendor can bid one or more lots but a vendor cannot bid on part of a lot.

All Lorries and drivers included in each specific lot must originate from the corresponding district tendered (i.e. Lorries and drivers cannot come from other district to carry out the work of the district being tendered). In some situations if there are no enough Lorries of any district, the contractor will seek written approval from the contracting authority to bring Lorries from another district.

General Conditions for Each Lot

1.  The Contractor shall ensure that all materials; supplies and staff are transported in safe conditions, in time, to their exact locations. Any damage to materials during transport are the responsibility of the Contractor and will need to be repaired, replaced, or compensated for at the discretion of the Contracting Authority.

2.  The Contractor will appoint a qualified and authorized representative to coordinate with the NEC at each regional and district offices plus one overall supervisor at NEC HQ during operations.

3.  The Lorries & other vehicles fuelling and refuelling is exclusively the Contractor’s responsibility and at his own expense. All Lorries & other vehicles must be road-worthy. All Lorries must have waterproof canvass covers to completely and effectively protect all transported materials (if it’s necessary). No lorry/vehicle will be allowed to depart the NEC warehouse, and District Election Office or Centers without the canvass cover being securely tied down to protect NEC materials (if it’s necessary).

4.  All the supply boxes and election materials should be loaded the lorry, and each one must have enough space to carry the NEC materials, staff and security (Minimum 27 Person(s) & election materials of at least three stations.

5.  All Lorries must new lorries and road worthiness (Lorries)

6.  Each vehicle/lorry must have in their equipment, one fire extinguisher (vehicle type size), spare tires, triangle, flashlight, tool and jack.

7.  Each tenderer should provide Tender Guarantee in value of 5% of total value of the offer, issued by the certified bank.

8.  The Contractor must provide the required Lorries or other vehicles as specified in lot 7 for the operation, on the exact date and time required by NEC and in conformance with this Contract.

9.  Any adjustments of the transportation needs for each region/districts will be done in collaboration with and under the authorization of the Contracting Authority. Any amendment will be reflected in the Final Transport Plan.

10.  The contractor will be required to submit a logistics plan with their tender submission indicating clearly the proposed plan for transporting election materials and staff and their capability to provide replacement Lorries/lorries in a very short notice in the event that one or more Lorries/lorries is unable to proceed to its destination. Evaluation of the bids will be based on both logistical soundness and cost.

11.  The driver must show to the NEC officials at respective locations, the existence of the spare tires, fire extinguisher, tool, flashlight, warning triangle and the jack and that the vehicle is refuelled. Lorries not completely refuelled and without the equipment mentioned above, will be rejected and the Contractor’s representative will be informed for immediate correction and/or replacement.

12.  In case of traffic accident/incident, the driver of the vehicle must cooperate with the District or Regional Election officer in filling the Road Accident /Incident form, which will be available at the NEC offices,), for further actions.

13.  The driver involved in accident/incident must inform the Contractor’s representative immediately, whereby the Contractor will replace the vehicle/lorry, transfer materials and proceed to their destination without significant delay.

14.  Any accident must be reported by the Contractor’s representative to the NEC HQ/Regional Operation Hub and the necessary measures should be taken, in accordance with NEC HQ instructions.

15.  The Contractor shall indemnify from NEC any claim arising out of any accident, which may occur during the transportation time, which causes injury, death or materials damage.

16.  The Contractor shall indemnify from NEC any claim made by the Contractor’s employees, third party, arising out of this transportation contract.

17.  The contractors shall be liable to pay any material damage sustained by NEC caused by any accident arising during the transportation of the material to and from the polling stations and NEC warehouses or other places as designated by NEC.

18.  In any circumstances if and when during the operation, one or more allocated Lorries/ or other vehicles is not in a position to continue the transport task, the Contractor must replace those within 1 hour, with similar type of road-worthy Lorries/lorries.

19.  The Lorries & other vehicles used in the operation will only be considered to be “on contract” and a part of this tender, when providing transport under the provisions of the “Final Transport Plan” for each region/districts. NEC shall have no responsibility for any actions or behaviours on the part of the drivers or Lorries outside the terms of this contract.

20.  Each Lorry will take Election Materials and Staff of 2-3 Polling Stations

21.  All drivers must be equipped with a mobile phone and vehicle mobile charger, having the number indicated on the logistics plan. All drivers must keep their phones charged and operational at all times. All drivers shall carry valid driving licence.

22.  The contractor will provide the list of replacement Lorries/or vehicles that will be available in case one of the Lorries is unable to proceed with the deployment of materials and/or staff;

23.  The contract between the contractor and the Contracting Authority will completely indemnify the contracting authority from any responsibility for accidents, collisions, theft or any other action that leads to monetary loss or third party monetary/legal action.

24.  The vehicle/Lorry will stay with the team (NEC will inform the contractor which station the lorry will stay) throughout the voting period and at the completion of the assignment, will bring the team and the election materials, and supplies back to the District office. While at the polling station, the Lorries can also be used to cater to the needs of the team, such as the provision of food, water, and emergency services.

25.  The Lorries & other vehicles will only be on contract for the period in which teams are at their Polling Station and for the travel period to and from the stations.

26.  At least 7 days before the actual delivery of the transport, the transport provider must submit to the NEC the following:

a.  The list of all drivers of the contracted Lorries & other vehicles including their full names and mobile telephone numbers. This list should also include the details of any reserve drivers that the transport provider may wish to engage;

b.  Copies of the valid driving licenses of each driver including those of the reserve drivers;

c.  Copies of the valid vehicle circulation books for each vehicle contracted;

d.  List of names and details of the owners of the Lorries( if different than the drivers);

e.  The chassis and plate number of each vehicle contracted.

f.  Backup and contingency plan for unseen problems.

g.  Names and mobile phone numbers of transport provider representatives

27.  Transport for the election staff must be assembled at the designated staging area of the district electoral office (hubs) at the latest by 12:00 am (11th Nov 2017) on the day before the departure date. Each driver must be able to show the road worthiness certificate provided by the NEC approved mechanical workshop. Failure to present the roadworthiness certificate will results in the rejection of the concerned vehicle(s). Other vehicles should be assembled the date and location provided by contracting authority.

28.  The representative of the transport provider must be available at the NEC district office to support the team deployment effort and to ensure that all required transport Lorries are deployed to the district electoral office on time.

29.  Contractor should ensure that each vehicle must be identifiable by four stickers affixed on front, two sides of the vehicle and backside of the vehicle. The team numbers and station name must be printed on each sticker with easily recognizable font. The stickers are intended to help team members identify their transport as well as serve as a proof that the vehicle is used by the National Electoral commission for the election exercise.

30.  Team Leaders will sign upon their return a satisfactory form to drivers and confirm if the vehicle drivers meet their terms and conditions.

31.  Team leaders will be responsible for the stop points and other travel arrangements

32.  The rate of the contract (unit price) should remain the same during the election process

33.  Model of Lorries; the proposed Lorries should be minimum 4 tons & 20 feet with the minimum capacity of 27 Staff and material of 3 polling stations.

34.  The Tender will be seven lots and each tenderer can apply one or more lots

35.  Tenderers should provide list of 25% of the Lorries required from the applied lot(s) with the following details (Name of the owner, Model, Plate Number and Manufacturer)

36.  Tenderers should have valid company registration certificate upon submission

37.  Tenderers should provide the Tender Guarantee Form as specified in the tender dossier.

38.  Tenderers with minimum 50% of the total marks of the technical part will be considered for the financial evaluation.

39.  All the above articles herein are also applicable to lot 7 which consist of Land Cruisers, Noah and Buses.

Lot 1 – Togdheer Region: Transport for Election material and staff from District Offices in Burao, Oodweyne, Qorilugud and Widhwidh to the Polling Station in Togdheer Region.

This lot entails transport of Election staff and material from Burao, Qorilugud, Widhwidh and Odweyne to all polling stations in Togdheer region as per the included
Lot 1 – Togdheer Region: Transport for Election material and staff from District Offices in Burao, Oodweyne, Qorilugud and Widhwidh to the Polling Station in Togdheer Region.

1.1  This lot entails transport of Election staff and material from Burao, Qorilugud, Widhwidh and Odweyne to all polling stations in Togdheer region as per the included Annexes V1.

1.2  All transport Lorries must be delivered at the NEC District Offices in Burao, Oodweyne, Qorilugud and Widhwidh as per the included Annex IIa (i).

1.3  The Lorries will transport election materials and staff from the district offices to the polling stations in each district and then returns the materials and staff back to the district election office after the voting period have been completed. Each vehicle will transport materials and staff of 2-3 neighbouring stations. The same Lorry will return back to the polling station staff & material to the district office.

Lot 2 – Awdal Region: Transport for Election material and staff from District Offices in Borama, Baki, Lughaya & Saylac to the Polling Station in Awdal Region.

1.1  This lot entails transport of Election staff and material from Borama, Baki, Lughaya & Saylac to all polling stations in Awdal region as per the included Annexes V1 .

1.2  All transport Lorries must be delivered at the NEC District Offices in Borama, Baki, Lughaya & Saylac as per the included Annex IIa (ii).

1.3  The Lorries will transport election materials and staff from the district offices to the polling stations in each district and then returns the materials and staff back to the district election office after the display voting period have been completed. Each vehicle will transport materials and staff of 2-3 neighbouring stations. The same Lorry will return back to the polling station staff & material to the district office.