INVITATION TO TENDER
FOR THE PROCUREMENT OF
2 x Double Cab Pick-up Truckswith Accessories
PROJECT
CARIBBEAN HURRICANE RESPONSE
RECOVERY & PREPAREDNESS
Reference No:TCI/VEH1/2018
Table of Contents
1 / Tender Notice2 / Tender Notice with instructions and terms of the tender
3 / Specifications of items / Appendix I
4 / TCI RCGeneral Terms and Conditions of Contract / Appendix II
5 / Supplier Registration Form / Appendix III
6 / Pricing Form and Specification Confirmation – Lot 1 / Appendix IV
7 / Pricing Form and Specification Confirmation – Lot 2 / Appendix V
8 / Past Experience Of Supply / Appendix VI
9 / Letter of Authorization / Appendix VII
10 / British Red Cross Environmental And Carbon Reduction Policy / Appendix VIII
Turks & Caicos Islands Red Cross
Sam's Building - Downtown
Providenciales
Turks& Caicos Islands
Tel: +649 941-8056
TENDER NOTICE
The Turks and Caicos IslandsRed Cross,Providenciales Office invites sealed bids from manufacturers/reputed firms/ registered suppliers for the supply of:
Lot / Item Description / Quantity / Unit1 / Double Cab Pick-up Truck / 2 / Kit
2 / Accessories / 2 / Kit
The Tender document containing the Invitation to Tender, Instructions to Tenderers, specification and our Terms &Conditionscan be requested from tween Monday 26th February 2018 to Monday 12th March 2018 or from the MyTenders Portal (under latest tenders). Tenderers are advised to check the web portal regularly as any changes or additional information related to this tender will be updated via the MyTenders portal and IAPG.
Tenders must be submitted in a sealed envelope during working days between 10.00 a.m. to 04.00 p.m. up to 11am on Monday 12th March 2018 to:
Turks & Caicos Islands Red Cross
Attn: Winema Sanders
Sam's Building
Downtown
Providenciales
Turks& Caicos Islands
Or online via to 11am on Monday 12th March 2018 (TCI local time – AST).
Tenderers must meet all the requirements specified in the tender documents and therefore are advised to go through the tender documents carefully before submission and be certain that they are able to comply with the specified terms & conditions.
Unsealed tenders and any tenders received after the submission deadline will not be accepted. Tenderers are responsible for the submission of their tender on time and in accordance with the instructions within the tender documents. Turks and Caicos IslandsRed Cross bears no responsibility for the costs or any delay for submission of the tender.
The Turks and Caicos Islands Red Cross reserves the right to increase or decrease the quantity, to accept or reject any or all of the tenders without assigning any reason whatsoever and is not bound to accept the lowest bid.
Please quote ref. TCI-VEH1-2018 in all correspondence
Turks & Caicos Islands Red Cross
Sam's Building - Downtown
Providenciales
TurksCaicos Islands
+649 941-8056
TENDER NOTICE
The Turks and Caicos Islands Red Cross (TCI RC), an Overseas Branch of the British Red Cross Society, helps people in crisis, whoever and wherever they are. We are part of a global voluntary network, responding to conflicts, natural disasters and individual crises. We enable vulnerable people to prepare for and withstand crises in their own communities. When the crisis is over, we help them to recover and move on with their lives.
The Emergency Response after Hurricanes Irma and Maria in September consisted of distributions of emergency relief materialand financial support for early recovery through a cash transfer programme. With funds from DfiD (via the British Red Cross) TCI RC is now looking to prepare for the next hurricane season due to start on 1st June.
TCI RC is planning to procure vehicles to support their operations on Providenciales and Grand Turk.
Interested Tenderer(s)fulfilling the eligibility conditions and having the capacity and capability to supply the vehicles within the time and on the terms and conditions mentioned herein are requested to give their best and final offer and submit their Tender for the items stated in clause 2 below.
- Time Table:
Issue of Tender: 26thFebruary 2018
Paper bid and online bids (Via MyTenders.org)
Deadline for questions:9th March 2018 (12.00 pm – midday, TCI local time – AST)
Deadline for Reply of Bid:12th March2018 (11.00am, TCI local time - AST)
Evaluation of Offers (Estimated): 15th March2018
Issue of Contract (Estimated): 19th March2018
NOTE: The above date represents the deadline by which Tenderers will be contacted, however TCI RCreserves the right to complete the evaluation and issue the contract before or after the above estimated dates.
- Items and Quantity:
Lot / Item Description / Quantity / Unit
1 / Double cab pick-up / 2 / Kit
2 / Accessories / 2 / Kit
Bidders can submit for individual Lots or for all.
TCI RC reserves the right to award contracts on either a Lot basis or in its entirety.
- Specifications:
The detailed specification in respect of the vehicles and accessories are given in Appendix I which Tenderers must adhere to.
- Eligibility:
- Tenderer(s)must be Manufacturers, accredited Wholesalers, Traders / Suppliers, Agents in their registered country.
- Tenderer(s)should have minimum 3 years financial data available to the TCI RC, or from the establishment of the company should a full 3 years data not be available.
- Tenderer(s)should have the capacity and capability to supply the items in accordance with the specifications within the prescribeddelivery time and the terms & conditions mentioned herein.
- Evaluation Criteria:
When analysing the offers, TCI RC will take into account the following criteria:
a)Conformity to our standards and specifications - Appendix I
b)Conformity to our terms and conditions listed in this tender documents and Appendix II, and VII
c)Pricing Form and Specification Confirmation Appendix IV and Appendix V (for each lot applying for)
d)Time frame for delivery, noting requested delivery date of 1st June 2018 (at the latest)
e)Local availability of parts and maintenance
f)Tenderer(s) Payment Terms
g)Capacity and flexibility to deal with our requests
h)Financial Performancein last 3 years
- Price:
Price quoted should be as below:
Pricing Form: quoted per unit inclusive of all packing, marking, labelling and documentation costs for 1 unit delivered toProvidenciales South Dock Port, Turks and Caicos Islands DAT (INCOTERMS 2010),and 1 unitdelivered toCarnival Cruises Port, Grand Turk, Turks and Caicos IslandsDAT (INCOTERMS 2010)and must be provided as per Bid Form - Appendix IV. All the costs should be in USD only.
Bids will ONLY be accepted from companies that completeboththePricing form and Specification Confirmation for each Lot.
- INCOTERMS:
Tenderers must submit their offers for 1 unit as per DAT (INCOTERMS 2010) toProvidenciales South Dock Port, Turks and Caicos Islands, and 1 unitas perDAT (INCOTERMS 2010) to Carnival Cruises Port, Grand Turk, Turks and Caicos Islands.
Delivery Destinations:
For the offer(s), goods are to be quoted as 1 unit to Providenciales South Dock Port, Turks and Caicos Islands (DAT INCOTERMS 2010)and 1 unit to Carnival Cruise Port, Grand Turk, Turks and Caicos Islands (DAT INCOTERMS 2010).
Details of the consignee and necessary details for the paperwork will be agreed at the time of signing contract with successful Tenderer(s). Tenderer(s) shall be responsible for all costs arising from packing, forwarding and delivering of goods to actual points of delivery including loading, unloading, transport and insurance and clearance costs as per the stated INCOTERM.
- Delivery/Readiness Period:
The delivery/readiness must be within the agreed timeframe after the signing of the contract by both parties and all the items/quantities must be delivered at the delivery destinations within a maximum period as agreed on the signing of the contract. The successful Tenderer will be required to provide information on their capacityas well as agree to meet the stated delivery requirementas per Appendix IV and Appendix V.
- Packaging:
All goods must be appropriately packed (if applicable – refer to Appendix I – Specifications) suitable for sea/road transportation and loading/unloading including rough handling to final destinations.
- Marking/Labelling:
Any specific Marking/ Labelling instructions are provided in Appendix I - Specifications.
- Required documents/certificates:
The supporting documents/certificates required are:
With the Tender:
a)Signed and stamped copy of all pages of this tender document with its appendices as your confirmation of compliance withtender terms.
b)Completed, signed and stamped copies of
- TCI RC General Terms and Conditions of ContractAppendix II
- TCI RCSupplier Registration Form Appendix III
- Pricing FormandSpecification Confirmation Appendix IV and Appendix V (for each lot applying for)
- Past Supplier Experience Appendix VI
- Letter of authorisation Appendix VII
- BRC Environmental And Carbon Reduction PolicyAppendix VIII
- Payment Terms
c)Documents in support of Tenderer(s) profile (such as copies of Tax/VAT/PAN Registration certificate, Trading Licence copy, financial audit reports of last 3 years, etc.).
d)Letters/certificates of performance in previous 3 years.
e)At least 3 most recent references with their contact details (name, designation, email ID, contact number and addressetc.).
f)Confirmation / Certificate of weight, quality and origin of country of goods.
g)Documentation to support, an ethical, environmental or Corporate Social Responsibility (CSR) scheme/accreditation, if available.
Before delivery of material (if successful):
h)Commercial invoice - 2 copies
i)Bill of Lading (If applicable)
j)Packing list (with packing details, weight, volume etc.)
k)Other document/s required by TCI RC
With delivery of material (if successful):
l)Delivery Notes with packing details (weight, volumeetc.)
m)Goods Received Notes(GRN) as per TCI RCprescribed format
n)Commercial invoice - 2 copies (on delivery)
- Language:
The documents submitted will be accepted in English language only. The certificate, etc. from local government or local authorities (if applicable) could be provided in actual language but a copy of translation in English language duly notarised should be provided as well. All markings and labelling should appear inEnglish only.
- Distribution of documents and certificates:
One set to accompany the consignment, one set to TCI Red Cross consignee at least 6 working days before the arrival of goods.
- Bid Validity:
Your offer must remain valid for 90 daysafter receipt of Tender submission before a Contract, if placed will be accepted by the successful Tenderer.
The contract for the goods will last until the agreed delivery schedule has been met.
- Inspection:
Goods supplied must meet the specifications/requirements as detailed within the Tender and attached Appendix I.Any supplies not found to be in accordance with the specification and requirements will not be accepted and in that eventuality the supplier shall replace the goods and bear the inspection cost and/or other losses caused to TCI RC, if any, by replacement of the items non–conforming to the requirements/specification.
- Liquidated Damages:
Arrival of goods after agreed delivery schedule will be subject to deduction of damages from the invoice @ 0.1% per day up to maximum 5% of the total value of the contract.
- Payment:
Within 30 days maximum from date of receipt of all goods as stated on Purchase Order with all supporting documents in order by the TCI RC, i.e. Commercial Invoice, signed Delivery Note, Goods Received Notes issued by consignee and the satisfactory inspection report from the inspection team.
- Your offer should clearly state the following:
a)Country of origin of the goods
b)Place of manufacture and place of despatch
c)Unit prices / Total prices as per Appendix IVand Appendix V.
d)Price should be net after deduction of any discount and any applicable taxes and duties should be clearly stated (Please refer to clause ‘Price’ above)
e)Discounts for early payment, if any.
f)Firm dates for starting and completion of delivery at delivery points.
g)Confirmation to comply with the specifications as per Appendix I, if you can meet the specifications. If not, state clearly which cannot be met.
h)Confirmation to agree to accept the terms and condition as per this tender document and the general terms and conditions attached at Appendix II.
i)Full packing details (contents, weight and volume)
j)Details of any warranty offered
k)Details of authorised dealers for spare parts and servicing available on Providenciales and Grand Turk Islands
- Pertinent information
a)Alternatives to requested specifications will be considered.
b)Goods are required for the Hurricane recovery and preparedness operation.
c)Tenderers must indicate delivery schedule (as per Appendix IV and Appendix V).
d)TCI RCreserves the right to split up the order between suppliers.
e)TCI RCattached General Terms and Conditions are applicable (Appendix II).
- All or None Clause:
TCI RC reserves the right to accept or reject any or all of the offers and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid considered most responsive to the needs, as well as conforming to TCI RC’s general principles, including economy and efficiency and best value for money. The quantities stated are indicative of TCI RC’s current requirements and may at its discretion increase or decrease the quantity of item.
Successful Tenderers will be required to sign, stamp and return one copy of the Contract confirming your acceptance of the specification and agreed terms and conditions as per attached Appendix I and Appendix II.
- Conditions/Last Date for submitting offers:
Paper Bids
Tenderers must ensure that Paper Bid submissions are complete in all respects, sealedand must be received (in person or through registered post / courier) at the latest by 11.00am (TCI local time – AST)on theMonday 12th March 2018or earlier to the following address:
Attn: Winema Sanders
Turks & Caicos Islands Red Cross
Sam's Building, Downtown
Providenciales
TurksCaicos Islands
Tel: +649 941-8056
Tender Submissions not addressed and or marked as advised above may not be accepted.
Online Bids
Tenderers must ensure that Online Bid submissions are complete in all respects, and must be received through the MyTendersportal at the latest by 11.00am (TCI local time – AST) on the 12th March 2018or earlier via
TCI RCwill not be responsible for any failure or delay in collection or submission of tender documents before the given deadlines. Expenditure on preparation and delivery of tender submissions shall be borne by the Tenderer.Any unsealed tenders and tenders received after the submission deadline will not be accepted. Tenderersare responsible for submitting tenders on time and in the manner required in the tender documents. TCI RC bears no responsibility for the costs and the delay for submission of the tender. Please acknowledge receipt of this request and indicate your intention to tender on email:
All requests for information, queries / questions should be requested through the email address(with reference TCI/VEH1/2018 in the title of the message), or the MyTender portal,
- Confirmation:
Please acknowledge your acceptance to tender by signing the Invitation to Tender along with the TCI RC terms and Conditions and attach it with your tender submission.
- Terms and General Conditions:
Please state clearly within the tender submission acceptance to meet the specifications, TCI RC terms & conditions of contract (Appendix II)and the conditions of this Tender.
N.B. Kindly submit your best and final offers as negotiation will not be entered into.
Thanks and best regards,
Winema Sanders
Branch Director
Turks & Caicos Islands Red Cross
Sam's Building
Downtown
Providenciales
Turks & Caicos Islands
Date: 23rd February 2018
Appendix I
SPECIFICATIONS OF ITEMS REQUIRED
LOT 1–Double cab pick-up truck
SN / Overview1 / Drive / 4x4
2 / Transmission / Automatic
3 / Speed / 5 +
4 / Number of doors / 4
5 / Number of seats / 7
6 / Colour / White
7 / Steering wheel position / Left Hand and Right Hand drive will both be considered – please stipulate which you are offering
SN / Engine & Chassis (Litres)
8 / Engine Size / 2.4 l (minimum)
9 / Fuel Type / Diesel
10 / Fuel tank capacity / 80 l (minimum)
SN / Load Capacity
11 / Payload / 1000 kg (minimum)
12 / Bed volume / 2 m3 (minimum)
SN / Dimensions
13 / Ground clearance / 230 mm (minimum)
SN / Seating Arrangement
14 / Number of seats / 7
15 / Front seating / 2+1
16 / Rear seating / 4 forward facing
SN / Interior features
17 / Seat belts / For all available seats
18 / Air bags
19 / Air Conditioning
20 / One touch 2-4WD selector
SN / Miscellaneous
21 / Spare wheel / 1 full size
22 / Central Locking / With remote and manual option
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LOT 2 – Double cab pick-up truck- ACCESSORIES
SN. / Description1 / Tow Bar
2 / Tool Kit and Jack
3 / Heavy-duty jump leads
4 / 1kg fire extinguisher, including fitting
5 / First Aid Kit
6 / Radio (FM, MW, LW) - radio-cd/mp3 (removable front) aux input & USB
7 / Additional Master Key
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Appendix II
THE TURKS AND CAICOS ISLANDS RED CROSS
General Terms and Conditions of Contract
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1.Definitions
In these Conditions the following definitions shall apply:-
“TCI RC”means the Turks and Caicos Islands Red Cross, an Overseas Branch of The British Red Cross Society (registered charity number 220949 in England and Wales and number SCO37738 in Scotland incorporated by Royal Charter and registered under the laws of England and Wales with registered number RC000070) whose headquarters office is at Sam’s Building, Downtown, Providenciales, Turks and Caicos Islands.
“these Conditions”means the terms and conditions of purchase set out herein.
“this Contract”the Order, and the Supplier’s acceptance of the Order.
“Delivery”means delivery of the Goods to the Delivery Address and in the case of Services means the supply of the Services at the Delivery Address.
“Delivery Address”means the place designated on the Order for Delivery or such other place as agreed in writing between the parties prior to the despatch of the Goods and/or the supply of the Services.
“Delivery Date”means the date for Delivery specified in the Order or such other date as agreed in writing between the parties.
“the Goods”means the Goods specified in the Order.
“Intellectual