REQUEST FOR QUOTE (RFQ)  Vehicle Hire Service

 REQUEST FOR QUOTE (RFQ)  Vehicle Hire Service

Date: 28/12/2017

SWDC/SOM01/P002

Dear Venders

We gently request you to submit your quotation for Vehicle Hiring Service in Mogadishu and Baidoa for two cars of seven seats, the Quotation may be submitted before 31 December, 2017 in SWDC office in Mogadishu Halane road and Baidoa office behind central prison and Baidoa primary school or through Procurement@swdcsom.org

The quotation that compiles with all of the requirement and offers the lowest price, as well as all other evaluation criteria indicated, shall be selected. Any offer that does not met the requirements shall be rejected.

After SWDC has identified the lowest price offer, SWDC reserves the right to award the contract based only on the lowest price. 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 SWDC after it has received the quotation.

Each Vendor should fulfill specification on the below requirements and submit the documents on timely to above mentioned Office

Planned Timetable
Issue RFQ28th Dec 2017
Questions from Supplier due date29th Dec 2017
Deadline for reply29th Dec 2017
Deadline for Bid Submission31st Dec 2017
Bid Opening Date1ST Jan 2018
Analysis of bids2nd Jan 2018
Award of Contracts2nd Jan 2018
Contract start2nd Jan 2018
Delivery Date of Car Service30th Jan 2018

 

INTRODUCTION

 

  1. Somali Women Development Centre “SWDC”

Somali Women Development Centre is a non-governmental and non-profit making organization that was established mid 2000, Since then, SWDC has worked with a range of partners, donors and Governments that include UN agencies and INGO, grantees to implement programs and activities that promote equal rights for women to ensure they have an active role in the Somali community through enhancing their social, political, economic and cultural participation. SWDC is working to improve the situation of women in Somalia. SWDC’s guiding vision is the belief that, with support, women can become empowered to make positive changes in their lives.

Somali Women Development Centre strives to minimize the number of women who are subjected to violence by empowering them through access to knowledge and greater economic independence.

SWDC works to prevent and respond to GBV and provides survivors of GBV with social and psychological counselling, legal assistance, and case management and advocates increasing women’s legal protection. SWDC has facilitated a variety of trainings and workshops with Line ministries, community and religious leaders, judges and police officers in an effort to provide information and secure community members’ support for enhancing women’s rights and protection.

  1. The Purpose of this Request for Quotation (RFQ)

It is the intent of this RFQ to secure competitive Quotation to select a supplier or vendor for the SWDC Procurement committee for purchase and provision of Car Rent Service

All eligible Suppliers and Vendors that qualify and are technically competent for the supply of the Car Rent Service as per provided specification in annex below are invited to submit their proposals.

The winning bidder(s) will enter into a one off purchase and service contract for 1 year. Bidders shall be domiciled and must have complied with all Government legal Regulations to operate in Somalia and are regular tax payer to offer such services as specified in the tender and shall furnish copy of its operating license/certificate of registration valid for the fiscal year 2018. The Bidder shall not be under a declaration of ineligibility for corrupt or fraudulent practices.

  1. Cost of Bidding

The Bidder shall be responsible for all costs associated with the preparation and submission of its bid, and SWDC hereinafter referred to as “the Purchaser”, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the bidding process.

Requirement of the Vendor:

  1. Minimum experience of three years in provision of vehicle hire service;
  2. Assignment of dedicated contact person who will manage vehicle hiring requests for organization
  3. Respond to vehicle request with one-day advance notice;
  4. Driver salaries and fuel should be provided by the service provider;
  5. Maintenance to be carried by the services provider;
  6. Food and accommodation for the driver during field travel should be borne by the supplier;
  7. The vehicle should be complaint with applicable insurance, Tax, safety or other motor vehicle requirements.
  8. Registered for operation during the period of contract with registration documentation in vehicle and registration/ number plates affixed to the vehicle as required by law. 

Conditions for the vehicle

  1. The vehicle should be road worthy, in good running condition, and not more than 4 years’ old
  2. The vehicle provided for all organizational work should be 4×4 and robustly built;
  3. The vehicle should be equipped with necessary safety items, seat-belt restraints in the front and rear of the vehicle, spare tire, mechanical jack and basic hand tools.
  4. The vehicle should have a well-maintenance Log Book;
  5. The vehicle should be clean, inside and out, and free from any unpleasant smell.

Driver requirements

  1. The driver should have minimum 4 years work experience as a Driver;
  2. The driver should have a safe and clean driving records; knowledge of driving rules and regulations and skills in minor vehicle repair;
  3. The driver should be able to communicate in Somalia
  4. The driver should not consume alcohol, smoke & chew Khat while on duty.
  5. The driver should be properly trained in the operation and maintenance of the vehicle
  6. The driver should be licensed for operating a motor vehicle which is on duty, including for passenger service if required
  7. Familiar with local routes and destinations in Mogadishu and Baidoa
  8. Properly attired during hours of operation;
  9. Observes the rules of the road at all times. 

General Requirements 

Function:   Seven seat Vehicle hiring services for SWDC Strengthening

and Scaling up Gender based violence prevention and response services Project

in Mogadishu and Baidoa

Location of servicesMogadishu and Baidoa as well its surrounding when required
Type of Payment and MoneyCheck will mode of payment in Dollars
Deadline for the submission of Quotation31 December, 2017 at  9:30AM
All documentations, including Invoice, receipt. Quotations and instructions willEnglish

 

 

Required minimum Documents to be submitted·      Latest Registration Certificate;

·      Business Profile

·      List of vehicle registered in the name of the Company

·      Tax and vehicle registration, annual test documents

 

Payment Terms

100% upon complete delivery of service and certification of invoice by relevant SWDC Finance officer
 

Type of Contract to be Signed

 

 

One year Contract

 

  1. Evaluation and Comparison of Bids

Bids determined to be substantially responsive as per section 7 above will be considered for the evaluation process with the below scoring criteria. The evaluation will consist of two parts

Technical Evaluation:

Bidders must submit the mandatory requirements as per clause 7 above in addition to a filled up Supplier Information Form and Supplier Conflict of Interest Form. These documents and the information therein will be used to conduct the technical evaluation.

 

Evaluation CriteriaRequirementsCriteria Weight
ELIGIBILITYRefers to Bidder’s ability to demonstrate that they have met all the Mandatory requirements as per clause 7 above in addition to a filled up Supplier Information Form and Supplier Conflict of Interest Form and Intent to bid form.

(Elements under Eligibility criteria will be scored as “1 or 0”, where adequate submissions will receive the full score for that item while incomplete or invalid submissions will be scored zero.

Documentation must be in the name of the company submitting the tender).

 

Companies scoring all the 10% will proceed to the capacity to deliver criteria.

 

10%
CAPACITY TO DELIVERCapacity criteria will be scored based on:

–     Quality information about your organization in the Company profile, (2%)

–     Past experience and proof of capacity to deliver good service. (1%)

–     Staff Technical experience and qualifications attach CV, +3 years’ experience; (1%)

–     Product quality & right specifications (30%)

–     Terms of payment ;( 2%)

–     Supplier visit; (3%)

 

 

40%

 Sub total50%

To get maximum scores, Bidders are encouraged to submit all documents and / information listed above.

Only suppliers who meet the score threshold will proceed to evaluation of the financial proposal.

 

Financial Proposal 

All Bidders should provide/submit with the Financial Proposal/ Quote the following information:

  1. VAT must be indicated separately on the quote.
  2. Bidders must quote for Cost of Materials separately/ show a separate line for same.
  3. Bidders to indicate Lead Times (number of days) needed to deliver to designated points full consignment from date of contract signing.
  4. Bidders to clearly state the quote validity period. The prices for the contract are fixed and not subject to revision.

The evaluation/ adjudication of financial bids will be done basing on the following criteria for the financial proposal:

Evaluation CriteriaExplanationCriteria Weight
VATVAT indicated separately

(scored as “yes/no”; financial offers where it is not clear whether VAT is included in the unit prices will be scored zero for this criteria)

5%
Financial ProposalFinancial proposal, scores will be will be based on final total as evaluated35%
Lead timeRefers to Bidder providing the most advantageous delivery schedule. Acceptable average time taken from presenting clearing documentation to service delivery to site.

SWDC requires services to be delivered within 7 days of issuing of completed documentation. Lead times longer than that are acceptable but will be scored unfavourably.

5%
Validity of quote and Fixed prices.Quote to remain valid for week and prices fixed, as stated in article 0(d), this to be clearly stated in the Financial proposal.

Any deviations from this quote validity will be scored unfavourably. If validity of quote is not provided, a score of zero will be assigned.

5%
 Sub total50%

 

To get maximum score bidders are encouraged to ensure all the above information and instructions are clearly stated and included in the financial proposal.

 

NOTE: Total Ranking rate = 100%

Annex 2

 

Somali Women Development Centre “SWDC”

 

Intent to Bid

 

Company Name:        

It is the intent of this company to submit a response to the Provision of Car rent

Please provide a name and email address for the person within your company that should receive notices, amendments, etc. that are related to this RFQ:

Name:          ____________________________

Phone:          ____________________________

Email:          ____________________________

Title of Person signing: __________________________

Signature: ______________________________ 

Date: ______________________________ 

We realize that this is intent to bid and in no way obligate this company to participate in this process.

 

Annex 3

Somali Women Development Centre “SWDC”

Supplier Information Form

 

 

The information provided will be used to evaluate the Company before contracting with the SWDC. Please complete all fields.

Supplier Information

 

Company Name
Any other names company is operating under (Acronyms, Abbreviations, Aliases)
Previous names of the company
Address
Website
Phone/Fax Numbers
Primary Contact
# of Staff
# of Locations
Avg. $ Value of Stock on Hand
Name(s) of Company Owner(s) or Manager
Type of Business
Locations

 

Financial Information

 

Bank Name and Address
Name under which company is registered at bank
Payment Terms
Specify Standard Payment Terms (Net15, 30, etc.)

 

Product/Service Information

 

List Range of Products/Services Offered
Basis For Pricing (Catalog, List, etc.)

 

References

 

Client Name:        Contact Name, Phone, Email Address:

 

 

Client Name:        Contact Name, Phone, Email Address:

 

 

Client Name:        Contact Name, Phone, Email Address:

 

 

 

Supplier Self-Certification of Eligibility 

Company certifies that:

  1. They are not debarred, suspended, or otherwise precluded from participating in major donors, International NGOs and National NGOs competitive bid opportunities.
  2. They are not bankrupt or being wound up, are having their affairs administered by the courts, have entered into arrangements with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations.
  3. They have not been convicted of an offense concerning their professional conduct.
  1. They have not been guilty of grave professional misconduct proven by any means that the contracting authority can justify, or been declared to be in serious breach of contract for failure to comply with their contractual obligations towards any contracts awarded in the normal course of business.

 

  1. They have fulfilled obligations related to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country where the contract is to be performed.

 

  1. They have not been the subject of a judgment for fraud, corruption, involvement in a criminal organization or any other illegal activity.

 

  1. They maintain high ethical and social operating standards, including:
  • Working conditions and social rights: Avoidance of Child Labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and the SWDC’s beneficiaries.
  • Environmental aspects: Provision of goods and services with the least negative impact on the environment.
  • Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.
  • Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.
  1. Company warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a financial interest in the Company’s business activities, nor is any SWDC employee related to principals or owners of the company. Discovery of an undisclosed Conflict of Interest situation will result in immediate revocation of the Company’s Authorized Supplier status and disqualification of Company from participation in future SWDC procurement.

 

  1. Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to SWDC.

 

  1. Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.

By signing the Supplier Information Form you certify that your Company is eligible to supply goods and services to major donor funded organizations and that all of the above statements are accurate and factual.

 

 

Company Name:         _________________________

Name of Representative:       _________________________

Title:                 _________________________

Signature:       _________________________

Date:               _________________________

 

FOR SWDC USE

 

Following documents have been supplied:

 

Business registration or license 
Articles of incorporation or similar document 
Business and other NGO references 
Bank statements and references 
Passport / ID cards of business owners/board of directors 
Financial statement (if available) 

 

I ________________________ an employee of SWDC having completed and reviewed this form confirm the accuracy of information provided:

 

Name             ______________________________

 

Title             ______________________________

 

Signature      ______________________________

 

Date*           ______________________________

 

*Supplier to be re-authorized one year from this date.

 

 

 

Annex 4

 

SWDC Conflict of Interest and Supplier Code of Conduct

 

Supplier hereby agrees that Supplier and Supplier’s employees and subcontractors, if any, shall abide by and follow all established written policies of SWDC related to work conduct, including, but not limited to, The SWDC Way: Standards for Professional Conduct (“The SWDC Way”), the SWDC’s code of conduct, and SWDC’s Combating Trafficking in Persons Policy.  The SWDC Way provides three (3) core values – Integrity, Service, and Accountability.

 

Supplier acknowledges that all SWDC employees and independent contractors are expected to apply these core values and follow these undertakings in carrying out work on behalf of SWDC. It is a point of pride for SWDC to apply these behavioral standards in SWDC’s everyday operations.

 

Integrity – At SWDC, we are open, honest and trustworthy in dealing with beneficiaries, partners, co-workers, donors, funders, and the communities we affect.

  • We work to build the trust of the communities in which we work and sustain the trust earned by our reputation in serving our beneficiaries.
  • We recognize that our talented and dedicated staff are our greatest asset and we conduct ourselves in ways that reflect the highest standards of organizational and individual conduct.
  • Throughout our work, SWDC respects the dignity, values, history, religion, and culture of those we serve.
  • We respect equally the rights of women and men and we do not support practices that undermine the human rights of anyone.
  • We refrain from all practices that undermine the integrity of the organization including any form of exploitation, discrimination, harassment, retaliation or abuse of colleagues, beneficiaries, and the communities in which we work.
  • We do not engage in theft, corrupt practices, nepotism, bribery, or trade in illicit substances.
  • We accept funds and donations only from sources whose aims are consistent with our mission, objectives, and capacity, and which do not undermine our independence and identity.
  • We support human rights consistent with the UN Universal Declaration of Human Rights and The Convention on the Rights of the Child.
  • We rigorously enforce the UN Secretary General’s Bulletin on the Protection from Sexual Exploitation and Abuse of Beneficiaries.
  • SWDC recognizes its obligation of care for all SWDC staff and assumes their loyalty and cooperation.

 

Service – At SWDC, our primary responsibility is to the people we serve.

  • As a guiding principle of our work, SWDC encourages self–reliance and supports the right of people to fully participate in decisions that affect their lives.
  • We create durable solutions and conditions that foster peace, stability and social, economic, and political development in communities where we work.
  • We design programs to respond to beneficiaries’ needs including emergency relief, rehabilitation, and protection of human rights, post–conflict development, resettlement, and advocacy on their behalf.
  • We seek to adopt best practices and evidence–based indicators that demonstrate the quality of our work.
  • We endorse the Code of Conduct for the International Red Cross and Red Crescent Movement and NGOs in Disaster Relief.

 

 

Accountability – At SWDC, we are accountable – individually and collectively – for our behaviors, actions and results.

  • We are accountable and transparent in our dealings with colleagues, beneficiaries, partners, donors, and the communities we affect.
  • We strive to comply with the laws of the governing institutions where we work.
  • We maintain and disseminate accurate financial information and information on our goals and activities to interested parties.
  • We are responsible stewards of funds entrusted to our use.
  • We integrate individual accountability of staff through the use of performance evaluations.
  • We utilize the resources available to our organization in order to pursue our mission and strategic objectives in cost effective ways.
  • We strive to eliminate waste and unnecessary expense, and to direct all possible resources to the people we serve

 

Conflict of Interest

  • Supplier hereby warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a financial interest in the Supplier’s business activities.
  • Supplier herby warrants that, to the best of its knowledge, no SWDC employee, officer, consultant or other party related to SWDC has a family relationship with the supplier’s owners.
  • Discovery of an undisclosed conflict of interest will result in immediate termination of any Agreement and disqualification of Supplier from participation in current and future SWDC activities.
  • Supplier hereby confirms that the organization is not conducting business under other names or alias’s that have not been declared to SWDC.
  • Supplier herby confirms it does not engage in theft, corrupt practices, collusion, nepotism, bribery, or trade in illicit substances.

 

Supplier herby agrees to maintain high ethical and social standards:

  • Working conditions and social rights: Avoidance of child labor, bondage, or forced labor; assurance of safe and reasonable working conditions; freedom of association; freedom from exploitation, abuse, and discrimination; protection of basic social rights of its employees and SWDC’s beneficiaries; prohibition of trafficking in persons.
  • Environmental aspects: Provision of goods and services with the least negative impact on the environment.
  • Humanitarian neutrality: Endeavoring to ensure that activities do not render civilians more vulnerable to attack, or bring unintended advantage to any military actors or other combatants.
  • Transport and cargo: Not engaged in the illegal manufacture, supply, or transportation of weapons; not engaged in smuggling of drugs or people.

 

By signing this statement supplier acknowledges any violation of the above SWDC policies will result in immediate termination of any agreement in place and disqualification from participation in future SWDC activities.

 

 

Supplier Name:
Signature:
Title:
Print Name:
Date:

 

Thank you and we look forward to receiving your quotation

 

 

Best Regards

 

Nadia Sufi Abdi

 

Procurement Officer