Provision of Vehicle Hire Tender, South Sudan - 38626867

Procurement Summary

Country : South Sudan

Summary : Provision of Vehicle Hire

Deadline : 13 Dec 2019

Other Information

Notice Type : Tender

TOT Ref.No.: 38626867

Document Ref. No. : ‘MC-SS-Aweil-05

Competition : ICB

Financier : United States Agency for International Development (USAID)

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : MALARIA CONSORTIUM
Attention: Country Finance Manager Plot#23, Goshen Building Juba
South Sudan
Email :tenders@malariaconsortium.org

Tender Details

Request for proposals are invited for Provision of Vehicle Hire to be Used during the Llin Distribution in Aweil Nbeg.

SPECIFICATIONS AND INSTRUCTIONS TO BIDDERS

A. Malaria Consortium

Malaria Consortium is one of the world`s leading non-profit organizations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organizations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programs and activities for evidence-based decision-making and strategic planning.Theorganizationworkstoimprovenotonlythehealthoftheindividual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity.

Malaria Consortium is committed to obtaining a fair value for services received with a competitive price and timely delivery of the right quantities at the right quality.

B Administrative Information

B1) It is the intent of this RFP to secure competitive proposals to select a transportation services agency to transport malaria Consortium staff during the LLIN distribution exercise within the Counties in Aweil NBEG, as per clause C14

B2) All completed bids should be submitted by either email to tenders@malariaconsortium.org with the following reference in the subject: ‘MC-SS-Aweil-05- Transportation Services’, or submitted by hand delivery (in a sealed envelope) to the below address:

Malaria Consortium Juba Office

Attention: Country Finance Manager
Plot#23, Goshen Building Juba, South Sudan

B3) Bids must be received by Friday 13th Dec 2019 at 17:00(5pm).Bids submitted after the deadline will NOT be accepted.

B4) Bids opening will take place Monday 16th 2019 at 10:00am in Malaria Consortium Juba Office Venders are welcome to witness the bid opening.

B5) Questions must be sent by email to tenders@malariaconsortium.org with the following bid reference in the subject: ‘MC-SS-Juba-05- Transportation Services-Question’

B6) Malaria Consortium shall notify the winning bidders in writing within seven (7) working days of the bid opening. Malaria Consortium is under no responsibility to release the identity or contract terms of the winning vendor.

B7) The submitted proposal shall include the following information. Failure to supply all requested informationorcomplywiththespecifiedformatswilldisqualifythebidderfromconsideration.

i) Signature to confirm compliance with Malaria Consortiums Policies (section F)

ii) Copy of business registration documents (proof of legal operation in South Sudan).

iii) Technical Proposal with the following details

a. Range and depth of company experience

b. At least three relevant client reference for similar contracts

c. Relevant insurances, including truck fire, theft and 3rd party insurance, and insurance for loss or damage to cargo

d. Capacity and resources available to deliver, including

• number and sizes of owned trucks and their permanent base of operations

• number and sizes of any subcontracted trucks, their permanent base of operations and the name of the subcontractor and their contractual relationship with the bidder

• numbers of full time and temporary drivers and their permanent base of operations.

e. Proposed detailed logistics plan for delivery to all locations as per the details provided in section C (including number and sizes of vehicle per route and plan for delivery within the timescale as outlined in clause C15.

f. Acceptance of the proposed payment terms as per section D

iv) Pricing proposal in USD, with total cost estimate for the freight services.

B8) Malaria Consortium reserves the right to accept or reject any or all bids, and to accept the bid deemed to be in the best interest of Malaria Consortium, and is not bound to accept the lowest priced bid submitted.

B9) Malaria Consortium reserves the right to award contracts to multiple vendors if deemed to be in its best interest.

B10) The award criteria shall be based on the proposals overall response and “value for money” while taking into consideration donor and internal requirements and regulations. The award will be determined by a committee of Malaria Consortium employees.

B11) The successful vendor shall receive a contract for the period of the services required, which can be extended upon agreement of both parties.

B12) The language for communications and required documents is English.

C Technical Requirements & Specifications
C13) Malaria Consortium requires transport services to transport LLIN staff during the 2020 National
LLIN distribution campaign in Aweil NBEG, therefore Malaria Consortium is requesting for a
company with following type of vehicle to provide in their proposal as per below
1. Toyota Land cruiser hardtop 3 or 5 doors
C14) The following table outlines relevant logistics planning data to support financial proposals. It is
estimated that each location has an estimated distance of 80-150km within the county.
Pickup
Location
Moving location within the
areas below
Distance in km
for the area
around the
county
No of
vehicle &
Driver per
location
No of days
required for the
vehicle to be
working
Malaria
Consortium
Office, Aweil
Town
Aweil Centre (Aroyo) 80-150km 1 26
Aweil West (Nyamlel) 80-150km 1 26
Aweil North (Gog Machar) 80-150km 1 26
Aweil East (Mabil) 80-150km 1 26
Aweil South (Malek alel) 80-150km 1 26
C15) The transportation of staff is expected to start on the 23rd Dec 2019 to Feb 2020.
C16) The vendor will be responsible for:
? Providing a vehicle with full registration including driver and fuel to Malaria Consortium on request
by the team leader.
? Maintaining safety of Malaria Consortium staff during the transportation process.
? Maintaining, updating vehicle log book from start and end of each location covered.
C17) In the occurrence of a vendor transport vehicle breakdown or malfunction, the vendor will agree to
have replacement transport vehicles at the site of breakdown within two (2) hours or, have it
repaired to operational status within two (2) hours of the vehicle breakdown. If a delivery is
estimated to be delayed by more than three (2) hours after agreed time slot, the vendor will inform
Malaria Consortium.
C18) It is required that the selected Vendor subscribe to an insurance to cover staff travelling on the
vehicle.
D Payment Terms
D19) Malaria Consortium will make payment 30 days after presentation of certificate of completion
note/signed waybills and invoice outlining any deductions for loss, damage or late delivery.
D20) All payments shall be made in (United States Dollar) by bank transfer into a company bank account.
D21) TheevaluationcriteriaasoutlinedinsectionEwillbeusedtoevaluatebids.
D22) The final contract will include penalty clauses for late delivery, and clauses to deduct penalties and/or
the cost of lost or damaged supplies from payments.

Documents

 Tender Notice