REQUEST FOR PROPOSAL - Hiring/ Rental of Vehicles

REQUEST FOR PROPOSAL - Hiring/ Rental of Vehicles





REQUEST FOR PROPOSAL (RFP) REF002/12/2020: HIRING/ RENTAL OF VEHICLES

FIRM DEADLINE/ CLOSING DATE & TIME: 4th January 2021, 5PM CAMEROON TIM

The Elizabeth Glaser Pediatric AIDS Foundation, a non-profit organization, is the world leader in the fight to eliminate pediatric AIDS. Our mission is to prevent pediatric HIV infection and to eliminate pediatric AIDS through research, advocacy, and prevention and treatment programs. For more information, please visit http://www.pedaids.org.

 

1.INSTRUCTIONS, TERMS AND CONDITIONS TO TENDERERS

1.1. This RFP was prepared by Elizabeth Glaser Pediatric AIDS Foundation (EGPAF) and being issued to selected suppliers on the clear understanding that its contents are strictly confidential and as such may not be given to any third party without a prior express permission of EGPAF.

1.2. The specifications prescribed are not in any way limited to any specific tenderer as they are based on generally achievable requirements.

1.3. EGPAF does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts. 

1.5. Tenders MUST be received on or before the closing date and time and all bids received after the closing date and time will not be considered.

1.6. The quotation MUST include the following:

             1.6.1. Bid Validity Date.

             1.6.2. Unit Price and Total Price including taxes. No submission will be considered for any discovered omissions from the tenderer (s).

1.6.3. Prices to be quoted in XAF.

 

1.7. No advance payment shall be affected.

1.8. Total maintenance of the vehicles shall be done by the service provider or contractor.

1.9. Drivers will be provided by Service Provider.

1.10 MUST have fleet of Cars of (at least 10 Cars) for request flexibility and replacement where necessary.

1.10. In the event of breakdown or withdrawal of vehicle for service, a replacement within a reasonable time (Not less than 24hrs) will be done by the Contractor.

1.11. The vehicles should be fully licenced, registered, well-equipped (including first aid kit), fully insured and fit for use in terms of the governing relevant traffic laws in Cameroon.

1.12. The vehicles shall be inspected.

1.13. Vehicles with worn-out tyres will be disqualified during inspection.

1.14. The vehicle(s) may be branded with EGPAF logo.

 

1.15. The successful bidder will be issued with a Basic Ordering Contract.

 

1.16. Any costs associated with the preparation and subsequent submission of a quotation shall remain the sole responsibility of the supplier irrespective of the outcome of the final selection process.

1.17. This RFP is not an offer to enter into agreement with any party, but rather a request to receive quotations from person(s) interested in providing the goods or services outlined in this RFP.

 

1.18. Any exceptions to the requirements or terms of the RFP must be noted in the quotation.

 

  1. Submission of quotations and proposed timeline

 

Interested suppliers can submit their typed proposal on their company’s letterhead 

DATE

ACTIVITY

14th December, 2020

Release of RFP

4th January

2021 at 5pm

Cameroonian Time

Completed quotations must be delivered electronically by the deadline:

cameroonprocurement@pedaids.org  

 

 

3. SPECIFICATIONS  

It is anticipated that there will be an on-going need for the Vehicles on a rental/hiring basis running for a period of one year and renewable where necessary as listed in the table below.  In recognition of this, a Basic Ordering Contract will be issued with Option Periods will result from this solicitation.  When a need arises for the vehicles, EGPAF will then place regular Purchase Orders for the vehicles hire/rental for the initial period indicated in the table.  After the initial period of the Basic Ordering Contract expires, EGPAF may exercise its option to extend the contract for an additional option periods subject to availability of funding and vendor performance. The anticipated duration of each option period is 1 -year.

 

Thus, EGPAF seeks to hire/rent the following vehicles types and please indicate the price of each of the shown types per day in the following regions:

 

 

#

ITEM and

DETAILED

SPECIFICATIONS

UNIT

INITIAL TERM

DURATION

OF OPTION

PERIODS

ESTIMATED #

OF OPTION

PERIODS

(1)

Sedan Vehicle (Crossover) -5seater

each

January 2021- December 2021

1 year

2

(2)

SUV Vehicle-5seater

each

January 2021- December 2021

1 year

2

(3)

Double-Cab

Vehicle-5-seater

each

January 2021- December 2021

1 year

2

     

 

In your quotation, please quote both with and without fuel in all the areas shown below:

 

 

 

 

 

Littoral Region: ONLY Car Service providers based in Douala will be accepted for all car service request for the Littoral Region

 

Center Region: ONLY Car Service providers based in Yaounde will be accepted for Itineraries based in the Center Region

 

West Region: ONLY Car Service providers based in Bafoussam will be accepted for Itineraries based in the West Region

 

 

South Region: ONLY Car service providers based in Ebolowa and Sangmelima will be accepted for all Car Rental Service for the South Region.

 

 

Destinations:

 

From 

To

 

From 

To

Douala 

Local in town

 

Yaoundé

Local in Town 

Douala

Mbanga

Yaounde

Mfou

Douala

Njombe

Yaounde

SOA

Douala

Penja

Yaounde 

Akonoliga

Douala

Loum

Yaounde

Eseka

Douala

Manjo

Yaounde

Yoko

Douala

Nkongsamba

Yaounde

Mbalmayo

Douala

Edea

Yaounde

Okola

Douala

Yabassi

Yaounde

Ebolowa

Douala

Bafoussam

Yaounde

Bafoussam

Douala

Yaounde

Yaounde

Yabassi

Douala

Ebolowa

Yaounde

Kribi

Douala

Kribi

Yaounde

Ambam

Douala

Sangmelima

Yaounde

OKOLA

Douala

Souza

Kribi 

Local in town 

Douala

Pouma

 

 

Douala

Dilangue

 

 

Douala

Dizangue

 

 

Ebolowa

Local in town 

 

 

Ebolowa

Kribi

LOCAL

 

Ebolowa

Sangmelima

Douala Local

 

Ebolowa 

Djoum

Kribi Local

 

Ebolowa

Meyomessala

Ebolowa Local

 

Ebolowa

Mvomeka’a

Yaounde local

 

Ebolowa

Lolodorf

 

 

Ebolowa

Kye-Ossi

 

 

Ebolowa

Ambam

 

 

 

West Region: These Car Service Providers MUST be based in Bafoussam

From 

To

 

From 

To

Bafoussam

Local in towns around the west region

 

Bafoussam

Yaounde

Bafoussam

Douala

 

 

 

 

4.KEY CONTRACT TERMS

1) The Foundation may purchase more quantities than the unit(s) specified above in the next months. It is assumed that the prices quoted shall be open to negotiations during the initial contract period.

This will be included in the final Purchase Order.  If unable to provide a priced option at this time or should any of the goods/services offered by the vendor become unavailable, or unavailable at the unit rate originally proposed, the contractor will inform EGPAF of any changes in prices prior to the exercise of an option.  Pricing shall otherwise remain fixed at the originally agreed-upon price and mutually agreed upon by both parties via an amendment to the original Purchase Order.

Upon placement of an order, the vendor will deliver the good/service within a specified timeframe.  Each Order placed by the Foundation shall state the items to be purchased, the location to which the items should be delivered, specify the timeframe within which the Order should be completed, and a fixed-price for the items to be purchased (including delivery costs). Each individual Order will become a legally binding contract when it has been formally signed by the Foundation and received by the Vendor.  

 

5. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS

 

All proposals will be evaluated against the criteria below.  Each proposal must contain the items listed in the submission requirements column in the order that they appear below. EGPAF will select the contractor that provides the Best Value to the Foundation.

 

Evaluation Criteria

Submission Requirements

Weight

Past performance 

Provide at least three (3) professional references from organizations where similar services were provided with phone and email contact information

40%

Price

Provide the prices as shown under the specifications

60%

Total

 

100%

Failure to provide any of the above specifications and requirements may be considered non-responsive and disqualify the applicant from final selection.

 

ETHICAL BEHAVIOUR

As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. Specifically, our procurement processes are fair and open and allow all vendors/consultants equal opportunity to win our business. We will not tolerate fraud or corruption, including forging program outputs, kickbacks, bribes, undisclosed familial or close personal relationships between vendors and Foundation employees, or other unethical practices. If you experience or suspect unethical behavior by a Foundation employee, please contact our Fraud Investigations team at fraud@pedaids.org or the Foundation’s Ethics Hotline at www.reportlineweb.com/PedAids/. Any vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation will have their proposal disqualified and will not be solicited for future work. | (c) http://minajobs.net

COMMENT POSTULER
cameroonprocurement@pedaids.org
REQUEST FOR PROPOSAL - Hiring/ Rental of Vehicles   REQUEST FOR PROPOSAL - Hiring/ Rental of Vehicles Reviewed by Admin on lundi, décembre 21, 2020 Rating: 5

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