REQUEST FOR PROPOSAL - Hiring/ Rental of Vehicles
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.
- 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
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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 2 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 |
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| |
Ebolowa | Kribi | LOCAL |
| |
Ebolowa | Sangmelima | Douala Local |
| |
Ebolowa | Djoum | Kribi Local |
| |
Ebolowa | Meyomessala | Ebolowa Local |
| |
Ebolowa | Mvomeka’a | Yaounde local |
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Ebolowa | Lolodorf |
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Ebolowa | Kye-Ossi |
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Ebolowa | Ambam |
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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 |
|
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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.
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