Request for Quotations for Car and Vehicle Hire

Request for Quotations for Car and Vehicle Hire

Description

Issue Date: 1st December 2023

Submission: 6th December 2023 @ 16h00
Contract Award: 13th December 2023
Description: Request for Quotations for Car and Vehicle Hire Accessories
Funded by: CDC under the SCHISS Project
Type of Award: Purchase Order
Point of Contact:  procurement@ihmafrica.org

Introduction

IHM will be rolling out the national EHR to 1600 health facilities in all provinces. The Institute for Health Measurement (IHM) Southern Africa is therefore looking for vendors to supply items stated in the attached RFQ. In this regard, we are inviting submission of quotations from vendors who can meet the requirements stated in the attached RFQ.

The scope is to transport services for household goods, office furniture, materials, records, appliances, and equipment typically found in a home and professional setting. All labor, supervision, tools, equipment, transportation, permits, fees, taxes, incidentals, and materials necessary to perform move are to be included and provided by the contractor.

The selected contractor shall provide the following services:

  • Provision of Vehicles: The contractor is responsible for supplying well-maintained, reliable vehicles of the specified type, including all necessary licensing and insurance.
  • Fleet Capacity: The contractor should have a minimum of 5 Vehicles in their fleet.
  • Drivers: Provide experienced and licensed drivers with knowledge of local and inter-provincial routes.
  • Maintenance: Ensure that all vehicles are in excellent working condition, with regular servicing and maintenance as per manufacturer guidelines.
  • Safety: Adhere to all safety and roadworthiness regulations, ensuring passenger and cargo safety during transportation.
  • Scheduling: Maintain flexibility to accommodate both planned and ad-hoc trips, adjusting schedules as required by IHM Southern Africa.
  • Reporting: Provide accurate and timely trip records, including fuel consumption and any incidents during transportation.
  • Footprint: The contractor should have presence in at least all the provincial centres.

 

Locations:

The transport services will take place from Lusaka and all the 11 provinces of Zambia for Vehicle and Bus Hire, However for Truck Hire below are the locations.

 

  1. Lusaka to Choma
  2. Lusaka to Kasama
  3. Lusaka to Mansa
  4. Lusaka to Kabwe
  5. Lusaka to Ndola
  6. Lusaka to Solwezi
  7. Lusaka to Mongu
  8. Lusaka to Chipata
  9. Lusaka to Chinsali
  10. Within Lusaka

 

Please note that there will be times when we require truck hire for staff relocation, i.e., movement of household goods, but for these we may consider sending the solicitation through to vendors under contract. This is so because we are unable to determine where staff will originate from and be posted at recruitment.

 

All safety materials are to be provided by the contractor (i.e., boxes/bins/crates, carts, packing protection, etc.). All goods are to be wrapped in protective materials to ensure they are protected from any minor or major damage.

 

Please take note of all the details and information relevant to the preparation of your submission in the attached RFQs.

If you would be interested, please submit your quotation and other requested documents before or on 6th December  ,2023 at 16:00 Hours to the contact email indicated in the below.

procurement@ihmafrica.org
Late Bids will not be accepted.

Technical Specifications

This section provides detailed technical specifications and requirements for each item.

  • Vehicles should be 4 WD, off road pick up, double cab.
  • 3-ton, 5-ton, and 10-ton Containerized Trucks: For the transportation of goods with fuel and driver

12-seater, 16-seater, and 25-seater Buses: For the transportation of staff with Fuel and Driver

Technical requirements

• Vehicles should be roadworthy, in good running condition, and whose purchase date should not be more than 5 years.
• The vehicle provided for field travel should be 4 WD, double cab with canopy and roof rack.
• Maintenance request with one day advance notice.
• Motor vehicle maintenance and repairs to be carried out by the Service Provider
• Vehicles should be equipped with seat-belt restraints, spare tire, jack, fire extinguisher, first aid kit and basic tools.
• The vehicle should have good tires.
• The vehicle should have a well-maintained Logbook.
• The vehicle should be clean, inside, and outside, and free from any unpleasant odor.

Instructions to Bidders

The following documentation must be provided to be considered for this opportunity:

      All documentation and Quotations should be submitted to this email address procurement@ihmafrica.org, no hard copies will be accepted.

  • Quotation must also provide the following additional details:

Requirements for rental of Vehicles, Buses and Trucks

  • Eligibility: Interested bidders must meet the eligibility criteria stated in the RFQ:
  • Daily rate for each Vehicle within Lusaka and outside Lusaka
  • Daily rate per vehicle with driver and without driver
  • References e.g., Purchase order, Contract, or written reference
  • Quotation corresponds to specifications above.
  • Quotation submitted in Zambian Kwacha
  • Provision of Company Registration and Tax clearance certificate
  • Quote Validity
  • Minimum experience of 2 years in provision of vehicle hire service.
  • Proof of ownership for at least 5 motor vehicles, preferably 4×4 (excluding Mistubishi Pajero)
  • Proof of comprehensive insurance for all motor vehicles proposed in the RFQ.

 

QUOTATION SUBMISSION FORM

 

Kindly fill out and finalize the enclosed quotation submission form provided below.

 

 LOT 1

Description

Daily Rate with Fuel and Driver

Outside Lusaka

Daily Rate with Fuel and Driver

Within Lusaka

Vehicle Hire with fuel without Driver

Within Lusaka

Vehicles should be 4 WD, off road pick up, double cab with roof rack, inclusive of driver and full tank at handover

 

 

 

LOT 2

Description

Daily Rate with Fuel and Driver

Outside Lusaka

Daily Rate with Fuel and Driver

Within Lusaka

 

12-seater

 

 

 

16-Seater

 

 

 

25-Seater

 

 

 

 

LOT 3

DECRIPTION

Trip Rate with Fuel and Driver

 

3-ton Containerized Trucks

1.     Lusaka to Choma

2.     Lusaka to Kasama

3.     Lusaka to Mansa

4.     Lusaka to Kabwe

5.     Lusaka to Ndola

6.     Lusaka to Solwezi

7.     Lusaka to Mongu

8.     Lusaka to Chipata

9.     Lusaka to Chinsali

10.  Within Lusaka

 

5- Ton Containerized Trucks

1.     Lusaka to Choma

2.     Lusaka to Kasama

3.     Lusaka to Mansa

4.     Lusaka to Kabwe

5.     Lusaka to Ndola

6.     Lusaka to Solwezi

7.     Lusaka to Mongu

8.     Lusaka to Chipata

9.     Lusaka to Chinsali

10.  Within Lusaka

 

10- Ton Containerized Truck

1.     Lusaka to Choma

2.     Lusaka to Kasama

3.     Lusaka to Mansa

4.     Lusaka to Kabwe

5.     Lusaka to Ndola

6.     Lusaka to Solwezi

7.     Lusaka to Mongu

8.     Lusaka to Chipata

9.     Lusaka to Chinsali

10.  Within Lusaka

 

 

NOTE: For trucks, please provide a quotation for each location as specified in Section 1.1

  • All truck hires should include loaders commensurate with the quantity of goods to be transported.
  • Bidders have the freedom to submit bids for any LOT.

Evaluation and Selection Criteria

      Evaluation Method and Criteria

      Bids shall be evaluated to determine the most technically acceptable offer, as follows:

  1. a) Preliminary assessment of the bids.

      During this evaluation, the following shall be considered:

  • The bidder is eligible in accordance with the instructions provided under Section 4.
  1. b) The bidder will be evaluated against the instructions specified in section 4
  • Technical expertise and experience of the bidder (10 points)
  • Conformance to Specification (10 Points)
  • Number of Vehicles with white book (20 points)
  • Price Competitiveness (20 Points)
  • Proof of ownership for at least 5 motor vehicles and 3 Trucks (20 points)
  • Proof of comprehensive insurance for all motor vehicles proposed in the RFQ. (20 points)

 

Bidders are required to score at least 60 points to proceed to the next stage.

  1. c) financial evaluation stage.

The evaluation will be based on the following criteria:

  • Price Competitiveness
  • Any additional criteria deemed relevant by the organization.

All applications received will undergo a three-tier evaluation process. All applications which pass the above compliance check will then be reviewed purely on cost.

Terms and Conditions

  1. The following terms and conditions apply to this RFQ and any resulting award:
  2. Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery. Any award resulting from this RFQ will be a firm fixed price, in the form of a purchase order.
  3. Pricing must be presented in Zambian Kwacha (ZMW).
  4. Pricing must remain valid for not less than thirty (30) calendar days after the application submission deadline.
  5. Issuance of this RFQ does not in any way obligate IHM, the SCHISS project, or CDC to make an award or pay for costs incurred by potential applicants in the preparation and submission of an application.
  6. This solicitation is subject to IHM standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request.
  7. IHM standard payment terms are net 30 days after receipt and acceptance of any commodities or deliverables. Payment will only be issued to the entity submitting the application in response to this RFQ and identified in the resulting award; payment will not pay to a third party.
  8. United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any agreement resulting from this RFQ must ensure compliance with these laws.
  9. The title to any goods supplied under any award resulting from this RFQ shall pass to IHM following delivery and acceptance of the goods by IHM. The risk of loss, injury, or destruction of the goods shall be borne by the vendor until title passes to IHM.
  10. The applicant understands that CDC is not a party to this solicitation and the applicant agrees that any protest hereunder must be presented—in writing with full explanations—to the IHM for consideration, as CDC will not consider protests regarding procurements carried out by implementing partners. IHM, at its sole discretion, will make a final decision on the protest for this procurement.
  11. By submitting and quotation in response to this RFQ, the vendor certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award financed by the U.S. Government. IHM will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.

ETHICAL AND BUSINESS CONDUCTS REQUIREMENTS

IHM Southern Africa is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and merit. IHM expects suppliers to comply with our standards terms and conditions. IHM does not tolerate fraud, collusion among applicants, or falsified proposals or bids. Any firm or individual violating     these standards will be disqualified from this procurement and barred from future procurement opportunities. In addition, IHM will inform CDC of any supplier offers of money, commissions, or gifts to obtain business.

Employees and agents of IHM are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, or object of value from current or potential vendors or suppliers in exchange for or as a reward for business. Applicants responding to this RFQ must disclose and include the following information as part of the proposal submission:

  • Close, familial, or financial relationships with IHM or activity staff. For example, if an applicant’s cousin is employed by the activity, the applicant must state
  • Disclose any family or financial relationship with other applicants submitting proposals. For example, if the applicate father  owns a company that is submitting another proposal, the applicant must state this.
  • Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other applicant or competitor for the purpose of restricting
  • Certify that all information in the proposal and all supporting documentation are authentic and
  • Certify understanding and agreement to NAME OF SUBCONTRACTOR’ prohibitions against fraud, bribery, and

Please contact procurement@ihm.org with any questions or concerns regarding the above information or to report any potential violations.

IHM Southern Africa is committed to fostering a diverse and inclusive work environment. We are an equal-opportunity employer and make all employment decisions based on merit, qualifications, and abilities, without regard to race, color, religion, gender, national origin, age, disability, or any other protected status. We celebrate the unique contributions of each individual and believe that diversity and inclusion are essential to our success as an organization.