INVITATION TO TENDER FOR PROVISION OF 4 x 4 VEHICLES
1. REQUEST FOR PROPOSALS (RFP) OVERVIEW
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RFP No:
E8-VEH-003-2016
RFP Title:
Provision of 4 x 4 vehicles
RFP Issued By:
Southern Africa Malaria Elimination 8 Initiative Secretariat (E8 Secretariat)
ISSUANCE DATE:
May 16, 2016
Countries and destination cities of delivery:
Angola – Luanda.
Botswana – Gaborone.
Mozambique – Maputo.
Namibia - Windhoek
South Africa - Pretoria
Swaziland – Mbabane.
Zimbabwe – Harare.
Zambia – Lusaka
PROPOSAL SUBMISSION DATE:
May 30, 2016, 17:00 hours Central African Time.
LANGUAGE OF PROPOSAL:
The technical and cost proposals must be submitted in English.
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Instructions for Submission of Proposals:
All proposals should be submitted to the E8 Secretariat via the following email address:
procurement@elimination8.org
AWARDS:
It is anticipated that there will be two types of optional awards
1. Option 1: One award covering supply and delivery to all countries.
2. Option 2: Multiple awards, awards covering individual or multiple country supply and deliveries.
Issuance of this Request for Proposals does not constitute an award commitment on the part of E8 Secretariat nor does it commit E8
Secretariat to pay for costs incurred in the preparation and submission of a proposal.
CODE OF CONDUCT:
The Global Fund to Fight AIDS, Tuberculosis and Malaria’s Code of Conduct for Supplier is applicable to this solicitation and any subsequent
awards. It is available at www.theglobalfund.org or can be downloaded from the RFP Dropbox.
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2. TERMS OF REFERENCE
A. BACKGROUND
1. MALARIA ELIMINATION 8 INITIATIVE
The Malaria Elimination 8 (E8) Initiative is a coordinated, eight-country effort to achieve the historic goal of eliminating malaria in four
southern African countries by 2020 (Botswana, Namibia, South Africa, and Swaziland), and to subsequently pave the way for elimination in
four more by 2030 (Angola, Mozambique, Zambia, and Zimbabwe).
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The Malaria E8 Initiative was designed to create an enabling environment for the eight member states to jointly plan and monitor national and
regional activities that are mutually reinforcing, and that accelerate the individual country goals of malaria elimination.
B. RFP DETAILS
(I) Quantities per country
The total number of vehicles per country is indicative and may therefore change, but it is not expected to vary significantly. Final quantities will
be subject to activities launching in respective countries. Cost per vehicle will be expected to remain firm for 90 days and E8 will reserve the
right to increase or reduce vehicle quantities per country.
Country and delivery city
Angola – Luanda
Botswana – Gaborone
Mozambique – Maputo
Namibia - Windhoek
Quantity
5
4
5
4
4
South Africa - Pretoria
Swaziland – Mbabane
Zambia - Lusaka
Zimbabwe – Harare
4
4
4
5
(II) Vehicle Specifications
Toyota Hilux Double Cab: KUN25R-PRMDHN (left hand drive for
Angola and right hand drive for the rest of the countries)
Model
Or
Drive
Transmission
Speed
Front suspension
Rear suspension
Front brakes
Rear brakes
Number of doors
Number of seats
Number of cylinders
Electrics (volts)
Fuel Type
FORD RANGER Double Cab: HS code 8704.31.81.00 (left hand drive
for Angola and right hand drive for the rest of the countries)
4x4
Manual
5
Double wishbone
Leaf
Disc
Drum
4
5
4
12
Diesel
70 amp-hour battery (12v)
Engine, fuel tank and transfer box protection
80 amp alternator (12v)
Fuel sedimenter
5
Number of seats
Front seating type
Rear seating arrangement
Rear seating type
5
Separate
3 Forward facing
Bench
Options common to all above (itemize pricing):
1. Left right hand drive variant for Angola.
2. Right hand drive variant for Botswana, Mozambique, Namibia, South Africa, Swaziland, Zambia and Zimbabwe
3. Compact first aid kit (list contents).
C. PRICING
The above vehicles will be used as utility vehicles (field activities) and so should be the base model to meet the specifications. Price will be a
heavily weighted factor in the decision.
Vehicles will be used in Angola, Botswana, Mozambique, Namibia, South Africa, Swaziland, Zambia and Zimbabwe.
Vehicle specifications must be suitable to these countries, by manufacturer standards:
1. Vehicles must be suitable for heavy-duty use in tropical, desert, and extreme environments.
2. Vehicles must be homologated for use in these countries.
3. Vehicle warranties must be valid for these countries.
4. Vehicles must be mechanically simple and durable.
5. Vehicle specifications must be supported by dealers in these countries.
6. Vehicles must be available in left and right hand drive versions.
Please itemize all costs. Prices should be EXW. Please specify the EXW location
D. ADDITIONAL INFORMATION REQUIRED
1. Provide full specifications of all recommended vehicles, including standard equipment.
2. Availability: a. How many vehicles can be held in stock on one weeks’ notice. b. Lead time for twenty vehicles at EXW.
3. Credit terms.
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4. At least two references from both the humanitarian and the vehicle sector.
5. Details of dealers/servicing centers in countries listed above
6. Warranty periods for each model recommended.
7. Freight handling capacities.
8. Availability and details of pre-delivery inspection.
E. DELIVERY OF VEHICLES
The supplier will
1. Deliver the vehicles at the indicated cities.
2. Deliver vehicle Deliver at Place (DAP ) and Carriage and Insurance (CIP) paid to destination cities
3. Provide quotation including a full 3 year service maintenance plan including the wear and tear parts.
F. SELECTION CRITERIA
When analyzing the Bids, E8 Secretariat will take into account the following criteria:
1. Pricing.
2. Lead times and availability.
3. Models offered.
4. Supplier Information
G. INFORMATION REQUIRED
All sections below must be completed and included in the Bid. Failure to provide all of the information requested may invalidate the bid.
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H. SUPPLIER INFORMATION
Please provide the following information:
1. Company Name.
2. Address.
3. Phone and fax.
4. Contact person with email.
I.
SPECIFICATION OF ITEMS
Please give a full description of the goods/services being offered (see Section 10 for further information).
J. PRICING
1. Prices must be expressed in US Dollars.
2. Prices should be quoted excluding taxes, duty and excise, but any chargeable taxes, duty and excise must be indicated transparently.
3. Prices will be fixed terms for six months. Any change in prices must be submitted in writing for approval. Price changes must be for a valid
and transparent reason, and must follow an externally traceable index (for example, oil/fuel prices).
4. Any discount offered to E8 Secretariat must be clearly indicated.
K. LEAD AND DELIVERY DETAILS
Terms of reference for execution will be negotiated with the successful supplier, with details of lead times and schedules
L. PAYMENT TERMS
Payment will be made to the vendor by cheque or bank transfer within 30 days from receipt by E8 Secretariat of an appropriate invoice for
goods/services delivered as described herein.
M. CONDITIONS OF TENDER
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1. E8 SECRETARIATE8 Secretariat reserves the right to deal with any tender of its choice or any or all parts of the tender and to purchase items
from various tenders. E8 SECRETARIAT is not bound to accept the lowest offer or any offer.
2. The winner of the contract will be an exclusive supplier unless unable to provide the required goods/services at the right time. In such cases,
the second preferred supplier will be contacted, and so on.
3. Prices quoted must be valid for the full six-month period. Any change in prices must be submitted in writing for approval. Price changes
must be for a valid and transparent reason, and must follow an externally traceable index (for example, oil/fuel prices).
4.This request for tender is not a contract or an offer into a contract, but is a request for a quotation for the goods/services indicated in this
document. However, a contract will be established on the basis of the tender decision.
5. E8 SECRETARIAT does not pay in advance of delivery.
8. Respondents are bound by their offer for a period of 60 days as from the closing date of bids.
7. E8 SECRETARIAT is in no way responsible for any costs associated with preparing the tender response.
8. E8 SECRETARIAT reserves the right to alter the dates of the tender timetable.
9. E8 SECRETARIAT will inform each respondent to the tender of the decision on their offer through a letter of engagement if successful, or
otherwise by email. E8 SECRETARIAT is not obliged to justify or explain selection to any respondent. Respondents are encouraged to contact E8
SECRETARIAT for any information required to submit a competitive bid.
10. Ethical Purchasing Considerations. E8 SECRETARIAT supports and follows the ethical procurement policy developed by the Global Fund.
www.the globalfund.org.
N. AUTHORISATION OF PRICES
The prices given in this bid are a true representation of contract prices.
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Signed
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Date
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Name:
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Position:
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Organisation:
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