Invitation to Bid for Service Agreement (SA) of service provision of vehicle with their drivers for Baidoa office (Companies and Individuals)

Invitation to Bid

To: Interested and qualified bidders.

Advertisement ITB No. SO-BIB-ITB-23-001-Service Agreement (SA) of service provision of vehicle with their drivers for Baidoa office (Companies and Individuals)

Dear Sir/Madam:

The Danish Refugee Council (DRC) has received a grant from various donors for the implementation of the humanitarian aid operation in Somalia. For smooth running of the operation DRC is looking for the provision of Vehicle Rental Services.

Therefore, the DRC requests you to submit price bid(s) for the supply of the item(s) listed on the attached DRC Bid Form Annexes A.1

Tender Details.

The Tender details are as follows:

PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE

Important information regarding this ITB:

This ITB is launched for the purpose of establishing a Framework Agreement for Vehicle Rental Services for Two year with possibility of extension of another year when DRC request.
. Details of vehicles must be submitted along with the tender for the tender to be accepted. It is not accepted to change the vehicle during course of tendering period or during the contract signing stage. Change of vehicle during the contract period needs to be agreed in writing by DRC and can only be due to technical Faults in the Vehicle.
The proposed driver should not be changed throughout the tendering and contractual period.
DRC will conduct a safety test, Driver’s test and interview and vehicle check before signing contract.
No advance payment will be paid to the awarded supplies. The payment for the contract originating for these services will be paid on a monthly basis within 10 working days of the preceding month according to the Certificate of completion of services and the Log sheet of mileage on monthly basis.
The Service provider is required to provide services within 3 days of signing the contract. DRC May terminate the contract or impose other penalties if timely services are not provided.
DRC will maintain the roster of successful service providers and issue contract as per its requirement.
termination notice period in the event, either party desires to terminate the agreement/contract the party shall provide at least thirty (30) days prior written notice of the termination date to the other party; provided, however, that the receiving party may agree, in writing, to a shorter notice period.
Bidders are allowed to apply for Multiple lots or for one vehicle only, Bidders applying for multiple lots must provide Driver details for each Vehicle as requested.
DRC reserves the right to Split the award per Lot or Per Vehicle
This Tender is divided into Geographical Lots based on Districts as Listed Below

Selection and Award Criteria

For the purpose of this tender, the following process will take place to determine the ‘’best value for money’’

Bids that are successfully in administrative and technical evaluation will go through a financial evaluation process

This tender will be awarded to the lowest cost technically compliant bid. The technical evaluation criteria are as per the specification stated in Annex A.1

Administrative Evaluation

A bid shall pass the administrative evaluation stage before being considered for technical and financial evaluation. Bids that are deemed administratively non-compliant may be rejected. Documents listed below shall be submitted with your bid.

Admin evaluation checklist obligatory

Vehicles ITB-BIB-001

How to apply

Email submissionBids can be submitted by email to the following dedicated, controlled, & secure email address: tender.som@drc.ngo

When Bids are emailed the following conditions shall be complied with:

The ITB number shall be inserted in the Subject Heading of the email
Separate emails shall be used for the ‘Financial Bid’ and ‘Technical Bid’, and the Subject Heading of the email shall indicate which type the email contains.
- The Financial Bid shall only contain the financial bid form, Annex A.2
- The Technical Bid shall contain all other documents required by the tender as mentioned in section A. Administrative Evaluation but excluding any pricing information.
Bid documents required, shall be included as an attachment to the email in PDF, JPEG, TIF format, or the same type of files provided as a ZIP file. Documents in MS Word or excel formats, will result in the bid being disqualified.
Email attachments shall not exceed 4MB; otherwise, the bidder shall send his bid in multiple emails.

Failure to comply with the above may disqualify the Bid.

DRC is not responsible for the failure of the Internet, network, server, or any other hardware, or software, used by either the Bidder or DRC in the processing of emails.

DRC is not responsible for the non-receipt of Bids submitted by email as part of the e-Tendering process.

Bids can be submitted in one of two ways, hardcopy or electronically. If the Bidder submits a Bid in both Hardcopy and electronically, DRC will choose the version that is the most advantageous to DRC.