Request for Proposal for Car Hire Service at Mercy Corp's Nigeria

Posted by Future on Wed 21st Jul, 2021 - nigeriantenders.com

Mercy Corp's Nigeria invites reputable and competent service providers to submit tender proposal documents for the following works:

Mercy Corps is a global organization powered by the belief that a better world is possible. Mercy Corps started its operations in 1979 in Portland, USA and has since expanded to 43 countries worldwide. The organization exists to alleviate suffering, poverty and oppression by helping people secure productive and just communities. Our work focuses on areas of emergency relief, sustainable economic development, gender and education. Mercy Corps has been in Nigeria since 2012 and has grown into a multi-sectoral country office with more than 150 staff across offices in FCT, Gombe, Maiduguri, Biu, Kano, Lagos, and Jos where more than 500,000 beneficiaries are served.

Applications are invited for:

Title: Request for Proposal for Car Hire Service

Preamble

Mercy Corps Ltd/Gte Nigeria is seeking for service provider for car hire service for Mercy Corps field office in Yobe state for a period of 24 months with possible further extension subject to Mercy Corps Ltd/Gte decision and satisfactory performance of the contract

Mercy Corps travels frequently to program locations based on need and will consistently be in need of fleet for program implementation, to complement existing fleets. The agreement will be for One (1) Year’ Covering car hire services. The objective of this process is to provide Logistics support to Mercy Corps Nigeria, Yobe state and neighboring state as indicated in this scope of work.

The Firm will provide car hire services for Mercy Corps in the specified location. This means that the service provider must have types of vehicles listed below; be able to cover all locations listed and have vehicles available at all time when requested.

Destinations within Yobe State - Sedan Category

Destination (Within)	Hourly rate	Full day charge	One way trip	Return Trip	Overnight charge
Damaturu
Potiskum
Nangere
Jakusko
Gaidam
Nguru

Destination within Yobe State - 14 Seater Bus Category

Destination (Within)	Hourly rate	Full day trip	Return trip	One way trip	Overnight charge
Damaturu
Potiskum
Nangere
Jakusto
Gaidam
Nguru

Destination Withi Yobe State - 4x4SUV Category

Destination (within)	Hourly rate	Full day charge	One way trip	Return trip	Overnight charge
Damaturu
Potiskum
Nangere
Jakusto
Gaidam
Nguru

Destination Outside Yobe State

Destination	One WayTrip	Return Trip
Yobe - Gombe
Yobe - Taraba
Yobe- Maiduguri
Yobe - Biu
Yobe - Bauchi
Yobe - Jos
Yobe - Abuja
Yobe - Lagos
Yobe - Kano
Yobe - Katsina
Yobe - Kaduna

Destination Outside Yobe - 4x4SUV Category

Destination	One way trip	Return trip
Yobe - Gombe
Yobe - Taraba
Yobe- Maiduguri
Yobe - Biu
Yobe - Bauchi
Yobe - Jos
Yobe -Abuja
Yobe - Lagos
Y

Scope of Service

The service provider is obligated to:

Establish a line of credit for Mercy Corps for car hire service
Only the authorized Mercy corps personnel listed below will be able to obtain the services in the agreement.
Issue a monthly invoice within every month and the vehicle movement log properly filled detailing each service used and signed off by staff that was serviced to the authorized personnel.
Establish a 24 hours service every day, Monday to Sunday.
Ensure that all seats in the vehicle have functional seatbelts including the back seat.
Not to charge more than the amount for service as at agreed by both parties.

Full Compliance Requirements

The driver should have minimum 5 years' work experience as a Driver; a safe and clean driving record; knowledge of driving rules and regulations and skills in minor vehicle repair;
The driver should be able to communicate and write in English;
The driver should not consume alcohol, smoke & chew gum while on duty
The driver should be properly trained in the operation and maintenance of the vehicle;
The driver should be licensed for operating a motor vehicle which is on duty, including for passenger service if required;
Familiar with local routes and destinations;
Properly attired during hours of operation;
Observes the rules of the road at all times &
Observes at all times basic courtesy to passenger(s), fellow motorists and road authorities

General Conditions for Tender

Mercy Corps invites offers for the goods, services and/or works described and summarized in these documents, and in accordance with procedures, conditions and contract terms presented herein. Mercy Corps reserves the right to vary the quantity of work/materials specified in the Tender Package without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

Contract Terms

Mercy Corps intends to issue a Fixed Price contract to one or several company(ies) or organization(s). The successful offeror(s) shall be required to adhere to the statement of work and terms and conditions of the resulting contract. The anticipated contract is stated above. By submitting an offer, offerors certify that they understand and agree to all of the terms and clauses contained in the contract above.

Specific Eligibility Criteria

Eligibility criteria must be met and the corresponding supporting documents listed below under “Tender Submittals” must be submitted with offers. Offerors who do not submit these documents may be disqualified from any further technical or financial evaluation.

Business must be registered
Business must have Tax Registration and in compliance with tax regulation.
Price Offer Sheet must be signed and stamped

Supplier Eligibility

Suppliers may not apply, and will be rejected as ineligible, if they:
Are not registered companies
Are bankrupt or in the process of going bankrupt
Have been convicted of illegal/corrupt activities, and/or unprofessional conduct
Have been guilty of grave professional misconduct
Have not fulfilled obligations related to payment of social security and taxes
Are guilty of serious misinterpretation in supplying information
Are in violation of the policies outlined in Mercy Corps Anti Bribery or Anti Corruption Statement
Supplier (or supplier’s principals) are on any list of sanctioned parties issued by; or are presently excluded or disqualified from participation in this transaction by: the United States Government or United Nations by the United States Government, the United Kingdom, the European Union, the United Nations, other national governments, or public international organizationsion.

Tender Submittals
Documents and required information listed in tender submittals are necessary in order to support the eligibility criteria and to conduct technical evaluations of received offers (and due diligence). While absence of these documents and/or information does not denote mandatory disqualification of suppliers, the lack of these items has the potential to severely and negatively impact the technical evaluation of an offer.

Documents supporting the Eligibility Criteria

Legal Business Registration- A valid copy of Legal Business Registration or CAC Copy.
A valid copy of company’s Tax Identification Number (TIN) with evidence of registration with FIRS attached
A filled, stamped and signed supplier’s information document/form.

Documents to conduct the Technical Evaluation and additional Due Diligence

Physical Vehicle Inspection report/Facility Visit (Seat belt, Jumper cable, A/C, Neatness, First Aid Box Spare tyres, driver’s license, towing rope, tyre conditions, Engine condition, fire extinguishers etc)20%
Letter of Acceptance of payment after service delivery 5%
Complimentary card/company profile showing verifiable business location should be submitted (Offices must be located in Yobe State)5%
Attach 3 Copies of Contracts or Purchase Orders from 3 different Organizations) 10 Marks per Purchase Order/Contract 30 %
Letter stating at least 12months price validity10%
Evidence of four Proof of ownership/lease of vehicles with valid Vehicle particulars in companies name or One of the Directors – 5 Marks per proof of ownership/Lease of vehicles – 20 %
List of vehicle’s Make and Model (Models must be from year 2006 and above) -10 points for newer models10 %

Price Offer

The Price offer is used to determine which offer represents the best value and serves as a basis of negotiation before award of a contract. As a Fixed-Price contract, the price of the contract to be awarded will be an all-inclusive fixed price basis, either in the form of a total fixed price or a per-unit/deliverable fixed price. No profit, fees, taxes, or additional costs can be added after contract signing. Offerors must show unit prices, quantities, and total price, as displayed in the Offer Sheet in Section 4. All items must be clearly labeled and included in the total offered price.

Offerors must notinclude VAT and customs duties in their offer. Vehicles must be duty and VAT free. However Mercy Corps withholds 10%WHT in line with Government regulation in Nigeria

Offers should be submitted in; NGN
Payments will be made in: NGN

Tender Evaluation (Trade-off Selection Method)

Based on the above submittals, a Mercy Corps Tender Committee will conduct a tender evaluation process. Mercy Corps reserves the right to accept or reject any or all bids, and to accept the offer(s) deemed to be in the best interest of Mercy Corps. MC will not be responsible for or pay for any expenses or losses which may be incurred by any Offeror in the preparation of their tender.

Evaluations will be conducted as described in the following subsections:

Technical Evaluation

Trade-Off Method:

Mercy Corps Tender Committee will conduct a technical evaluation which will grade technical criteria on a weighted basis (each criteria is given a percentage, all together equaling 100%). Offeror's proposals should consist of all required technical submittals so a Mercy Corps committee can thoroughly evaluate the technical criteria listed herein and assign points based on the strength of a technical submission.
Award criteria shall be based on the proposal’s overall “value for money” (quality, cost, delivery time, etc.) while taking into consideration donor and internal requirements and regulations. Each individual criteria has been assigned a weighting prior to the release of this tender based on its importance to Mercy Corps in this process.
Offeror(s) with the best score will be accepted as the winning offeror(s), assuming the price is deemed fair and reasonable and subject to the additional due diligence in section 3.5.2.
When performing the Scoring Evaluation, the Mercy Corps tender committee will assign points for each criteria based on the following scale.

Point	Rationale
0	Not acceptable, has not met any part of the specified criteria
1-4	Has met only some minimum requirements and may not be acceptable .
5	Acceptable
6-9	Acceptable, has met all requirements and exceeds some
10	Acceptable, has exceeded all requirements

Eligibility Criteria	Weight (%)	Possible Points (1-10)	Weighted A*B
Physical Vehicle Inspection report/Facility Visit (Seat belt, Jumper cable, A/C, Neatness, First Aid Box Spare tyres, driver’s license, towing rope, tyre conditions, Engine condition, fire extinguishers etc) 20%	20%
Letter of Acceptance of payment after service delivery 5%	5%
Complimentary card/company profile showing verifiable business location should be submitted (Offices must be located in Yobe State) 5%	5%
Attach 3 Copies of Contracts or Purchase Orders from 3 different Organizations) 10 Marks per Purchase Order/Contract 30 %	10%
Letter stating at least 12months price validity 10%	10%
Evidence of four Proof of ownership/lease of vehicles with valid Vehicle particulars in companies name or One of the Directors – 5 Marks per proof of ownership/Lease of vehicles - 20 %	20%
List of vehicles Make and Models (Modls must be from 2006 and above) 10 points for newrer models - 10%	10%
Total Possible Score	100%

Application Closing Date
5.00pm 23rd July, 2021

Submission of Document
All documents must be submitted in a sealed envelope labelled as‘"DTR MAR 02 Car Hire Services Yobe State to:

Mercy Corps Office

Plot 75, A, B and C,

Behind Government House GRA,
Damaturu -Yobe State.

Or
E-mail: tenders@mercycorps.org

Additional Due Diligence

Upon completion of both the technical and financial evaluations Mercy Corps may choose to engage in additional due diligence processes with a particular offeror or offeror(s). The purpose of these processes is to ensure that Mercy Corps engages with reputable, ethical, responsible Suppliers with solid financials and the ability to fulfill the contract. Additional due diligence may take the form of the following processes (though it is not limited to):

Ineligibility & compliance Check
Reference Checks
Offer Form
Offerors must submit their own independent offer including at least (but not limited to):
All documents requested in the “Eligibility Criteria” section of this Tender Package
All documents requested in the “Tender Submittals” section of this Tender Package
All information listed in the “Documents Comprising the Bid” section below
All offers must be duly signed (including position and full name of the signer) and stamped, with the date of completion.

Documents Comprising the Bid

The following information must be included in the offer of any potential offeror:

Cover Letter explaining interest to be a contracted vendor or supplier, and the details of the Proposal. The content of the cover letter shall include the following information:
A detailed specification of the offered services
Delivery time
Price validity date; quote given shall remain unchanged for 180 working days
A Price Offer detailing the unit price only, using the Price Offer Sheet template provided.
Completed and signed Mercy Corps Supplier Information Form
Other important documents offeror feels need to be attached to support their proposal
The original bid shall be signed by the offeror or a person or persons duly authorized to bind the offeror to the contract. Financial offer pages of the bid shall be initialed by the person or persons signing the bid and stamped with the company seal.
Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons signing the bid.

Tender Basis

All offers shall be made in accordance with these instructions, and all documents requested should be furnished, including any required (but not limited to) supplier-specific information, technical specifications, drawings, bill of quantities, and/or delivery schedule. If any requested document is not furnished, a reason should be given for its omission in an exception sheet.

No respondent should add, omit or change any item, term or condition herein.
If suppliers have any additional requests and conditions, these shall be stipulated in an exception sheet.
Each offeror may make one response only.
Each offer shall be valid for the period of [180 days] from its date of submission.
All offers should indicate whether they include taxes, compulsory payments, levies and/or duties, including VAT, if applicable.
Suppliers should ensure that financial offers are devoid of calculation errors. If errors are identified during the evaluation process, the unit price will prevail. If there is ambiguity on the unit price, the Selection Committee may decide to disqualify the offer.
Any requests for clarifications regarding the project that are not addressed in written documents must be presented to Mercy Corps in writing. The answer to any question raised in writing by any offerorwill be issued to that offeror. In some cases Mercy Corps may choose to issue clarifications to all offerors. It is a condition of this tender that no clarification shall be deemed to supersede, contradict, add to or detract from the conditions hereof, unless made in writing as an Addendum to Tender and signed by Mercy Corps or its designated representative.
This Tender does not obligate Mercy Corps to execute a contract nor does it commit Mercy Corps to pay any costs incurred in the preparation and submission of bids. Furthermore, Mercy Corps reserves the right to reject any and all offers, if such action is considered to be in the best interest of Mercy Corps.

Mercy Corp's Anti-Bribery and Anti-Corruption Statement

Mercy Corps strictly prohibits:

Any form of bribe or kickback in relation to its activities
This prohibition includes any request from any Mercy Corps employee, consultant or agent for anything of value from any company or individual in exchange for the employee, consultant or agents taking or not taking any action related to the award of a contract or the contract once awarded. It also applies to any offer from any company or individual to provide anything of value to any Mercy Corps employee, consultant or agent in exchange for that person taking or not taking any action related to the award of the contract or the contract. Conflicts of interests in the awarding or management of contracts
If a company is owned by, whether directly or indirectly, in whole or in part, any Mercy Corps employee or any person who is related to a Mercy Corps employee, the company must ensure that it and the employee disclose the relationship as part of or prior to submitting the offer.
The sharing or obtaining of confidential information Mercy Corps prohibits its employees from sharing, and any offerors from obtaining, confidential information related to this solicitation, including information regarding Mercy Corps’ price estimates, competing offerors or competing offers, etc. Any information provided to one offerormust be provided to all other offerors.
Collusion between/among offerors. Mercy Corps requires fair and open competition for this solicitation. No two (or more) companies submitting bids can be owned or controlled by the same individual(s). Companies submitting offers cannot share prices or other offer information or take any other action intended to pre-determine which company will win the solicitation and what price will be paid.
Violations of these prohibitions, along with all evidence of such violations, should be reported to: integrityhotline@mercycorps.org
Mercy Corps will investigate allegations fully and will take appropriate action. Any company, or individual that participates in any of the above prohibited conduct, will have its actions reported to the appropriate authorities, will be investigated fully, will have its offer rejected and/or contract terminated, and will not be eligible for future contracts with Mercy Corps. Employees participating in such conduct will have his/her employment terminated.
Violations will also be reported to Mercy Corps’ donors, who may also choose to investigate and debar or suspend companies and their owners from receiving any contract that is funded in part by the donor, whether the contract is with Mercy Corps or any other entity.ory