Posted date | 13th June, 2024 | Last date to apply | 26th June, 2024 |
Country | Pakistan | Locations | Lodhran |
Category | Operations / Administration | ||
Salary | Market Completive | ||
Type | Consultant | Position | 1 |
Status | Closed |
INVITATION FOR TENDER (IFT)
Tender Ref # IFT-1120189/2024 Date: June 13, 2024
Project Code: PAK-1118
Provision of Vehicles on Rent
Dear Madam/Sir,
Lodhran Pilot Project (LPP) is a non-profit organization, which is committed to promote development & humanitarian objectives in Pakistan. It serves in a non-partisan manner and contributes to the development of all disadvantaged communities without any discrimination. It is registered under the Societies Act 1860, Punjab Charity Commission Act and also certified by Pakistan Centre for Philanthropy (PCP). WASH, Green & Clean, livelihood, youth engagement, capacity building, institutional development and emergency preparedness & response are its key focused areas of interventions.
Deutsche Welthungerhilfe (WHH) was established in 1962. It is today one of the largest nonprofit organizations working in the area of development cooperation and humanitarian aid in Germany. The organization is non-profit-seeking, non-partisan and non- denominational. Donations from the population at large fund our work in over 40 countries in Africa, Asia and Latin America. In addition, WHH receives grants from the Federal German Government, the European Union, and the United Nations for International Development.
LPP in partnership with Welthungerhilfe is implementing a BMZ funded project named “Strengthening the socio-economic resilience of youth by promoting their economic self-reliance in district of Bahawalpur, Bahawalnagar and Rahimyar Khan”. LPP is inviting the sealed bids/quotations from registered, reliable, experienced and potential vendors for the provision of vehicles on rent mentioned in the tender.
- 1. Instructions to tenders
By submitting a tender, bidder is fully and unreservedly accepting the conditions of this call for tenders, which will constitute governing the contract as the sole basis of this tendering procedure, whatever the bidder’s own conditions of sale may be, which they hereby waive. The bidders are expected to examine carefully and comply with all instructions, forms, contract provisions and specifications contained in this tender dossier. Failure to submit a tender containing all the required information and documentation within the deadline specified will lead to the rejection of the tender. No account can be taken of any remarks in the tender relating to the tender dossier; remarks may result in the immediate rejection of the tender without further evaluation.
To be eligible to take part in this tender procedure, bidders must prove to the satisfaction of the Contracting Authority that they comply with the necessary legal, technical and financial requirements and have the means to carry out the contract effectively. Participation is open to natural persons and legal persons [participating either individually or in a grouping (consortium) of tenders.
Note: This document is not a contract or an offer of contract, but is a formal Invitation for Tender of required material / services. Bidders must read, sign/stamp on each page of this document for compliance of terms and conditions given below.
The foreseeable timetable for this procedure is as follows:
|
DATE |
TIME in PST |
Deadline for requesting clarifications from the Contracting Authority |
24-June-2024 |
17:00 |
Last date on which clarifications are issued by the Contracting Authority |
25-June-2024 |
17:00 |
Deadline for submission of tenders |
26-June-2024 |
17:00 |
Bids Opening Date |
27-June-2024 |
11:00 |
- 2. General remarks and special condition
All offered commodities must be sound, fair and in merchantable quantity and quality. The quality must be in line with the specifications stated in this tender.
- All offered products must be according to specifications stated in the tender document including all applicable taxes.
- Suppliers must quote the rates for all the items. In case of calculation mistake in grand total amount, the unit price will be considered.
- Timely arrival in accordance with the negotiated delivery periods is of utmost important.
- Part shipments are not allowed without authorization of the Contracting Authority.
- The Contracting Authority holds the right to change quantities and slight changes to the technical specifications or packing if required.
- The origin of all products needs to be indicated in the offer.
- In case an alternative to the specified items is offered, this must be clearly indicated and excessively documented.
- Bidder must submit their technical and financial proposal separately.
- 3. Specifications / Quantities
The specifications and quantities of the items for Vehicle on rent for monthly basis listed below:
Sr # |
Item/Vehicle Description |
Specifications |
Unit |
Qty (A) |
Month (B) |
Unit Rate with tax (C) |
Sub-Total with tax (A x B x C) |
1 |
Vehicle (Sedan Car) |
1300-1400 cc Petrol Manual/Automatic • Good Engine condition • Good condition body • Good condition tyres • Spare wheel with tool kit • Neat and clean seat • Experienced Driver with computerized valid License Model 2020 or above |
Vehicle |
2 |
12 |
|
|
Grand total included all taxes
|
|
Sign and Stamp of Supplier: ________________________________________________________
Company name: _________________________________________________________________
Address, contact details:__________________________________________________________
The tenderer must submit a tender for all items.
A tenderer may include in its tender the overall discount it would grant in the event of some or all the items for which it has submitted a tender being awarded. The discount should be clearly indicated for each item in such a way that it can be announced during the public tender opening session.
4. Samples/Pictures/Specifications
Tenderers who present their bids after stipulated time or incomplete bids will be excluded from the tender evaluation process. Vehicle model should be clearly mentioned in Tender.
5. Use of Vehicle
If vehicle will be hired on monthly basis, LPP has right to use the vehicles in all over the Pakistan without intimation of Service provider/vendor.
Parking of Vehicle
LPP reserved the right to either park the vehicle hired on monthly basis at the LPP managed parking or release the vehicle after duty hours.
Accident/Damage of Vehicle
In case of any accident/theft of vehicle / damage of vehicle LPP & WHH will not be responsible and Vendor/Service provider has no right of any claim in any court of Law and it is the responsibility of vendor to provide/replace the vehicle with same or equivalent specifications/model within 4 hours.
Residence of Drivers
LPP will not be responsible for making arrangements of residence and Meal of Drivers.
Insurance
- Vehicle insurance is the responsibility of the vendor.
- Driver Insurance: Vendors must provide evidence of driver health and accidental insurance.
6. Prices
All prices in your quotation must be indicated in Pakistan Rupees (PKR). Quotations stated in other currencies will not be considered in the awarding process.
The analysis of the offers will be performed in Pakistani Rupees (PKR).
Prices must be inclusive all applicable taxes i.e., GST, WHT, insurance costs, Punjab Revenue Authority (PRA) 16% and any other taxes levied by the government of Pakistan.
7. Payment
- LPP will Pay the vehicle rent on monthly basis through Cross cheque to the vendor after receiving of the invoice along with all supporting documents i.e. copies of the log books, etc.
Ordering Party
Lodhran Pilot Project and Main Multan Road, Near WAPDA Colony, Lodhran City
Consignee/Notify
Lodhran Pilot Project and Main Multan Road, Near WAPDA Colony, Lodhran City
- Documents
Following documents must be submitted before tender closing:
Written/printed quotation on letterhead paper or on Tender document. The quotation must have the pre-qualification documents (3 Pages) attached herewith as an Annex. It must be (signed and stamped) by the competent authority of the vendor.
- Company Profile (Must include Past experiences, Financial Position, GST/Sales Tax registrations/NTN, Registration)
- Following documents will be requested from the vendor every month after delivery of the services:
- Original Commercial Invoice
- Performa Invoice (addressed to Consignee)
- Copies of the logbooks
The vendor will cover all expenses of the vehicle for first time reporting to the duty station
8. Payment Conditions
- Payment shall take place in the currency of the Contract.
- Payments due by the Contracting Authority shall be made through cross cheque to the vendor.
- Pre-financing will not be granted.
- Payment shall take place according to Cash against documents (CAD) within 15 working days of the receipt of the invoice completed from all aspects.
- The order sum cannot be subdivided into partial payments.
9. Penalties
If the Vendor/Service provider fail to provide requried services within specified time, other than the delays caused by force majeure, the Contracting Authority reserves the right to impose a penalty equaling to the 0.01% per calendar day of the total value of the services not delivered. The penalty will be deducted from the invoice. LPP reserves the right to either terminate the agreement or return any of the vehicles without any prior notice where;
- Vendor or any of his/her associates is found involved in the financial embezzlement/corruption.
- Vendor or any of his/her associates is found guilty of the serious breach of the LPP’s code of conduct.
- Vendor or any of his/her associates is involved in Child Abuse or Sexual Harassment.
- LPP prefers single supplier for all vehicles but reserve the right to divide the contract among different vendors as per vehicle/geographical needs.
- Tenderers not providing all necessary documents, properly signed and stamped will not be considered for further process.
- Tenderers are encouraged to provide rates (up to 3 years) for similar locations.
10. Award Criteria
Following quantitative criteria will be considered in the contract granting:
- Financial Evaluation: 70 Marks / 70%
- Technical Evaluation: 15 Marks / 15%
- Vehicle Condition/Inspection: 15 Marks / 15%
A. Financial Evaluation 60% for each lot: Offers to be provided inclusive of applicable tax(s) transportation etc.
(1) Lowest price for each lot will get 70 Marks / 70%. (the score for the higher offers will be calculated accordingly)
B. Technical Evaluation 15% for each vendor: Technical criterial will be accordingly as comments below;
- Updated & Valid NTN Registration (04 marks)
- Min 4 relevant experience certificates/contract/P.O(s) (8 Marks <02 score for each proof>)
- Office physically availability and pictures (Shared office location and office pictures) (3 Marks)
- Recent Bank statement for the past 06-months.
C. Vehicle Condition (Tick on available or not available)
- GPS Tracker (If available then shared picture and its specification. (Available/Not Available) 5 Marks.
- Car Tool Kits (first aid kit, type punchers, tow chain/tow lead, jumper lead, Spare wheel), (Available/Not Available) 5 Marks
- Driver education/training certificate (If driver have any training, please share picture of certificates, i.e. Licence etc) (Available/Not available) 5-Marks
11. Tender Conditions
- All correspondence, between the tenderer and the Contracting Authority must be in written in the language of the procedure, which is English.
- The offer must have a validity for the period specified in the tender document. Otherwise, the tenderer must mention clearly.
- Vehicles will be received and returned with a full fuel tank by LPP.
- The minimum fuel average for monthly vehicle should be 10KM per Liter.
- The Contracting Authority is responsible for payment of ordinary maintenance e.g. oil, and oil filter after 4000KM.
- Schedule maintenance will be communicated 7 days in advance. Before a vehicle exits for maintenance, an alternate vehicle must be provided to LPP.
- All scheduled and accidental maintenance, as well as any fines (challans), will be the vendor's responsibility.
- The Contracting Authority, in Pakistan, must receive the tenders before the tender deadline.
Lodhran Pilot Project and Main Multan Road, Near WAPDA Colony, Lodhran City
- The tender must include all the documents specified in paragraph 14 of these Instructions and be sent to the following address:
Procurement Department,
Lodhran Pilot Project, Bangalow # 2, Opposite WAPDA Town, Gate No. 1, Near Multan Public School Road, Multan.
- All tenders, including annexes and all supporting documents, must be submitted in a sealed envelope bearing only:
- the above address.
- the reference code of this tender procedure, (i.e. IFT #. IFT-1120189/2024)
- the words 'Not to be opened before the tender opening session’.
- The name of the tenderer.
- Quotations must be provided in a sealed envelope as hard copy, in one copy only. Offers through e-mail or fax will not be accepted or considered.
- Alteration or withdrawal of tenders (as below)
- Tenderers may alter or withdraw their tenders by written notification prior to the deadline for submission of tenders. Tenderer will not be allowed to be altered after the deadline. Withdrawals must be unconditional and will end all participation in the tender procedure.
- Any such notification of alteration or withdrawal must be prepared and submitted in the outer envelope must be marked 'Alteration' or 'Withdrawal' as appropriate.
- No tender may be withdrawn in the interval between the deadline for submission of tenders
- Costs of preparing tenders: No costs incurred by the tenderer in preparing and submitting the tender are reimbursable. All such costs will be borne by the tenderer.
- Ownership of tenders: The Contracting Authority retains ownership of all tenders received under this tender procedure. Consequently, tenderers have no right to have their tenders returned to them.
- Suppliers who do not receive a written feedback 20 days after expiry of the deadline have not been successful and will not be informed in writing.
- LPP reserves the right to change the quantities, skip any particular item or cancel the whole tender at any stage without assigning any reason, or without intimation to any supplier or without to publish on any other publication channel.
For queries
For any queries and clarities on the IFT, please write to the below mentioned email address
Phone #: 0608-362928 and 361030 (0900 – 1700) hrs.
ANNEX
Welthungerhilfe Supplier Declaration Form
Note: This Supplier Declaration Form, including your certification by signature, is part of the qualification procedure for our suppliers and service providers. If you do not fully complete this form, you may be disqualified from the tender.
1. Supplier Information
By signing the certification at the end of this Supplier Declaration Form, you confirm that all information submitted in sections 1.1 and 1.2 below is true and complete.
1.1 Information about your business
Please provide the following information about your business and attach a copy of your company’s legal registration document if available.
Business name |
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Legal form If the supplier is not a registered company, write “not registered.” |
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Year founded |
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Country where established |
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VAT or registration number |
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Bank details Include the account holder’s name, bank name, IBAN, SWIFT code, and currency used. |
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Physical address, email address, and website |
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Contact Sales and marketing |
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Range of products and services provided (Portfolio) |
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Other information |
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1.2 Information about your managing officials
Welthungerhilfe upholds high moral standards regarding the conduct of its employees, partners, suppliers, and other service providers. As discussed in part 2.3 below, one of these standards is a condemnation of terrorism and a commitment that no funds or other resources will be used to support terrorists or terrorist activities in any way. Not only is this standard an integral part of how Welthungerhilfe works, but it is also an expectation of our institutional donors and banks that we screen our suppliers and service providers against lists of known and suspected terrorists on a regular basis.
For this reason, we are required to collect certain information about the relevant decision makers of each supplier. In particular, we request information about your top 4 managing officials (e.g., executive board members, managing directors, or heads of department). Generally, these are the individuals listed on your company’s registration document. If your company has fewer than 4 managing officials, please provide details for all of your managing officials and let us know this fact when submitting the form.
The data collected below will only be used for comparison with freely accessible international sanctions lists published on the internet and will be protected in accordance with applicable data protection laws. If you have any questions how your data will be processed or stored, please talk to your contact at Welthungerhilfe or send an email to [email protected].
Managing official 1 |
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Full name (given name followed by middle and surname) |
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Nationality |
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Address (at a minimum, country of residence) |
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Gender (optional) |
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Birthdate |
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Managing official 2 |
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Managing official 3 |
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Managing official 4 |
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2. Welthungerhilfe Policy statement
2.1 Welthungerhilfe supports the goals of the UN Global Compact
The UN Global Compact is a strategic policy initiative for organizations that are committed to aligning their operations and strategies with the following 10 universally accepted principles in the areas of human rights, labour, environment, and anticorruption:
Human rights
Principle 1: Businesses should support and respect the protection of internationally proclaimed human rights; and
Principle 2: make sure that they are not complicit in human rights abuses.
Labour
Principle 3: Businesses should uphold the freedom of association and the effective recognition of the right to collective bargaining;
Principle 4: the elimination of all forms of forced and compulsory labour;
Principle 5: the effective abolition of child labour; and
Principle 6: the elimination of discrimination in respect of employment and occupation.
Environment
Principle 7: Businesses should support a precautionary approach to environmental challenges;
Principle 8: undertake initiatives to promote greater environmental responsibility; and
Principle 9: encourage the development and diffusion of environmentally friendly technologies.
Anti-corruption
Principle 10: Businesses should work against corruption in all its forms, including extortion and bribery.
Further information about the UN Global Compact is available (in a variety of languages) at https://www.unglobalcompact.org
3 Welthungerhilfe adheres strictly to its own Code of Conduct
Welthungerhilfe’s own Code of Conduct builds upon the principles of the UN Global Compact and is an integral lodestone in all of Welthungerhilfe’s work. All Welthungerhilfe suppliers are expected to act in accordance with the values of our Code of Conduct, which are as follows:
The highest standards of personal and professional conduct
No religious or political activities when representing Welthungerhilfe
No discrimination
Responsibility for health and safety
No sexual violence
Child protection
Responsible handing of personal data and information
Responsible use of resources No supporting of terrorism or money laundering
No corruption
Avoiding conflicts of interest
No work under the influence of alcohol or drugs
No carrying of weapons
Obligation to report concerns, suspicions, and knowledge of Code of Conduct violations
The full Code of Conduct is available at the following link:
https://www.welthungerhilfe.org/about-us/transparency-and-quality/code-of-conduct/
By signing this Supplier Declaration Form, you explicitly agree to comply with these principles.
Welthungerhilfe (WHH) renounces all forms of terrorism and money laundering
Welthungerhilfe renounces all forms of terrorism and will never knowingly support, tolerate, or encourage terrorism or the activities of those who embrace terrorism or money laundering. Consistent with guidance issued by the United Nations Security Council and the European Union, Welthungerhilfe is firmly committed to the international fight against terrorism and, in particular, against the financing of terrorism. Accordingly, Welthungerhilfe screens its suppliers and their relevant decisionmakers against lists of known and suspected terrorists to ensure that none of its or its donor funds are used, directly or indirectly, to provide support to individuals or entities associated with terrorism or money laundering. By submitting an offer, suppliers and service providers agree to this screening process, including the obligation to provide the information required to conduct the screening (see parts 1.1 and 1.2 above).
4. Supplier declaration
We, (name of company) hereby declare that
a) All of the information submitted in parts 1.1 and 1.2 above is true and complete;
b) We are not in bankruptcy proceedings, in judicial insolvency proceedings, or in liquidation, and we have not ceased our commercial activities and are not in a comparable situation by virtue of similar proceedings referred to in the national legal provisions;
c) We have not received a sanction by legally binding judgment for reasons that bring into doubt our professional reliability;
d) We comply with our duty to pay social insurance contributions, taxes, and other levies in accordance with the legal provisions of the jurisdiction in which we have our office, the jurisdiction of the consignee, and the jurisdiction where the contract is performed; we assure that we will comply with the legislation applicable and common standards in terms of wages, social legislation, and occupational safety and health;
e) We have not received a legally binding sentence due to fraud, corruption, participation in a criminal association, or another act directed against the financial interests of another legal or natural person;
f) no serious breaches of contract due to non-performance of our contractual obligations have been ascertained in connection with another contract or a contract awarded from any institutional donor involved in development cooperation, humanitarian assistance, or other public financing work (hereinafter “institutional donor”);
g) We are providing you with all the information required to participate in a tender, and all information submitted in relation to this tender is true and complete;
h) In respect of contracts that are ultimately paid for out of the funds of an institutional donor, no one has accused us of breach of contract due to gross violation of our contractual obligations;
i) We have not been excluded as a contract partner by any institutional donor due to ethical issues;
j) In the event we are chosen as the supplier for any Welthungerhilfe project, we assure to Welthungerhilfe, to any institutional donor involved in the project, and to auditors engaged by either Welthungerhilfe or such institutional donor that they will have reasonable access on demand to our business and accounting documents for the purpose of checks and audits;
k) We respect basic social rights and condemn child labor;
l) We understand that Welthungerhilfe will conduct a check to ensure that neither our company nor our top four managing officials appear on any lists of known or suspected terrorists issued by our institutional donors or the governments of which they are a part;
m) We support the goals of the UN Global Compact; and
n) We act in accordance with the values of Welthungerhilfe’s Code of Conduct.
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Location, Date Name, Signature