Request for Quotes (RFQ)

Issued on:                   August 29, 2024

Solicitation Number:   PI-BID/BHF/AUG-2024/122

For:                              Rental Vehicle Services for Karachi & Sindh Districts

Quotes Deadline:        September 11, 2024 (5:00 PM)

Background

Pathfinder International currently seeks rental vehicles services from registered firms. Details are:

S. No.	Description
1.	Car (Sedan) Model 2021-2024 with driver and with fuel for same city per day (please mention per KM rate separately) - Detailed requirements are mentioned below.
2.	Car (Sedan) Model 2021-2024 with driver and with fuel for outstation on per day basis (please mention per KM rate separately)- Detailed requirements are mentioned below.
3.	Car (Sedan) Model 2021-2024 with driver and with fuel for local and outstation on monthly basis (please mention per KM rate separately)- Detailed requirements are mentioned below.
4.	Car (Sedan) Model 2021-2024 with driver and with fuel for airport pick and drop in the local city with all expenses. Detailed requirements are mentioned below.
5.	Hiace (18-seater) with driver and fuel for local city on per day basis-and all other related expenses that includes but not limited to parking fee, toll taxes etc. Please mention per day rate and per kilometer rate separately.
6.	Coaster (24–25-seater) with driver and fuel for local city on per day basis-and all other related expenses that includes but not limited to parking fee, toll taxes etc. Please mention per day rate and per kilometer rate separately.
7.	Hiace (18-seater) with driver and fuel for Outstation movement on per day basis-and all other related expenses that includes but not limited to parking fee, toll taxes etc. Please mention per day rate and per kilometer rate separately.
8.	Coaster (24–25-seater) with driver and fuel for Outstation movement on per day basis-and all other related expenses that includes but not limited to parking fee, toll taxes etc. Please mention per day rate and per kilometer rate separately.
9.	Jeep 4x4 (Diesel Engine) with driver and fuel for local city on per day basis-and all other related expenses that includes but not limited to parking fee, toll taxes etc. Please mention per day rate and per kilometer rate separately.

*Detailed Specifications are in ANNEX B: Bid Submission Form

Conditions

Mode of Transportation	☐          AIR ☐          OCEAN ☒          SURFACE/LAND
U.S. Flag Required	☐     YES      ☒        NO
Incoterm	☐ EXW   ☒  CIP  ☐   DAP  ☐  DDP
Destination Address	Delivery in Karachi city and Sindh Districts
General Terms and Conditions	Copy enclosed (see Annex A)
Other	☐    Partial quotes permitted. ☒    Partial quotes not permitted

Detailed Technical Requirement:

a)     All vehicles provided must be with an engine capacity of 1300cc or above.

b)     4x4 vehicles provided must be with an engine capacity of 2800cc to 3000cc or less.

c)      All vehicles provided to the project must be well maintained, may not be older than 4 years from the year of manufacture. The year of manufacture applies only to cars.

d)     Vehicles’ odometer should not indicate more than 50,000 kilometers.

e)     Vehicle’s copy of registration and insurance certificate will be provided prior to deployment.

f)      Vehicle’s On-Line web tracking login and password will be shared for tracking by our office during period of deployment.

g)      All vehicles must pass the attached Check List – Annex C before being accepted for deployment.

Drivers’ requirement.

                             i.           Must possess valid driving license.

                           ii.          The driver of any vehicle must not exceed 55 years old at the time of assuming driving responsibilities.

                          iii.           Should be experienced, with knowledge of common routes in the designated area.

                          iv.           Literate with basic understanding of English language.

                           v.          Well mannered, well dressed and should possess good character.

                          vi.           Ideally prior work experience with international organization.

                        vii.          Driver must have some knowledge of the safety and security challenges in project operation’s area.

                       viii.           Driver must be compliant to all local rules and regulations, drive with care and attention, take note of the road condition, and must not use mobile phone while driving.

                          ix.          Drivers must have a minimum of 10 years of driving experience with minimum 2 years of experience supporting international organizations.

                           x.           Driver’s CV will be shared prior to deployment with a copy of CNIC, Driving License for approval.

                          xi.          Driver must have rested a minimum of 8 hours prior to deployment. Failure to ensure this shall be considered serious breach of safety and security.

h)     Overtime, outstation allowances, boarding and lodging of drivers will be service provider’s responsibility, no separate allowance to the driver will be paid in this regard.

i)       Toll taxes, parking fee etc. will be reimbursed to the company based on original receipts along with the invoice.

j)       Vehicle maintenance, service and wear/tear will be the sole responsibility of the vendor which included but not limited to routine vehicle Oil change and change of all kinds of filters.

k)     Comprehensive insurance will be the responsibility of service provider, no additional charge will be paid in case of any accident or car theft.

l)       All the vehicles must have a necessary tool including spare wheel, jack wheel spanner, towing rope etc.

m)   The vehicle must have a first aid kit, vehicle’s fire extinguisher, phone charging components, and large size umbrella.

n)     The quoted prices will be fixed for one-year period. The fuel price will be calculated in accordance with agreed rate.

o)     The quotation in response to this RFQ should be valid for a period of one month.

p)     Service provider must also provide lead time for provision of services after communication of order.

q)     Service provider must be a GST registered and able to submit the GST invoice.

Quote Guidelines and Instructions

Please submit all quotes on company letterhead, using the Bid Submission Form in Annex B. All quotes must be valid for a minimum of [30] days and include a photo of the item requested.

Any deviations from the specifications should be noted clearly on the quote.

In addition, the cover page must include the following information:

• Business name, address, telephone and email

• Contact information.

• Type of Business

• Signature of authorized individual

Selection Criteria

1. PASS/FAIL: Offeror bid must be valid for 30 days.

2. PASS/FAIL: Offeror must have active taxpayer as per NTN.

3. PASS/FAIL: Offeror must provide at least three (03) year of experience, two (2) Purchase orders/contracts copy of similar nature to be submitted with proposal.

Offeror’s meeting the PASS/Fail will be evaluated on below criteria.

Pathfinder will review and evaluate quotes submitted by the deadline according to the following criteria:

Criterion	Weight (%)
Price	80
Product Delivery	20
Total Weight	100

Supplier with a technically compliant offer and lowest CIP cost will be awarded [80] points. All other bidder’s scores will be decreased by 1% for every 1% increase in price from the lowest total price.

The requested item shall be ready for shipment within 2 weeks of issuance of contract. No credit will be given for earlier availability date. All bidders submitting a quote that meet the acceptable range shall receive [20] points. All other bidders scores will decrease by 1%.

Preference will be given to suppliers that are able to quote all items, however; multiple or no awards may be made.

Payment Terms

Payment will be made net 30 of commercial invoice and receipt of a Goods Receipt Note from end user.

GST Compliance

The project is eligible for a sales tax exemption. GST amount will be withheld, an exemption letter will be provided within 90 days upon receipt of the invoice. If the exemption letter is not provided within this timeframe, the withheld GST amount will be paid upon completion of the USAID compliance timeline of 90 days.

Inquiries

Please send your queries at [email protected] by 3:00 PM Pakistani Time September 04, 2024, with a subject line: Q&A- PI-BID/BHF/AUG-2024/122: Rental Vehicle Service for Karachi & Sindh Districts.

Terms

Pathfinder reserves the right to cancel this solicitation at any point and is under no obligation to issue a subcontract as a result of this solicitation.

Pathfinder will not reimburse any expenses related to the preparation of any proposal related materials or delivery.

The resulting Purchase Order is subject to the Terms and Conditions in Annex A.

Thank you,

Procurement Department

Pathfinder International