FHI 360 Ethiopia Country Office invites quotations and proposals from eligible local service providers with valid and renewed licenses for the current fiscal year for Vehicles Rental & Land Transport Services in Ethiopia

PUBLIC TENDER NOTICE

Background

Family Health International (FHI 360) is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions in more than 70 countries worldwide, including Ethiopia. Our staff includes experts in health, education, nutrition, environmental, economic development, civil society, gender equality, youth, research, and technology, creating a unique mix of capabilities to address today's interrelated development challenges.

FHI 360 Ethiopia Country Office, therefore, invites quotations and proposals from eligible local service providers with valid and renewed licenses for the current fiscal year for Vehicles Rental & Land Transport Services in Ethiopia

VEHICLES RENTAL - MASTER LEVEL AGREEMENT, AUGUST-MARCH 2023

Location cars will be assigned in: THE WHOLE AFAR REGION INCLUDING ZONE TWO

Tender Required information - Documents/information that MUST be provided by candidates:

Types/Makes/Model of vehicles:

• Toyota Land Cruiser,4x4, HZJ-76(Mark-II)
• Toyota Land Cruiser 4x4, HZJ-78, Hardtop- 13-seater, 5-seater, 7-seater
• Toyota Land Cruiser 4x4, HZJ-79, Pickup, single cup 3 seats
• Toyota Land Cruiser, 4x4, HZJ-105

General Terms of contract:

• All cars should have a title certificate with code 3- plate and a valid insurance certificate
• All cars should have a valid annual technical inspections and all drivers MUST have a valid driving license
• Candidate companies must have the ability to provide up to Ten (10) 4x4vehicles at any given point in time.
•  In case of an accident or standard service schedule, the selected company must have the ability to replace the vehicle with another of equal or higher specifications, within 24 hours.
• A bidder must own at least ten vehicles registered under the name of the applicant Company (a copy of the title certificate needs to be provided)
• The selected company must deposit 20,000ETB as a performance bond on contract signing which performance will be evaluated as per the selection criteria described below and other means of measurement by the management of FHI360.
• The year of production and models/makes of the rental vehicle MUST be specified on the quote
• Interested companies bid must retain the rental price unaltered until the end of March 2023.

Selection Criteria

The criteria for awarding contracts resulting from this tender is based on the 'best value' principle. To this tender, FHI 360 defines 'best value as:

"Best value should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organizational, and pricing factors considering their relative importance (i.e., reliability, quality, experiences, reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured"

The proposal will be evaluated on the following criteria to determine whether they are acceptable or not acceptable

Others:

1. Candidate companies can provide additional details, offers& information they find suitable.

2. Each bid must be submitted in a sealed envelope marked on both technical and financial documents indicating."VEHICLES RENTAL-FHI360 RFQ/AFAR", not later than 10:00 AM on the 24 August 2022

3. Submission of the documents: directly to the FHI 360 office at the following address:

Family Health International (FHI360)-Ethiopia, Gabon Road, Meskel Flower Belihu Building (Next to Arsho) Kirkos Sub City,Woreda 02,

Addis Ababa, Tel +251 (0)904 03 35 55/ 0911 92 19 45. House No: 502 For any further information, please call to Country Office Crises Response Logistics unit using Tel +251 (0) 0911-/ 921 945 or Sabate@fhi360.org

4. Bid submission date is as of the Announcement of this tender in the newspaper lasting up to 24 August 2022.

5. The bids will be officially opened on 24 August 2022@11:00 AM at the FHI360 main office. A representative of each company should be present for the opening of the envelopes with their company's ID card and/or supporting letter from their company

6. Following the bids opening, assessment/evaluation and technical inspection for the selection of vehicles will be carried out by FHI 360 Technical personnel.

7. FHI 360 reserves the right to select the service provider(s) viewed as most suitable. This will not be based on cost alone; quality, condition& age of vehicles, ability to replace vehicles in time, references, and others will be considered.

8.FHI360 reserves the right to reject all or part of the tender. FHI360 reserves the right to select more than one service provider, and/or select only part of a candidate's bid.

9. The present tender request is not an order and does not engage FHI360 on any Legal or ground or financial commitment.

Annex 1 Vehicle RFQ

Scope of Work

• Vendor to provide the type of vehicles and model as requested in the technical section conditions.
• Provide Serviceable Vehicle.
• The drivers:
  • Must have a valid driving license and competence.
  • Able to speak basic English.
  • Trained in defensive driving, first aid, and knowledge about Amhara roads.
  • Ensure cleanness and maintenance of the vehicle.
  • Daily check of the vehicle and regular checking of the allocated vehicle
  • Makes sure that when traveling he has all the necessary documents (driving license, insurance copy) and standard security equipment.
  • Filling in the Log sheet and other administrative documents
  • Checks before departure that each and any passenger has his/her seat belt fastened
• Check that the car is not overloaded
• Cannot take any cargo without a waybill, and personal cargo should be authorized by a designated fhi360 staff member.
• The daily and periodical check. These checks are as follows:
• Every morning before starting the vehicle, check and correct if needed:
  • Engine oil level.
  • Coolant fluid level
  • Brake and clutch fluid levels
  • Battery tightening
  • Cleanliness of the radiator
  • Condition of the five wheels, i.e. pressure and wear.
  • Absence of oil leakage or traces on the soil
  • Presence of all materials in the car, i.e. toolbox, jack, spare tyre, etc.
  • After these checks, the driver should start the vehicle and check that the temperature rises normally.

Every Evening duties

• Wash the car if needed
• Refill fuel Tanks are needed
• Fill in the log sheet as applicable

Every week or after a long trip

• Radiator fixation and hose pipes fixation and condition
• Oil level in the power steering
• Cleanliness of windscreen, side and rear-view mirrors
• Cleanliness and condition of air filter
• While the engine is warming up, the driver checks the dashboard display
• Lights and electrical system functioning
• Windscreen washer reservoir
• Windscreen wiper's cleanliness and condition
• Chassis condition
• Condition of cushions
• Shock absorbers and suspension struts
• Greasing of spider kit inside the universal joint
• Mounting of the exhaust pipe
• Tightening of all bolts and nuts
• Inventory of all kits supposed to be on board, i.e. tool kit, etc.

Note:

The vehicles will be used in THE whole Afar region including Zone two and may be parked within the FHI360 compound Vehicle Log sheets will be used to determine service delivery.