Provision of Car Rental Services

• Country: Yemen
• Summary: Provision of Car Rental Services
• YET Ref No: 52786663
• Deadline: 18 May 2021
• Financier: Other Funding Agencies
• Purchaser Ownership: Government
• Tender Value: Refer Document
• Notice Type: Tender
• Document Ref. No.: DRC/RFP-FWA/23042021/CRS/SOUTH
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• Description:
• Request for proposals are invited for Provision of Car Rental Services for DRC Yemen South Offices under a Framework Agreement for Two years. DRC Aden office, Villa # (146), Andalus Gardens St. Embassies Area, near Chinese consulate Khormaksar district, Aden, Yemen 23rd April 2021 To: Open International “Request for Proposal” to qualified vendors Request for Proposal No.: [DRC/RFP-FWA/23042021/CRS/SOUTH] Provision of Car Rental Services for DRC Yemen South Offices under a Framework Agreement for Two years Dear Sir/Madam: The Danish Refugee Council (DRC) has received a grant several donors for the implementation of the humanitarian aid operations. Part of this operation is the supply of Provision of Car Rental Services for DRC Yemen South Offices for two years. Therefore, the DRC requests you to submit price bid(s) for the supply of the item(s) listed on the attached DRC Bid Form Annex A. I. TENDER DETAILS The Tender details are as follows: Line Item Time, date, address as appropriate 1 RFP published Date 23rd April ,2021 2 Technical brief session Date: 05thMay 2021 - Time: 02:00 PM Yemeni Local Time-11:00 AM GMT - Via Zoom call (An invitation to zoom call will be shared later for all bidders in DRC website and Yemenhr website) 3 Closing date for questions/clarifications Date: 08th May 2021 - Time: 04:00 PM Yemeni Local Time01:00 PM GMT 4 Closing date and time for receipt of Bids Date: 18th May 2021 - Time: 01:00 PM Yemeni Local Time10:00 AM GMT 5 Tender Opening Location DRC office in Aden (Villa # (146), Andalus Gardens StKhormaksar district-Aden 6 Tender Opening Date and time Date: 18th May 2021 - Time: 02:00 PM Yemeni Local Time11:00 GMT PLEASE NOTE: NO BIDS WILL BE ACCEPTED AFTER THE ABOVE CLOSING TIME AND DATE II. IMPORTANT INFORMATION REGARDING THIS RFP: • This RFP is launched for the purpose of establishing a framework agreement with the supplier for Provision of Car Rental Services for DRC Yemen South Offices for the for a period of 24 months with the possibility to be extended for another 12 months. • A Framework Agreement (FWA) is an agreement with a single supplier (or group of suppliers) to establish terms governing contracts that may be awarded during the period of the FWA. DRC, as contracting authority, does not guarantee any volume of orders under FWAs as all purchases will be based on the needs and activities of DRC. The FWA will set prices for the FWA duration. To participate in the FWA, respondents will need to be successful in this tender exercise. When a FWA is established with a supplier, the purchasing mechanism will be based on a Service Contract for a specified period of time and schedule of services - so when DRC requires a service, a Service Contract will be sent to the supplier to contract each specific order and confirm terms. Each Service Contract will be an individual contract based on the agreed terms in the FWA and governing terms and conditions in the Service Contract and DRC General Conditions of Contract. Provision of Car Rental Services for DRC Yemen South Offices: Aden, Lahj, Abyan, Al-Dhala'a, Shabwah, Hadramouth, Al-Mahra, Al-Baydah, Mareb, Al-Makha district and other districts in Taiz Governorates and Al-Khokha district and other districts in Al-Hodiedah Governorat. • Bidders Must apply for the whole items in Annex A1 Technical bid and A2 Financial Bid. Bids for part of the items will not be considered. • The specifications and scope of services can be found in Annex A.1 (Technical Bid Form) and Annex F (Scope of Services). • Estimated required number of rented vehicles with average of 35 vehicles in South per month including monthly rental service and daily rental services and the number might increase or decrease based on DRC actual needs • A Framework agreement is not binding DRC to place any Purchase Orders. DRC will place orders to the awarded supplier based on the agreement as per its requirement. • The current monthly DRC fleet operation is as below: Location Type of car Number of vehicles Aden Fortuner 3 Rav-4 1 Prado 6 Hilux or pickup 2 Al-Makha and Al-Khokha Fortuner 11 Prado 2 Hilux or Pickup 4 Al-Dalea Fortuner 2 Hilux or Pickup 1 Shabwa Fortuner 1 Lahj Hilux or Pickup 2 Current monthly total number of operating fleets for South on monthly basis 35 vehicles • Additional to the above vehicles, DRC is planning to rent almost three (Land Cruiser Ambulance Vehicles) in the coming period including, but not limited to the areas of Aden/Lahj/ Al-Makha / Al-Khokha. In the event of using this line, please refer to the specifications and pictures attached in the Annex F - Scoop of Services. • The quantities indicated in the technical bid form (Annex A.1) are estimates only and are to aid the bidder in the preparation of their bid. DRC is not committed to rent all types of the listed vehicles or a fixed number of any of the vehicles and the final number of vehicles rented may fall below or surpass those stated. • DRC is maintaining offices in three locations, Aden, Al-Makha and Al-Khokha, that vehicles will be staying over. However, might be need to expand in more locations, and DRC remains the right to keep the rented vehicles at its premises during the contract duration 24/7. In the event where DRC has no premises, vehicles should be parked in an area as per DRC instruction. • DRC wishes ideally to absorb all its current drivers that are already trained and familiar with DRC safety & security rules, however, the services provider should follow its own internal procedures and policies in terms of screening, contracting and supervision the drivers, as the drivers will be under their responsibility and, the number of current DRC drivers are as below: Location Number of drives Aden 12 Al-Makha and Al-Khokha 17 Al-Dalea 3 Shabwa 1 Lahj 2 Total number of drivers 35 Driver • The final evaluation will be based on the item line and category in Annex A.2 Financial bid which are the most frequent item lines and categories of vehicles that DRC is using: o Line No (1) Rental Vehicle with driver, fuel & maintenance on a Monthly basis i.e. (Pickup/ Fortuner/ Prado/ Pajero/ HiAce Van etc. or Equivalent) o Line No (7) Rental Vehicle with driver, fuel & maintenance on a Weekly basis. (Pickup/ Fortuner/ Prado/ Pajero/ HiAce Van etc. or Equivalent) o Line No (11) Rental Vehicle with driver, fuel & maintenance on a Daily basis (Pickup/ Fortuner/ Prado/ Pajero/ HiAce Van etc. or Equivalent) • DRC may choose to cancel the agreement if deemed necessary. • DRC may choose to split the contract award to more than one supplier. • The provision of the service shall be within [24hs] of placing order. DRC may terminate the contract if supplier fails to deliver services within this period. • No advance payment will be paid to the awarded supplier. The awarded supplier is expected to mobilize its own resources to deliver the agreed services. III. SELECTION AND AWARD CRITERIA The criteria for awarding contracts resulting from this Tender is based on ‘best value for money-. For the purpose of all tenders DRC defines best value for money as: Best value for money should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organizational and pricing factors in light of their relative importance (i.e. reliability, quality, experiences, and reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured). For all bids deemed technically compliant as per the specification stipulated in Annex A- Statement of Works, DRC will give a weighted combined technical and financial score. The weighted score will determine the contract award. A. 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. # Annex # Document Instructions 1. A.1 Bid Form (Technical) Complete ALL sections in full, sign, stamp and submit in the Technical bid envelope (Mandatory) 2. A.2 Bid Form (Financial) Complete ALL sections in full, sign, stamp and submit in the Financial bid envelope (Mandatory) 3. B Tender and Contract Award Acknowledgement Certificate Complete ALL sections in full, sign, stamp and submit in Technical bid envelope (Mandatory) 4. C DRC General Conditions of Contract Reference documents: sign, stamp and submit signed and stamped copy in Technical bid envelope (will be required at the signing of contract) 5. D Supplier Code of Conduct Reference documents: sign, stamp and submit signed and stamped copy in Technical bid envelope (will be required at the signing of contract) 6. E Supplier Profile and Registration Form Complete ALL sections in full, sign, stamp and submit in Technical bid envelope (Not applicable for suppliers who are registered with DRC supplier list) 7. F Scope of Services Complete ALL sections in full, sign, stamp and submit in the Technical bid envelope (Mandatory) 8. G Reference List Complete ALL sections in full, sign, stamp and submit in the Technical bid envelope (Mandatory) 9. N/A List of Branches/ offices in South Area. Bidder MUST have at least one branch in Aden Governorate with parking area and workshop space. Submit the list of Branches in the Technical bid (Mandatory) 10. N/A Valid company-s registration document Valid Tax Card Submit in the Technical bid envelope (Mandatory) 11. N/A Company-s profile Reference document shows past experience in similar services, including number and location of the company-s HQ and branches. Submit in the Technical bid envelope 12. N/A Table showing the company owned fleet of all vehicle capacities for all model and ownerships. S
• Documents:

 Tender Notice