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RFQ Section II Schedule of Requirements

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Section II: Schedule of Requirements eSourcing reference: RFQ/2021/19669 Terms of Reference 1. Background and objective: UNOPS is implementing several projects in the Philippines and requires a number of services in different parts of the country, among which is vehicle rental services in Cotabato City and possibly other areas of the country. To meet its needs for the required services UNOPS intends to establish a Blanket Purchase Agreement (BPA), as defined in this document. The BPA will be valid for 12 months from the date of establishment and will have a ceiling amount, within which specific call-off orders for the services will be placed. If the ceiling amount of the BPA is not reached within the stipulated validity period, the BPA can be extended for another 12 months. 2. Number of BPAs and non-exclusivity: UNOPS will enter into one BPA with the vendor selected as a result of this procurement process, as per evaluation methodology and criteria specified herein. The BPA shall be considered by UNOPS as non-exclusive and UNOPS will not be committed to purchase any minimum quantity of the required services. 3. Call Off mechanism and prices: Upon establishment of the BPA, when a specific requirement for vehicle rental services in Cotabato City, Philippines arises, UNOPS appointed focal person shall issue a call-off order in the form of a standard Purchase Order (PO) to the supplier. The PO will include all the details of the required services, including, but not limited to, the number of vehicles, period of their service, exact working hours, authorised personnel to whom the vehicle is assigned to, etc. The pricing of the services will be based on the prices stated in the BPA. 4. Contract Management/Service Level Agreement: UNOPS will regularly monitor the performance of the BPA supplier, based on the following Key Performance Indicators (KPIs): ● KPI 1: On-time delivery. Supplier shall provide services within the time (days) stated on the PO after receipt of the PO. ● KPI 2: Completeness of the order. Supplier shall provide services as per detailed description included in the order and at the right quantity. ● KPI 3: Price Compliance. Supplier shall provide services as per unit prices identified in the BPA. ● KPI 4: Accuracy of payment documentation. Supplier shall provide complete payment documentation including accurate invoices with correct quantities, unit price, order reference number, etc. If the supplier fails to meet UNOPS’ performance requirements detailed above, it will receive in the first instance a warning to improve their performance. Continued failure to meet performance requirements may result in the termination of the BPA. The BPA holder shall provide a usage report to the UNOPS focal point indicated in the BPA whenever requested, but as a minimum on quarterly basis. 5. Conditions of the Services 1. The service provider will be responsible for providing hired vehicle/s as and when required for the day-to-day operation of the UNOPS SUBATRA Programme within Cotabato City and other locations in Mindanao (See Annex A); 2. The requested service will include the provision of vehicles, professional drivers and fuel for when requested by UNOPS for both within Cotabato City and field trips to project areas throughout Mindanao (and when requested in more advance period may be able to provide services within the country); 3. All vehicles offered for hire to UNOPS must be compliant with registration requirement for operation, applicable insurance (i.e, comprehensive car insurance coverage) as per traffic regulations of The Republic of the Philippines; 4. The vehicles offered for hire to UNOPS need to be road worthy and capable of performing in different terrains of the country; 5. All vehicles offered for hire to UNOPS shall be not older than five (5) years from the year of manufacture and either 4x4 drive SUV or pickup truck or 4x2 commuter van (See Annex A); 6. All vehicles offered for hire to UNOPS shall be equipped with necessary safety equipment (i.e. fire extinguisher, seat belt, spare-tire, mechanical jack and basic hand tools); 7. The service provider shall ensure availability of properly maintained and air conditioned vehicle at all times; 8. Vehicle maintenance shall be the responsibility of the supplier who must ensure assigned vehicle is good working condition at all times; 9. Cost arising from wear and tear and/or damages are the sole responsibility of the supplier; 10. A faulty vehicle must be replaced with the one in a good working condition immediately. Should a vehicle breakdown during working hour, a replacement vehicle shall be provided within two hour of notice (within Cotabato City) or 24 hour notice (other areas than Cotabato City) ; 11. The service provider must provide professional driver/s with a valid driver's license and with at least 5 years of experience; 12. The service provider must provide driver/s who can speak English, Tagalog and preferably can understand Maguindanaon dialect; 13. The service provider must provide driver/s who are familiar with Cotabato City routes and traffic rules and regulations of the Philippines; 14. The service provider must provide health insurance to driver/s assigned to UNOPS with maximum benefit limit of upto Php 200,000.00; 15. The service provider must orient driver/s assigned to UNOPS with COVID-19 Safety and Precautions and provide personal protective equipment (i.e. Face mask, face shield) to drivers; 16. Service provider must prepare a trip report/log schedule detailing the date of travel, start and end time, origin and destination, distance travelled, name of passenger and driver and have it signed by the passenger. The signed trip reports will be submitted to UNOPs upon billing and will be paid after 30 days; 17. The service provider shall be responsible for driver's salary, allowances, any benefits attributed to the driver and overtime pay (if applicable) as mandated by the Department of Labor and Employment; 18. The supplier shall be responsible for any government taxes, permits and any fees related to the assigned vehicle; 19. During the working/ operation period, the driver shall receive instructions solely from UNOPS SUBATRA Team; 20. The service provider must ensure that the driver/s assigned to UNOPS must strictly avoid using narcotic drugs and alcohol during operation hours. 21. The service provider must provide: 1) copy of valid vehicle registration; 2) copy of insurance certificate; 3) Vehicle maintenance log; 4) driver/s biodata; 5) driver's license with supplier's quotation. Annex A: Locations and types of vehicles # Description of Trip (from/to) No. of Distance No. of Overtime Rental rate (Php) Vehicles (km) working rate in hours excess of SUV, 4x4 Pick-up, 4x4 Van, 4x2 (hr) working drive, 5-7 drive, double drive, 8 time seater, diesel cab, diesel seater, diesel (Php/hr) engine engine engine 1 Within Cotabato City 1 100 or less 10 2 Cotabato City to Maguindanao 1 100 or less 12 areas 3 Cotabato City to Davao City 1 227 12 4 Cotabato City to Davao del Sur 1 125 12 areas 5 Cotabato City to Davao del Norte 1 170 12 areas 6 Cotabato City to Surigao del Sur 1 300 12 areas 7 Cotabato City to Surigao del Norte 1 315 12 areas 8 Cotabato City to General Santos 1 more than 12 City 100 9 Cotabato City to South Cotabato 1 120 12 areas 10 Cotabato City to Sarangani 1 more than 12 Province areas (Alabel, 100 Malapatan, Glan and Malungon) via Gen. santos City 11 Cotabato City to Sarangani 1 more than 12 Province areas (Maasim, Kiamba, 100 Maitum) 12 Cotabato City to North Cotabato 1 125 12 areas 13 Cotabato City to Sultan Kudarat 1 250 12 (Palembang) 14 Cotabato City to Sultan Kudarat 1 80 12 (Lebak and Kalamansig) 15 Cotabato City to Sultan Kudarat 1 less than 12 areas (other than Palembang, 100 Lebak, Kalamansig) 16 Cotabato City to Zamboanga City 1 250 12 17 Cotabato City to Zamboanga del 1 180 12 Sur areas 18 Cotabato City to Zamboanga del 1 180 12 Norte areas 19 Cotabato City to Bukidnon areas 1 225 12 (via Banisilan -Guiling-Alamada-Libungan Road) 20 Cotabato City to Cagayan de Oro 1 237 12 City (via Banisilan - Guiling Alamada-Libungan Road) 21 Cotabato City to Iligan City (via 1 192 12 Pan-Phil Highway) 22 Cotabato City to Iligan City 1 256 12 (Banisilan -Guiling-Alamada- Libungan Road) 23 Cotabato City to Marawi City (via 1 159 12 Pan-Phil Highway) 24 Cotabato City to Marawi City 1 235 12 (Banisilan-Guiling-Alamada- Libungan Road) 25 Cotabato City to Lanao del Sur 1 163 12 areas (via Pan-Phil Highway) 26 Cotabato City to Lanao del Sur 1 247 12 areas (via Banisilan-Guiling-Alamada-Libung an Road) 27 Cotabato City to Lanao del Norte 1 189 12 areas (via Pan-Phil Highway).
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