Invitation to Tender s4

Tender Document

Location: Nairobi Tender Number: MC- KEN/NBO/020/PSA/2017 Project : Provision of Vehicle repair and maintenance Date: 1ST November 2016 services GL Acct: 6505 LIN Code: Fund Code: 10001

Part I, Announcement (prepared by Mercy Corps)

1. Summary of Tender Announcement 2. Terms, General Information, and Instructions to Service Providers 3. General Terms of Payment, Cost and Supply of Service

Part II, Offer Form (prepared and submitted by Service Provider/Contractor) 1. Service Provider Information and Qualifications Summary 2. Declaration of Eligibility 3. Supplemental Information from Contractor to Support Offer 4. Contractor Offer Form

PART III Checklist for Submission

Part I, Announcement

1.0 Summary of Tender Announcement, and General Information

1.1 Name of Tender Preferred Supplier, Provision of motor Document vehicle repair and maintenance services.

1.2 Location Nairobi ,Kenya

1.3 Subject/Brief Summary Mercy Corps is seeking for a preferred Description of Tender supplier to offer motor vehicle maintenance and repair services. 1.4 Type of Tender Open Tender

1.5 Funding Source/Donor MasterCard Foundation /USAID

1.6 Language (for this English tender, bidding instructions, responses, etc.)

of 23 Tender Document

1.7 Offer Submission, Bids must be submitted electronically by Method and Deadline 21st November 2016 before 5.00pm. Tender Documents should be submitted to the email address [email protected], quoting the tender number on the subject of the email. Only bids submitted to email address [email protected] shall be deemed as valid and considered for further review.

1.8 Queries to the tender Questions raised by candidates to this tender should be submitted by 7th November 2016 before 5.00PM on this email address: [email protected] with the subject line: “Query MC- KEN/NBO/020/PSA/2017”. The candidates will obtain answers to their questions by 11th November 2016 before 5.00PM. Consolidated response will be posted on www.mercycorpsafa.org/tenders website by 11th November 2016. 1.9 Offer Review, Decision, Offers will be opened and reviewed by and Selection Mercy Corps Procurement Review Committee, and the winning bidder will be selected and notified within thirty (30) days of the close of the submission period. Mercy Corps will also notify those bidders who submitted offers but were not selected. Such notification will be made within thirty (30) days of the close of the submission period.

2. Terms, General Information, and Instructions to Service Providers:

2.0 Background Information

A. Mercy Corps

Mercy Corps is a leading global organization powered by the belief that a better world is possible. In disaster, in hardship, in more than 40 countries around the world, we partner to put bold solutions into action—helping people triumph over adversity and build stronger communities from within. Now, and for the future. As a global organization with programs in over 40 countries, we focus much of our advocacy on influencing governments, multi-lateral institutions as well as foundations and the private sector to improve relevant policies, practices and decisions in order to better help vulnerable communities lift themselves out of poverty.

B. AgriFin Accelerate The AgriFin Accelerate program will operate in three African countries (Kenya, Tanzania and Zambia) utilizing a market ecosystem approach, working with carefully selected partners to build sustainable models, where farm and crop management tools and financial services are "bundled" in affordable, unified platforms on mobile phone channels to promote mass uptake commercially. The program involves three interrelated components that seek to address low farmer productivity and capability, and improve institutional ability to deliver appropriate products and build ecosystems to drive scale. We work with farmers, banks, mobile network operators, MFIs, research institutes and other ecosystem players in well-defined partnerships to sustainably bundle services, leveraging the offer and outreach of all partners, while increasing the range of services, access points and value for farmers. The program works with partners to identify, prototype, test and scale successful mobile-enabled services for smallholders, with a key focus on expanding access to financial services, using a rapid iteration approach to product development and client-centric design techniques.

2.1 Scope Mercy Corps invites tenders for the equipment, materials, and/or services described and summarized in the statement of work below and in accordance with procedures, conditions, and contract terms presented herein. Mercy Corps reserves the right to vary the quantity of work/materials specified in these documents without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

Mercy Corps anticipates issuing a preferred supplier agreement to a local organization to perform the services listed in the statement of work below. However, this tender in no way obligates Mercy Corps to issue a contract nor does it commit Mercy Corps to pay costs incurred in the preparation and submission of proposals. Furthermore, Mercy Corps

Location: Nairobi Tender Number: MC- KEN/NBO/020/PSA/2017 Project : Provision of Vehicle repair and maintenance Date: 1ST November 2016 services GL Acct: 6505 LIN Code: Fund Code: 10001 reserves the right to reject any and all offers, if such action is considered to be in the best interest of Mercy Corps.

Please see Part IV for the standard fixed price contract for services that Mercy Corps uses for such procurements.

Statement of Work

Mercy Corps seeks to engage a reputable company/firm to provide vehicle maintenance and repair services for its fleet of vehicles in Kenya.

Preference will be given to those submittals demonstrating extensive experience in providing quality services and complementary services.

2.2 Minimum Qualifying Criteria

Minimum criteria for respondents to this tender process include, but are not limited to, all the following:  Sufficient equipment ,trained managers and workers, with demonstrated skills and experience to address the specific SOW (company profile and 3 page CVs where applicable),  Good track-record and three (3) references from previous clients,  Legal bank account (for payments made in bank checks or through bank transfers).  Copy of registration certificate for firms  Proof of nationality for individual consultants  Copy of VAT and/or income tax number certificate for firms and individuals  Any other document that may be requested for clarification by Mercy Corps following the close of the Solicitation.

2.3 Additional Submission Criteria  All offers shall be made in accordance with these instructions, and all documents requested should be furnished, including proposed payment terms. If any requested document is not furnished, a reason should be given for its omission,  No respondent should add, omit, or change any item, term, or condition herein,

 If service providers have any additional requests and conditions, these may be stipulated in their tender,  The tender shall be valid for a period of thirty days from its date of submission. Within this thirty day period Mercy Corps shall sign a contract with the selected preferred supplier,  All tenders should provide a clear breakdown of the following: a) daily rates inclusive of any withholding taxes applicable, b) levies and/or duties and c) VAT where applicable (Copy of VAT certificate is required),

2.4 Performance Standards and Payment Controls The written documents must be produced and supplied in accordance with all relevant and applicable rules, regulations, and statutes.

Mercy Corps shall not reimburse for expenses incurred for development and submission of the tender.

2.5 Tender and Offer Documents Contractors will use Part II of this document to submit their tender, along with other supporting information as listed in 2.2. Attachments should be submitted by email with this form.

2.7 Eligibility of Vendors Service providers may not apply, and will be rejected as ineligible, if they:  Are bankrupt or in the process of going bankrupt,  Were convicted of illegal/corrupt activities, and/or unprofessional conduct,  Have been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify),  Have not fulfilled obligations related to payment of social security and taxes,  Are guilty of serious misinterpretation in supplying information, absconding with other person’s intellectual property.  Are in situations of conflict or potential conflict of interest with Mercy Corps,  Were declared at serious fault of implementation owing to a breach of their contractual obligations,  Are on any list of sanctioned parties issued by the Kenyan Government.

2.8 Tender Delivery  All tenders will be delivered in the specified format to Mercy Corps, in the manner indicated, and to the address and by the date stated herein,  Tenders submitted after the deadline will not be accepted.

2.9 Opening Tenders will be opened only by Mercy Corps, at the time and date specified.

2.10 Tender Evaluation Mercy Corps will analyze all offers to ensure that they contain no amendment to the terms or any other irregularities and/or errors. To assist in the examination and selection process, Mercy Corps may, at its discretion, assemble and establish a Review Committee, which may include representatives of other entities.

2.10.1. Technical Evaluation: The offer will first be evaluated on technical capacity of the Company. The technical evaluation assesses the capacity of the offer based on its submitted documents outlining its past performance and personnel. For this purpose, certificates (CV) and additional references may be requested and subsequently examined. The tenders will first be evaluated on technical capacity of firms.

2.10.2. Financial/Cost Evaluation: The cost of various services the garage will offer will be evaluated. The evaluation is intended to assess and confirm that the garage provides good value to Mercy Corps for the cost of the services offered relevant to the statement of work.

In evaluating proposals, Mercy Corps will use the following evaluation criteria:

Evaluation Description Maximum Criteria Points Past Experience, The offeror's background and 50 performance and experience in the vehicle repair security industry, will be assessed to determine the ability of the offer to successfully perform the contract requirements Facilities Firms will be evaluated based on the 20 /Equipment’s facilities, Services provided and equipment ,number of employees , level of security of the garage they have on site /complementary services

Cost of the The cost evaluation will determine 30 proposal and whether the proposed costs are realistic terms of payment and reasonable in relation to the solicitation requirements. This will be evaluated by using the Bid form below Total Points 100

2.10.4. Specifications for Vehicle maintenance & repair services (Financial & Technical Bid )

Having read the notes for the Invitation to tender for the provision of Vehicle Maintenance Services for Mercy Corps vehicles and examined the required bidding documents for the above mentioned tender, we offer to provide Vehicle Maintenance services for Mercy Corps vehicles as described in the bidding documents for a flat-rate amount of:

Vehicle Type Service Rate (KES)/ Base of Calculating the cost Minor Service Middle Service Major Service (5000km) (20000km ) (40000km) Toyota Prado Toyota Harrier

Nissan X-trail Toyota Fortuner Toyota Kluger Toyota Hilux Inspection fees (if applicable)

Please fill in the list for spare parts provided below with the corresponding prices.

Parts for Toyota Kluger

Genuine Quantity Unit Total Price Spare part Price Oil Filter Air Cleaner Fuel Filter Engine Oil Engine Coolant Automatic Transmission fluid (ATF) Gear Differential Oil / fluid (CC) Brake Pads

Parts for Toyota Fortuner

Genuine Spare part Quantity Unit Price Total Price Oil filter Air Cleaner Fuel Filter Engine Oil Engine Coolant Gear Box Oil Gear Differential Oil fluid

Parts for Toyota Prado

Genuine Spare part Quantity Unit Price Total Price Oil Filter Air Cleaner Fuel Filter

Engine Oil Engine Coolant Automatic Transmission fluid (ATF) Gear Differential Oil / fluid (CC)

Parts for Toyota Harrier

Genuine Quantity Unit Total Price Spare part Price Oil filter Air Cleaner Fuel Filter Engine Oil Engine Coolant Gear Box Oil Gear Differential Oil fluid

Parts for Toyota Hilux

Genuine Spare part Quantity Unit Price Total Price Oil Filter Air Cleaner Fuel Filter Engine Oil Engine Coolant Automatic Transmission fluid (ATF)

Parts for Nissan Xtrail

Genuine Spare part Quantity Unit Price Total Price Oil filter Air Cleaner Fuel Filter Engine Oil Engine Coolant Gear Box Oil Gear Differential Oil fluid Shock absorbers Disc Plate

To offer out above mentioned prices, we acknowledge that we have taken into consideration all the bidding documents provided in the invitation to tender.

2.11 Selection of Preferred Suppliers Selection of the preferred suppliers will be based on the ranking of bidders responding to the announcement, according to the evaluation criteria.

2.12 Acceptance of Successful Offer After submitted documentation from the selected service providers has been verified, he/she or the firm will then be obliged to sign an agreement accepting to be placed on the Mercy Corps preferred supplier list for the indicative rates for a period of one year.

2.13 Preferred Supplier List Acceptance of an offer in no way obligates Mercy Corps to engage Garage /firm in any minimum amount of work under contract. If chosen, the garage will be placed on the Mercy Corps preferred suppliers list and will be contacted should Mercy Corps have the need for services

2.13 Privity By submitting responses to this tender, offeror’s understand that MasterCard Foundation and USAID are NOT a party to this solicitation.

2.14 Certification Regarding Terrorism, Acts of Corruption, and Potential Bribery It is Mercy Corps’ policy to comply with the laws and regulations of the United States Government, Canadian Government, the European Union, UK Aid and the United Nations concerning the ineligibility of vendors, contractors, and suppliers of services for reasons of fraud, corruption or terrorist activity. These laws and regulations prohibit Mercy Corps from doing business with or providing support to any persons or entities that have been found to be engaged in, or provide support for, any such activities.

It is also absolutely forbidden for any contractor of Mercy Corps to make payments of any kind, either monetary or material, to any employee of Mercy Corps.

2.15 Environmental Standards Service providers should, at minimum, comply with all statutory and other legal requirements relating to the environmental impacts of their business. Areas which should be considered are, waste management (including packaging and paper use), conservation, energy consumption, and overall environmental and social stainability.. Additionally, and if applicable, the service provider selected to be on the preferred supplier list will incorporate in their plan:

 Timber and timber products originating from sustainable and legal resources, in accordance with US, Canadian and UK Government guidelines,  Use of the most energy-efficient electrical tools and domestic appliances (energy efficiency rated “A” or above),  Recycled paper products, where paper-free approaches are unsuitable,  Use of non-ozone-depleting materials,  Air travel, procured from companies that participate in projects designed to minimize carbon emissions,  Purchase of consultancy services that favor vendors who ensure identification of environmental impacts, and who take actions to address potentially adverse impacts, while enhancing environmental benefits.

Purchase of the following will, whenever possible, be avoided:  Products or equipment containing, using, or manufactured with ozone-depleting substances, such as CFC’s and HCFC’s,  Products or equipment containing, using, or manufactured with substances with high global-warming potential, such as HFC’s/PFC’s, methane, etc.,  Products containing toxic substances,

 Products with excessive packaging, unless the supplier offers packaging-recovery schemes,  Products containing non-rechargeable batteries.

Where value-for-money can be demonstrated, service provider will use:  Substances and/or products with proven reduced-toxicity, compared to the alternatives,  Products containing recycled content,  Products designed for re-use and/or recycling at end-of-life,  Energy-efficient electrical appliances,  Energy and materials derived from sustainably-managed renewable resources,  Low-emission vehicles,  Other products designed to reduce their environmental impacts, or with superior proven environmental performance.

3.1 General Terms of Payment, Cost and Supply of Services

The total price of the contract to be awarded will be an all-inclusive fixed price. No profit, fees, taxes, or additional costs can be added after award. All items, services, etc. must be clearly labeled and included in the total offered price. If it is a firm’s regular practice to budget indirect rates, e.g. overhead, fringe, G&A, administrative, or other rates, offeror’s must explain the rates and the rates’ base of application in the detailed budget. Mercy Corps reserves the right to request additional information to substantiate an offeror’s indirect rates. All cost information must be expressed in Kenya Shillings.

After signing of the contract, Mercy Corps will not be responsible in any way for any increased costs to purchase/produce and/or supply materials, equipment, and/or services detailed herein.

If it appears that the quality and technical specifications do not conform to the Contract, part of or all services may be rejected. The Contractor will be fully responsible to re-do the work, at their own expense, and in the most timely manner, the requisite substitute professional services in question, and in equivalent to technical characteristics, and qualities.

The Preferred Supplier agrees to submit final and total fixed daily rates for all services required at the time of submitting a proposal. All rates listed in the proposal must remain fixed and will not change after the signing of the Contract, regardless of the

Location: Nairobi Tender Number: MC- KEN/NBO/020/PSA/2017 Project : Provision of Vehicle repair and maintenance Date: 1ST November 2016 services GL Acct: 6505 LIN Code: Fund Code: 10001 evolution of market prices in the weeks and months following the signing of the Contract.

3.1.1 Delivery Date

Service delivery date will be specified in the contract for services

3.1.2 Delivery Location

Service delivery location will be specified in the contract for services

3.1.3 Delivery Conditions

The deliverable will be as per the instructions given in the contract for services.

3.2 Specific Payment Terms, Invoicing Requirements, and Potential Penalties

Payments will be made in KES on the basis of the actual services provided for the respective period of payment. Mercy Corps will make payment on monthly basis as per the monthly invoices. Any offer or contract, before or after performance of work, shown to have resulted in the payment of unusual commercial costs will be rejected or cancelled with immediate effect.

All invoices must bear the following references: a. The Contract Number b. Bank Transfer Information c. Full Address of the Contractor d. An Invoice Number e. Date and stamp

3.3 Warranties, Guarantees, Insurance, and Taxes According to the country of origin’s Income Tax Act, Mercy Corps will apply a percentage of withholding tax to the amount offered. The rate quoted shall provide a clear breakdown of the following: a) Parts/Service rates inclusive of any withholding taxes applicable, b) levies and/or duties and c) VAT where applicable (Copy of VAT certificate is required),

3.4 Other Contract Information

Mercy Corps reserves the right to alter or terminate the Contract for services at any time if any one of the following conditions applies:

3.4.1 The Contractor defaults in its obligation to fulfill the conditions set forth in the Contract,

3.4.2 Due to circumstances outside of the contractual parties’ control, such as force majeure, war activity in project area, or unforeseen governmental interference,

3.4.3 It is determined by Mercy Corps or its duly authorized representative that the material and/or service(s) provided by the Contractor do not meet specifications and/or quality standards set forth in the Contract, and the associated Expression of Interest Announcement and Offer Form.

In the case of termination under clauses 3.4.1 or 3.4.3, above, the Contractor shall be liable for all costs associated with the default, and to repay any advance paid, and to cover any costs incurred by Mercy Corps as a result of the termination of the Contract.

In case of termination under Clause 3.4.3, above, Mercy Corps will not be responsible for any material or transportation costs involved.

In the case of termination under Clause 3.4.2, above, payment will be made only for the delivered materials and services.

3.4.4 Additional Tender Termination Clauses NONE

Part II, Offer Form

Notes to Service Providers Concerning Submission Form and Instructions

 Please answer all questions,  All forms should be completed,  Supplementary pages may be photocopied and inserted, if required,  Please retain a copy of your complete submission,  If a joint venture is proposed, all companies are to respond to all questions,  All indicative daily rates per SOW are to be presented,  Documents delivered late will not be considered.

II 1. Service Provider Information and Qualifications Summary Please fill out the information below and attach all pertinent registration documentation and income tax and VAT certificates.

1 Vendor Name:

2 Vendor Address:

3 Vendor Contacts (Phone, Email, Fax):

4 Legal Status and proof of registration and/ nationality: 5 Ownership: Private, Government, Non- Profit(If applicable) 6 Registration No., Place of Registration(If applicable include copy of registration certificate) 7 Income Tax Number and VAT number (please include copies of certificates with submission) 8 Exec. Management/Board Members: 9 Other Business Activities:(If applicable) 10 Bank Information: Name, Address, Acct(s), Routing No(s): 11 Three Client References (Name, Address, Phone, Email):

II 2. Declaration of Eligibility

I/We, the undersigned, declare that the following conditions are applicable to us;

 We are a registered company or companies, (if applicable).  We are not bankrupt or in the process of going bankrupt,  We have not been convicted for an offense concerning professional conduct,  We have not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify),  We have fulfilled obligations related to payment of social security and taxes,  We are not guilty of serious misinterpretation in supplying information,  We are not in situation of conflict or potential conflict of interest with Mercy Corps,  We were not declared in serious fault of implementation, owing to a breach of our contractual obligations,  We do not employ personnel below the legal working age,  We provide basic social rights and fair working conditions to our employees,  We are not on any list of sanctioned parties issued by the United States Government, Canadian Government, United Nations, and/or European Union.

Declared by:

Contractor/Vendor Name:

Contractor/Vendor Representative’s Name Confirming Eligibility:

Representative’s Position:

II 3. Supplemental Information from Service provider to Support tender Offer

Please include the following information with your submission:

Personnel: Please provide CVs of the personnel who would be expected to work on any project that may derive from selection from Mercy Corps’ Preferred Supplier List. Please limit each CV to no more than three (3) pages each.

Past Performance: Please include a description of the company and organization, with appropriate reference to any parent company and subsidiaries. Offerors, both companies and individuals must include details demonstrating their experience and technical ability in implementing the Scope of Work. Additionally, offerors must include three past performance references of similar work (under contracts or subcontracts) previously implemented as well as contact information for the companies for which such work was completed. Contact information must include at a minimum: name of point of contact who can speak to the offeror’s performance, name and address of the company for which the work was performed, and email and phone number of the point of contact.

Mercy Corps reserves the right to check additional references not provided by the offeror.

Cost Proposal/Daily rate: Please indicate breakdown of daily rate that will apply depending on the individual SOW and any subsequent contract. The rate quoted shall provide a clear breakdown of the following: a) Parts/ Service rates inclusive of any withholding taxes applicable, b) levies and/or duties and c) VAT where applicable (Copy of VAT certificate is required),

Mercy Corps will not accept additional costs as a result of non-included taxes.

II 4. Contractor Offer Form

Dear Mercy Corps,

Having examined the Tender Announcement, and related project-descriptive documents, we offer to supply services as described in the attached Cost Proposal.

This offer is valid for one year effective from the date of signing the contract.

We acknowledge that we have taken into consideration, and will meet all terms, service descriptions, and project details that Mercy Corps has provided in the documents and instructions in the Tender Announcement, and associated materials.

We further acknowledge that we will meet all payment and delivery terms described in the Tender Announcement and associated materials.

We understand and accept that Mercy Corps is not bound to choose the lowest price on any offer that may be received, and that any or all responses may be rejected without giving reasons for rejection.

Declared and Submitted by:

Contractor/Vendor

Contractor/Vendor Representative's Name and Confirmation of Eligibility

Representative's Position

Part III. Checklist for Submission Please use the below checklist to ensure you have all of the necessary documents before submitting them to Mercy Corps. Please see Part I for submission details:

 Contractor Information and Qualifications Summary (Part II.1)  Registration Documentation  Proof of nationality  Income Tax and VAT Certificates (where applicable)  VAT Compliance Certificate

 Declaration of Eligibility (Part II.2)

 Supplemental Information from Contractor to Support Offer (Part II.3)  Past Performance  Personnel  Cost Proposal/Parts/ Service Rates

 Contractor Offer Form (Part II.4)  Signed Offer Form

Location: Nairobi Tender No Scope : Vehicles Maintenance and Repair Services Date: GL Account : Fund: Department Code:

Tender Document AFA 0001 Location: Nairobi Expression of Interest №: Project : AgriFin Date: GL Acct: LIN Code: Fund Code: 32647