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Request for Quotation (Rfq) REQUEST FOR QUOTATION (RFQ) NAME & ADDRESS OF FIRM: DATE: 20th August 2008 REFERENCE: UNDP/REQ-RENTAL/2008 You are therefore kindly requested to submit your offer based on the requirements in sealed envelopes and/or emails, should reach the following address no later than 27 August 2008 at 15:00 hours Kabul time. Late offer will be rejected. Name of Office: United Nations Development Programme (UNDP), Procurement Unit Address: Shah Mahmood Ghazi Watt. Kabul, Afghanistan Telephone & Fax: +93 20 2101682-91 / +873 763 468 863 E-mail Address: [email protected] Item Generic Description [incl. Technical specifications, Quantity Unit Price USD* Total Cost No. quality & safety standards, special features (Fee per day) USD required] 1 Please see the Provision of transportation services (Full Time and Price Schedule Pick and Drop Services) for UNDP Projects in Annex II-A and different provinces of Afghanistan Annex II-B NOTE: Please see the following documents for more detail information attached to this request as Annex I-Term of Reference Annex II-A- Price Schedule (FOR FULL TIME SERVICES) Annex II-B- Price Schedule (FOR PICK AND DROP SERVICES) *inclusive all overhead costs CONDITIONS Payment Terms Within 30 days upon satisfactory delivery of Services Validity of Quotation 30 DAYS a 60 DAYS Preliminary Examination - Completeness of quotation. a Partial bids permitted. 1 Partial bids not permitted Delivery Term One week after signature and award of contract General Terms and Conditions Copy enclosed (see the Attachment in email) for Professional Services REQUIREMENTS Language: All documentation shall be in: g English 1 French 1 Spanish 1 Others Annex I-Term of Reference 9 Background: UNDP Country Office, Kabul, Afghanistan, is interested to engage the services of a transport contractor (established company), who would provide full time and Pick and Drop services in Kabul and other provinces of Afghanistan to project staff on regular working-days. The staff members are residing in different areas and sectors of Kabul City and provinces and the projects are located in different areas of Kabul City and provinces. 9 UN Workdays and Work-hours: 1. The regular workdays of UNDP/Projects are Saturday through Thursday 2. The work-hours are 08:00 through 16:30 hours 3. In case, management requires transport service over the weekend or on holiday, the contractor will be informed accordingly 9 Scope of Services (full time services for both Kabul and six main provinces of Afghanistan): In 2007 UNDP has rented approximately 40-50 vehicles for different projects and we expect 50- 100 vehicles for the period of one year effective Ist September 2008 to 31 August 2009. 9 Quotation: Please provide an all-inclusive price per day per rented vehicle both for full time and pick/drop services. 9 UNDP Afghanistan hereby invites interested institutions to submit bids for the provision of rental vehicles with the following conditions and specifications. ¾ Full Time Service: Provide daily cost for full time service in Kabul City as well as in Mazar, Kunduz, Jalalabad, Heart, Bamyan and Kandahar Provinces of Afghanistan.(Full Time Service means that the vehicle must be available at the premises of end users (UNDP Projects) from 7:00AM-18:00PM 6 days a week for their transportation needs. ¾ Pick/Drop Services: Provide monthly cost for only pick and drop services for the different provinces of Afghanistan as indicated in the below table. ¾ Pick and Drop Time: 6.00 AM – 11:30PM Destinations Kabul Logar Panjsher Wardak Parwan Kapisa Samangan Jawzjan Saripul Faryab Laghman Kunar Nooristan Baghlan Takhar Badakhshan Uruzgan Zabul Nimroz Hilmand Ghazni Khost Paktika Badghis Farah Ghor Daikondi The Contractor should quote rental charges per vehicles for the following required vehicles (Or Equivalent): for full time services as indicated in Annex II-A • Corolla • Hiace Van • Super Custom • Town-ace • Pick ups • Surf • Land cruiser Model Range: 1998 OR Above 9 The bid must include prices for the destinations specified in Price Schedule which is attached here as Annex II-A) The Contractor should quote rental charges per vehicles for the following required vehicles (Or Equivalent) for Pick and Drop Services as indicated in Annex II-B • Toyota Corolla • Toyota Hiace (Minivan) Model Range: 1998 OR Above 9 The bid must include prices for the destinations specified in Price Schedule which is attached here as Annex II-B 9 Condition of Vehicles: 1. The vehicles should be with heating and cooling system, well-maintained and in excellent functional conditions and the preferred vehicles required for renting are mentioned above. 2. Equipped with necessary safety items, including Fire Extinguisher, Seat belt, spare tire, mechanical jack and basic hand tools. 3. Applicable insurance, safety or other motor vehicle requirements 4. Registered for operation during the period of his Contract with registration documentation in the vehicle and registration/number plates affixed to the vehicle as required by law. 5. Valid trade license required. 6. During the period of operation, UNDP reserves the right to ensure that vehicle carries markings that identify it as a UNDP vehicle. These markings are to be removed when the vehicle is no longer used exclusively. 7. The service includes fuel cost, driver’s salary and overtime (if any), oil, lubricants, normal wear and tear, and other consumables. 9 Contract Duration: The total term of contract will be for one year from Ist September 2008 to 31 August 2009, which could be extended subject to the delivery of satisfactory services. 9 Responsibilities of the Contractor: The Contractor will: 1. Develop the ‘pick/drop schedule’ with the help of UNDP/Project Transport Supervisor for all daily transportation needs. 2. Count the passengers and ensuring that staff availing different routes are onboard according to the specified time schedule. 3. Provide list of vehicles and names of drivers with photocopies of the National Identity Card (NIC), driver’s license, and a latest photograph 4. Increase vehicles to the service once staff members are over and above the existing capacity of the vehicles 5. Provide security clearance and No Objection Certificate (NOC) about the drivers from the Local Police 6. Settle any claim by a Third Party including road accidents without the involvement of the Organization while driving vehicle for UNDP staff 7. Pay all road tax and applicable fee on the rented vehicles while driving for the UNDP Project staff 8. Invoice the Organization for the transport charges of the previous month during the first week of the next month, duly certified by the UNDP/Project Transport Supervisor 9. Ensure vehicles have cell phone for communication. 10. The contractor has to immediately respond to any additional request from UNDP for additional vehicles when needed for UNDP Projects activities. 11. UNDP requires only Left Hand Drive Vehicles (LHD) 9 Responsibilities of the Organization: The Organization will: 1. Provide the existing list of staff who are using the transport service with their pick/drop points 2. Advise the Contractor of future staff arrivals who will be availing the pick/drop service 3. Inform the Contractor to increase or reduce the number of vehicles 4. Process the monthly invoice on time. 5. Ensure that staffs do follow the pick/drop schedule. 9 No payment will be made for days when the vehicle has not been in operation either on account of mechanical failure or due to non-availability of a driver ------------------------------------------------------------------------------------------------------------- Note: "UNDP at its own discretion may wish to enter into a non-binding Long Term Agreement (LTA) as a result of this procurement process under the following conditions: 1. The Supplier/Contractor shall provide the types of services, goods and/or deliverables, quoted in this bidding process as and when negotiated by UNDP which shall be reflected in a non-binding Long Term Agreement in the form attached hereto as the “Model Long Term Long Term Agreement for the Provision of Goods and/or Services to The United Nations Development Programme”. 2. Such Services and/or goods shall be at negotiated prices listed the Price Schedule and/or Bill of Quantities as applicable. The prices shall remain in effect for a period of one years from entry into effect of the Long Term Agreement 3. UNDP does not warrant that any quantity of Goods and/or Services will be purchased during the term of this arrangement, which shall be for two years. 4. In the event of any advantageous technical changes and/or downward pricing of the Goods and/or Services during the duration of this Agreement, the Supplier/Contractor shall notify UNDP immediately. UNDP shall consider the impact of any such event and may request an amendment to the Long Term Agreement." ANNEX II-A – PRICE SCHEDULE FOR FULL TIME SERVICES Name of Bidder: No. Description of Destinations Quantity Price Per Day REMARK (IN USD) Vehicles S 1/A Toyota Corolla KABUL CITY EACH Model:1998 or Above 1/B Town-ace KABUL CITY EACH Model:1998 or Above 1/C Surf KABUL CITY EACH Model:1998 or Above 1/D Super Custom KABUL CITY EACH Model:1998 or Above 1/E Pick ups KABUL CITY EACH Model:1998 or Above 1/F Hiace Van KABUL CITY EACH Model:1996 or Above 1/G Land cruiser KABUL CITY EACH Model 1998 or above 2/A Toyota Corolla JALALABAD EACH Model:1998 or CITY Above 2/B Town-ace JALALABAD EACH Model:1998 or CITY Above 2/C Surf JALALABAD EACH Model:1998 or CITY Above 2/D Super Custom JALALABAD EACH Model:1998 or CITY Above 2/E Pick ups JALALABAD EACH Model:1998 or CITY Above 2/F Hiace Van JALALABAD EACH Model:1996 or CITY Above 2/G Land cruiser JALALABAD EACH Model 1998 or above CITY 3/A Toyota Corolla HEART CITY EACH Name of Bidder: No.
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