World Health Organization TERMS OF REFERENCE FOR THE PROCUREMENT & SUPPLY OF GASOLINE, DIESEL FUELS FOR THE UNITED NATIONS & DIPLOMATIC CORPS IN ZIMBABWE Background: The United Nations (UN) in Zimbabwe, through the World Health Organization (WHO) Local Procurement Committee will undertake the negotiated procurement of duty-free fuel (FUEL CARD, CASH, BANK TRANSFERS, BANK CARDS) for its official fleet, Staff members vehicles, generators and any operated equipment requiring fuel. This is a major operational requirement essential for delivery of services, implementation of activities benefiting various stakeholders in all Zimbabwe Provinces & Districts. The initial contract/agreement will be for a period of one (1) year with the option to renew for up to a maximum of 2 years at the discretion of WHO, subject to satisfactory performance by the contractors. Objective: The main objective of the Fuel contract/agreement is to provide the United Nations Fleet, Diplomatic Corps Fleet and Staff members with efficient, secured, convenient, continuous and steady supply of petroleum products and services, which must be economically manageable. The estimated volume of various petroleum fuel types procured by WHO Zimbabwe and participating UN agencies per year is mentioned below (this does not account for the Diplomatic Corps which is additional): Province Unleaded Petrol (Litres) Gasoil/Diesel (Litres) Harare Province 419,000 1,819,000 51,000 479,000 Bulawayo Province 101,760 Mashonaland East Province 5,500 13,000 91,000 Mashonaland West Province 71,000 Mashonaland Central Province 5,500 28,500 181,000 Masvingo Province 23,000 161,000 Midlands Province 26,000 247,000 Manicaland Province 17,500 134,000 Matabeleland South Province 16,000 203,000 Matabeleland North Province TOTAL 605,000 3,487,760 82-86 Enterprise Road, Cnr Enterprise & Glenara Roads, Highlands, Harare, Zimbabwe Tel: +263 772 155 629-32; Email: [email protected] Qualification requirements to the company Legally registered company with the valid license Minimum 5 years of active presence in the market References from at least 3 reputable corporate Clients Bidders must provide a schedule of service station network across the 10 provinces of Zimbabwe as above indicating provinces where they are represented and the applicable fuel system (e-card or coupon) available at these points. Presence of service station network in Harare, Mutare, Bulawayo, Masvingo is mandatory. Scope of Service Have a wide Service station network nationwide to dispense the fuel and other requirements of the United Nations fleet following the terms and conditions set in the contract The Service provider, through its card system, shall provide a reliable technology. It must ensure that the Fuel Card technology is protected from duplications or hacking. Service provider, through its fuel coupons should ensure the existence of security features to avoid any imitation or counterfeit. Have a web-based program for data tracking or monitoring reflecting monthly purchases by Agency and in which the UN Focal Point will be given access. The Fuel Card Service provider shall provide the UN respective Agencies a vehicle specific fuel card to contain the following: o A) Card Number o B) Agency Name o C) Vehicle Details (if possible) o D)Expiry date The Service provider shall cater to the UN Staff members as follows: o A) For those with the Fuel card, provide fuel products in accordance with available balance on their cards o B) For those with VISA Card Holders o C) Exceptionally USD Cash transaction should be allowed wherever there is system failure and inability to use a card Only the vehicle indicated in the fuel card shall be allowed to avail of the above products and services with the limitations categorically stated therein. The fuel Service provider shall be responsible to dispense and make available at all times and at all branches of its stations for the duration of the contract under the terms and conditions most advantageous to the United Nations the amounts of fuel products (could be greater) provided as estimates. The fuel card provider shall provide additional card upon written request of the respective UN Agency under the same terms and conditions The Service provider shall allow issuance of fuel products to UN vehicles enrolled/listed in the fuel card program, in all its branches The Service provider will designate at least two (2) UN Specific fuel service Point in Harare. Should UN vehicles require special assistance due to Humanitarian efforts in Provinces, the Service Provider shall facilitate the provision of fuel products The service Station/branch shall load fuel ONLY to the vehicle indicated in the fuel card (plate number etc…) and no excess shall be allowed outside of maximum allocation. A transaction slip/receipt/invoice shall be issued every time fuel is withdrawn or services are provided The statement of Account should be accurate with the receipt/invoice issued by the service station. Award Criteria Prospective bidders should note that award shall be made to either one or more suppliers, depending on capacity to meet the following requirements: For the Card System, in addition to the requirements mentioned above, the successful company shall have an Electronic fuel management system that facilitates monitoring of fuel usage and consumption per vehicle (Card System) and nominate a Customer Relations Manager or similar, responsible for the smooth running and execution of orders placed by the UN Agencies in Zimbabwe, 2 For the Coupon system, in addition to the requirements mentioned above, the successful company shall have fuel management system that facilitates coupon monitoring and shall nominate of a Customer Relations Manager or similar. The special arrangements below shall apply on all systems: Reporting: monthly report on fuel consumption by UN Agency, Special bonus programme or provision of corporate discounts will be an added advantage. Price Schedule 1. WHO Zimbabwe on behalf of UN Agencies in Zimbabwe is considering an LTA to ensure best value for the Organization. WHO Zimbabwe does not guarantee that similar volumes (as stated in Annex V) would be ordered during the next years. 2. The Price Schedule must provide a detailed cost and discount breakdown for each item. 3. The discounts offered in percentage shall be valid for the duration of the LTA. 4. Technical descriptions for each proposed item must provide sufficient detail to allow the Purchaser to determine compliance of Bid with specifications as per Schedule of Requirements and Technical Specifications of this ITB. 5. The format shown on the following pages should be used in preparing the Price Schedule. 6. Price quoted shall be exclusive of VAT. Technical Specifications GASOIL/DIESEL- PRODUCT SPECIFICATIONS Property Units Method Min specs Max specs Density at 20deg C Kg/L D 1298 0.8161 0.8656 Color D1500 0.5 2 Color Visual Yellow /amber Appearance Visual Bright and Bright and clear clear Cetane Number, D4737 45.0 Sulphur % mass D1266 0.05 Flash point Deg C D93 57 Kinematic Viscosity at 40 deg C Centistokes D445 1.7 5.3 Water content % volume D95 0.05 Copper strip corrosion(3hrs at 100deg D130 1.0 C) CFPP(oct-march) deg C IP 309 3 Carbon residue, Ramsbottom(10% % mass D524 0.2 distillation residue) Ash Content % mass D482 0.01 Distillation D86 90% volume Deg C 362 F.B.P 400 Conductivity PS/M D2624 100 Sediment % mass D1796 0.01 Total acid number Mg/100ml D974 0.5 Strong acid number Mg/100ml D974 0 Fuel Components 3 RVP at 37.8 deg C kPa D323 45 75 Sulphur content % mass D1266 0.10 Copper strip corrosion(3hrs @100deg C) D130 1.0 Mercaptan sulphur % mass D3227 0.0015 Total acidity mgKOH/g D664 0.03 Benzene % vol En238 3.0 Olefins % vol D1319 18.0 Oxygenates-Methanol % vol D4815 NIL Oxygenates-Ethanol % vol D4815 NIL Oxygenates-Iso Propyl Alcohol % vol D4815 NIL Oxygenates-Iso Butyl Alcohol % vol D4815 NIL Oxygenates-Tert Butyl Alcohol % vol D4815 NIL Oxygenates-Ethers (MTBE) % vol D4815 NIL Total Oxygen Content % mass D4815 NIL Aromatics % vol D1319 38 Doctor test D4952 Negative Negative Water Tolerance % vol SABS 299 NIL Water Content % vol NIL ** NB – Oxygenates shall not be detected. Declaration of absence shall be made. Payment terms Fuel purchased will be paid through bank transfer to a given account, upon delivery and submission of commercial invoice within 30 days. The Contracted company will invoice monthly. VAT should be stated on a separate line in the bid. Orientation on the use of Fleet cards The winning bidder shall conduct an end user orientation on the use of the fleet & individual staff cards upon delivery. Estimate of Price at Provincial Level Discounted Price Per Price Per Litre % Discount per Litre Litre Unleaded Unleaded Unleaded Petrol Gasoil/Diesel Petrol Gasoil/Diesel Petrol Gasoil/Diesel Province (Litres) (Litres) (Litres) (Litres) (Litres) (Litres) Harare Province Bulawayo Province Mashonaland East Province Mashonaland West Province Mashonaland Central Province Masvingo Province Midlands Province Manicaland Province 4 Matabeleland South Province Matabeleland North Province Signature of Bidder ……………………………………….. 5 .