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  • HIRE OF MOTOR VEHICLES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 NATIONAL ASSEMBLY ELECTIONS IN THE REPUBLIC OF MADAGASCAR: 18 MAY - 4 JUNE 2019
  • HIRE OF MOTOR VEHICLES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 NATIONAL ASSEMBLY ELECTIONS IN THE REPUBLIC OF MADAGASCAR: 18 MAY - 4 JUNE 2019

    REQUEST FOR QUOTATIONS (RFQ)

    HIRE OF MOTOR VEHICLES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 NATIONAL ASSEMBLY ELECTIONS IN THE REPUBLIC OF MADAGASCAR: 18 MAY - 4 JUNE 2019  

    Request for Quotations (RFQ) Hire of Motor Vehicles (Chauffeur Driven) for use by the SADC Electoral Observation Mission (SEOM) during the 2019 National Assembly Elections in the Republic of Madagascar in 2019

    1. We kindly request you to submit your quotation for “Provision of Motor Vehicles (Chauffeur Driven) as detailed in the attached Specification. 

    Description

    Quantities

    Period

    Motor Vehicles as indicated in the Specification

    As indicated in the Specification

    18 days

     

    Additional requirements: Bids should be accompanied by minimum of 3 references where similar services have been rendered.

    2. You must quote for all items and quantities indicated in each lot of this RFQ. You are required to submit only one quotation for these goods.

    3. Your quotation, on an official letterhead in the required format (See Annex 2 to this RFQ), should be addressed and submitted to:  

    Head of Procurement

    SADC Secretariat

    Plot 54385 New CBD

    Private Bag 0095

    Gaborone, Botswana

    Tel: +267 3951863/ +267 364 1704

    Fax: +267 397 2848/318 10

    Email: imoatshe@sadc.int

    Cc: ggwaza@sadc.int

    4. The deadline for submission of quotations, to the address indicated in Paragraph 3 is: Friday 10th May 2019 at 16:30 hrs Local Time

    5. Quotations by Hand, Fax or E-mail “are” acceptable.

    6. Quotation(s) shall be submitted as per the following instructions, and in accordance with the Terms and Conditions of the Standard Purchase Order attached as Annex 3 to this RFQ:

    6.1                 The hiring of the motor vehicle shall be for a minimum of six (6) days and maximum of eighteen (18) days, depending on the requirements of the SEOM.

    6.2                 The motor vehicle is to be made available on receipt of the official letter of acceptance issued by the SADC Secretariat.

    6.3                 The hiring of the motor vehicle shall be for all days of the week, that is, Mondays to Sundays, both days inclusive, and also including Public or National Holidays, in respect of which a uniform rate has to be offered.

    6.4                 The motor vehicle shall be less than five years old and duly registered, licensed and covered by a fully comprehensive insurance policy.

    6.5                 Regular maintenance, routine servicing and repairs, and periodic valeting service of the motor vehicle shall be the responsibility of the Contractor. During the period of maintenance, routine servicing and repairs or valeting service, a replacement motor vehicle shall be made available until the original motor vehicle is returned for use by the SEOM.

    6.6                 Quotations are to be submitted in a sealed envelope or emailed to the address indicated in this RFQ.

    6.7                 Bidders are requested to quote the all-inclusive daily rate to be charged for the hiring of the motor vehicle.

    6.8                 Bidders may offer more than one type of motor vehicle. A specifications sheet shall be duly filled for each motor vehicle offered.

    6.9                 The rates offered should be in U$ (VAT inclusive). Should more than one motor vehicle be offered by a bidder, each rate should be clearly indicated and referenced to each option offered.

    6.10             When applicable, all duties and any other taxes applicable to their importation shall be included in the price.

    6.11             The warranty for all items covering parts and labour (when applicable) shall remain valid for whole period of the contract for the hire of the motor vehicle.

    6.12       EVALUATION AND AWARD OF CONTRACT: Quotations determined to be administratively (see Paragraph 2, 3, 4, 5 and 6) and technically compliant to the requirements will be evaluated by comparison of their prices (defined as above). The award will be made to the bidder offering an administratively and technically compliant quotation at the lowest total price.

    6.13       VALIDITY OF THE OFFER: Your quotation must be valid for a period of 120 days from the quotation submission deadline as indicated in Paragraph 5 above.

    7. Additional information and clarifications can be requested no later than 3 days prior to submission deadline as indicated in the paragraph 5 above, from:

    Mr Isaac Moatshe

    Email: imoatshe@sadc.int

    SADC Secretariat

    Plot 54385 New CBD

    Private Bag 0095

    Gaborone, Botswana

    Tel: +267 3951863/ +267 364 1704

    Fax: +267 397 2848/318 1070

     
    ANNEXES:
    ANNEX 1: Technical Specifications
    ANNEX 2: Quotation Form
    ANNEX 3:  Details of Deployment Areas

     Sincerely,

    _______________________________________
    Name: Mr Gift Gwaza
    Title: Head of Procurement
    Date: 18 April 2019