REQUEST FOR QUOTATIONS (RFQ)
HIRING OF MOTOR VEHICLES FOR USE BY THE SADC ELECTORAL OBSERVATION MISSION (SEOM) DURING THE 2019 TRIPARTITE ELECTIONS IN THE
REPUBLIC OF MALAWI IN 2019
SADC/ORGAN/MALAWI 1/2019
Dear Sir / Madam:
Request for Quotations (RFQ) Hire of Motor Vehicles (Chauffeur Driven) for use by the SADC Electoral Observation Mission (SEOM) during the 2019 Tripartite Elections in the Republic of Malawi 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 |
33 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 services.
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 1787
Fax: +267 397 2848/318 10
Email: pchifani@sadc.int
4. The deadline for submission of quotations, to the address indicated in Paragraph 3 is: Friday12th April 2019 at 15:00 hrs Local Time.
Proposals submitted by E-mail are acceptable and should be submitted to malawiseomcarhire2019@sadc.int. by the deadline in Paragraph 4 above
The Physical address to hand deliver bids is as above.
Late Bids will be rejected
5. 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:
5.1 The hiring of the motor vehicle shall be for a minimum of six (6) days and maximum of thirty three (33) days, depending on the requirements of the SEOM.
5.2 The motor vehicle is to be made available on receipt of the official letter of acceptance issued by the SADC Secretariat.
5.3 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.
5.4 The motor vehicle shall be less than five years old and duly registered, licensed and covered by a fully comprehensive insurance policy.
5.5 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.
5.6 Quotations are to be submitted in a sealed envelope or emailed to the address indicated in this RFQ.
5.7 Bidders are requested to quote the all-inclusive daily rate to be charged for the hiring of the motor vehicle.
5.8 Bidders may offer more than one type of motor vehicle. A specifications sheet shall be duly filled for each motor vehicle offered.
5.9 The rates offered should be in US$ (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.
5.10 When applicable, all duties and any other taxes applicable to their importation shall be included in the price.
5.11 The warranty for all items covering parts and labour (when applicable) shall remain valid for the whole period of the contract for the hire of the motor vehicle.
5.12 EVALUATION AND AWARD OF CONTRACT: Quotations determined to be administratively (see Paragraph 2, 3, 4, 5, 6 and 7) 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.
5.13 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.
6. 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. Purpose Chifani
Email: pchifani@sadc.int
SADC Secretariat
Plot 54385 New CBD
Private Bag 0095
Gaborone, Botswana
Tel: +267 3951863/ +267 364 1787
Fax: +267 397 2848/318 1070
ANNEXES:
ANNEX 1: Technical Specifications
ANNEX 2: Quotation Form
ANNEX 3: Details of Deployment Areas
Sincerely,
_______________________________________
Name: Mr Purpose Chifani
Title: Procurement Officer
Date: 4th April 2019