Quotation Ref: Invitation to Quotation for Hiring of Vehicle (IQHV) N0 002/2024

Subject: Invitation to bid for lease of project motor vehicle - Nutrition

1.    Introduction

Somali Association for Rehabilitation and Development (SARD) is a Local Non-Governmental Organisation (LNGO) established in 1992 and domiciled in Bay Region of Somalia.

SARD’s primary mission is to address the humanitarian calamities created by the prolonged conflict and natural disasters in Somalia through its interventions in the nutrition, WASH, food security and protection sectors.

SARD is currently implementing the “Building Resilience Against Acute Malnutrition in Rural Communities of Baidoa district (Empower Baidoa) project” in the Baidoa in Bay Region of Somalia.

To effectively execute the project activities, SARD wishes to invite reputable and qualified companies to submit sealed bids for the lease of a project motor vehicle. The vehicle will be used for field operations, transportation of light materials and staff, etc., in support of our ongoing project activities.

2.    Scope of work

The scope of this bid invitation includes the following:

• Vehicle type: The vehicle shall be a Toyota NOAH that is capable of driving through rough terrain.
• Lease duration: The lease period shall be for 11 months on a full-time basis, but subject to continuation of project activities.
• Vehicle condition: The vehicle shall be road-worthy, and in good condition, be equipped with necessary safety items, seat-belt restraints in the front and rear of the vehicle, spare tire and basic hand tools, have good tires, and be clean, inside and outside. It shall be the responsibility for the vehicle owner to undertake routine minor/major repairs and maintenance of the vehicle and to provide fuel at his /her cost.
• Replacement: In the event that the vehicle is not available for any period of time for any reasons whatsoever, the transporter (the vehicle owner) will be responsible to press into the service a vehicle of like description in such manner that service to SARD is not disrupted and /or delayed in any manner whatsoever. However, SARD shall not be liable to pay any additional charges or expenses for such replacement.
• Personnel: The vehicle owner will provide one driver and security guard to facilitate the movement of staff, and shall be responsible for their associated expenses relating to their execution of standard duties (including their remuneration and any associated direct costs).
• The vehicle shall be under the custody of the driver while SARD is using it.

3.    Bid submission requirements

Interested and qualified bidders are required to submit the following documents:

·         A technical proposal outlining the vehicle specifications, including make, model, year of manufacture, any additional features, previous experience with providing similar service etc.

·         A financial proposal including monthly lease costs, any additional fees, and payment terms.

·         Proof of vehicle ownership or ability to provide the vehicle.

·         Copies of relevant registration documents and licenses.

4.    Evaluation criteria

Bids will be evaluated based on the following criteria:

·         Compliance with the technical specifications.

·         Cost-effectiveness of the financial proposal.

·         The reputation of the bidder and previous experience.

·         Quality and condition of the proposed vehicle.

·         Availability of the vehicle within the specified timeframe.

• All bids must be submitted to the procurement officer by email through “[email protected]” with the subject line indicated as “Bid for the lease of motor vehicle – Nutrition”.
• The deadline for submission is on 29 August 2024, by 6 pm Somalia time. Late submissions will not be considered.

1.    Disclaimer

SARD reserves the right to reject any or all bids without assigning any reason. The NGO also reserves the right to withdraw or cancel the bid invitation at any time prior to the award without incurring any liability.

We look forward to receiving your bid.

Enclosure:

1. Terms and conditions (Annex 1)
2. Particulars (Annex 2)