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The Supply of Unleaded Motor Spirit (ULP), Automotive
Diesel Oil (ADO) AND Motor Vehicle Fuel Card Services.
MR 159/2021
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PUBLICITY
NO PUBLICITY OR DETAILS ABOUT THIS PROJECT ARE TO BE DISCLOSED BY ANY BIDDER
OR ANY OTHER ASSOCIATED PARTY WITHOUT THE WRITTEN PERMISSION OF EFL PRIOR
TO, DURING OR AFTER THE PROJECT IS AWARDED. IN GENERAL ANY PUBLICITY OR MEDIA
ENQUERIES WILL BE DEALT WITH BY EFL.
ALL THOSE WHO REQUEST TO UPLIFT A COPY OF THIS TENDER HAVE AGREED NOT TO
DISCLOSURE ANY INFORMATION REGARDING THIS TENDER.
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TABLE OF CONTENT
1. General………………………………………………………………………………4
The Company……………………………………………………………….4
2. Purpose and Description of the Tender ……………………………………………..5
3. Product Specification………………………….……………………………………..5
3.1 Unleaded Motor Spirit………………………………………………………5
3.2 Automotive Diesel Oil………………………………………………………5
4. Delivery………………………………………………………………………………5
5. Vehicle Fuel Card Service…………………………………………………………...6
6. Card Management and Reporting System…………………………………………...6
7. Pricing………………………………………………………………………………..6
8. Bidders Details……………………………………………………………………….7
9. Other Value Added Service………………………………………………………….7
10. Documentation……………………………………………………………………….7
11. Payment Terms………………………………………………………………………8
12. Technical Specification Unleaded Motor Spirit……………………………………..9
13. Technical Specification Automotive Diesel Oil…………………………………….10
14. Tender Evaluation…………………………………………………………………...11
15. Submission of Tender……………………………………………………………….11
16. Compulsory Submission Forms……………………………………………………..12
17. Check List……………………………………………………………………………13
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1. GENERAL
The Company – EFL
Energy Fiji Limited (EFL) is a government entity solely responsible for supplying power throughout the Fiji Islands. Power is supplied through Hydro, Diesel and wind mill generators located in different parts of Fiji. The operations of the company are organized into three geographically defined divisions, which correspond to the national administrative divisions. These divisions are:
Central Eastern Division based in the capital Suva Suva, Lami, Navua, Tailevu, Levuka and part of the Coral Coast
Western/Northern Division based in Lautoka Lautoka, Tavua, Ba, Sigatoka, Vatukoula, Northern Division (Labasa, Savusavu,
Taveuni) EFL provides electricity services to most parts of the country especially in the Viti Levu and Vanua Levu area and its electricity grid is shown in the map below.
Figure 1 – Energy Fiji Limited coverage Area EFL’s official website is www.EFL.com.fj .
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2. PURPOSE AND DESCRIPTION OF THE TENDER
The Energy Fiji Limited (EFL) is requesting for bids from reputable companies for the supply Of Unleaded Motor Spirit (ULP) and Automotive Diesel Oil and Motor Vehicle Fuel Card Services.
3. PRODUCT SPECIFICATION
3.1 Unleaded Motor Spirit All Unleaded Motor Spirits (ULP) supplied under this tender shall be in accordance with the Product Specification detailed in Technical Specification under Unleaded Motor Spirit (ULP).
3.2 Automotive Diesel Oil All Automotive Diesel Oil (ADO) supplied under this tender shall be in accordance with the Product Specification detailed in Technical Specification, under Automotive Diesel Oil (ADO)
4. DELIVERY
Tenders are required to indicate Service Station Outlets in all Towns, Cities and Major centers throughout Fiji to enable EFL vehicles to be filled as and when it requires to do so. Bidders must also provide a list of Service Stations nearest to EFL depots with backup power supply in case of emergencies.
5. VEHICLE FUEL CARD SERVICE
The proposal must also state the Card Service and Features listed in the table below.
Card Service Features Card must be specific to one vehicle only Card Number Vehicle Number Card specific to EFL SBA Expiry Dates Purchase Limitations Cards encoded for Electronic Processing Unique Driver Pin Number Card should be designed for secure use Card should have protection of misuse (Daily Single Fill feature) Ability to Block card from remotely Notification of any incorrect information
1. Mileage 2. Pin Number 3. Card Number
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6. CARD MANAGEMENT REPORTING SYSTEM
The Card Management Reporting System should be able to be interfaced with the current EFL’s Financial Management System by being able to send electronic data in an acceptable format such as .csv or excel etc. So that the usage data can be transferred without any manual intervention. At a minimum the system should have the ability to support the following functions and features along with the relevant reports:
1. Detailed report outlining vehicle transaction history, Dollar Value, Date and Time. 2. Vehicle Performance Data such as Kilometres per litre of Fuel. 3. Total Kilometres for period of billing. 4. Report Management into three formats,
a. Detailed Monthly transaction reports by each SBA (Strategic Business Areas). b. Fleet Performance Data. c. Ad-Hoc reports upon request.
5. Detailed monthly Invoice and Statement with separate VAT accounting. 6. Electronic Capture of Data and Monitoring. 7. Odometer Based Monitoring 8. Vehicle Performance Audits 9. Purchase Controls 10. Pin Validation
7. PRICING
The Bidder is to provide EFL with a full breakdown of its intended pricing structure and the savings per litre. The Bidder will also indicate the pricing charge outside Vitilevu and remote areas.
Pricing in Vitilevu
Fuel Type Retail Cost Per Litre EFL Discounted Price
Pricing in Vanualevu
Fuel Type Retail Cost Per Litre EFL Discounted Price
Pricing in Taveuni
Fuel Type Retail Cost Per Litre EFL Discounted Price
Pricing in Levuka
Fuel Type Retail Cost Per Litre EFL Discounted Price
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8. BIDDER DETAILS
The Bidder shall provide all the necessary information specified in the table below:
General
The registered name of the Bidder:
Business address for correspondence: (Location, Street , Locality City, Pin Code, Country, Telephone, Facsimile, Email Other)
Contact name of the Authorised Person:
Contact’s position: Contact addresses if different from above Locality City, Pin Code Location, Street, Country, Telephone, Facsimile, Email, Web address
Business structure:
Include the organisations years of experience in this field and reputation in the market place.
9. OTHER VALUE ADDED SERVICES
The bidder is open to include any other information that may add value to their product or after installation and commissioning services.
10. DOCUMENTATION
a). Bid prices shall be typed; bids with handwritten prices shall be disqualified. b). The submitted tender documentation together with submitted technical documentation shall be neatly sorted in adequate sections and bound. All costs of preparing the submission shall be borne by the Bidder.
c). The response to the specification is required to be comprehensive with a completed Compliance table as set out below.
d). Tenderers are encouraged to offer the existing baseline products that are compliant with or equivalent to all mandatory requirements.
e). The offered product shall have at least the same or better technical characteristics as requested in this tender.
f). The Compliance table included in each chapter of this document provides an entry for each requirement.
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11. PAYMENT TERMS
EFL shall pay the invoice amount in local currency to the bank account nominated by the successful supplier within 30 days of receipt of the invoice subject to the full delivery of ordered goods, and payment terms as per the contractual agreement Any supplier requesting for advance payment shall provide EFL with a bank guarantee from EFL preferred commercial banks for the sum of the advance payment amount.
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12. TECHNICAL SPECIFICATION UNLEADED MOTOR SPIRIT
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13. TECHNICAL SPECIFICATION AUTOMOTIVE DIESEL OIL
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14. TENDER EVALUATION
After the bids are received, it will go through a normal tender evaluation process as per EFL’s
Tender Policy and Procedures. The successful and unsuccessful bidders will be advised of the
outcome after completion of the Tender evaluation process.
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15. SUBMISSION OF TENDER
Bidders are requested to upload electronic copies via Tender Link by registering their
interest at: https://www.tenderlink.com/efl.
This is due to COVID 19 restrictions on movements. Therefore, EFL will not accept any hard copy submission to be dropped in the tender box at EFL Head Office in Suva. This tender closes at 4.00pm (1600hrs) on Wednesday 08th September, 2021. For further information or clarification please contact our Supply Chain Office on phone (+679) 3224320 or (+679) 9992400 or email us on [email protected] The bidders must ensure that their bid is inclusive of all Taxes payable under Fiji Income Tax Act. The lowest bid will not necessarily be accepted as the successful bid. The Tender Bids particularly the “Price” must be typed and not hand written. Tender Submission via email or fax will not be accepted.
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16. Compulsory Submission Forms
Submission Forms
The following information has to be filled by the bidder and submitted with Tender Documents:
1. Company Name:__________________________________________________________
2. Director/Owner(s):________________________________________________________
3. Postal Address:___________________________________________________________
4. Email Address:___________________________________________________________
5. Phone Number:___________________________________________________________
6. Fax Number:_____________________________________________________________
7. Office Location:___________________________________________________________
8. Facsimile & Skype: ________________________________________________________
9. Web Address: ____________________________________________________________
10. After Sales Contact details: _________________________________________________
________________________________________________________________________
11. TIN Number (local bidders only):_____________________________________________
12. Company Registration Number(local bidders only):_______________________________
13. FNPF Employer Registration Number (local bidders only):_________________________
14. Number of Branches & locations:_____________________________________________
15. Years of Experience & reputation in the market :_______________________________________
______________________________________________________________________________
16. Area of business Specialization: Manufacturer & Supplier
Retailer
Licensed Agent
Others, please specify _________________
____________________________________
17. Business Structure :
I hereby, declare that all the above information is correct. Sign: _________________ Name: _________________ Position: _______________ Date: _________________
[Please tick where applicable]
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17. Checklist
The Bidders must ensure that the details and documentation mention below must be submitted as part of their tender Bid
Tender Number _________________
Tender Name _______________________________________________________
1. Full Company / Business Name: _____________________________________________
(Attach copy of Registration Certificate)
2. Director/Owner(s): _______________________________________________________
3. Postal Address: __________________________________________________________
4. Phone Contact: __________________________________________________________
5. Fax Number: ____________________________________________________________
6. Email address: ___________________________________________________________
7. Office Location: __________________________________________________________
8. TIN Number: ____________________________________________________________
(Attach copy of the VAT/TIN Registration Certificate - Local Bidders Only (Mandatory)
9. FNPF Employer Registration Number: _________ (For Local Bidders only) (Mandatory)
10. Provide a copy of Valid FNPF Compliance Certificate (Mandatory- Local Bidders only)
11. Provide a copy of Valid FRCS (Tax) Compliance Certificate (Mandatory Local Bidders only) 12. Provide a copy of Valid FNU Compliance Certificate (Mandatory Local Bidders only)
13. Contact Person: _________________________________________________
I declare that all the above information is correct.
Name: ______________
Position: _________________
Sign: _________________
Date: ______________
