Tender Document Receipt - Mercy Corps | Powered by … · Web viewMercy Corps, the United States Agency for International Development, the Comptroller General of the United States,

Tender and Application Documents – Vehicles, Machinery, and/or Equipment

Location: Bangui, Central Africa Republic Tender No.: BNG 0001

Name of Tender: CAR Recover Project Vehicle Purchase Date: 1/13/2014

Acct. Code: 7515 Sub Code: 048 Cost Center: 32376

Contents - Documents in Tender and Application Package

Part I, Tender1. Summary of Tender (for Announcement and Posting)

2. Terms, General Information, and Instructions to Applicants

3. Project-Specific Documents and Details3.1 Specifications, Specific Conditions, and Delivery Schedule3.2 General Terms of Payment, Cost of Materials, and Accessories3.3 Specific Payment Terms and Penalties3.4 Warranties3.5 Termination of Contract3.6 Dispute Resolution and Access to Information

Part II, Application4. Applicant Submission Forms and Declarations

4.1 Notes to Applicants Concerning Submission Forms and Formats4.2 Applicant Qualifications Summary4.3 Acknowledgement of Receipt of Tender-Solicitation Package 4.4 Declaration of Eligibility 4.5 Application Form and Quotation

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Part I, Tender

1. Summary of Tender

1.1 Name of TenderCAR RECOVER PROJECT VEHICLE PURCHASE

1.2 Location/Field OfficeBangui, Central Africa Republic

1.3 Subject/Description Mercy Corps is soliciting bids for:The purchase of one double cabin pick-up vehicle with accessories (First aid kit, jumper cables, 5kg fire extinguisher, winch/troeil +cable-manual, vehicle jack, high lift jack 120cm, 2 spare wheels, bull bar, wheel brace, took box with basic tools, and FM/AM radio)

1.4 Submission of ApplicationsThe email address for submission of applications is:[email protected] 1.5 Summary Text of Announcement (for posting on Mercy Corps Website)Mercy Corps Central Africa Republic Mission is soliciting bids for double cabin pick- vehicle for a Recover project in Bambari, Central Africa Republic

1.6 Funding SourceOFDA (32376)

1.7 LanguageThe language for this Tender, application instructions, and associated responses, is:English

1.8 QuestionsSpecific questions about this tender may be submitted to Mercy Corps at:[email protected]

Questions submitted to Mercy Corps, and their answers, will be posted on the Mercy Corps Website (www.mercycorps.org/tenders).

1.9 Submission DeadlinesApplications should be submitted on or before: 1/19/2014

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at (time): 1600hrs CAR time Applications received after this time will not be considered.

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1.10 Application ReviewApplications will be opened and inspected by Mercy Corps.at: 20th January 2014on: 1500hrs CAR time

1.11 Decision and SelectionMercy Corps will select and notify the winning applicant within seven (7) days of the close of the application period. Notification will be made by email and/or by post.

Mercy Corps will also notify those vendors who submitted applications but were not selected. Notification will be made by email and/or by post within seven (7) days of the close of the application period.

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2. Terms, General Information, and Instructions to Applicants

2.1 ScopeMercy Crops invites tenders for the vehicles, machinery, and/or equipment described and summarized in these documents, and in accordance with procedures, conditions, and contract terms presented herein. Mercy Corps reserves the right to vary the quantity of work/materials specified in these documents without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

2.2 Minimum Qualifying CriteriaMinimum criteria for applicants to the Tender include, but are not limited to, all the following:

Certificate of (business) Registration, Adequate equipment and workshops, Sufficient trained managers and workers, Good track-record and references from previous clients, Legal bank account (for payments made in bank checks or through bank transfers)

Proof of all the above must be provided to Mercy Corps on request.

2.3 Additional Criteria All applications shall be made in accordance with these instructions, and all

documents requested should be furnished, including technical specification, drawings, bill of quantities, and/or delivery schedule, and payment terms. If any requested document is not furnished, a reason should be given for its omission,

All Applicants will receive identical documents. No applicant should add, omit, or change any item, term or condition on original papers,

If Applicants have any additional requests and conditions, these shall be stipulated in a separate letter accompanying their application,

Each applicant may make one application only, Each application shall be valid for the period of sixty (60) days for its date of

submission, Applications shall be made in writing, with prices calculated in

USD only, All prices must include all taxes, compulsory payments, levies and duties,

including VAT, if applicable, Applicants shall attach a detailed schedule for supply and delivery of materials.

2.4 Performance Standards and Payment ControlsAll material, and/or equipment must be produced and supplied in accordance with all relevant rules, regulations, and statutes currently in force in: Portland, OR USA

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Payments will be made only if the contracted material and/or services are delivered and completed properly and on time, as approved by Mercy Corps. Specific payment terms are described, below. 2.5 CurrencyPayments will be made in: USD

2.6 Tender and Application DocumentsAll application-related forms and documents are included in Part II of this document. (see Pages 12-16).

2.7 Eligibility of ApplicantsApplicants may not apply if they:

Are not registered companies, Are bankrupt or in the process of going bankrupt, Were convicted of illegal/corrupt activities, and/or unprofessional conduct, Have been guilty of grave professional misconduct (proven by any means which

the contracting authorities can justify), Have not fulfilled obligations related to payment of social security and taxes. Are guilty of serious misinterpretation in supplying information, Are in situations of conflict or potential conflict of interest with Mercy Corps, Were declared at serious fault of implementation owing to a breach of their

contractual obligations, Are on any list of sanctioned parties issued by the United States Government.

2.8 Application Delivery All applications will be delivered in the specified format to Mercy Corps, as

attachments to email, and to the address and by the date stated herein, All documents will be clearly marked with the name of the Tender to which it

corresponds, The documents will be marked with the name of the applicant, and the correct

return address, and will be signed where indicated, Applications delivered after the specified time will not be accepted.

2.9 Application OpeningApplications will be opened only by Mercy Corps, at the address and on the date specified herein. The applicant’s name, the total amount of the application, and any discounts and such other information that Mercy Corps may consider appropriate will be announced and registered in the procedural minutes.

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2.10 Application EvaluationMercy Corps will examine all applications to ensure that they contain no amendment to the terms or any other irregularities and/or errors. To assist in the examination and selection process, Mercy Corps may, at its discretion, assemble and establish a Review Committee, which may include representatives of other entities.

2.10.a Technical Evaluation: The applications will first be evaluated on technical merits. The technical evaluation assesses the capacity of the application, based on its submitted technical documents, specifications, performance history, and references submitted. For this purpose, certificates and additional references may be requested and subsequently examined.

2.10.b Financial/Cost Evaluation: The financial/cost evaluation is based on the cost of products and services presented in the application. The evaluation is intended to assess and confirm that vendors provide good value to Mercy Corps for the cost of all goods and/or services offered.

2.10.c Other Evaluations: After ranking applicants according to technical and financial criteria, Mercy Corps may take into account other variables, including, but not limited to record of past performance, integrity, and social responsibility.

2.11 Selection of ApplicantSelection of the successful applicant will be based on the ranking of applicants responding to the Tender, according to technical and financial/cost criteria, as well as any other criteria established by Mercy Corps.

2.12 Acceptance of Successful ApplicationAfter submitted documentation from the selected Applicant has been verified, the applicant will then be obliged to sign a Contract for the stated amount. Any amendment to the original Contract will be determined by Mercy Corps, and will be documented as an “Annex “or “Amendment” to the original Contract.

2.13 Certification Regarding Terrorism, Acts of Corruption, and Potential BriberyIt is Mercy Corps’ policy to comply with the laws and regulations of the United States Government, the European Union, and the United Nations concerning the ineligibility of vendors, contractors, and suppliers of services for reasons of fraud, corruption or terrorist activity. These laws and regulations prohibit Mercy Corps from doing business with or providing support to any persons or entities that have been found to be engaged in, or provide support for, any such activities.

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It is also absolutely forbidden for any Applicant and/or Contractor of Mercy Corps to make payments of any kind, either monetary or material, to any employee of Mercy Corps. This rule prohibits like payments to any relatives, partners, or associates of Mercy Corps employees.

All applicants must agree to abide by this policy.

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3. Project-Specific Documents and Details

3.1 Specifications, Specific Conditions, and Delivery Schedule3.1.a Quantities

1 Double cabin pick-up vehicle

3.1.b Minimum Specifications

3.1.b. 1 Vehicle Body style: Pick-up double cabinNumber of seats/capacity: 5 seatedNumber of doors: 4 doorsSteering: L ☒ R ☐Engine type, Fuel, Number of cylinders: 3000cc, 4 cylinders, diesel Transmission type: Manual transmissionFour-wheel drive: Yes ☒ No ☐ABS brakes: Yes ☒ No ☐Air conditioning: Yes ☒ No ☐No. airbags: YesColor(s): WhiteCountry of manufacture/assembly: Accessories: Vehicle jack, 2 spare wheels, FM/AM radio Other: None

3.1.b. 2 Equipment and/or Machinery High-lift jack 120cmBull barStandard tool kit with basic toolsStandard first-aid kitJumper cables5kg fire extinguisherWinch/troeil+cable

3.1.c Delivery Date2/10/2014

3.1.d Delivery Conditions (including Shipping, Import and Export Documentation, Inspection Fees, Import and Export Taxes, and Storage Fees)Shipments and delivery to Mercy Corps Bangui Office. The supplier will manage all importation costs and procedures.

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3.1.e Delivery LocationMercy Corps Republiue Centrafricque, Quartier des Evolues de SICA-1 proch de Teminal des bus urbains, Avenue de l’independence, BP 1436 Bangui, CAR

3.1.f Other ProvisionsNone

The applicant agrees to submit a final and total fixed price for all vehicles, equipment and/or services required, and to purchase/produce/provide the total quantity of materials, equipment, and/or services required, after the signing of the purchase Contract, regardless of the evolution of market prices in the weeks and months following the signing of the purchase Contract.

After signing of the Contract, Mercy Corps will not be responsible in any way for any increased costs to purchase/produce and/or supply materials, equipment, and/or services corresponding to this Tender.

The Applicant agrees to store the total amount of vehicles and/or equipment, and cover all costs associated with storage, in order to deliver the quantities required by Mercy Corps as demanded, and in agreement with the delivery schedule detailed herein.

If it appears that the quality and technical specifications do not conform to the Contract, part of or all materials, equipment, and/or services may be rejected. The Applicant will be fully responsible to replace, at its own expense, and in the most timely manner, the requisite substitute vehicles, equipment, and/or services in question, and in equivalent quantities, technical characteristics, and qualities.

Mercy Corps has no obligation, under any circumstances, to accept vehicles, equipment, and/or services that do not meet the minimum quality standards as required by Mercy Corps and the Donor.

Mercy Corps reserves the right to engage an independent agency for external control, and/or to perform additional quality assessments and controls. This may occur during production, upon delivery, and/or within a specified period after delivery, as specified in the Contract.

3.3 Specific Payment Terms, Invoicing Requirements, and Potential Penalties50% payment in advance upon signing of contract by bank wire transfer on behalf of the supplier, on bank account provided after invoices are received and accepted by Mercy Corps.

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50% final payment upon delivery, payment will be made after inspection and approval of vehicle (inspection and approval will take place within 10 working days upon delivery); once inspected and approved, invoices received and accepted by Mercy Corps, bank wire transfer will be made after 5 working days on behalf of the suppler on account provided.

The objective of the delivery inspection is to assess the compliance with the teams of contract and purchase order, in terms of:

1. The documentation provided by the supplier2. The quantity delivered3. The quality of the product delivery

Mercy Corps representative will indicate any remarks or non-conformity of the products on the delivery note provided by the supplier. These remarks will be the basis for possible final payment deductions.

If the delivery inspection concludes that the delivery complies with Mercy Corps requirements, Mercy Corps will accept the vehicle.

In the event of delays of delivery, except in case of force majeure, a penalty of 0.5% of the nominal valve (before tax) of the vehicle to be delivered shall apply per week of delay. Any fractional part of a week is to be considered a full week. Applicant to individually itemize quotation for vehicle, accessories, taxes and transportation. 3.4 Warranties and GuaranteesThe supplier bears the responsibility to verify and certify that the vehicle they supply are in keeping with the conditions applicable to them.

The supplier commits to provide Mercy Corps with vehicle that will not be subject to manufacturing defect. Vehicle supplied will be covered by standard manufacturer’s warranties.

3.5 Termination of ContractMercy Corps reserves the right to alter or terminate the Contract for goods and/or services at any time if any one of the following conditions applies:

3.5.1 The supplier defaults in its obligation to fulfill the conditions set forth in this Contract,

3.5.2 Due to circumstances outside of the contractual parties’ control, such as force majeure, war activity in project area, or unforeseen governmental interference,

3.5.3 If, for any reason, it is determined by Mercy Corps or a duly authorized representative of Mercy Corps that the material does not match specifications, or the

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quality standards specified in the Contract and the Tender and Application Documents,

In the case of termination under clauses 3.5.1 or 3.5.3, above, the supplier shall be liable for all costs associated with the default, and to repay any advance paid, and to cover any costs incurred by Mercy Corps as a result of the termination of the Contract.

In case of termination under Clause 3.5.3, above, Mercy Corps will not be responsible for any material or transportation costs involved.

In the case of termination under Clause 3.5.2, above, payment will be made only for the delivered goods, vehicles, equipment, and/or accessories.

Purchase contract will be terminated after delivery deadline.

3.6 Dispute Resolution and Access to InformationShall any dispute arise between Mercy Corps and the supplier that cannot be resolved by mutual consent, the dispute shall be taken to the authorized Court, according to applicable laws in the State of Oregon of the United States of America.

Mercy Corps, the United States Agency for International Development, the Comptroller General of the United States, or any of their duly authorized representatives, shall have access to records, documents, papers, and books which are directly pertinent to this Contract, for the purpose of making audits, examinations, excerpts, and transcriptions.

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Part II, Application

4. Applicant Submission Forms and Declarations

4.1 Notes to Applicants Concerning Submission Forms and Formats

4.1.a Please answer all questions,4.1.b All forms should be completed,4.1.c Supplementary pages may be photocopied and inserted if required,4.1.d Please retain a copy of your complete submission,4.1.e If a joint venture is proposed, all companies are to respond to all questions,4.1.f All costs are to be presented in USD,4.1.g Documents delivered late will not be considered.

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4.2 Applicant Qualifications Summary

1. Name of Tender Type here to enter Name of Tender.

2. Name of ApplicantType here to enter Applicant Name.

3. AddressType here to enter Address

4. City – Town, CountryType here to enter City – Town, Country

5. Telephone No. and EmailType here to enter Telephone No. and Email Address

6. Fax No.Type here to enter Fax No.

7. Legal StatusType here to enter Legal Status.

8. Ownership (state, public, private)

Type here to enter Ownership Information.

9. Number, Year and Place of Registration (enclose copy)

Type here to enter Registration Information.

10. Executive Management /Board Members

Type here to enter Management and Board Members.

11. Basic Business Activities 1. Type here to enter Activity 1.

2. Type here to enter Activity 2.

3. Type here to enter Activity 3.

12. Banking Information Bank Name: Type here to enter Bank Name.Bank Address:Type here to enter Bank Address.

Account and Routing Nos.:Type here to enter Acct. and Routing Nos.

Agreed to be paid by wire transfer: (Yes ☐ or No ☐)

13. Total Number of EmployeesType here to enter No. of Employees.

14. Client References (Client, contact, address, email, phone number)

1. Type here to enter Reference 1.



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4.3 Acknowledgement of Receipt of Tender and Application Documents

Applicant: Type here to enter Applicant Name.

Name of Tender: Type here to enter Name of Tender.

I hereby acknowledge receipt of one set of tender documentation for the above project:

Name: Type here to enter Name.

Signature:

Title: Type here to enter Title.

Date: Click here to enter Date.

Time: Type here to enter Time.

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4.4 Declaration of Eligibility



I, the undersigned (Name and address of representative:Type here to enter Company Representative Name.

Representing (Name and address of company):Type here to enter Company Name.

Declare that the following conditions are applicable to us;

We are a registered company or companies, We are not bankrupt or in the process of going bankrupt, We have not been convicted for an offense concerning professional conduct, We have not been guilty of grave professional misconduct (proven by any means

which the contracting authorities can justify), We have fulfilled obligations related to payment of social security and taxes, We are not guilty of serious misinterpretation in supplying information, We are not in situation of conflict or potential conflict of interest with Mercy

Corps, We were not declared as serious fault of implementation owing to a breach of

their contractual obligations, We do not employ personnel below the legal working age, We provide basic social rights and fair working conditions to our employees, We are not on any list of sanctioned parties issued by the United States

Government, United Nations and European Union.

Signed in the presence of: Declared:

(Signature) (Signature)

Type here to enter Name, address. Type here to enter Location, date.(Name, address) (Location, date)

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4.5 Application Form and Quotation



Dear Mercy Corps,

Having examined the required application documents for the above-mentioned Tender, we offer to supply material as described for the amount, in USD of:

$Type here to enter Amount in USD .

Type here to enter Amount in USD, in Words US Dollars.(in words)

To offer our above-mentioned price, we acknowledge that we have taken into consideration all the documents and instructions provided by Mercy Corps.

The following Payment Terms apply to this offer:Type here to enter Payment Terms

We undertake, if our application is accepted, to deliver the material described in the Tender and Application Documents within Type here to enter No. of Days days from the date of signing the Agreement.

We understand and accept that Mercy Corps is not bound to choose the lowest price on any application that may be received, and that any or all responses may be rejected without assigning any reason for such rejection.

Signed by:Name: Type here to enter NamePosition: Type here to enter PositionDate: Click here to enter Date

Signature and Stamp

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