GOAL Sierra Leone
Gives an Invitation of Tender for vehicle rental for the period covering Sept – Dec, 2015
REF: POR-X-689

CONTENTS OF THIS TENDER

1. Timetable

2. About GOAL

3. Instructions to Bidders

4. Submission of Offer

5. Selection Criteria

6. Information Required

7. Payment Terms

8. Conditions of Tender

9. Bidders Signature

10. Appendices

Annex 1 Offer Form

Annex 2 GOAL Standard Terms and conditions

Annex 3 Vendor Registration Form

  1. TIMETABLE:

Issue of RFO:11th Aug, 2015

Deadline for Reply:11th Sept, 2015

Evaluation of Offers16- 22th Sept, 2015

Issue of Contract (estimated):25th- 27Sept2015

  1. ABOUT GOAL:

GOAL is an international humanitarian agency dedicated to the alleviation of the suffering of the poorest of the poor. It was founded by John O'Shea in 1977.

GOAL's Mission Statement: To work towards ensuring that the poorest of the poor and most vulnerable in our world and those affected by humanitarian crises have access to the fundamental needs and rights of life, for example, food, water, shelter, medical attention and literacy. It is non-denominational, non-governmental and non-political.

GOAL has responded to nearly every major natural and man-made disaster in the past 30 years and is currently operational in 13 countries in the developing world. It also implements rehabilitation and long-term development programmers and works with local partner organizations that have similar objectives. While GOAL’s priority is to bring life-saving assistance to people affected by emergencies, through the provision of food, healthcare and other basic requirements, it also priorities programmers which care for street children and people affected by HIV/AIDS.

GOAL has a 14 year presence in Sierra Leone with activities in Western Area, Kenema, Bombali, Port Loko and Kambia Districts. The GOAL Sierra Leone programme contributes to poverty and vulnerability reduction through the implementation of multi-sectorial, integrated programmes which specifically focus on community health including nutrition, health systems strengthening, water, sanitation & hygiene, and child protection and empowerment interventions. GOAL mainstreams gender, child protection, HIV and environment across all programs and operations.

GOAL is engaged in all areas of the EVD response, as the lead agency for the Social Mobilization Action Consortium (SMAC), a member of the Freetown WASH Consortium (FWC) and a member of the Ebola Response Consortium (ERC). The latter is engaged with ensuring IPC standards in PHUs and Hospitals and appropriate and comprehensive Surveillance activities. GOAL are also managing the DFID-funded Emergency Ebola Response Fund (DEERF) and are operating a 100-bed EVD Treatment Facility in Port Loko.

  1. INSTRUCTION TO BIDDERS

By submitting your Offer, the Bidder accepts in full the conditions of this RFO, waiving his/her own conditions of sale.

Please read all instructions, terms and conditions carefully, and ensure your information and documentation is provided on time as failure to do so may result in rejection of your bid.

If clarification is required on this tender please send your query at least five days prior to submission date to . Please include the tender reference number and words “clarification required” In the subject line. Your query will then be forwarded to the relevant person. Direct contact with any other GOAL staff member, before opening date, will result in the Immediate Disqualification of The Submitted Tender.

  1. SUBMISSION OF OFFERS

Offers must be submitted in the following manner.

  1. By email only to the following address:

The subject line and email body should reference the following:

POR-W-689 – FWA- Vehicle Rental-Port Loko-Kambia

If submitting by e-mail please include scanned, Stamped,Signed copies of your bid and also soft copy of your price offer to have a clear information.

Important:Offers transmitted in any other manner than indicated above or offers received after the deadline date and time will not be considered.

All responses will be opened by the GOAL Tender Committee and all Bidders will be notified of the results.

  1. SELECTION CRITERIA:

When analysing the Offers, the following are a minimum requirement for GOAL:

  1. Ex works price
  2. Price Validity for a period covering Sept – Dec 2015
  3. Specification/quality & compliance with National/ international norms
  4. Schedule for deployment of vehicles to site.
  5. Availability
  6. Experience of Vendor
  7. List and models of Vehicles owned by company as evidence provided by Vendor.
  8. Copy Life cards
  1. INFORMATION REQUIRED

As part of this tender, for all items required as per Annex 1 for the GOAL Port Loko, KambiaProgramme, please quote for all of the following optional:-

  1. Daily Rate (must be given in USD)
  2. Type, Make and year of manufacture for list of Vehicles owned by the Vendor
  3. Copy of:-
  4. Life card for Vehicles owned by Company with list.
  5. Of company registration documents, trading licence and GST registration
  6. Copy of insurance for vehicles.
  7. Schedule for deployment of Vehicles to site.
  8. Price valid until end of December 2015. This must be given in USD.
  9. If vehicles have a GPS please indicate on the offer list
  10. Audited Financial Statements for last two years;
  11. Evidence of similar contracts over the last two years, including contact details for referees from these companies.
  12. Completed GOAL vendor registration form

Please complete all sections of Annex 1 as per above. Attach additional document as required. Incomplete offers will be rejected.

A. SUPPLIER INFORMATION

GOAL requires all existing and new suppliers to complete a Vendor Registration Form, Annex3, and submit this with your offer in order to qualify for this tender process.

In addition to the information requested in the Vendor Registration Form, please also provide

  1. GST Registration Certificate
  2. Trade License
  3. Copy of registration and Life card of each vehicles owned by your company.

All successful bidders will be the subject to GOAL’s General Condition of Purchase, located in this document under Annex 2.

B. SPECIFICATION OF ITEMS

Please give a full specification of the being offered, Include the make type and model of vehicles to be provided, complete all information required in Annex 1.

If your response deviates from GOAL’s requirement specifications in this RFO (names, description, packaging, design, raw materials etc.), please include details in the Annex 1 as requested.

GOAL requires your company to provide accurate and true information in both your quote and any other information provided verbally or through email throughout the process of RFO submissions and tender clarifications. All information provided to GOAL as part of this RFO process should be accurate, should any false information be provided on behalf your company this will lead to exclusion from the RFO.

C. PRICING:

  1. Prices must be expressed in USD
  2. Individual prices must be provided in the Offer as follows:
  3. Ex - works prices
  4. Vehicles will be mainly used in Kambia Port Loko and maybe other locations because GOAL operates all over the country.
  5. GSTand any duties payable
  6. Any other associated costs
  7. Any discount offered to GOAL must be clearly indicated as a percentage of the overall cost.

D. LEAD AND DELIVERY DETAILS

  1. Detailed delivery schedule will be negotiated with the successful supplier.
  2. On arrival the supplies should be free from damage. The supplier shall be liable for all losses due to insufficient or unsuitable packing and delivery arrangements, and will be responsible for the cost of returning any unacceptable supplies.
  3. Only compliant and accurate items, that meet GOAL specifications shall be accepted and paid for by GOAL.
  4. Non-conforming items delivered shall be rejected by GOAL, in which case you will be required to collect the items. In case of rejection of part of or full order delivered by a vendor, GOAL will not pay for the cost of goods rejected.

E. CERTIFICATE OF SOURCE AND QUALITY CERTIFICATES

  1. All commodities supplied must be accompanied by a certificate proving the source of the commodities.
  2. All suppliers must verify their nationality by providing a certificate of nationality or similar
  3. All shipping and importation documentation, if any of your supplies originated and/or are sourced outside of Republic of Ireland

F. SIGNED COPY OF THIS DOCUMENT

Please print off and sign each pages of this document (see section 9) to indicate that you have read, understood and agree to the contents.

This RFO, in conjunction with Annex 1 Offer Form, Annex 2 GOAL General Conditions of Purchase and Annex 3 GOALVendor Registration form, must be signed and returned with your offer.

  1. PAYMENT TERMS
  1. Payment will be made to the vendor by bank transfer within 30 days from receipt by GOAL of all goods mentioned in the contract according to the agreed schedule.
  2. There will be liquidated damages equivalent to a deduction of 0.2% per day or part thereof for late deliveries due to default on the part of the vendors, but no more that accumulative 5%, upon which GOAL has a right to cancel the order with a vendor or look for alternative solutions. This includes instances where the goods are rejected due to bad quality and should be replaced, exceeding the agreed delivery time.
  1. CONDITIONS OF TENDER/RFO
  1. GOAL reserves the right to deal with any Offer of its choice or any or all parts of the Offer and to purchase items from various Offers. GOAL is not bound to accept the lowest Offer or any Offer.
  2. This document is not a contract or an Offer into a contract, but is a request for a quotation for the product indicated in the RFO annex
  3. GOAL does not undertake to pay by letter of credit or in advance of delivery.
  4. Respondents are bound by their Offer for a period of 60 days as from the closing date of bids. If the validity of your offer is less than 60 days, or more than 60 days’ timeframe, please, clearly indicate same in your commercial offer
  5. GOAL is in no way responsible for any costs associated with preparing the RFO response.
  6. GOAL reserves the right to alter the dates of the timetable.
  7. GOAL will inform each respondent to the results of the decision on their Offer; this process is not open to the public. GOAL is not obliged to justify or explain selection to any respondent.
  8. Any queries about this RFO should be addressed in writing to GOAL Ireland via email on
  9. Any contract that results from this tender will be subject to GOAL Ireland’s standard Terms and Conditions.

Annex 2

TERMS AND CONDITIONS FOR SUPPLY, SERVICE AND WORKS CONTRACTS

  1. LEGAL STATUS

The Vendor shall be considered as having the legal status of an independent contractor vis-à-vis GOAL. The Vendor, its personnel and sub-contractors shall not be considered in any respect as being the employees of GOAL. The Vendor shall be fully responsible for all work and services performed by its employees, and for all acts and omissions of such employees.

II.SUB-CONTRACTING

In the event the Vendor requires the services of a sub-contractor, the Vendor shall obtain the prior written approval of GOAL for all sub-contractors. The Vendor shall be fully responsible for all work and services performed by its sub-contractors and vendors, and for all acts and omissions of such sub-contractors and vendors. The approval of GOAL of a sub-contractor shall not relieve the Vendor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the provisions of this Contract.

III. OBLIGATIONS

The Vendor shall neither seek nor accept instructions from any authority external to GOAL. Vendors may not communicate at any time to any other person, government or authority external to GOAL any information known to them by reason of their association with GOAL which has not been made public, except in the course of their duties or by authorization of the GOAL: nor shall Vendors at any time use such information to private advantage. These obligations do not lapse upon termination/expiration of their agreement with GOAL.

IV.ACCEPTANCE AND ACKNOWLEDGEMENT

Initiation of performance under this contract by the vendor shall constitute acceptance of the contract, including all terms and conditions herein contained or otherwise incorporated by reference.

V.WARRANTY

The Vendor warrants the goods furnished under this Contract to conform to the specifications and to be free from damage and defects in workmanship or materials. This warranty is without prejudice to any further guarantees that the Vendor provides to purchasers. Such guarantees shall apply to the goods subject to this Contract.

VI.INSPECTION

The duly accredited representatives of GOAL or the donor shall have the right to inspect the goods called for under this Contract at Vendor’s stores, during manufacture, in the ports or places of shipment, and the Vendor shall provide all facilitates for such inspection. GOAL may issue a written waiver of inspection at its discretion. Any inspection carried out by representatives of GOAL or the donor or any waiver thereof shall not prejudice the implementation of the other relevant provisions of this Contract concerning obligations subscribed by the Vendor, such as warranty or specifications.

VII.EXPORT LICENCE

The Contract is subject to the obtaining of any export licence or other governmental authorisation that may be required. It shall be the responsibility of the Vendor to obtain such licence or authorisation. GOAL may, at its discretion, use its best endeavours to assist.

VIII. OFFICIALS NOT TO BENEFIT

The Vendor represents and warrants that no official of GOAL has been, or shall be, offered by the Vendor any direct or indirect benefit arising from this Contract or the award thereof. The Vendor agrees that breach of this provision is breach of an essential term of this Contract.

IX FORCE MAJEURE

For the purposes of this Contract, force majeure means any act of God, act of war, civil disturbance, explosion, fire, any law or action taken by a government or public authority or other exceptional event which is unforeseeable in the circumstances, which cannot be overcome and which prevents, hinders or delays either party from performing any of its obligations under this Contract. As soon as possible and in any event within five (5) working days after the occurrence of a force majeure event, the affected party shall give notice and full particulars to the other party in writing. The affected party shall not be in breach of this Contract nor liable for delay in performing its obligations under this Contract if and to the extent that such delay is directly caused by the force majeure event provided that such party uses best endeavours to limit the effect of the force majeure event on the performance of its obligations. If such a period of delay or non-performance by the Vendor continues for ten (10) working days, GOAL may terminate this agreement by giving five (5) days' written notice to the Vendor.

X.DEFAULT

In case of default by the Vendor, including, but not limited to, failure or refusal to make deliveries within the limit specified, GOAL may procure the goods or services from other sources, and hold the Vendor responsible for any excess cost occasioned thereby. Furthermore, GOAL may, by written notice, terminate the right of the Vendor to proceed with deliveries or such part or parts thereof as to which there has been default.

XI.REJECTION

In the case of goods or services purchased based on specifications or scope of works, GOAL shall have the right to reject the goods or services or any part thereof if they do not conform to specifications or the scope of works.

XII.AMENDMENTS

No change in or modification of this Contract shall be made except by prior agreement between the Responsible Buyer in GOAL and the Vendor.

XIII.ASSIGNMENTS

The Vendor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof or of any of the Vendor’s rights, claims or obligations under this Contract except with the prior written consent of GOAL.

XIV.INDEMNIFICATION

The Vendor agrees to indemnify, hold and save GOAL harmless and defend at its own expense GOAL, its officers, agents and employees from and against all suits, claims, demands and liability of whatever nature or kind, including costs and expenses thereof and liability arising there from, with respect to, arising from or attributable to acts or omissions of the Vendor or its employees or sub-contractors in or relating to the performance of this Contract. This provision shall extend to, but shall not be limited to, claims and liability in the nature of product liability claims.

GOAL will promptly notify the Vendor of any such suit, claim, proceeding, demand or liability within a reasonable period of time after having received written notice thereof, and will reasonably cooperate with the Vendor, at the Vendor’s expense, in the investigation, defense or settlement thereof, subject to the privileges and immunities of GOAL.