International Rescue Committee

MALARIA CONSORTIUM UGANDA

Request for proposal (RFP) for PROVISION OF TRANSPORTATION SERVICES FOR LLIN DISTRIBUTION STAFF ACROSS THE COUNTRY FOR SEVEN WAVES of the National Malaria Mosquito NetS distribution CAMPAIGN

SPECIFICATIONS AND INSTRUCTIONS TO BIDDERS

A. Malaria Consortium

Malaria Consortium is one of the world's leading non-profit organisations dedicated to the comprehensive control of malaria and other communicable diseases in Africa and Southeast Asia. Malaria Consortium works with communities, government and non-government agencies, academic institutions, and local and international organisations, to ensure good evidence supports delivery of effective services, providing technical support for monitoring and evaluation of programmes and activities for evidence-based decision-making and strategic planning. The organisation works to improve not only the health of the individual, but also the capacity of national health systems, which helps relieve poverty and support improved economic prosperity.

Malaria Consortium is committed to obtaining a fair value for services received with a competitive price and timely delivery of the right quantities at the right quality.

In the upcoming Universal Coverage Campaign (UCC) Malaria Consortium will be supporting the Government of Uganda in the mass distribution of Long Lasting Insecticidal Nets (LLINs). The exercise will take place in 116 districts in the four regions, with the distribution exercise completed in one region before moving to the next region. Districts in a region will be bundled to a batch of 18-20 districts where the distribution activity will happen simultaneously, following which the next batch of districts will be completed creating a wave pattern until all the regions and districts are covered. Thus, the exercise will have seven waves and 24 million mosquito nets are expected to be distributed.

B  Administrative Information

1)  It is the intent of this RFP to secure competitive proposals to select a transporter to provide transport services for LLIN distribution staff across the country for seven (7) waves each lasting 22 days.

2)  Vendors shall submit sealed bids addressed to:

Malaria Consortium Uganda

Attention: the Logistics and Administration Manager

Plot 25, Upper Naguru East Road

Naguru, Kampala, Uganda

Tel: 077 2 744 997; 031 2 300 420

3)  Bids must be received within seven (07) days from the date of publication of the bid. Bids submitted after the deadline will NOT be accepted.

4)  Malaria Consortium shall notify the winning bidders in writing within seven working days of the bid opening. Malaria Consortium is under no responsibility to release the identity or contract terms of the winning vendor.

5)  The submitted proposal shall include the following information. Failure to supply all requested information or comply with the specified formats will disqualify the bidder from further consideration.

i)  Completed Bidder Response Document

a.  Proof of relevant insurances (question 3)

b.  Copies of internal policies (question 5)

c.  Confirmation that bidders agree to Malaria Consortiums policies (section 3)

ii)  Copy of business registration documents (proof of legal operation in Uganda).

iii)  Reference letters from the vendor’s bank.

iv)  Reference letters (written after publication of this RFP) from at least two clients.

v)  Pricing proposal based on the details provided in this RFP

6)  Malaria Consortium reserves the right to accept or reject any or all bids, and to accept the bid deemed to be in the best interest of Malaria Consortium, and is not bound to accept the lowest priced bid submitted.

7)  Malaria Consortium reserves the right to award contracts to multiple vendors if deemed to be in its best interest.

8)  The award criteria shall be based on the proposals overall response and “value for money” while taking into consideration donor and internal requirements and regulations. The award will be determined by a committee of Malaria Consortium employees.

9)  Bidders shall provide a BID SECURITY equivalent to 1% of the bid value as provided for in Public Procurement and Disposal of Assets Act (PPDA) upon submission of the bid(s).

10)  All bidders will be verified against the following sanctions lists:

·  UK Treasury List

·  EC List

·  OFAC List

·  Public Procurement and Disposal of Public Assets Authority

11)  The successful vendor shall receive a contract for the period of the services required, which can be extended upon agreement of both parties.

12)  The language for communications and required documents is English.

C  Technical Requirements & Specifications

1.  Up to 300 motor vehicles will be needed for each wave, for up to 22days per wave.

2.  Actual number of vehicles needed will be determined a week before the beginning of each wave and indicated in a Purchase Order (PO) which will be issued to the selected vendor.

3.  The following table outlines the approximate dates for each wave, while Appendix 1 outlines the names of the districts per Wave. Note that exact locations and dates will not be finalised until after micro planning activities for each Wave which will happen at least 1 week before each wave starts.

4.  Vender are expected to provide four wheel drive (4WD), Sport Utility vehicles, 2,500 CC above engine capacity, in good mechanical working condition with evidence of most recent routine service sheet, clean interior (not allowing in dust in cabin),functional AC and odometer.

5.  All vehicles are expected to have fuel cards, with a monitoring system (log sheets) in place to provide Malaria Consortium with kilometres travelled, fuel used and consumption per vehicle to enable payment for fuel.

6.  As part of the daily rental cost, all vehicles are expected to have comprehensive insurance cover with not less than seven months to expiry at time of signing the contract. Bidders are expected to provide proof of comprehensive cover for each vehicle they are engaging for any of the trips before acceptance by Malaria Consortium.

7.  Motor vehicles are expected to have sufficient fuel at all times while working for Malaria Consortium. A penalty of a day’s vehicle rental will be levied on each vehicle in the event that runs out of fuel while in the field. Note: It will take 1-4 hours to drive from sub county stores to distribution points.

8.  Drivers for respective vehicles should have valid driving permits with a validity of at least one year at the start of the campaign.

9.  As part of the daily rental cost, the vendor s drivers will be expected to organise loading and offloading of all items that LLIN staff are travelling with for their assignment during each wave/trip of the campaign.

10.  As part of the daily rental cost, vendors are expected to provide drivers with sufficient funds to support their travel costs while working with Malaria Consortium, including for accommodation, per diem/food costs and any other supporting cost.

11.  Vendors will be responsible for the repair and maintenance of all vehicles while the vehicles are engaged by Malaria Consortium. It is the vendor’s responsibility to monitor for mechanical issues and to provide a replacement vehicle to Malaria Consortium before a vehicle gets to the point where it breaks down. If a vehicle breaks down while in use, and cannot be repaired within 2 hours by the driver, then the vendor will be required to provide a replacement vehicle within 6 hours.

12.  A post qualification assessment will be conducted for successful vendors at the end of each wave, and will involve a meeting at vendor’s premises.

13.  The engagement of the vendor for the next wave will depend on the performance assessment for the previous wave.

D  Pricing Proposal

1)  Vendors can bid to provide suitable vehicles for wave one (1) alone.

2)  For waves two to seven (2 – 7), vendors can bid for all waves together, or for one or more individual waves. Bids will not be accepted for less than the required number of vehicles for any one wave.

Please note that some waves overlap and up to 300 vehicles may be required for each wave.

3)  Bidders shall provide fixed daily rate in Uganda shillings (UGX) excluding fuel (dry rate) and Value Added Tax (VAT), but including drivers salary and travel costs, comprehensive insurance, costs of vehicle repair, maintance and replacement as and when required.

4)  Bidder will be reimbursed money spent on fuel on top of the fixed daily rate, upon confirmation of

i)  fuel used (evidenced with fuel card receipts attached to invoices)

ii)  and distance covered for official travels to, from and while the field evidenced with vehicle logo sheets dully signed by LLIN campaign staff.

Upon confirmation of fuel prices, reimbursement will be computed using Malaria Consortium fuel ratio of seven (7kms) per litre of fuel used.

5)  Malaria Consortium will make payment 30 days after presentation of well supported invoices

6)  All payments shall be made in Uganda shillings (UGX) by bank transfer.

The criteria for evaluation of bids is as outlined in Appendix 2

Appendix 1: List of Districts and number of sub-counties per district to be covered each in wave for the campaign is as per proposed schedule below;

Please note that this list is not final and is subject to change up to one week before the start of each wave

Appendix 2 Evaluation criteria

Points

1. Technical Proposal

1.1  Understanding of request for proposal (RFP) and response as per bidders 10

Proposal

1.2  Demonstrated ability (capacity) to execute the assignment including mobilising 15

of motor vehicles needed and past experience.

1.3  Proof of comprehensive insurance cover for the fleet to used 10

1.4 Controls systems in place to monitor the current fleet to ensure value for money to clients

15

1.5  Availability of reference letters from at least two of clients to whom transport

services were rendered in the last one year from the date of publication of this RFP 5

1.6 Compliance with Malaria Consortiums Policies (Section 3 in the BRD) 10

Total for Technical Proposal 65 Points

For the proposal to be considered technically compliant, it must achieve a minimum score of 40 points. Proposals, which do not meet the minimum score, will not be given further consideration.