DATE: June 6^th, 2023                 

REFERENCE No: 06/06/140

REQUEST FOR QUOTATION (RFQ)

(Vehicle Hire Service)

To: Tracks and Vehicle Hire providers

Dear Sir / Madam;

APCO Organization hereby seek to pre-qualify service providers with reliable experience and capacity for the provision of Vehicle Hire Services in Kahda District Mogadishu and Afgoi, Lower Shabelle as detailed in this RFQ below. When preparing your quotation, please be guided by the form attached hereto as Annex 2.

The tender invitation will be open to any service provider who is able to provide the services described above.

Quotations may be submitted on or before June 10^th, 2023 and in a sealed envelope titled “RFQ for Vehicle hiring services” to the address below:

It shall remain your responsibility to ensure that your quotation will reach the address above on or before the deadline. Quotations that are received by APCO Organization after the deadline indicated above, for whatever reason, shall not be considered for evaluation.

Sincerely yours,

Hassan Ali Diblawe

Procurement and Logistics Manager

Please take note of the following requirements and conditions pertaining to the supply of the above-mentioned services:

Function:	2 vehicles which will provide supportive supervision for the project teams In Kahda District, Mogadishu.3 vehicles for mobile teams and referral support in Afgoi, Lower Shabelle1 Car Hiring Service to be used for a Truck for 10 m tan and Medical Supplies and supplies delivery from the Mogadishu warehouse to Afgoi APCO Store
Location of service	Within Kahda and Afgoi
Preferred Currency of Quotation	Currency: US Dollars
Deadline for the Submission of Quotation	COB, saturday, June 10th, 2023 before 4:00PM
All documentations shall be in this Language.	English.
Documents to be  submitted	Vehicles log book copies; (Mandatory)Vehicle’s local registration documents; (Not Mandatory)Latest Business Registration Certificate if it’s a company; (Mandatory)Business Profile of the company; (Mandatory)
Partial Quotes	Not permitted
Payment Terms	100% of agreed monthly costs upon delivery of services and Submission of invoice to relevant APCO Organization officer
Evaluation Criteria	Technical responsiveness/Full compliance to requirements and the lowest priceFull acceptance of the PO/Contract General Terms and      Conditions
APCO Organization will award to:	One individual/firm/company who meets the requirements
Type of Contract to be  Signed	Either Long- or short-Term Agreementfollowing the project’s budget line Description
Annexes to this RFQ	Terms of Reference (Annex 1)Price Schedule Format (Annex 2)   Non-acceptance of the terms of the General Terms and Conditions (GTC) shall be grounds for disqualification from  this procurement process.
Contact Person for Inquiries (Written inquiries only)	Hassan Ali Dhiblawe  Head of Logistics: apcc.ngo@gmail.com +252615575828 Any delay in APCO’s response shall not be used as a reason for extending the deadline for submission, unless APCO determines that such an extension is necessary and communicates a new deadline to the Proposers.
Number of Vehicles Needed by the organization	No 1: Two vehicles which will provide supportive supervision for the project teams In Kahda District, Mogadishu.   No 2: Three vehicles for mobile teams and referral support in Afgoi, Lower Shabelle.   No 3: One Truck for 10 m tan and Medical Supplies and supplies delivery from the Mogadishu warehouse to Afgoi APCO Store

Services offered shall be reviewed based on completeness and compliance of the quotation with the minimum requirement described above and any other annexes providing details of APCO Organization requirements.

The quotation that complies with all of the requirements and offers the lowest price, as well as all other evaluation criteria indicated, shall be selected. Any offer that does not meet the requirements shall be rejected.

Any discrepancy between the unit price and the total price (obtained by multiplying the unit price and quantity) shall be re-computed by APCO Organization. The unit price shall prevail and the total price shall be corrected. If the supplier does not accept the final price based on APCO Organization’s re-computation and correction of errors, its quotation will be rejected.

After APCO Organization has identified the lowest price offer, APCO Organization reserves the right to award the contract based only on the lowest prices with the best quality.

APCO Organization encourages every prospective Vendor to avoid and prevent conflicts of interest, by disclosing to APCO Organization if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ.

APCO Organization implements a zero tolerance on fraud and other proscribed practices, and is committed to identifying and addressing all such acts and practices against APCO, as well as third parties involved in APCO activities.

 

Thank you and we look forward to receiving your quotation.

Sincerely yours,

Hassan Ali Diblawe

Procurement and Logistics manager

Annex 1

TERMS OF REFERENCE

Background:

The APCO Organization would like to avail vehicle hire service with one or more business firms for a duration of 12/6 Months which may be renewable based on satisfactory performance. The vehicle hire services are required for local duty within Kahda and Afgoi respectively for Truck Transport to project areas. APCO Organization will enter into a long-term agreement and the vehicle hire will be requested as and when required.

I.         Requirement of the Contractor:

1. Minimum experience of Two years in provision of vehicle hire service;
   1. Assignment of dedicated contact person who will manage vehicle hiring requests for the APCO;
   1. Respond to vehicle request with one-day advance notice;
   1. Fuel should be provided by the Contractor;
   1. Maintenance to be carried out by the Contractor;
   1. Food and accommodation for the driver during Truck transport should be borne by the Contractor;
   1. The vehicle should be compliant with applicable safety or other motor vehicle requirements;
   1. Registered for operation during the period of Contract with registration documentation in the vehicle and registration/number plates affixed to the vehicle as required by law.

II.               Conditions for the vehicle:

1. The vehicle should be road – worthy, in good running condition, and not more                                                          than 7 years old;
   1. The vehicle provided for field travel should be 4×4 and robustly built;
   1. The vehicle should be equipped with necessary safety items, seat-belt restraints in the front and rear of the vehicle, spare tire, mechanical jack and basic hand tools;
   1. The vehicle should be fitted with Public Address System;
   1. The vehicle should have good tyres;
   1. The vehicle should have a well-maintained Log Book;
   1. The vehicle should be clean, inside and out, and free from any unpleasant odor.

III.             Requirements for the Driver:

1. The driver should have minimum 3 years’ work experience as a Driver; a safe and clean driving record; knowledge of driving rules and regulations and skills in minor vehicle repair;
   1. The driver should not consume alcohol, smoke & chew Miraa while on duty;
   1. The driver should be properly trained in the operation and maintenance of the vehicle;
   1. The driver should be licensed for operating a motor vehicle which is on duty, including for passenger service if required;
   1. Familiar with local routes and destinations;
   1. Properly attired during hours of operation;
   1. Observes the rules of the road at all times; and
   1. Observe at all times basic courtesy to passenger(s), fellow motorists and road autho.

Annex 2

PRICE SCHEDULE FORMAT

Description	Qty of Vehicle	Number of Days	Rate Per Month Per car	Totals Monthly Cost
Vehicle hire for for mobile teams and referrals support in Afgoi, Lower Shabelle.	3	30 Days Per Month	$ 0.00	$ 0.00
Vehicles hire for which will provide supportive supervision for the project teams In Kahda District, Mogadishu.	2	30 Days Per Month	$ 0.00	$ 0.00
Truck Rent for Transportation of Nutrition /Medical Supplies (with capacities of 10 mt) bimonthly. Bimonthly	1	6	$ 0.00	$ 0.00

Your prompt response and fair quotation are expected soon.

NB: At APCO ORGANIZATIONS, financial transaction and payment will be made upon Submission of Complete documents (invoices) for payment.

Than

	Hassan Ali Diblawe Procurement and Logistics Manager