NATIONAL OPEN TENDER FOR THE SUPPLY OF A VEHICLE AT FONDATION PAUL GÉRIN LAJOIE (Deadline: 13th May,2022)

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NATIONAL OPEN TENDER FOR THE SUPPLY OF A VEHICLE AT FONDATION PAUL GÉRIN LAJOIE (Deadline: 13th May,2022)

🏘️ About the Organization 

Fondation Paul Gérin-Lajoie

The Fondation Paul Gérin-Lajoie’s mission is to contribute to the improvement of living conditions through quality education. In Canada, the Fondation contributes to the mobilization of citizens with regard to international solidarity issues and for the promotion of the French language.

Our areas of intervention:
– Basic education
– Training and professional integration
– Empowerment and socio-economic development
– Health and food security
– Education for global citizenship
– Sustainable development and respect for the environment
– Gender equality and respect for human rights

📋Tender Description Details

FONDATION PAUL GÉRIN LAJOIE

PROGRAMME DE COOPERATION VOLONTAIRE

COMPETENCE – LEADERESHIP – EDUCATION (PCV – CLE)

TENDER DOCUMENTS

NATIONAL OPEN TENDER FOR THE SUPPLY OF A VEHICLE

Instructions for bidders

FILE REFERENCE : RW/PCV-CLE 2022-01

1. INTRODUCTION 

By submitting a bid, the bidder accepts all of the following terms and conditions governing this procurement without limitation as the basis for this procedure, regardless of any of its own terms and conditions of employment that it may waive. Bidders are deemed to have carefully reviewed and complied with all instructions and specifications contained in these bidding documents.

The tender is open to national companies with the necessary authorizations for this regulated field, technical experience in the field and the financial capacity to supply the goods and services indicated in this tender.

2. REFERENCE PERSON FOR THE PROCUREMENT PROCESS 

The reference person is Alexandre St-Louis, consultant. He can be contacted at the following address: alexstloui@yahoo.ca or by phone +250 790 002 906. 

3. SERVICES TO BE PROVIDED AND TECHNICAL SPECIFICATIONS 

The NGO Fondation Paul Gérin-Lajoie, for the PCV-CLE consortium within the framework of the Rwanda Program, has planned to acquire a vehicle.

The technical specifications for the vehicle are as follows :

  • Condition: new mandatory
  • Delivery time: maximum 3 months
  • Basic warranty: minimum 3 years or 100 000km
  • Automatic transmission: mandatory
  • Transmission: AWD or 4WD
  • Fuel type: Gasoline or hybrid
  • Combined fuel consumption: less than 9 liters per 100km
  • Fuel tank size: minimum 42 liters
  • Number of passengers: 5
  • Safety belt : 5 belts with 3 points : mandatory
  • Air bags dual front, side, knee, curtains: mandatory
  • Locking of the doors with a centralized button: mandatory
  • Door lock with remote control: mandatory
  • Power window: mandatory
  • Power mirror: mandatory
  • Air conditioning: mandatory
  • Audio: Radio, USB, Bluetooth
  • Backup camera : mandatory
  • Speakers: front and rear
  • Spare tire kit: mandatory
  • Fire extinguisher and warning triangle: mandatory
  • Tropicalized vehicle for Africa: mandatory
  1. PRINCIPLES OF THE PROCUREMENT PROCESS

This procurement process is based on the principles of:

  • Transparency in the procurement process;
  • Proportionality between the procedures followed to award contracts and the value of the contracts
  • Equal treatment and non-discrimination between potential bidders
  1. CONTENT OF THE OFFER FILE 

The bidder shall provide a bid package containing the following documents:

An administrative file:

  • Appendix 1 – Statement of Commitment to Good Business Practices – duly completed and signed;
  • Certificate of business registration from the Rwanda Development Board (RDB);
  • Identification document of the person responsible for submitting the bid;
  • The tender document (DAO) initialed on all pages

Technical proposal: (detailed description of the vehicle and accessories and documentation if applicable)

  • Appendix 2 – Technical Specifications – duly completed;
  • A brochure from the vehicle manufacturer;
  • List of technical specifications included with the proposed model;
  • Interior and exterior photos of the proposed vehicle.
  • Any document that the bidder deems useful to support its bid.

A financial proposal: 

  • Appendix 3 – Price Schedule – duly completed

Please note: If the bid package is not complete at the time of submission, PCV-CLE reserves the right to consider the supplier ineligible.

The supplier must be aware that a donor has the right to control the good application of these rules and principles within PCV-CLE but also with the suppliers with whom it works. In particular, Global Affairs Canada can send its mandated staff to exercise their powers of control over documents on site, but also at the premises of all contractors and subcontractors who have received community funds.

6PRICING, CURRENCY AND BID SUBMISSION

The contract is for firm, non-revisable prices. Bidders must provide a detailed price offer for the vehicle (vehicle, accessories, preparation, customs fees, taxes, other). Financial offers must be in Rwandan francs.

Submission of bids: Friday, May 13, 2022, 14:00 hours

Submission of bids to the following address: merheault@pcvcle.ca

  1. VALIDITY PERIOD

Each bidder remains bound by its offer until Friday, June 13, 2022

  1. MODIFICATION OR WITHDRAWAL OF BIDS

If additional information is provided to a bidder during the bidding process, the same information will be given equally and without discrimination to all bidders.

On its own initiative, PCV-CLE may inform bidders of any errors, inaccuracies, omissions or material deficiencies in the documents.

  1. EVALUATION OF BIDS 

The offers will be analyzed by a bid evaluation committee set up for this purpose. The committee will evaluate the administrative conformity of the offers (check that all the documents/items requested have been supplied).

It will then carry out a technical evaluation of the offer. The technically compliant offers will then be compared on the basis of the criteria determined from the technical specifications of the vehicle requested in this invitation to tender.

To facilitate the review, evaluation and comparison of bids, the evaluation committee may ask each bidder individually to clarify their bid.

Prior to acceptance of the vehicle, PCV-CLE will verify the technical specifications.

  1. CANCELLATION OF THE BIDDING PROCESS 

In the event of cancellation of this bidding process, bidders will be notified by PCV-CLE. Cancellation may occur if:

  • The bidding procedure has failed, i.e., no bids meeting the requested specifications were received;
  • The economic or technical parameters of the project have changed;
  • Exceptional circumstances have made the normal execution of the project impossible;
  • All technically compliant offers exceed the available financial resources;
  • There are irregularities in the procedure

In no case will PCV-CLE be held responsible for damages of any kind (especially damages for loss or profit). If necessary, a decision to cancel the present procurement procedure will be motivated and made known to the candidates.

  1. EXCLUSION CRITERIA, GOOD BUSINESS AND ETHICAL PRATICES 

All persons involved in a bidding process must behave in an ethically sound manner. Any attempt by bidders to obtain confidential information, to enter into illegitimate agreements with each other, or to influence the committee will result in the rejection of their bid.

Any supplier submitting a bid must agree not to be in any of the situations listed below.

11.1 Exclusion criteria 

Tenderers shall be excluded from participation in a contract if:

(a) are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations

(b) who have been convicted of an offence concerning their professional conduct by a judgment which has the force of res judicata

(c) they have been guilty of grave professional misconduct proven by any means which the contracting authorities can justify

(d) they have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed

(e) they have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation or any other illegal activity detrimental to the Communities’ financial interests

(f) following another procurement procedure or grant award procedure financed by the Community budget, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations; (g) tenderers who are subject to a conflict of interest;

(h) tenderers who are guilty of making false declarations.

11.2 Misconduct 

PCV-CLE will reject any proposal from the procurement process bidders or, if appropriate, terminate their contract, who are found to be engaged in corrupt practices, fraud, collusion or coercion. – corrupt practice is defined as offering, giving, receiving or soliciting, directly or indirectly, anything of value to improperly influence the activities of the contracting authority;

– fraudulent practice is any act or omission, including a misrepresentation, that knowingly or recklessly misleads or attempts to mislead the contracting authority in order to obtain a financial or other advantage or to avoid an obligation; – collusive practice is a secret agreement between two or more bidders, the purpose of which is to artificially alter the outcome of the procurement process in order to obtain a financial or other advantage; – coercive practice is to prejudice or harm, or threaten to prejudice or harm, directly or indirectly, any person involved in the procurement process with a view to improperly influencing their activities.

11.3 Ineligibility 

Finally, the bidding supplier cannot be guilty of exploiting child labor. In any case, he must respect the fundamental social rights and the dignity of the working conditions of everyone in his company but also with the subcontractors with whom he works in the framework of his activities.

To ensure compliance with these criteria, PCV-CLE asks its suppliers to print and sign (by the authorized person) the Declaration of Commitment to Good Business Practices and to attach it to the offer they submit.

APPENDIX 1

Statement of Commitment to the PCV-CLE Good Business Practices

I, the undersigned …………………………………………………………………………………………. representing ………………………………………………………., declare that I have read and understood the PCV-CLE Good Business Practices listed in paragraph 11 of this restricted consultation.

On behalf of the company I represent, I certify that …………………………………………. does not fall under any of the exclusionary, misconduct and ineligibility criteria mentioned in paragraph 11 of this national solicitation.

I formally guarantee that my company respects the principle of non-use of child labor, fundamental social rights and working conditions of employees and subcontractors.

I accept the termination of the contract without compensation if PCV-CLE becomes aware that my company was in one of the above mentioned situations.

Date ……………………………………..

(Signature and stamp)

APPENDIX 2

Technical Specifications

Specification

Comments

Checked if included

Brand

Model

Year

Condition

Delivery time

Basic warranty

After sales service included

Automatic transmission

Transmission (AWD or 4WD)

Fuel type

Combined fuel consumption (L/100km)

CO2 emission (g/km)

Fuel tank size

Number of passengers

Number of 3-point seat belts

Type of airbags

Centralized interior door lock

Remote control door locks

Power windows

Power side mirrors

Air conditioning

Radio, USB, Bluetooth

Front and rear speakers

Spare wheel kit

Fire extinguishers and warning triangle

Vehicle tropicalized for Africa

Date ……………………………………..

(Signature and stamp)

APPENDIX 3

Price details

Brand

Model

Price of the vehicle

Options

Preparation fees

Customs fees

Other fees

Taxes

Total

Date ……………………………………..

(Signature and stamp)

Application Deadline Provided

Please  Apply for  this tender  not later than 13th/ May/ 2022


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