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Request for Proposals – Supply and delivery of two vehicles, SUV 4*4 Type

  • Location:
  • Salary:
    negotiable
  • Job type:
    Bid / ToR/RFQ/RFP/EOI
  • Posted:
    3 months ago
  • Category:
    Bid / ToR/RFQ/RFP/EOI
  • Deadline:
    December 20, 2023
USAID Local Empowerment for Accountability and Decentralization (LEAD)

REQUEST FOR QUOTATION (RFQ)

Issue date: December 6, 2023

Deadline: December 20, 2023

Request No: LEAD-RFQ-2023-001

Selection of vendor for the supply and delivery of two (2) vehicles, SUV 4*4 Type in Monrovia, Liberia

NOTICE: Prospective Offerors who have received this document from a source other than the LEAD project should immediately contact LGGAprocurement@dai.com and provide their name and mailing address so that any amendments to this RFQ or other solicitation-related communications can be sent directly to them. Any prospective Offeror who fails to register their interest with DAI/LEAD assumes complete responsibility if they do not receive communications before the closing date of this RFQ. Any amendments to this solicitation will be issued via email.

Issuance of this RFQ in no way obligates DAI to award a subcontract or purchase order and Offerors will not be reimbursed for any costs associated with the preparation of their quote. No discussions or negotiations are permitted with Offerors under this RFQ. Offerors shall submit their best and final price.

Request for Proposals – Supply and delivery of two vehicles, SUV 4*4 Type

Overview: DAI Global LLC, a legally registered company in Liberia and implementer of the USAID-funded Local Empowerment for Accountability and Decentralization in Liberia (LEAD) Project aims to improve the capacities of targeted ministries, agencies, and commissions (MACs), to formulate and administer sound tax policies, improve budget transparency, deepen decentralization, and deliver much-needed quality services at the sub-national level.

LEAD is seeking Proposals from qualified vendors to provide two (2) SUV 4*4 type vehicles for its project in Liberia. The vehicle must be reliable for Off-road vehicles suitable for harsh environments, and swampy, unpaved roads.

 

  • RFQ No.
LEAD-RFQ-2023-001
  • Issuance Date
December 05, 2023
  • Title
Supply and delivery of vehicle, SUV 4*4 Type
  • Issuing Office
DAI Global, LLC

USAID-funded LEAD project

18th Street and Warner Avenue, Sinkor, Apt 2A & 2B

Monrovia, Liberia

  • Email Address for Submission of Quotations
All quotes must be submitted by email to

LGGAprocurementInbox@dai.com with “LEAD-RFQ-2023-001” in the email subject line. Any other form of submission will not be accepted.

  • Deadline for Receipt of Quotes
17:00 GMT, December 20, 2023

Late submissions will not be accepted.

  • Submission of Questions / Clarification Requests
Offerors may submit questions and requests for clarifications by email no later than December 14, 2023, at 13:00 GMT. Please only submit questions to: LGGAprocurement@dai.com. All questions received will be compiled and answered in writing and distributed to all registered Offerors.

Warning: Please note that the email address to receive the quotations mentioned in section 5 is different from the email address specified in section 7 here. Quotations submitted to the wrong address may not be accepted.

  • Anticipated Award Type
DAI anticipates awarding a Purchase Order (PO) for the supply and delivery of vehicle, SUV 4*4 Type.
  • Basis for Award
An award will be made based on the Lowest Price, Technically Acceptable Source Selection process. The award will be issued to the responsible Offeror submitting the lowest evaluated price that meets or exceeds the acceptability requirements for technical/non-cost factors described in this RFQ.

To be considered for award, Offerors must follow the instructions provided in this RFQ, submit a complete quotation (see section 11), meet all of the requirements identified in Sections 12 and 13, and produce a Unique Entity ID (SAM) (see section 16) prior to award.

  • Technical Specifications and Requirements
See Attachment A
  • Complete Quotation Response
A complete submission in response to this RFQ includes:

  1. Attachment B – Cover Letter
  2. Attachment C – Vendor submission form
  3. Attachment D – Price Schedule
  4. Attachment E – Past Performance References
  5. Copy of certification of incorporation/registration
  6. Copy of current and valid Tax Compliance certificate with relevant authorities
  • General Instructions to Offerors
  • Each Offeror is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. Failure to do so will be at the Offeror’s risk.
  • All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted via email.
  • If this RFQ solicitation is amended, then all terms and conditions not modified through the amendment shall remain unchanged.
  • By submitting a quote, Offerors fully understand that their quote must be valid for a period of 30 days, which shall be indicated in the cover letter submission.
  • Prior to any award the Offeror must meet all determination of responsibility requirements as listed in Box 13.
  • Offerors shall submit quotes on company letterhead and sign, date and stamp their quotation.
  • Offerors shall complete Attachment B: Price Schedule template in United States Dollars (USD) only exclusive of Value Added Tax (VAT). DAI will seek VAT exemption in Liberia as permitted under the DAI prime contract.
  • Determination of Responsibility
DAI will not enter into any type of agreement with a vendor prior to ensuring the vendor’s responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration:

    1. Copy of certificate of incorporation/registration
    2. Copy of current and valid Tax Compliance certificate with relevant authorities
    3. Evidence of a Unique Entity ID (SAM) (explained below and instructions contained in the Annex)
    4. Confirmation that the source, origin and nationality of the services are not from a Prohibited Country (explained below) or include the use of prohibited technology.
    5. Ability to comply with required or proposed delivery or performance schedules.
    6. Have a satisfactory past performance record as demonstrated by completed past performance information for three current or prior clients.
  • Be qualified and eligible to perform work under applicable laws and regulations.
  1. Have an official/company’s bank account for payments.
  • Geographic Code
Under the authorized geographic code of 935 for its contract DAI may only procure goods and services from authorized countries. DAI does not procure any services from prohibited countries listed by the Office of Foreign Assets Control (OFAC) as sanctioned countries. The current list of countries under comprehensive sanctions include Cuba, Iran, North Korea, Sudan, and Syria. DAI is prohibited from facilitating any transaction by a third party if that transaction would be prohibited if performed by DAI.
  • Prohibited Technology
Offerors MUST NOT provide any goods and/or services that utilize telecommunications and video surveillance products from the following companies: Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hikvision, Hangzhou Hikvision Digital Technology Company, or Dahua Technology Company, or any subsidiary or affiliate thereof, in compliance with FAR 52.204-25.
  • Unique Entity ID (SAM)
All U.S. and foreign organizations which receive first-tier subcontracts/ purchase orders with a value of $30,000 and above are required to obtain a Unique Entity ID (SAM) prior to signing of the agreement. Organizations are exempt from this requirement if the gross income received from all sources in the previous tax year was under $300,000. DAI requires that Bidders sign the self-certification statement if the Bidder claims an exemption for this reason.

For those required to obtain a Unique Entity ID (SAM)you may request Attachment C: Instructions for Obtaining a Unique Entity ID (SAM)For those not required to obtain a Unique Entity ID (SAM), you may request Attachment D: Self-Certification for Exemption from Unique Entity ID (SAM)Requirement

  • Compliance with Terms and Conditions
The bidder shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Bidder shall comply with all Representations and Certifications of Compliance listed in Attachment B.
  • Anti-Corruption and Anti-Bribery Policy and Reporting Responsibilities
DAI conducts business under the strictest ethical standards to assure fairness in competition, reasonable prices and successful performance or delivery of quality goods and equipment. DAI does not tolerate the following acts of corruption:

  • Any requests for a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by a DAI employee, Government official, or their representatives, to influence an award or approval decision.
  • Any offer of a bribe, kickback, facilitation payment or gratuity in the form of payment, gift or special consideration by an offeror or subcontractor to influence an award or approval decision.
  • Any fraud, such as mis-stating or withholding information to benefit the offeror or subcontractor.
  • Any collusion or conflicts of interest in which a DAI employee, consultant, or representative has a business or personal relationship with a principal or owner of the offeror or subcontractor that may appear to unfairly favor the offeror or subcontractor. Subcontractors must also avoid collusion or conflicts of interest in their procurements from vendors. Any such relationship must be disclosed immediately to DAI management for review and appropriate action, including possible exclusion from award.

These acts of corruption are not tolerated and may result in serious consequences, including termination of the award and possible suspension and debarment by the U.S. Government, excluding the offeror or subcontractor from participating in future U.S. Government business.

Any attempted or actual corruption should be reported immediately by either the offeror, subcontractor or DAI staff to:

By signing this proposal, the offeror confirms adherence to this standard and ensures that no attempts shall be made to influence DAI or Government staff through bribes, gratuities, facilitation payments, kickbacks or fraud. The offeror also acknowledges that violation of this policy may result in termination, repayment of funds disallowed by the corrupt actions and possible suspension and debarment by the U.S. Government.

  • Cancellation of procurement procedure
DAI may, at any time, cancel this RFQ before a final award is made.

Attachment A:

Technical Specifications and Requirements

 

  1. Overview

 

DAI Global LLC, DAI is requesting qualified vendors to supply and deliver two (2) SUV 4*4 type vehicles for its office based in Monrovia, Liberia. The vehicle must be new and shall not have been modified or repaired in any way, must be in perfect working order, and ready for use. The body part must be new, and original, without any impact. The vendor will have the responsibility to take care of all customs processes including vehicle technical inspection, registration, and license plate.

 

The vehicle must be reliable for Off-road vehicles suitable for harsh environments, and swampy, unpaved roads.

 

  1. Technical requirements and terms

 

1) Criteria and vehicle specifications

 

The Selection of the Vendor will be based on the below criteria:

  • Mandatory Criteria

The Vendor’s Offer will be rejected and will not be further evaluated if its Offer does not demonstrate that it meets the following mandatory minimum criteria:

Reference Item
Mandatory criterion:Vehicle Ground clearance: Minimum of 8.5 inches ground (with at least 25-degree approach and 21-degree departure angles)

 

  • Technical specifications
Minimum Technical Specifications Vehicles
1Year manufactured:Not earlier than 2020 (must be unused)
2Brand[Specify]
3Model[Specify]
4Manufacturing country:Must be identified in the proposal. If manufactured outside of the United States, a waiver from USAID will be required before the purchase being finalized.
5Engine volume (liters):Not less than 2.0L
6Horsepower:Not less than 200
7Cylinders:Not less than 4
8Transmission:Manual or Automatic
9Fuel:Petrol
10Drive type:FWD – 4WD
11Brakes: Anti-lock 4-wheel Brakes (ABS)
12Airbags:Yes
13Air conditionnerOriginal
14Doors lockAutomatic centralized and remote
15Fuel Tank Capacity:Not less than 50 L
16Additional fuel tank capacityNot less than 20 L
17Curb weight (kg)2245
18Gross vehicle weight (kg)2850
19Rear differentialManuel locking
20Central differentialLimited slip
21Dimensions (Lxwxh) in mm5010 x 1885 x 1890
22Wheelbase (mm)2790
23Front tread1585
24Rear tread1585
25Turning radius5,8
26Tyre dimension265/65R17
27Front brakeVentilated disc
28Back brakeVentilated disc
29Number of doors:5
30Seating Capacity:5 to 7
31Warranty:Not less than 3 years or 100,000 kms
32Service & Support:Genuine spare parts for the proposed vehicles must be routinely available in stock in the Liberian market and must be routinely available outside of Monrovia.
33Maximum combined fuel consumption (According to the manufacturer official data)Between 10-12 liters/100 km or less
34Timeframe delivery:Delivery should not exceed 1 month from date of award
35Car registration documentEstablish the car registration document under DAI’s name

 

2) Vendor’s responsibility determination

The vendor must submit along with his offer:

  • Company profile
  • The manufacturer authorization;
  • The manufacturer’s vehicle data specifications;
  • Documentation proving the existence of an after-sales service on the Liberia territory, in and outside of Monrovia;
  • Documentation on vehicle maintenance planning ;
  • List of spare parts kit.

 

3) Equipment

The vehicle shall be delivered with the following equipment:

  • Standard toolbox
  • Vehicle Jack
  • Tire spanner
  • Spare wheel
  • Warning triangle
  • Fire extinguisher
  • Jumper cable
  • First aid kit

 

4) Warranty period

The vendor shall provide an unrestricted warranty of at least 100,000 km of operation or at least 3 years from the entry into service of the vehicles, whichever comes first.

 

5) Place of delivery

The vehicle shall be delivered at DAI office in Juba to the following address: 18th Street and Warner Avenue, Sinkor, Apt 2A & 2B, Monrovia, Liberia.

 

6) Exemption

DAI is exempted from Customs and VAT in Liberia under its prime Contract with USAID. DAI will provide all necessary documents required by the vendor to supply and deliver the vehicle at DAI’s office according to Liberia local law.

Note that the time required for DAI to provide tax and customs exemption certificates is not included in the delivery period. This time excluded from the delivery time begins from the provision by the vendor of the invoice for the transfer of the vehicle to the submission by DAI of the required certificates.

 

7) Delivery period

The vehicle must be delivered latest, thirty (30) days from the date of award.

 

8) Documents to provide after delivery

The documents to be provided after delivery will include:

  • A user manual;
  • A data sheet specifying the make, type, serial number and any other information used to identify the equipment and its assemblies;
  • A spare part catalogs.

 

9) Equipment testing

At the time of receiving the furniture, DAI will ensure of the following:

  • The vehicle is delivered in good condition;
  • The vehicle delivered is new;
  • The vehicle delivered meets the technical specifications of the Purchase Order;

 

10) Payment terms

The Vendor will be paid in full by wire transfer after delivery completion within 30 days upon receipt of an invoice and proof delivery.

ATTACHMENT B:

COVER LETTER

Instruction: submit on company letterhead

 

Dear DAI/LEAD:

We, the undersigned, provide the attached quotation in accordance with LEAD-RFQ-2023-001 dated [Insert full date]. Our attached quote complies with the price schedule template provided as Attachment D in the subject RFQ and the prices provided are VAT exclusive. Our quote shall be binding upon us subject to the modifications.

 

I certify a validity period of 60 days for the rates provided in the attached quotation. I have read and understood fully the instructions provided in the subject RFQ and its Attachment F, which I intend to fully comply.

 

We understand that DAI is not bound to accept any quotation it receives, and that DAI will not reimburse any costs associated with the preparation of this quotation.

 

Name and Title of Signatory:

Name of Firm:

Address:

Telephone:

Email:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

 

ATTACHMENT C:

Vendor technical Offer

Table 1

Technical Specifications requires (Vendor must fill out the form)
1Year manufactured:
2Brand
3Model
4Manufacturing country:
5Engine volume (liters):
6Horsepower:
7Cylinders:
8Transmission:
9Fuel:
10Additional fuel tank capacity
11Curb weight (kg)
12Gross vehicle weight
13Rear differential
14Central differential
15Dimension (Lxwxh) in mm
16Wheelbase (mm)
17Front tread
18Rear tread
19Turning radius
20Tyre dimension
21Front brake
22Back brake
23Drive type:
24Brakes:
25Airbags:
26Air conditionner
27Doors lock
28Fuel Tank Capacity:
29The number of doors:
30Seating Capacity:
31Warranty:
32Service & Support:
33Maximum combined fuel consumption (According to the manufacturer official data)
34Timeframe delivery:
35Car registration document

 

Table 2

# DescriptionYesNoComments
1The vendor will be paid in full after delivery completion upon submission of invoices by wire transfer. If the vendor does not agree, please specify your terms.
2Will the vehicles be delivered within 30 days?
3Does the price include the customs formalities, technical inspection, registration and license plate fee etc.…?

*Note that DAI will not pay an extra fee apart from what will be agreed in the contract and offeror should take this into consideration.

4Does the vendor provide an unrestricted warranty of at least 100,000 km of operation or at least 3 years from the entry into service of the vehicles, whichever comes first?
5Is the vendor able to provide a service agreement as part of this contract?
6Does the vendor will include the following documents after delivery?

A user manual

A data sheet specifying the make, type, serial number and any other information used to identify the equipment and its assemblies

A spare part catalog

7Does the equipment quoted include all the following equipment?

• Standard toolbox

Vehicle Jack

Tire spanner

Spare wheel

Warning triangle

Fire extinguisher

Jumper cable

First aid kit

 

Name and Title of Signatory:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

 

Attachment D:

Price Schedule

Instruction: Please Date, Sign, and Stamp Price Schedule on the Company Letterhead

Item No.Item NameSpecificationsQuantityUnitCountry of originUnit Price

VAT exclusive

(USD)

Total Price

VAT exclusive

(USD)

1VehicleAs specified in Attachment A: Technical Specifications and requirements2Vehicle
2Customs clearance, technical inspection, registration, and license plateAs specified in Attachment A: Technical specifications and requirements2Vehicle
3EquipmentAs specified in Attachment A: Technical specifications and requirements2Set
GRAND TOTAL IN UNITED STATES DOLLARS$

 

Name and Title of Signatory:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

 

Attachment E:

Past Performance Reference

 

Client # 1

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Client # 2

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Client # 3

Name of Project:
Location of Project:
Contract Amount:
Period of Performance:
Description of Services Provided:
Reference Contact Name:
Reference Contact Number:
Reference Contact Address:

 

Name and Title of Signatory:

 

___________________________________ ____________________

Authorized Signature Company Seal/Stamp

 

Attachment F:

Representations and Certifications of Compliance

 

  1. Federal Excluded Parties List – The Bidder Select is not presently debarred, suspended, or determined ineligible for an award of a contract by any Federal agency.
  1. Executive Compensation Certification- FAR 52.204-10 requires DAI, as prime contractor of U.S. federal government contracts, to report compensation levels of the five most highly compensated subcontractor executives to the Federal Funding Accountability and Transparency Act Sub-Award Report System (FSRS)
  1. Executive Order on Terrorism Financing– The Contractor is reminded that U.S. Executive Orders and U.S. law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. It is the legal responsibility of the Contractor/Recipient to ensure compliance with these Executive Orders and laws. Recipients may not engage with, or provide resources or support to, individuals and organizations associated with terrorism. No support or resources may be provided to individuals or entities that appear on the Specially Designated Nationals and Blocked persons List maintained by the US Treasury (online at www.SAM.gov) or the United Nations Security Designation List (online at: http://www.un.org/sc/committees/1267/aq_sanctions_list.shtml). This provision must be included in all subcontracts/sub awards issued under this Contract.
  1. Trafficking of Persons – The Contractor may not traffic in persons (as defined in the Protocol to Prevent, Suppress, and Punish Trafficking of persons, especially Women and Children, supplementing the UN Convention against Transnational Organized Crime), procure commercial sex, and use forced labor during the period of this award.
  1. Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions – The Bidder certifies that it currently is and will remain in compliance with FAR 52.203-11, Certification and Disclosure Regarding Payment to Influence Certain Federal Transactions.
  1. Organizational Conflict of Interest – The Bidder certifies that will comply FAR Part 9.5, Organizational Conflict of Interest. The Bidder certifies that is not aware of any information bearing on the existence of any potential organizational conflict of interest. The Bidder further certifies that if the Bidder becomes aware of information bearing on whether a potential conflict may exist, that Bidder shall immediately provide DAII with a disclosure statement describing this information.
  1. Prohibition of Segregated Facilities – The Bidder certifies that it is compliant with FAR 52.222-21, Prohibition of Segregated Facilities.
  1. Equal Opportunity – The Bidder certifies that it does not discriminate against any employee or applicant for employment because of age, sex, religion, handicap, race, creed, color or national origin.
  1. Labor Laws – The Bidder certifies that it is in compliance with all labor laws.
  1. Federal Acquisition Regulation (FAR) – The Bidder certifies that it is familiar with the Federal Acquisition Regulation (FAR) and is in not in violation of any certifications required in the applicable clauses of the FAR, including but not limited to certifications regarding lobbying, kickbacks, equal employment opportunity, affirmation action, and payments to influence Federal transactions.
  1. Employee Compliance – The Bidder warrants that it will require all employees, entities and individuals providing services in connection with the performance of an DAI Purchase Order to comply with the provisions of the resulting Purchase Order and with all Federal, State, and local laws and regulations in connection with the work associated therein.

By submitting a quote, bidders agree to fully comply with the terms and conditions above and all applicable U.S. federal government clauses included herein and will be asked to sign these Representations and Certifications upon award.

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