REQUEST FOR QUOTATION (RFQ)

Issue Date: 1st December 2023

Deadline for submission: 6th December 2023 @ 16h00

Contract Award: 13th December 2023

Description:  Request for Quotations for Car and Vehicle Hire

Funded by:  CDC under the SCHISS Project

Type of Award: Purchase Order

Point of Contact Email:   procurement@ihmafrica.

Table of Contents

1.       Section 1: Introduction and Scope

2.       Section 2: Technical Specification

3.       Section 3 : Technical requirements

1.       Section 4: Instructions to Bidders

2.       Section 5: Evaluation and Selection Criteria

3.       Section 6: Terms and Conditions

1.     Section 1: Introduction

IHM will be rolling out the national EHR to 1600 health facilities in all provinces. The Institute for Health Measurement (IHM) Southern Africa is therefore looking for vendors to supply items stated in the attached RFQ. In this regard, we are inviting submission of quotations from vendors who can meet the requirements stated in the attached RFQ.

The scope is to transport services for household goods, office furniture, materials, records, appliances, and equipment typically found in a home and professional setting. All labor, supervision, tools, equipment, transportation, permits, fees, taxes, incidentals, and materials necessary to perform move are to be included and provided by the contractor.

The selected contractor shall provide the following services:

. Provision of Vehicles: The contractor is responsible for supplying well-maintained, reliable vehicles of the specified type, including all necessary licensing and insurance.

Fleet Capacity: The contractor should have a minimum of 5 Vehicles in their fleet.

Drivers: Provide experienced and licensed drivers with knowledge of local and inter-provincial routes.

Maintenance : Ensure that all vehicles are in excellent working condition, with regular servicing and maintenance as per manufacturer guidelines.

Safety: Adhere to all safety and roadworthiness regulations, ensuring passenger and cargo safety during transportation.

Scheduling: Maintain flexibility to accommodate both planned and ad-hoc trips, adjusting schedules as required by IHM Southern Africa.

Reporting: Provide accurate and timely trip records, including fuel consumption and any incidents during transportation.

Footprint: The contractor should have presence in at least all the provincial centres.

1.1  Locations:

The transport services will take place from Lusaka and all the 11 provinces of Zambia for Vehicle and Bus Hire, However for Truck Hire below are the locations.

1.     Lusaka to Choma

2.     Lusaka to Kasama

3.     Lusaka to Mansa

4.     Lusaka to Kabwe

5.     Lusaka to Ndola

6.     Lusaka to Solwezi

7.     Lusaka to Mongu

8.     Lusaka to Chipata

9.     Lusaka to Chinsali

10.  Within Lusaka

Please note that there will be times when we require truck hire for staff relocation, i.e., movement of household goods, but for these we may consider sending the solicitation through to vendors under contract. This is so because we are unable to determine where staff will originate from and be posted at recruitment.

All safety materials are to be provided by the contractor (i.e., boxes/bins/crates, carts, packing protection, etc.). All goods are to be wrapped in protective materials to ensure they are protected from any minor or major damage.

Please take note of all the details and information relevant to the preparation of your submission in the attached RFQs.

If you would be interested, please submit your quotation and other requested documents before or on 6th December  ,2023 at 16:00 Hours to the contact email indicated in the below.

procurement@ihmafrica.org

Late Bids will not be accepted.

2.     Section 2: Technical Specifications

This section provides detailed technical specifications and requirements for each item.

Vehicles should be 4 WD, off road pick up, double cab.

3-ton, 5-ton, and 10-ton Containerized Trucks: For the transportation of goods with fuel and driver

12-seater, 16-seater, and 25-seater Buses: For the transportation of staff with Fuel and Driver

3. Section 3: Technical Requirements

Vehicles should be roadworthy, in good running condition, and whose purchase date should not be more than 5 years.

The vehicle provided for field travel should be 4 WD, double cab with canopy and roof rack.

Maintenance request with one day advance notice.

Motor vehicle maintenance and repairs to be carried out by the Service Provider

Vehicles should be equipped with seat-belt restraints, spare tire, jack, fire extinguisher, first aid kit and basic tools.

The vehicle should have good tires.

The vehicle should have a well-maintained Logbook.

The vehicle should be clean, inside, and outside, and free from any unpleasant odor.

4. Section 4: Instructions to Bidders

The following documentation must be provided to be considered for this opportunity:

All documentation and Quotations should be submitted to this email address procurement@ihmafrica.org, no hard copies will be accepted.

Quotation must also provide the following additional details:

Requirements for rental of Vehicles, Buses and Trucks

Eligibility: Interested bidders must meet the eligibility criteria stated in the RFQ:

• Daily rate for each Vehicle within Lusaka and outside Lusaka
• Daily rate per vehicle with driver and without driver
• References e.g., Purchase order, Contract, or written reference
• Quotation corresponds to specifications above.
• Quotation submitted in Zambian Kwacha
• Provision of Company Registration and Tax clearance certificate
• Quote Validity
• Minimum experience of 2 years in provision of vehicle hire service.
• Proof of ownership for at least 5 motor vehicles, preferably 4×4 (excluding Mistubishi Pajero)
• Proof of comprehensive insurance for all motor vehicles proposed in the RFQ.

For more details please see the attached link below: