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Email: zambia.tenders@oneacrefund.org

Website: www.oneacrefund.org

TENDER FOR TRANSPORT SERVICES

 TENDER NUMBER: ZA / OAF /AUG/ 2024 / 001

OPEN TENDER

CLOSING DATE: 13th September 2024 BY 5 PM CAT

SECTION 1

INVITATION TO FINANCIAL AND TECHNICAL PROPOSALS

1. Introduction

1. One Acre Fund (OAF) is a social enterprise that is innovating a new way of helping smallholder farmers and their families to achieve their full potential. One Acre Fund is an organization currently serving almost 1 million farmers in Sub-Saharan Africa. We work with farmers on a daily basis and always put farmers first. Our Zambia operation is currently working with around 6,000 farmers in the Central Province region of the country
2. One Acre Fund wishes to invite suitable bidders to submit their bids for the provision of transport services. We would like to sign a one (1) year contract with a transport company that will deliver fertilizer,crop seed and any other items that may need to be transported from our warehouse to OAF farmers in rural districts of central province (Chibombo, Chisamba, Kapiri, Likumbi, Mpunde area, Lwaano, Serenje, Mkushi)
3. Bidders must possess the necessary professional and technical qualifications and competence, financial resources, equipment, and other physical facilities, managerial capability, experience in the provision of the services, reputation, and the personnel to perform the contract.
4. They should also have the legal capacity to enter into the contract and should prove that they have continuously fulfilled obligations to pay taxes and social security contributions.

2. General Requirements

1. Applicants kindly note that this does not amount to any contractual obligation on the part of One Acre Fund and that One Acre Fund is not obliged to invite tenders/quotations from any or all who express interest by responding to this prequalification process.
2. Applicants will meet all costs associated with the preparation and submission of their applications.
3. Any information given and later found to be incorrect shall lead to disqualification of the Applicant.
4. Late submission will not be acceptable. Any application received after the date of closure will be considered as late and disqualified.

3. Service Description

1. The transport services include mostly the transport of fertilizer, crop seeds,and seedlings and any other items that may need to be transported from OAF warehouse in Kabwe to farmers in rural areas of central province
2. OAF can always request a truck to transport at any time throughout the year. However, for the larger cargo, OAF does its best to communicate with the transporter ahead of time for planning and coordination purposes.

4. Types of Trucks

1. Truck 1: 2 to 4.5 Metric Tonne
2. Truck 2: 5 to 7.5 Metric Tonne
3. Truck 3: 10 to 15 Metric Tonne
4. Truck 4: 20 to 30 Metric tonne

SECTION 2

SUBMISSION INSTRUCTIONS

5. Form of Submission & Timelines

1. Tenders must be submitted by Friday, 13^th September 2024 by 5:00 PM CAT. We shall not accept any proposals after this date.
2. OAF may, at its discretion, extend this deadline for submission of tenders by amending the tender document and sending an email communication to all the tenderers.

6. Contents of Tender Document

The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender requirements. Failure to furnish all information required by the tender instructions or to submit a tender not substantially responsive to the tender documents in every respect will be at the tenderer’s risk and may result in the rejection of its tender.

1. The tenderer must provide proof that they own the business and are legally registered in Zambia.
2. Indication of delivery lead time and payment terms. Preference will be shown to those that can offer credit terms. A down payment can be made before delivery. We pay all suppliers within 30 days of delivery. If credit terms are not available, please indicate so in your quotation. The unit of measurement is cost per kilometer.
3. Fill out and submit our Vendor Registration form and attach the following documents to it, (those that are already One Acre Fund Vendors do not need to submit documents):
   • ZRA Tax Clearance Certificate
   • Certificate of Incorporation or PACRA business registration document
   • City Council Business Levy Certificate
   • ZRA Tax Registration Certificate
   • Bank Details (Have the Bank Stamp the letter):-
   • Account Name
   • Account Number
   • Bank Name
   • Branch Name
   • SWIFT Code
   • Sort / Branch Code
4. Reference Letters from reputable clients (Preferred but optional) -Take Note: it’s not necessary for already registered vendors
5. Company Profile (Preferred but optional)-Take Note: it’s unnecessary for already registered vendors
6. The tender prepared by the tenderer, as well as all correspondence and documents relating to the tender exchanged by the tenderer and the Procuring entity, shall be written in the English language. Any printed literature furnished by the tenderer may be written in another language provided they are accompanied by an accurate English translation of the relevant passages in which case, for purposes of interpretation of the tender, the English translation shall govern.

Tenders which do not satisfy any of the above requirements shall be rejected.

7. Evaluation and Comparison of Proposals

1. Evaluation Stages

All bids will be assessed in two stages. Firstly, there will be a technical evaluation; and this will count for 70% of the total score. Secondly, there will be a financial evaluation, and this will count for 30% of the total score. It is the intention of OAF to award the contract to the bidder that obtains the highest total score (technical evaluation score + financial evaluation score). However, the tender committee will reserve the right to award the contract to the bidder that they deem competent considering all factors.

2. Selection

Any bid that has not attained the 80-point pass mark (maximum is 100 points) in the evaluation will not be qualified. In order for this to be assessed in a fair and comparative manner, it is strongly encouraged that all forms and documents are completed and submitted as part of your bid. Failure to provide the information requested will compromise the scoring of the Tenderer.

8. Additional Information

1. Questions that may arise from the tender documents should be directed to the following address clearly indicating Request for Information in the subject line:

The Chairman, Tender Committee,

OAF Zambia, Kabwe

E-mail: zambia.tenders@oneacrefund.org

Attn:     Procurement Coordinator

Toddy Mungalu

toddy.mungalu@oneacrefund.org

OAF reserves the right to authenticate information provided herein without reverting to the participant.

To assist in the examination, evaluation, and comparison of tenders, OAF may seek clarification from the tenderer and request submission of additional information from prospective suppliers.