Tender Description

CALL FOR TENDER NO. NN/SOM/TN/309/24

NAFIS NETWORK

SOMALILAND OFFICES

FOR VEHICLE PURCHASE OF TOYOTA HIACE BUS FOR THE SDC PROJECT

(BUS – 15 SEATERS)

Date of publication of tender notice: December 4, 2024

Deadline for the receipt of tenders: December 11, 2024

To be addressed to: NAFIS NETWORK Somaliland, Hargeisa Office

1.    INTRODUCTION

The purpose of this Terms of Reference (TOR) is to outline the requirements and procedures for the procurement of a brand-new Toyota Hiace Bus (15-Seater) for the SDC Project. NAFIS Network, through this process, seeks to identify a qualified supplier to deliver the specified vehicle to support the project’s implementation in Hargeisa, Somaliland.

2.    Background Information

Network against FGM/C in Somaliland (NAFIS) is a non-political, non-governmental, and humanitarian network established in November 2006 in Hargeisa, Somaliland. NAFIS is committed to combating Female Genital Mutilation (FGM) and Violence Against Women and Girls (VAWG) through a variety of programs and initiatives, including policy frameworks, coordination, research, and capacity building.

NAFIS, in partnership with Plan International, is currently working on the SDC Project, aiming to strengthen the ecosystem addressing gender-based violence (GBV) through a women-led activism approach. To support the activities of this project, NAFIS requires the procurement of a Toyota Hiace bus for transportation needs related to the project.

3.     Scope of Work

The scope of work includes the provision of a brand-new Toyota Hiace bus with specific technical specifications and a complete set of vehicle accessories, to be used for the SDC Project’s operational needs in Somaliland.

4.    OBJECTIVES

To procure and deliver a new Toyota Hiace Bus (15-seater) with the required specifications to NAFIS Network’s Hargeisa office for the SDC Project.

Specific Objectives

• To source a Toyota Hiace bus that meets the provided specifications.
• To ensure the bus is delivered in good condition, meeting all the technical and legal requirements.
• To ensure timely delivery of the vehicle to NAFIS Network Hargeisa by the specified deadline.
• To provide a comprehensive service including vehicle accessories, insurance, and all necessary legal documents.

5.    SCOPE OF SERVICES

5.1.        Detailed Description of Services

• Provide a brand-new Toyota Hiace Bus with a 15-seat capacity, manufactured in 2012 or above.
• The vehicle should have a minimum engine capacity of 2KD with a 4-cylinder engine, running on diesel.
• The vehicle should be in excellent condition with complete accessories, including two spare tires, spanner, wheel wrench, hydraulic jack, fire extinguisher, and shovel.
• The vehicle should be delivered to NAFIS Network’s Hargeisa office and must be white in color.

5.2.        Deliverables

• Toyota Hiace Bus delivered to NAFIS Network, Hargeisa, Somaliland.
• A full set of vehicle accessories.
• Relevant documentation for vehicle registration, insurance, and compliance with local regulations.

6.     Timeline and Deadlines

• Tender Submission Deadline: December 11, 2024
• Vehicle Delivery Deadline: Within 15 days of contract award.

7.    ROLES AND RESPONSIBILITIES

7.1.       Responsibilities of the Contractor

• Provide a brand-new Toyota Hiace bus in accordance with the specifications outlined in TOR.
• Ensure the bus is delivered on time and in good condition.
• Provide all necessary documentation for the vehicle.
• Ensure compliance with NAFIS Network’s delivery guidelines.
• Offer support for the maintenance and repair for a specified period, if applicable.

7.2.        Responsibilities of the Client/Organization (NAFIS Network)

• Issue the contract for vehicle purchase and ensure timely payment.
• Provide the necessary logistical support for vehicle delivery and registration.
• Coordinate with the contractor to ensure the vehicle is delivered as per the agreed specifications.
• Ensure that the vehicle accessories are complete and meet the required standards.

8.    METHODOLOGY AND APPROACH

8.1.        Approach to Delivering Services

The contractor should provide a step-by-step methodology for the procurement and delivery of the Toyota Hiace bus. The methodology should include:

• Sourcing the vehicle from a reliable supplier.
• Verification of vehicle condition upon delivery.
• Provision of necessary documentation including registration and insurance.

8.2.       Work Plan and Schedule

A detailed work plan should be submitted, including:

• Timeline for sourcing and delivery.
• Stages of the procurement process (e.g., vehicle inspection, preparation, and delivery).
• Delivery schedule indicating when the vehicle will arrive at NAFIS Network's office in Hargeisa.

9.    QUALIFICATIONS AND EXPERIENCE

Required Qualifications

• The contractor should be a registered business in Somaliland with relevant experience in the supply of vehicles.
• Proven experience in delivering commercial vehicles to local and international organizations.
• Technical competence in vehicle specifications and logistics management.

Relevant Experience

• At least three years of experience in providing brand-new vehicles.
• Experience with government agencies or NGOs in vehicle procurement and delivery.

10. FINANCIAL CAPACITY AND DOCUMENTATION

Price and Payment Terms

• Total price for the Toyota Hiace bus should be included in the tender submission.
• Payment will be processed according to NAFIS Network’s financial procedures upon delivery and successful inspection of the vehicle.

Financial Documentation Requirements

• A copy of the contractor’s bank statements for the last three months.
• Proof of tax compliance and other relevant financial certifications.

11. EVALUATION AND SELECTION CRITERIA

Evaluation Process

• Tenders will be evaluated based on technical compliance, price competitiveness, and delivery timeline.
• The technical proposal will be assessed first, followed by the financial proposal.

Criteria for Selection

• Vehicle specifications compliance.
• Supplier’s experience and previous contract performance.
• Competitive pricing.
• Timely delivery capability.

12. TERMS AND CONDITIONS

·         Confidentiality Agreement

All parties involved in the tender process shall sign a confidentiality agreement to ensure that all shared information remains confidential.

·         Intellectual Property Rights

NAFIS Network shall retain the intellectual property rights for any documents, designs, and materials related to this procurement.

·         Dispute Resolution

Any disputes arising during the contract implementation will be resolved through negotiation. If a resolution cannot be reached, the dispute will be settled through arbitration in Somaliland.

13. SUBMISSION INSTRUCTIONS

Submission Process

·         Tenders must be submitted in sealed envelopes clearly marked with the tender reference number NN/SOM/TN/309/24 and the title of the tender.

·         Tenders should be submitted to NAFIS Network, Hargeisa Office no later than December 11, 2024.

Required Documents

• Certification of registration by the Ministry of Commerce.
• Recent company profile, including experience in vehicle procurement.
• Bank statements for the last three months.
• Valid tax compliance certificate.
• Proof of previous contracts or services delivered.
• Quotation price and payment terms.

14. ANNEXES

·         NAFIS Bid Form

A complete bid form should be attached as part of the submission, available upon request at the NAFIS office.

·         Financial Proposal Template

A template for the financial proposal is attached, which includes all required cost details.

Skills Required

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