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pg. 1 ITB No: APA/UNHCR/2018/012
Afghan Planning Agency
APA
Invitation to Bid (ITB)
Provision of Rental Vehicles for Kandahar, Helmand, Zabul, and Oruzgan Provinces Including
Districts & Villages
ITB No: APA/UNHCR/2018/012
Deadline and delivery Address:
House # 786, Masjed Jamal Mina Street, Kart-e-Sakhi, District # 3.
Kabul, Afghanistan
www.apa.org.af
+93 729,888,822
Email: [email protected]
Issue date: 12-December-2018
Closing date: 22-December-2018
pg. 2 ITB No: APA/UNHCR/2018/012
Contents Pages
1.Introduction…………………………………………………………………………………………….… 3
2. The Afghan Planning Agency(APA) …………………………………………………………………… 3
2.Purpose of this Invitation to Bid (ITB)………………………………………………………………...… 3
3.Cost of Biddings…………………………………………………………………………………………. 4
4. The Bidding Documents………………………………………………………………………………… 4
5. Clarification of Bid……………………………………………………………………………………… 4
6. Preparation of Bids……………………………………………………………………………………… 5
7. Language od Bid………………………………………………………………………………………….5
8. Documents comprising the Bids …………………………………………………………………………5
9. Bid Currencies ……………………………………………………………………………………………5
10. Documents Establishing the eligibility and Qualification of the Bidders ………………………………5
11. Period of Validity of Bids ……………………………………………………………………………… 5
12. Format and Signing ………………………………………………………………………………….......6
13. Submission of Bids …………………………………………………………………………………….. 6
14. Deadline for Submission of Bids and Late Bids ……………………………………………………….. 6
15. Format and Content of Bids ……………………………………………………………………………..6
15. Only One Bid ……………………………………………………………………………………………7
16. Bid Opening and Evaluation …………………………………………………………………………….7
17. Preliminary Examination ……………………………………………………………………………….. 7
18. Evaluation and Comparison of Bids ……………………………………………………………………..7
19. Award Contract ………………………………………………………………………………………….8
20.Award Criteria …………………………………………………………………………………………....8
21. Debriefing ………………………………………………………………………………………………..8
22. Contract Signature ……………………………………………………………………………………….8
23. Price Schedule and Location ……………………………………………………………………………..8
24. Warranty ………………………………………………………………………………………………… 8
25. Supplier Information Form (Annex (a) …………………………………………………………………. 9
26.Fraud and Corruption, Gifts & Hospitality ………………………………………………………… …... 10
28.Conflict of Interest ………………………………………………………………………………………..10
28. Confidentiality …………………………………………………………………………………………... 11
29.Bid Data Sheet ………………………………………………………………………………………….... 11
30.Scope of Service and Specification …………………………………………………………………….…12
31.Staff Requirements ………………………………………………………………………………………..12
32.Security …………………………………………………………………………………………………... 12
33.Vehicle Proper Documentation …………………………………………………………………………...12
34. Working Hours …………………………………………………………………………………………...13
35. Insurance ………………………………………………………………………………………………… 13
36. Expected Mileages ………………………………………………………………………………….…… 13
37. Vehicle inspection and Maintenance ……………………………………………………………………. 13
37. Vehicle Specification ……………………………………………………………………………………. 13
38. General Condition for use ……………………………………………………………………………….. 14
38. Payment Terms ………………………………………………………………………………………….. 14
39. Usage of Log Book ……………………………………………………………………………………… 14
40. Vehicle Daily Log Books (Annex (b) …………………………………………………………………….15
41. Bid Submission Form ……………………………………………………………………………………..16
42. Previous Relevant Experience …………………………………………………………………………….17
43. Price Schedule Form ………………………………………………………………………………………18
pg. 3 ITB No: APA/UNHCR/2018/012
A: INTRODUCTION
1.The Afghan Planning Agency(APA):
Afghan Planning Agency (APA) is an indigenous Afghan non-governmental, non-political and non-profitable
organization, rendering humanitarian assistance to the people of war-torn Afghanistan. The primary objective of
this organization was initially to gather data and draw sectorial perspective plan for Afghanistan. The idea was
supported by UNOCA at that time, but later the necessary fund for the realization of this program was not made
available by the donors. In July 1990, APA was registered as an implementation counterpart of United Nation
agencies in rehabilitation and reconstruction works in Afghanistan. APA has been implementing many projects
in the field of irrigation, road rehabilitation, construction/cash for work projects, Agriculture, emergency food
supporting program, food/non-food items distribution, quick impact projects, Shelter Program, community
mobilization, need assessment, protection monitoring, Opium survey, women empowerment, soft skills training,
vocational training, education, WASH in the provinces of Nangarhar, Laghman, Kunar, Nuristan, Paktia,
Paktika, Khost, Parwan, Kapisa, Panjshir, Bamiyan, Daikundi, Kabul, Wardak, Logar, Ghazni, Nimruz, Zabul,
Kandahar, Helmand, Urozgan, Farah, Herat, Badghis, Ghor, Samangan, Takhar and Mazar-e-Sharif.
1. Purpose of this Invitation to Bid(ITB):
It is the intent of this Invitation to Bid to secure competitive proposals to select a rental vehicle company for
the Afghan Planning Agency to provide full time services in (Kandahar, Zabul, Helmand,and Oruzgan)
provinces in Afghanistan on regular working-days. The staff members are residing in different areas and the
mentioned provinces, and the projects are located in different area of Kabul city and provinces.
The Company will provide shuttle service to/from APA Sub Office/various locations of the provinces
according to the official APA working hours.
The shuttle service to be provided in reliable, clean and well maintained vehicles.
All provided vehicles should have functional internal air-conditioning/heating system. Seatbelts, fire
extinguisher and other security related equipment should be guaranteed.
The type and size of car to be determined based on the number of staff in each pickup and drop off point.
The cost of the service to be based on destination, type and number of vehicles.
The company is required to provide the shuttle services once in the morning for picking up APA staff
from their residents and dropping them off in the afternoon at their pre-specified locations.
If the assigned car for any destination is damaged or broken, the replacement should be arranged well
on time. Otherwise APA will deduct the cost of the service for the day not provided.
APA will not be responsible if the same vehicles are used by the owner/company for other purposes.
However, it is the responsibility of the company to provide timely services in clean and well
maintained vehicles and ensure the safety and security of the vehicles and passengers.
The company is NOT allowed to combine APA shuttle service with any other agency, even if the route
and the direction are the same. NO other passenger will be allowed while moving APA staff during the
shuttle service.
The company should have the capacity to provide the vehicles at short notice if APA staff is advised to
leave the office at any given time.
The rental contract includes all supplies such as fuel, comprehensive insurance, maintenance and
driver’s costs. APA will not be responsible to cover any other expenses not stated in this contract.
pg. 4 ITB No: APA/UNHCR/2018/012
Rental payment will not be paid for the time in which the vehicle is undergoing mechanical repair or
maintenance, or during times when the vehicle in unavailable for use by APA due to circumstances
beyond APA's control.
All rented vehicles will be subject to inspection by the APA. Any vehicle found to be in poor
condition at the time of delivery will not be rented by APA and no payments will be made as a result.
The owner is responsible for maintaining proper registration and insurance for the vehicle during the
period of this rental contract.
All eligible Suppliers and Vendors that are qualify and are technically competent for provision of
“Rental Vehicles Service” are invited to submit their proposals.
The winning bidder(s) will enter into an Agreement for Six (6) Months extendable based on budget
availability. Bidders shall be domiciled and must have complied with all Government Legal Regulations to
operate in Afghanistan and a regular tax payer to offer such services as specified in the tender and shall
furnish copy of its operating license/certificate of registration valid for the fiscal years 2019/2020. The Bidder
shall not be under a declaration of ineligibility for corrupt or fraudulent practices.
3.Cost of Bidding:
The Bidder shall be responsible for all costs associated with the preparation and submission of its bid, and
APA hereinafter referred to as “the Purchaser”, will in no case be responsible or liable for those costs,
regardless of the conduct or outcome of the bidding process.
B.THE BIDDING DOCUMENTS
4. The Bidding documents:
The Bidder is expected to examine all instructions, forms, Terms and Specifications in the bidding documents
prepared for the selection of authorized suppliers or vendors. Failure to furnish all information required as per
the bidding documents or to submit a bid not substantially responsive to the bidding document in every respect
will be at the Bidder’s risk and may result in bid rejection.
The bidding comprises of the following documents:
Invitation to Bid
Supplier Information Form
Service and Price Sheet
5. Clarification of Bid (from the Bidders)
Bidder may request clarifications on any of the ITB documents no later than (18 December 2018 time 3:00
PM). Any request for clarification must be sent in writing in email to [email protected]. If inquiries are
sent other than specified channel, even if they are sent to a APA staff member, APA shall have no obligation to
respond or confirm that the query was officially received. APA will provide the responses to clarifications
through email.
pg. 5 ITB No: APA/UNHCR/2018/012
C: PREPARATION OF BIDS
6. Language of Bid:
The Bid, as well as any and all related correspondence exchanged by the Bidder and APA, shall be written in the
English language.
7. Documents comprising the bid
The submitted bid must include the following information. Failure to supply all requested information or comply
with the specified formats may disqualify the bidder from consideration.
A Bid detailing the unit price only in the sheet given for the purpose;
Certificate of Business registration or Trading License in Afghanistan
Profile of the dealer (experience in the same field) Please include list of vehicles and locations
Tax payer’s documents in Afghanistan
Bank details /Financial capabilities
Cover letter explaining interest to be a contracted vendor or supplier
Three (3) References from current or past clients (at least in the last one year) for provision of
rental vehicle services Copy of POs or Contracts for delivering the same services in the last two
years.
Other important document bidder feels need to be attached to support their bid.
8. Bid Currencies:
All prices shall be quoted in the Afghani currency, where bids are quoted in different currencies, for the purposes
of comparison of all bids:
APA will convert the currency quoted in the bid into the Afghani currency, in accordance with
Afghanistan Central Bank exchange rate on the last day of submission of bids.
9. Documents Establishing the Eligibility and qualifications of the bidder
The bidder shall furnish documentary evidence of its status as an eligible and qualified vendor, using the forms
provided under section 6 and providing documents required in those form. In order to award a contract to a
bidder, its qualification must be documented to APA satisfaction.
10. Period of Validity of Bid:
Bids shall remain valid for the thirty (90) days, commencing on the deadline for submission of bids.
During the bid validity period, the bidder shall maintain its original bid without any change, including the
availability of the key personal, the proposed rates and the total price.
In exceptional circumstances, prior to the expiration of the bid validity period APA may request bidders to extend
the period of validity of their bids. The request and the responses shall be made in writing through by email and
shall be considered integral to the bid.
If the bidder agrees to extend the validity of its bid, it shall be done without any change to the
original bid.
The bidder has the right to refuse to extend the validity of its bid, in which case the bid shall not
be further evaluated.
pg. 6 ITB No: APA/UNHCR/2018/012
11. Format and Signing:
The original bid shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the
contract. Financial proposal pages of the bid shall be initialed by the person or persons signing the bid and
stamped with the company seal.
Any interlineations, erasures, or overwriting shall be valid only if they are initialed by the person or persons
signing the bid.
The bidder shall include a cover letter in their proposal. The content of the cover letter shall include the
following information:
A table containing bid offer: item description, unit price
Price validity date (for this purpose and as stated on the advertisement, quote given shall remain
unchanged for 90 working days).
D: SUBMISSION OF BIDS
12. Submission
The bidder shall understand & fully accept all the terms & condition of this ITB before submission.
The bidder shall submit a duly signed and complete bid comprising the documents and forms in accordance with
requirements of this ITB. The price schedule shall be submitted together with the technical bid.
The signed bid shall be marked “original” and its copies marked “copy” as appropriate. All copies shall be made
from the signed original only. If there are discrepancies between the original and the copies, the original shall
prevail. The technical bid and price schedule must be sealed in separate envelop and then submitted all together
in an envelope (each parts Technical and Financial shall be in separate envelop written clearly in back of envelop)
which shall:
a. Name of the bidder
b. Project name & reference number
c. Warning not to open before the bid opening
d. Contact details of the bidder both email and mobile number
e. Documents and specifications of the available vehicles
If the envelope with the bid is not sealed and marked as required, APA shall assume no responsibility for the
misplacement, loss or premature opening of the bid.
The hard copy of bid shall submit to APA Kabul main office, Address (House # 786, Masjed Jamal Mina
Street, Kart-e-Sakhi, District # 3. Kabul, Afghanistan).
The bidder shall submit a scan copy of bid to [email protected] email.
The bid shall be signed by the bidder of person duly authorized to commit the bidder. The authorization shall be
communicated through a document evidencing such authorization issued by the legal representative of the
bidding entity, or a power of attorney, accompanying the bid.
13. Deadline for submission of bids and late bids
Complete bid must be received by APA in the manner and no later than the 22, December 2018 before 4:00PM
(Kabul local time). APA shall only recognize the actual date and time that the bid was received by APA.
APA shall not consider any bid that is received after the deadline for the submission of bids.
pg. 7 ITB No: APA/UNHCR/2018/012
14. Format and content of Bids:
The bidder is required to submit a technical bid using the standard forms and templates provided in section 6 of
the ITB
Samples of items, when required as per section 5, shall be provided within the time specified and unless otherwise
specified by the purchaser, at no expense to the APA. If not destroyed by testing, samples will be returned at
bidder request and expense, unless otherwise specified.
15. Only One Bid
The Bidder (including the individual members of any Joint Venture) shall submit only one Bid, either in its own
name or as part of a Joint Venture.
Bids submitted by two (2) or more Bidders shall all be rejected if they are found to have any of the following:
a. They have at least one controlling partner, director or shareholder in common
b. Any one of them receive or have received any direct or indirect subsidy from the other
c. They have the same legal representative for purposes of this ITB
d. They have a relationship with each other, directly or through common third parties, that puts
them in a position to have access to information about, or influence on the Bid of another
Bidder regarding this ITB process;
e. They are subcontractors to each other’s Bid, or a subcontractor to one Bid also submits
another Bid under its name as lead Bidder; or some key personnel proposed to be in the
team of one Bidder participates in more than one Bid received for this ITB process. This
condition relating to the personnel, does not apply to subcontractors being included in more
than one Bid.
E: BID OPENING AND EVALUATION
16. Preliminary Examination:
The Purchaser will examine the bids to determine whether they are complete, whether any computational
errors have been made, whether required sureties have been furnished, whether the documents have been
properly signed and whether bids are generally in order.
17. Evaluation and Comparison of Bids;
Bids determined to be substantially responsive as per section E above will be considered for the evaluation
process with the below scoring criteria:
Evaluation Criteria Description Score
Capacity &
Availability
Refer to availability of the vehicles meeting the APA requirements and
conditions for immediate commencement of activities after being
contracted or vehicles available in stock demonstrated from a physical
visit by APA Staff member. Also ability to provide required service in
various locations.
40%
Past Experience Attach 3 copies of Purchase Order (PO) or contracts for similar or
potential Suppliers delivered to other clients that shows supplier
commitments for clients ordered suppliers delivery
20%
Financial Proposal Offer as per price list 20%
pg. 8 ITB No: APA/UNHCR/2018/012
Eligibility Supplier owns his/her own firm registered with authorized local
government authorities
Bid Should have 90 working days validity from the dated submitted
10%
Payment Terms Offer 30 days credit for payment after receipt of invoice and delivery
report by bank transfer
10%
APA will open the bid in the presence of the bid opening committee’s members formed by APA of at least (3)
members.
The bidder names, price, modifications, the condition of the envelope labels/seals, the number of folders/files
and all other such other details as APA may consider appropriate will be announce at the opening. No bid shall
be rejected in opening stage, except for late submissions, in which case the bid shall be returned unopened to the
bidders. If the bidder didn’t participate in bid opening the APA opening committee member can open their bid
and will share the result with all participated bidders in meeting.
F: AWARD CONTRACT
18. Award Criteria
Prior to expiration of the period of bid validity, APA shall award the contract to the qualified and eligible bidder
that is found to be responsive to the requirements of the schedule of requirements and technical specification,
and has offered the lowest price.
19. Debriefing
In the event that a bidder is unsuccessful the bidder may request for a debriefing from APA. The purpose of the
debriefing is to discuss the strengths and weakness of the bidder submission in order to assist the bidder in
improving its future bids to APA procurement opportunities. The content of other bids and how they compare to
the bidder submission shall not be discussed.
20. Contract signature
When a bidder announced qualified and winner by APA, the APA will design contract for winner bidder within
10 days as approximately. Two contract copy will print by APA, one copy will take the winner and another will
keep APA.
21. Price Schedule and Location:
The areas that services to be provided Kandahar, Helmand, Zabul and Oruzgan provinces in Afghanistan
on regular working-days.
22. Warranty:
The Supplier warrants that the Services and vehicles to be provided are in good condition, of the most recent or
current models (products), and meet Purchaser’s specifications.
pg. 9 ITB No: APA/UNHCR/2018/012
Annex: (a) Supplier Information Form
Company Name
Any other names company
is operating under
(Acronyms, Abbreviations,
Aliases)
Previous names of the
company
Address
Website
Phone/Fax Numbers Phone: Fax:
Primary Contact Name: Phone Number:
Email Address:
# of Staff
# of Locations
Avg. $ Value of Stock on
Hand
Name(s) of Company
Owner(s) or Board of
Directors
Parent companies, if any
Subsidiary or affiliate
companies, if any
Financial Information:
Bank Name and Address
Name under which
company is registered at
bank
Payment Terms Payment By: Check Yes | No Wire Transfer Yes | No
pg. 10 ITB No: APA/UNHCR/2018/012
Specify Standard
Payment Terms (Net15,
30, etc.)
Product and Service Information:
List Range of
Products/Services
Offered
Basis For Pricing
(Catalog, List, etc.)
Bid Validity
References:
Client Name: Contact Name, Phone, Email Address:
Client Name: Contact Name, Phone, Email Address:
Client Name: Contact Name, Phone, Email Address:
23. Fraud & Corruption, Gifts and Hospitality
APA strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion,
unethical or unprofessional practices, and obstruction of APA vendors and requires all bidders/vendors observe
the highest standard of ethics during the procurement process and contract implementation.
Bidders/vendors shall not offer gifts or hospitality of any kind to APA staff members including recreational trips
to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant
lunches or dinners. In pursuance of this policy, APA shall reject a bid if it determines that the selected bidder
has engaged in any corrupt or fraudulent practices in competing for the contract in question.
24. Conflict of Interest
Bidders must strictly avoid conflicts with other assignments or their own interests, and act without consideration
for future work. Bidders found to have a conflict of interest shall be disqualified. Without limitation on the
generality of the above, Bidders, and any of their affiliates, shall be considered to have a conflict of interest with
one or more parties in this solicitation process.
Similarly, the Bidders must disclose in their Bid their knowledge of the following:
a. If the owners, part-owners, officers, directors, controlling shareholders, of the bidding entity or key
personnel who are family members of APA staff involved in the procurement functions and/or the
pg. 11 ITB No: APA/UNHCR/2018/012
Government of the country or any Implementing Partner receiving goods and/or services under this
ITB; and
b. All other circumstances that could potentially lead to actual or perceived conflict of interest,
collusion or unfair competition practices.
Failure to disclose such an information may result in the rejection of the bid or bids affected by the
non-disclosure.
25. Confidentiality
Information relating to the examination, evaluation and comparison of bids and the recommendation of contract
award shall not be disclosed to bidders or any other persons not officially concerned with such process even after
publication of the contract award. Any effort by a bidder or anyone on behalf of the bidder to influence APA in
the examination, evaluation and comparison of the bids or contract award decisions may at APA decision, result
in the rejection of its bid any may subsequently be subject to the application of prevailing APA vendor sanctions
procedure.
G: BID DATA SHEET
The following data for the goods and/or services to be procured shall complement, supplement or amend the
provision in the invitation to bid in the case of a conflict between the instructions to bidders, the bid data sheet
and other annexes or reference attached to the bid data sheet, the provisions in the bid date sheet shall prevail.
Date Specific Instructions/ Requirements
Language of the bid English
Alternative bid Shall not be considered
Bid validity period 90 days
Advanced payment upon signing of
contract
Not allowed
Performance security N/A
Currency of bid Afghani
For evaluation purposes bid prices expressed in different currencies
shall be converted in (Afghani)
The date for the exchange rate shall be (Da Afghanistan Bank)
exchange rate for the month which bids are evaluated
Deadline for submitting requests for
clarifications/questions
7 days before the submission deadline.
bidders are required to submit their queries in writing.
Telephone enquires will not be accepted.
Contact details for submitting
clarifications/questions
Focal person in APA: Ms.Fazela Rahimi
Email: [email protected]
Note: this email address is officially designated by APA. If inquiries
are sent to other person or address, even if they are APA staff, APA
pg. 12 ITB No: APA/UNHCR/2018/012
shall have no obligation to respond nor can APA confirm that the
query was officially received.
Deadline for submission Date and Time: 22, December 2018 at 4:00PM (Kabul Local
Time)
Allowable manner of submitting bids Hard copy submission only
Date, time and venue for the opening
of bid
Date: 24, December 2018
Time: 10:00AM
Venue: House # 786, Masjed Jamal Mina Street, Kart-e-
Sakhi, District # 3.
Evaluation method for the award of
contract
Lowest price, technically responsive, eligible and provide service
as per APA requirements
H: SCOPE OF SERVICE AND SPECIFICATION;
26. Staff Requirements:
The contractor’s employees shall be trained, fully qualified and physically able to perform their duties.
At all times, the contractor’s employees shall adhere to acceptable professional behavior standards.
Unacceptable behavior includes harassment or discrimination based on race, creed, color or national
origin. In addition, all drivers shall express a client oriented attitude and provide professional and polite
service to all users of the vehicles.
All drivers should have a minimum of primary education.
All drivers of the vehicles shall have a minimum three years’ experience with driving commercial
passenger vehicles.
Drivers must not speak on mobile phones while the vehicle is in motion. The drivers must not
communicate with APA staff during the vehicle in motion.
The contractor will provide a list of all drivers with copies of valid license and Tazkera copy, prior or
contract award.
The contractor will provide full details of the driver assigned to each vehicle and will notify APA in
writing in case of changes.
The contractor employee shall cooperate and comply with instructions on completion on necessary forms
(provided by APA) necessary to track all trips for purposes of cost control and audit.
27. Security:
The vendor shall accept full responsibility including a security of all vehicles supplied including security of the
drivers. The vendor will be liable if any security incidents occur that has a relation to its drivers or vehicle.
28. Vehicle proper documentation:
All vehicles provided for this service must have proper and current registration form the government of
Afghanistan allowing unrestricted access and ease of movement. In case of any dispute between the driver and
local authorities, the vendor has the responsibilities to settle it at its own cost; if not possible the company is
obliged to replace this vehicle with another which will enable the APA to continue with its operation.
pg. 13 ITB No: APA/UNHCR/2018/012
The vendor shall provide continues transportation services. If for any reason the services are disrupted, e.g. by
car break down or driver’s illness, the vendor has the responsibility to provide immediate substation within 24
hours. If transportation services have disrupted and substation measures are not in place APA retains the right
to:
1. Deduct the rental fee as per the contract agreement
29. Working Hours
7:00AM till 7:00PM (12 hours on daily basis)
30. Insurance:
The is No insurance provided by APA for the vehicles, its contents of for the drivers under any circumstances.
Insurance costs is the responsibility of the vendor.
31. Expected mileage:
Every location will require a different mileage calculation as trip lengths differ, in average (50KM) is expected
to be covered in a day by each vehicle. Every vehicle must have a log book to record daily mileage.
32. Vehicle inspection and maintenance:
The vendor will be responsible for the maintenance and repair of the vehicles during the time of service period.
The vendor will be responsible of all repairs and costs whether deemed as minor/major and responsible for any
part replacement needed to keep the vehicle in proper working condition at all times.
33. Vehicles Specifications:
Vehicle Type Minimum Description
Soft Skin light cars Diesel/Petrol, left hand drive, 5 passengers capacity,
Model not less 1995 in good running condition
34. General Conditions of use:
In addition to above requirements, the vendor must comply with the following general conditions:
1. The vendor shall always keep the vehicles clean inside and outside
2. The vendor shall provide transportation on official holidays if there is requirement
3. All drivers shall have cell phone for communication purpose and numbers shall be provided to respective
APA operation staffs.
4. All vehicles shall be in good mechanical repair and condition.
5. APA will be responsible for approving/accepting that the vehicles are delivered in good mechanical
repair and condition
6. Confirm that all windows will be clear glass; no tinted windows will be accepted.
7. Front airbags to be activated.
8. Vehicle’s tires are in good condition; treads are not excessively worn or bald.
9. Minimum of one spare tire available in the vehicle
10. Tire iron (spanner), jack, warning triangle and other tools are in the vehicle to repair flat tire.
pg. 14 ITB No: APA/UNHCR/2018/012
11. The vehicles must have a log book for daily mileage recording for calculations of actual distance covered
during the contract.
12. Vehicles shall be available on average, Twelve 12(hours) per day, 7 days per week.
13. The contractor should have the capacity to meet additional requirements on request.
14. Fire extinguisher, not expired
15. First aid kit
16. Functioning A/C
17. Jumper cables
18. Mirrors are in good condition and no cracks on the windshield
19. Major dashboard indicators are functioning (Soft Skin light cars gauge, battery charge level,
and temperature gauge) and no indicators of malfunction (such as when the check engine light
is illuminated)
20. Provide the Color of vehicles. ANP/ANA or Military colors such as brown or dark green will
NOT be accepted.
21. The contractor shall ensure that the vehicle is fully serviced and working properly, which,
includes, but are not limited to air conditioning, oil change, break service/replacement, tire
replacement, etc. The Subcontractor will provide a replacement vehicle in the event of vehicle
breakdown or service. The subcontractor will provide a monthly or time-to-time maintenance
of the vehicle during life of the contract.
22. The leased vehicle should travel to any of the mentioned districts. There will be no limitation
in its travel to province or districts.
23. The vendor is responsible for providing the vehicles in good working condition and shall remain
operable through the term of the purchase order. In case of any technical problem with the
vehicle, the Contractor shall be responsible to replace the vehicle immediately and payment will
be made just for service days. 24. The contractor shall be available to provide the service on all days irrespective of local/national holidays
etc.
25. The contractor shall be responsible for providing a replacement vehicle should preventive maintenance
of listed/furnished vehicle extend to a period exceeding one (1) day.
35. Payment Terms:
1. Payment will be made with 30 days’ form receipt of invoice and certification of services in accordance
with terms of the contract.
2. APA reserves the right to pay the contractor as per number of vehicles requested and the actual days for
services being provided, for example if APA requested the vehicles to work less than a month APA will
pay the contractor for the number of days the vehicles have been used.
36. Usage of Log Book:
The vendor shall maintain a logbook for each vehicle, which must be filled and signed by the APA operation
staff or any staff, assigned non APA staff that is a passenger after each trip is completed. The original logbook
along with the invoice shall be submitted to APA by vendor at the end of each month, when submitting a request
for payment.
pg. 15 ITB No: APA/UNHCR/2018/012
Annex; (b) vehicle daily log book
Location:
Date:
Important Note: This is a sample LOGBOOK, the original LOGBOOK will contain 30rows, each row
representing one-day trip.
Vehicle Plate Number
Type of vehicle provided Time Trip Details Speedometer
Signature Passenger/Position Arrived Left Destination From Total
KM Finish Start
Driver
Name
pg. 16 ITB No: APA/UNHCR/2018/012
(Please put it in your company letter head)
I: Bid Submission form
Name of Bidder: Date:
ITB Reference:
We, the undersigned, offer to supply the goods and related services required for [Insert Title of goods and services] in
accordance with your Invitation to Bid No. [Insert ITB Reference Number] and our Bid. We hereby submit our Bid, which
includes this Technical Bid and Price Schedule.
Our attached Price Schedule is for the sum of [Insert amount in words and figures and indicate currency] for this ITB.
Have no conflict of interest in accordance with Instruction to Bidders.
We do not have relation with APA any staff member
Undertake not to engage in proscribed practices, including but not limited to corruption, fraud, coercion, collusion,
obstruction or any other unethical practice with APA organization.
We declare that all the information and statements made in this Bid are true and we accept that any misinterpretation
or misrepresentation contained in this Bid may lead to our disqualification and/or sanctioning by the APA.
We offer to supply the goods and related services in conformity with the Bidding documents, including the APA
General Conditions of Contract and in accordance with the Schedule of Requirements and Technical Specifications.
Our Bid shall be valid and remain binding upon us for the period specified in the Bid Data Sheet.
We understand and recognize that you are not bound to accept any Bid you receive.
I, the undersigned, certify that I am duly authorized by [Insert Name of Bidder] to sign this Bid and bind it should
APA accept this Bid.
Name: ------------------------------------------------------------
Title: --------------------------------------------------------------
Date: -------------------------------------------------------------
Signature: ------------------------------------------------------
(Stump with official stamp and bidder)
pg. 17 ITB No: APA/UNHCR/2018/012
J: Previous Relevant Experience
(Please put it in your company letter head)
Please list only previous similar assignments successfully completed in the minimum last 3 years.
Project name &
location
Client & Reference
contact details
Contract value
AFN/USD
Period of activity
and status
Types of activities
undertaken
pg. 18 ITB No: APA/UNHCR/2018/012
(Please put it in your company letter head)
K: PRICE SHEDUALE FORM
Price List:
Name of Bidder: Date:
ITB Reference:
To facilitate price comparison, bidders are requested to complete the Price Schedule Sheet below. Bidders are
requested to print the price schedule sheet and sign/stamp and submit with bids.
The below figures in Table A are the estimated total current requirements for the rental vehicles which may
increase/decrease based on APA/UNHCR plan. The APA will only be obliged to pay as per the actual requirements
based on the unit rates provided by proposers. The financial evaluation, for the purposes of this tender, will be done
based on the below estimates which represent current needs.
APA will deduct 2% tax from the total amount of this proposal as per the Afghanistan taxation law.
Interested bidders are welcome to send any queries they may have with regard to Price Schedule Sheet completion
instruction through email [email protected] up to one week (7 days) prior to the last date for submission of
bids.
It is the responsibility of the bidders to verify the accuracy of the information, prices and calculations in the price
schedule sheet of this ITB.
Description of vehicle Location
Number of
vehicles
Price per
vehicle/month
(AFN)
Service of
the
Months
Total amount
(AFN)
Soft Skin light cars
(Diesel/Petrol, left hand
drive, 5 passengers
capacity, Model above
1995 in good running
condition
Kandahar(with all
Districts) 3 6 Months
Soft Skin light cars
(Diesel/Petrol, left hand
drive, 5 passengers
capacity, Model above
1995 in good running
condition
Helmand(with all
Districts) 2 6 Months
Soft Skin light cars
(Diesel/Petrol, left hand
drive, 5 passengers
capacity, Model above
1995 in good running
condition
Zabul & Oruzgan(
with all Districts) 1 6 Months