Rahman Safi International ConsultingRahman Safi International Consulting Request for Proposals (RFP) RFP#: RFP-RSI-PROMOTE-005 Rent Vehicles/Chauffer Services for 24 Provinces with

RFP-RSI-PROMOTE-005 Page Number: 1

Rahman Safi International Consulting

Request for Proposals (RFP)

RFP#: RFP-RSI-PROMOTE-005

Rent Vehicles/Chauffer Services for 24 Provinces with their districts of Afghanistan

Issue Date: April 16, 2019


RFP Number RFP-RSI-PROMOTE-005

Issue Date April 16, 2019

Title Rent Vehicles/Chauffer Services for any 24 Provinces with their districts of Afghanistan

Point of Contact Hashmatullah Azeemy - [email protected]

Contact number and address for submission

Street # 3, Sherpoor, Kabul City, Afghanistan, +93 783 071 704 Please do not submit your proposals through above mentioned email address. The proposals must be submitted only hard copy in RSI Consulting office.

Deadline for Receipt of Questions Apr 27, 2019 (4:00 PM) - Question regarding the technical or administrative requirements of this RFP may be submitted no later than 04:30 PM. Answers to questions will be sent to all bidders.

Deadline for Receipt of Proposal Apr 27, 2019 - From 8:00 AM to 4:00 PM

Anticipated Award Type Firm Fixed Price Purchase Order

Basis of Award

An award will be made based on the Trade Off Method. The award will be issued to the responsible and reasonable offeror who provides the best value and RSI Consulting will also consider previous experience for providing transportation services for international organization from city to local district using a combination of technical and cost/price factors.

SECTION 1 – INSTRUCTIONS / ADDITIONAL INFORMATION

Introduction:

RSI Consulting is a prime contract of USAID to develop and implement a rolling baseline and end line survey tool

that will collect detailed information on the Promoting Gender Equity in the National Priority Programs (Promote)

direct beneficiaries. This will enable USAID Afghanistan to measure changes in the beneficiary populations

knowledge, attitudes and perceptions relating to the status of women in Afghanistan.

RSI team will be visiting 33 Provinces of Afghanistan with all districts, therefore this work includes renting of

vehicles in these districts and provincial centers to facilitate the field team to visit the project sites till completion

of the project.

Technical Specifications and requirements for Technical Acceptability:

The service provider should be able to provide vehicles including chauffer/driver, fuel and maintenance in all 33

provinces of Afghanistan with all districts except Nuristan province, the contract assignment could be any 24

provinces with all districts each month. These vehicles are needed on a monthly basis. In some months, services in

particular districts may not be needed, and in some months, services in districts other may be needed. Therefore,

the service provider must be flexible enough to respond to the changing needs of the program on a monthly basis.

The service provider should also provide vehicles at provincial and regional offices monthly.

mailto:[email protected]


The service provider shall ensure that all necessary documents for vehicles(s) specified herein and driver

identification and licensing documents are valid and present in the vehicle(s) and on the person of the driver at all

times while operating the vehicle in the service, and shall ensure emergency equipment noted below is present. At

a minimum, the vehicle must be equipped with the following:

Jack and Handle

Wheel Brace

One Spare tire in good condition

Tool Kit

All Mirrors

Functional electrical system, including lights

Working windscreen wipers

Brakes in good condition

Windows and doors intact and operable

The price given for each district needs to cover all costs incurred by the service provider. 24/7 rental vehicles

services, with emergency contact numbers for assistance in case or cancelations or changes.

General instruction to Bidders

The Bidders shall have experience providing travel transportation services and providing rental vehicles at

district level of Afghanistan for at least 3 years and must demonstrate this in their proposal.

The bidders shall have experience of providing services in both secure and insecure locations for at least

three years, and must demonstrate this in their proposal.

Proposal cover letter must be signed by authorized person. Use the template in Appendix A.

Bidders shall complete Attachment B Bill of Quantity to submit the quotes, all prices shall be quoted in

Afghani Only. Proposals received in any currency other than Afghani will be considered nonresponsive.

In case of price discrepancy between unit price and SUBTOTAL price, the unit price shall prevail.

The rates quoted shall be for complete service inclusive of all taxes and all charges for service contingent

to the work.

RSI has the rights to increase or decrease the goods and services mentioned in this RFQ from month to

month as needed.

RSI reserves the right to award to one or several vendors, or no vendors at all, depending upon the needs

of the project. RSI is not responsible for any insurance of vehicle or driver. The vendor must procure its

own insurance for all vehicles as needed and provide proof of such insurance upon request.

Valid business license to operate in Afghanistan.

Evaluation Criteria

RSI will conduct the selection based on evaluation factors listed below, these factors will serve as the standard

against which all information will be evaluated, and identify the factors that bidders should address.

a. Cost – RSI will consider the per month cost of the bid, and analysis of cost reasonableness and

competitiveness will be conducted on all bids received.

b. Technical Specifications - The bidders must submit prices for all 33 provinces, except Nuristan. If

there are any districts in a particular province for which they are unwilling or unable to provide

vehicle services, this should be stated in the proposal. RSI Consulting will also consider previous

experience for providing transportation services for international organization from city to local

district.


c. Experience of providing different vehicles for each field mission for security purposes.

d. Knowledge of security situation from regional to district level, alternate route information and

Backup plan for security incident

Invoicing and Payment

The total price for this Subcontract shall be as stated on the Purchase Order award Signature Page.

Subcontractor shall be paid as specified in Attachment B BoQ and based on missions per month, a full one

vehicle for a province will be charged if 22 field missions conducted in that province or district, if more or

less than 22 missions conducted the charges will be pro-rated base.

Subcontractor shall not be paid any amount in excess of the total Purchased Order price without advance

written approval of RSI.

Payment will be processed after verification and acceptance of the services by RSI Consulting team.

Payment will be transferred in local currency (AFN) and will be transferred by wire or electronic payment

system into the vendor’s bank account. Subcontractor shall identify each invoice by sequential numbers,

and the final invoice shall be marked "Final Invoice". Advance payments are not authorized.

The payment will be made within 10 days upon submission and acceptance of an invoice.

The invoice must as a minimum provide the following information:

o Name of the Payee and Payee address

o Purchase Order Number

o Invoice number and date

o Tax Identification Number

o Date and period covered by the invoice

o Deliverable and associated amount billed, if applicable

o Signature, printed name, title, complete mailing address and telephone number of the responsible

official

Missions: A field mission is defined as, A vehicle/Car on any day for field visit would be counted as 1 mission.

Government Contract Withholding Tax:

Pursuant to Article 72 in the Afghanistan Tax Law effective May 2010, RSI is required to withhold "contractor"

taxes from the gross amounts payable to all Afghan for-profit subcontractors/vendors. In accordance with this

requirement, RSI shall withhold two percent (2%) tax from all gross invoices to Afghan subcontractors/vendors

under this Agreement with active AISA or Ministry of Commerce license. For subcontractors/vendors without

active AISA or Ministry of Commerce license, RSI shall withhold seven percent (7%) "Contractor" taxes per current

Afghanistan Tax Law.

Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the organization's AISA or

Ministry of Commerce license and TIN (Tax Identification Number). Amounts deducted from the invoices will be

forwarded to the Ministry of Finance (MOF) Tax Division credited to the firm's TIN. Records of payments to the

MOF shall be maintained on file with RSI.

Termination of Agreement:

RSI shall have the right to terminate this Agreement at any time by a written notice to the Contractor whenever

such termination is determined by RSI management to be in the best interest of RSI, or whenever the Contractor

fails to properly perform the work and services undertaken hereunder in a manner satisfactory to RSI.

SECTION 2 – SPECIAL PROVISIONS


Source, Origin and Nationality

The contractor may supply any goods or services manufactured in or shipped from the Geographic Code. 937

(Local Procurement is therefore approved, and the list of excluded countries may be viewed at

https://www.usaid.gov/sites/default/files/documents/1876/310mab.pdf ).

RSI Consulting must verify the source and nationality of goods and services and ensure (to the fullest extent

possible) that RSI Consulting does not procure any goods or services from prohibited countries listed by the Office

of Foreign Assets Control (OFAC) as sanctioned countries. OFAC sanctioned countries may be searched within the

System for Award Management (SAM) at www.SAM.gov. The current list of countries under comprehensive

sanctions include: Cuba, Iran, North Korea, Sudan, and Syria. Goods may not transit through or be assembled in

comprehensive sanctioned origin or nationality countries nor can the vendor be owned or controlled by a

prohibited country. RSI is prohibited from facilitating any transaction by a third party if that transaction would be

prohibited if performed by RSI.

By submitting a proposal in response to this RFP, Offerors confirm that they are not violating the Source and

Nationality requirements of the goods or services being offered and that the goods and services comply with the

Geographic Code and the exclusions for prohibited countries outlined above.

Inspection

RSI shall have reasonable time upon delivery, to inspect the quality of services provided, and to reject acceptance

in not conforming to the specifications of this Purchase Order and offer.

Vetting Procedure

On December 05, 2012 USAID/Afghanistan notified that Recipients/Contractors receiving USAID funding must be

vetted for any lower-tier contracts valued over $25,000. This notice is effective January 1, 2013. Any Offeror

receiving an award from RSI Consulting Promote project must submit vetting documentation and receive an

eligibility notice before RSI can issue a final contract or purchase order. The vetting is not done by RSI Consulting

but by the Vetting Support Unit of USAID, and may take several weeks. RSI Consulting will assist awardees with the

procedure once a winning proposal is selected.

In addition to vetting, RSI may carry out reference checks and due diligence on any information provided by

Offeror. Providing false information on personnel qualifications and experience or in past performance references

will result in the Offeror being disqualified from future bidding.

Conflict of Interest Declaration:

The following steps outline RSI’s Contracts selection process and should be understood by all Offerors to ensure

the transparency of awards and avoid conflict of interest.

All Requests for Proposals (RFPs) are announced on acbar.org, and bids are only acceptable with delivery

of Hard copy to RSI Office.

Once the proposals are received, technical and cost proposals are separated. Technical proposals are

scored by an evaluation committee which consists of technical professionals. Cost proposals are evaluated

for reasonableness, accuracy, and completeness.

The best value proposal is selected based on a combination of the technical score and the cost.

No activity can be started until vetting and other formalities are completed and both RSI and the awardee

have signed a formal contract.

At no time is it appropriate or legal for contractors or beneficiaries to offer any RSI staff member

commissions, kickbacks, or gifts of any kind. If a RSI employee is found taking commissions, kickbacks, gifts


or engaging in fraud of any kind their employment contract with RSI will be immediately terminated and

their actions will be reported to USAID’s Office of the Inspector General (OIG). RSI’s policy against fraud

exists throughout the life of the contract and beyond. Even if the contract is closed, if any party is found

guilty of fraud RSI will make a full report to the OIG which may choose to investigate and to prosecute

guilty parties to the fullest extent of the law.

Either the Offeror or RSI staff may report unethical, illegal, and corrupt practice to the TollFree Ethics and

Compliance Anonymous Hotline at +1 855-603-6987.

Confidential Matters and Non-Disclosure of Proprietary Information:

The Contractor shall keep secret, retain in the strictest confidence, and prevent the unauthorized

duplication, use and disclosure of all Confidential and Proprietary Information, whether clearly marked or

determined as such in good conscience. The provisions outlined hereunder shall remain in force for 2 years

after the date of expiration or termination of this Agreement.

Title to Information

The Contractor warranties the accuracy and right to publish all information provided under this Agreement.

All information developed in whole or in part by the Contractor, of whatever type, relating to the work

performed under this Agreement shall be considered “works for hire” and shall be the exclusive property of

RSI.

Disputes And Arbitration:

In the event that an amicable agreement cannot be reached to settle a dispute, then the facts of the dispute

shall be submitted to the RSI for final contractual resolution within 30 days. In the event that one or both of

the parties continue to disagree with the final determination, then both parties agree to submit their

dispute for settlement in accordance with traditional Jirga Arbitration in Kabul according to traditional

norms of such Jirgas.

Exercise of Option & Entirety of Agreement and Governing Law, Kabul, Afghanistan:

This Agreement, together with its attachments contains the entire agreement of the parties and no

amendment, alteration, or other change to any provision which is inconsistent with or in addition to the

terms and conditions herein shall be effective unless implemented by a mutually agreed upon, written

modification to this Agreement accepted by the Contractor. Additionally, this Agreement supersedes all

prior oral or written agreements, if any, between the parties. Exercise of the Option requires mutual oral

consent of both parties.

Limitation of Liability:

Neither party shall be liable to the other for any type of consequential damages even if they have been

advised of the probability of its occurrence. The Contractor shall be liable for any third party claims for

injury, loss or damage arising against the Contractor and/or RSI as a result of the Contractor’s work

hereunder.

Prohibition against Terrorist Financing:

The Contractor is prohibited from engaging in transactions with and the provision of resources and support

to individuals and organizations associated with terrorism.

Intellectual Property Rights:


All information, report deliverables, notes, data, software and intellectual property of any kind assembled,

produced or published for the first time under this Agreement shall remain the exclusive property of RSI’s

Client, the U.S. Agency for International Development (USAID) which shall have sole right of licensing. RSI

shall retain a fully-paid up, non-exclusive, non-expiring license to use any such intellectual property for

purposes intended by USAID. The Contractor shall not copy, distribute, reproduce, release, incorporate or

otherwise disclose any intellectual material generated under this Agreement without the express written

consent of RSI acting with specific written approval from the USAID Contracting Officer.

ATTACHMENT - A

COVER LETTER

[On Letterhead]

< >

TO: RSI

Procurement Department

We, the undersigned, provide the attached quotes in accordance RFQ #: RFP-RSI-PROMOTE-005 – Rental

Vehicles/Chauffer Services for any 24 Provinces of Afghanistan for RSI Consulting.

I certify a validity period of sixty (60) days for the prices provided in the attached Bill of Quantities. Our proposal

shall be binding upon us subject to the modifications. We confirm the availability of required services, and that unit

prices are inclusive of final service delivery to RSI Consulting. We further agree to payment terms upon submission

and acceptance of an invoice by end each month.

We understand that RSI Consulting is not bound to accept any quotes it receives.

Authorized Signature:

Name and Title of Signatory:


Name of Firm:

Address:

Telephone: Email:

Company Seal/Stamp:


ATTACHMENT - B

Bill of Quantity

S.N Item Description Location Quantity Per Month Duration Monthly Unit

Price AFN

Monthly Total Price

in AFN

List districts that are

excluded from your

proposal here

1.a Toyota Corolla 97 or above in

good condition Badakhshan -Capital 1 Vehicle per month 12 Months

n/a

1.b Toyota Corolla 97 or above in

good condition Badakhshan - Districts 1 Vehicle per month 12 Months


good condition Badghis - Capital 1 Vehicle per month 12 Months

n/a


good condition Badghis - Districts 1 Vehicle per month 12 Months


good condition Baghlan - Capital 1 Vehicle per month 12 Months

n/a


good condition Baghlan - Districts 1 Vehicle per month 12 Months


good condition Balkh - Capital 1 Vehicle per month 12 Months

n/a


good condition Balkh - Districts 1 Vehicle per month 12 Months


good condition Bamyan – Capital 1 Vehicle per month 12 Months

n/a


good condition Bamyan - Districts 1 Vehicle per month 12 Months


good condition Daykundi - Capital 1 Vehicle per month 12 Months

n/a


good condition Daykundi - Districts 1 Vehicle per month 12 Months


good condition Farah - Capital 1 Vehicle per month 12 Months

n/a


good condition Farah - Districts 1 Vehicle per month 12 Months

S.N Item Description Location Quantity Per Month Duration Monthly Unit List districts that are


Price AFN Monthly Total Price

in AFN

excluded from your

proposal here


good condition Faryab - Capital 1 Vehicle per month 12 Months

n/a


good condition Faryab - Districts 1 Vehicle per month 12 Months


good condition Ghazni - Capital 1 Vehicle per month 12 Months

n/a


good condition Ghazni - Districts 1 Vehicle per month 12 Months


good condition Ghor - Capital 1 Vehicle per month 12 Months

n/a


good condition Ghor - Districts 1 Vehicle per month 12 Months


good condition Helmand - Capital 1 Vehicle per month 12 Months

n/a


good condition Helmand - Districts 1 Vehicle per month 12 Months


good condition Herat – Capital 1 Vehicle per month 12 Months

n/a


good condition Herat - Districts 1 Vehicle per month 12 Months


good condition Jawzjan - Capital 1 Vehicle per month 12 Months

n/a


good condition Jawzjan - Districts 1 Vehicle per month 12 Months


good condition Kabul - Capital 1 Vehicle per month 12 Months

n/a


good condition Kabul - Districts 1 Vehicle per month 12 Months


good condition Kandahar - Capital 1 Vehicle per month 12 Months

n/a


good condition Kandahar - Districts 1 Vehicle per month 12 Months

S.N Item Description Location Quantity Per Month Duration Monthly Unit Monthly Total Price List districts that are


Price AFN in AFN excluded from your

proposal here


good condition Kapisa - Capital 1 Vehicle per month 12 Months

n/a


good condition Kapisa - Districts 1 Vehicle per month 12 Months


good condition Khost - Capital 1 Vehicle per month 12 Months

n/a


good condition Khost - Districts 1 Vehicle per month 12 Months


good condition Kunar - Capital 1 Vehicle per month 12 Months

n/a


good condition Kunar - Districts 1 Vehicle per month 12 Months


good condition Kunduz - Capital 1 Vehicle per month 12 Months

n/a


good condition Kunduz - Districts 1 Vehicle per month 12 Months


good condition Laghman - Capital 1 Vehicle per month 12 Months

n/a


good condition Laghman - Districts 1 Vehicle per month 12 Months


good condition Logar - Capital 1 Vehicle per month 12 Months

n/a


good condition Logar - Districts 1 Vehicle per month 12 Months


good condition Nangarhar - Capital 1 Vehicle per month 12 Months

n/a


good condition Nangarhar - Districts 1 Vehicle per month 12 Months


good condition Nimruz - Capital 1 Vehicle per month 12 Months

n/a


good condition Nimruz - Districts 1 Vehicle per month 12 Months


good condition Paktia - Capital 1 Vehicle per month 12 Months

n/a




proposal here


good condition Paktia - Districts 1 Vehicle per month 12 Months


good condition Paktika - Capital 1 Vehicle per month 12 Months

n/a


good condition Paktika - Districts 1 Vehicle per month 12 Months


good condition Panjshir - Capital 1 Vehicle per month 12 Months

n/a


good condition Panjshir - Districts 1 Vehicle per month 12 Months


good condition Parwan - Capital 1 Vehicle per month 12 Months

n/a


good condition Parwan - Districts 1 Vehicle per month 12 Months


good condition Samangan – Capital 1 Vehicle per month 12 Months

n/a


good condition Samangan - Districts 1 Vehicle per month 12 Months


good condition Sar-e-Pol - Capital 1 Vehicle per month 12 Months

n/a


good condition Sar-e-Pol - Districts 1 Vehicle per month 12 Months


good condition Takhar - Capital 1 Vehicle per month 12 Months

n/a


good condition Takhar - Districts 1 Vehicle per month 12 Months


good condition Urozgan - Capital 1 Vehicle per month 12 Months

n/a


good condition Urozgan - Districts 1 Vehicle per month 12 Months


good condition Wardak – Capital 1 Vehicle per month 12 Months

n/a


good condition Wardak - Districts 1 Vehicle per month 12 Months




proposal here


good condition Zabul - Capital 1 Vehicle per month 12 Months

n/a


good condition Zabul - Districts 1 Vehicle per month 12 Months

Authorized Signature:

Name and Title of Signatory:

Name of Firm:

Company Seal/Stamp:

Documents

Rahman Safi International ConsultingRahman Safi International Consulting Request for Proposals (RFP) RFP#: RFP-RSI-PROMOTE-005 Rent Vehicles/Chauffer Services for 24 Provinces with