afghan planning agency apa - acbar.org · 2018-12-12 · pg. 3 itb no: apa/unhcr/2018/012 a:...

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

http://www.apa.org.af/

mailto:[email protected]


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


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.


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.



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.


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.



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%


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.


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


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:



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


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



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.


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.


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.


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


(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)


J: Previous Relevant Experience


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



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



drive, 5 passengers



condition

Helmand(with all

Districts) 2 6 Months



drive, 5 passengers



condition

Zabul & Oruzgan(

with all Districts) 1 6 Months
