rfq - mini-bus and motor bike-jan2016category’a:’14’seater’mini’bus’ ’ no....

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INVITATION FOR TENDER NO: EGPAF/01/2016/02 EGPAF Lesotho

30 Princess Margaret Road, LCA Complex, Ground Floor, Maseru

Procurement of 14 seater Mini-‐bus & Motor Bike

FIRM DEADLINE: 12 February 2016, 12:00 PM

1. Preamble

Elizabeth Glaser Paediatric AIDS Foundation (EGPAF) is a USA-‐based organisation with public

health programs around the World. It creates a future of hope for children and families worldwide by eradicating paediatric AIDS, providing care and treatment for people with HIV and AIDS, and accelerating the discovery of new treatments for other serious and life threatening paediatric illnesses. EGPAF`s work is funded through private donations, PEPFAR (via the US Agency for International Development – USAID), UNICEF, and CDC.

2. EGPAF now invites sealed tenders from eligible Vendors for supply of the following category:

CATEGORY ITEMS

A 1x14 seater Mini-‐Bus

B Motor Bike

1. Interested eligible bidders must confirm their intention to bid indicating all relevant contact information, including an email address, to [email protected] (Att: Procurement & Logistics Manager). Bidders will be responsible for following up to ensure that EGPAF has received the notification. The Foundation will not consider any proposals that do not provide EGPAF with a notification of their intent to bid.

2. Within 72 hours of receiving the bidder’s confirmation of intention to bid, bid

documents with full RFQ requirements in the English language will be sent to interested bidders by email. Interested bidders will be responsible for confirming receipt of bid documents within 24 hours. Starting on Monday, 25th January, after 08:00 hours, bidders can also collect the full bid document from EGPAF offices at 30 Princess Margaret Road, LCA Complex, Ground Floor or from the website (link: http://www.pedaids.org/pages/contracting-opportunities

3. Final submission to the full RFQ must be submitted by the tender either electronically to procurement-‐[email protected] or in a sealed envelope in person clearly Marked EGPAF/01/2016/02 and specifying the category;

Elizabeth Glaser Pediatric AIDS Foundation, Procurement & Logistic Manager, 30 Princess Margaret Road, LCA Complex, Ground Floor

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If submissions are done electronically via email, the subject line of the email must reference the unique RFQ reference number Ref. EGPAF/01/2016/02 and category. FINAL FIRM DEADLINE: 12 February 2016 at 12:00 noon Lesotho Time. Late applications will not be

accepted.

4. Additional information of the bidding document will be sent to bidders email addresses ONLY by requesting from procurement-‐[email protected].

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SECTION I: Instructions to Bidders (ITB) 1. Description of Procurement

Supply of goods in one (1) Category:

A. 1x14 seater Mini-‐Bus

B. Motor Bike

2. Tender Particulars

Mode of Submission Via email: procurement-‐[email protected] or by Sealed envelope by hand

Tender Address

Procurement & Logistics Manager 30 Princess Margaret Road LCA Complex, Ground Floor Maseru

Reference No. EGPAF/01/2016/02

Contracting Authority Elizabeth Glaser Pediatric AIDS Foundation, Lesotho

Tender Validity Period 30 days from the final date of submission of tenders

Business Hours Monday to Thursday, 0800 to 1700 Hours; Friday 0800 to 13:30 hours Lesotho time (excluding public holidays in Lesotho)

Delivery Schedule Orders to be delivered within 60 days

Tender Currency The currency for all tenders will be in Maloti. 3. Eligibility

Participation in tendering is open to all legal persons or entities. These terms refer to all

nationals and to all legal entities, companies or partnerships constituted under, and governed by, the civil, commercial or public law and having their statutory office, central administration or principal place of business. A legal entity, company, or partnership having only its statutory office must be engaged in an activity which has an effective and continuous link with the economy.

These rules apply to all bidders and any subcontractors or members of a consortium. To be

eligible for participation in the tender procedure, bidders must prove to the satisfaction of EGPAF that they comply with the necessary legal, commercial, technical and financial requirement and are able to carry out the Purchase Order effectively.

EGPAF shall use its best endeavours to ensure that funds provided under this tender does not provide direct or indirect support or resources to organisations and individuals associated with terrorism, promote or advocate the legalization or practice of prostitution or sex trafficking and assistance to drug traffickers. If, during the course of this tender, EGPAF discovers any link whatsoever with any organisation or individual associated with any or all of these, they shall be excluded or disqualified from the tendering process.

EGPAF reserves the right to terminate the procurement should the selected bidder be unable to

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fulfill its expected obligations. The full terms and conditions of the procurement will be incorporated within the signed Purchase Order between EGPAF and the selected bidder.

4. Categories

This tender procedure has two category: A. 14 seater mini Bus.

B. Motor Bike

5. Tender Submission

Tender documents must be submitted with the following documents as evidence for verification: Please complete and submit the following Submission Requirements (if applicable, please use the

template FORMS included as Section IV to this RFQ):

1) Bid Form (see Section IV: Forms, Form A)

2) Valid Quote and/or Price Schedule (see Section IV: Forms, Form B)

3) Bidder’s Confirmation of Specifications (see Section IV: Forms, Form C)

4) Signed stamped “Declaration of No Conflict of Interest” (see Section IV: Forms, Form D)

5) A signed “Declaration of 1) no support to terrorist individuals or organizations, 2) no support to prostitution activities, and 3) a drug-‐free workplace as required by USAID” (See Section IV: Forms, Form E)

6) Replacement Form (see Section IV: Forms, Form F)

7) At least two (2) professional references and/or recent purchase orders, including contact information, to verify ability in fulfilling orders of similar request

8) At least two (2) professional references submitted by the vendor for similar large transactions with similar organizations. Letters can be submitted to the following address: Procurement & logistics Manager, Elizabeth Glaser Pediatric AIDS Foundation, Lesotho, 30 Princess Margret Road, LCA Complex, Ground Floor, Maseru or email to procurement-‐[email protected]

9) Description and/or location of service centers (or access to service centers) where genuine parts or urgent maintenance can be provided throughout the nation in the regions

Failure to provide any of the above Tender Documents may result in disqualification of the bidder

from selection.

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6. Award criteria The Foundation will accept the quotation from the qualified vendors that proves to be the BEST VALUE or most economically advantageous tender to the Foundation that meets all the minimum required specifications listed in Attachment A. Each submitted and complete procurement package will be evaluated based on the below criteria. Please submit for each Evaluation Criteria the respective Submission Requirements (if applicable, please use the template FORMS included as section IV to this RFQ):

Evaluation Criteria Submission/Evaluation Requirements Weight

1

Price (All quotes should include VAT and any other applicable taxes and fees)

Ø Bid Form (see section IV, Form A) Ø Price Schedule and Bidder’s Confirmation of

Specifications (see section IV, Form B) Ø Quote (optional)

60%

2 Vendor’s reputation, reliability, and quality of after-‐sales service.

Ø At least two (2) professional references submitted by the vendor for similar large transactions with similar organizations in past twelve(12) months

Ø Description and/or location of service centres (or access to service centres) where genuine parts or urgent maintenance can be provided throughout Lesotho

Ø Signed stamped “Declaration of No Conflict of Interest” (see section IV, Form C)

Ø A signed “Declaration of 1) no support to terrorist individuals or organizations, 2) no support to prostitution activities, and 3) a drug-‐free workplace as required by USAID” (see section IV, Form D)

Ø A signed “Declaration of 1) no support to terrorist individuals or organizations, 2) no support to prostitution activities, and 3) a drug-‐free workplace as required by USAID” (See Section IV: Forms, Form E)

Ø Replacement Form (see section IV, Form F) Please note that Vendor will also be evaluated on quality of Factory Warranty Plan and Service Plan, as described in “Price Schedule and Bidder’s Confirmation of Specifications (see section IV, Form B)”

30%

3

Quality/availability of additional preferred specifications, features, and/or services provided.

Please note that Vendor will be evaluated on information captured on the “Price Schedule and Bidder’s Confirmation of Specifications (see section IV, Form B)” and/or quote, if applicable.

10%

TOTAL: 100%

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Completed submission packages must be delivered to 30 Princess Marget Road, LCA Complex, Ground Floor, Maseru or electronically to: procurement-‐[email protected]. The deadline for submission is 12-‐February 2016 by 12:00 PM (Lesotho time). Any late submissions will be disqualified from selection. 7. Contact Details

Queries/request for clarifications must be directed to: Procurement & Logistics Manager, Elizabeth Glaser Pediatric AIDS Foundation, Lesotho, 30 Princess Margret Road, LCA Complex, Ground Floor, Maseru, email: procurement-‐[email protected]

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SECTION II: Schedule of Requirements (SoR)

Below is the list of items and their respective specifications which will be purchased under the Purchase Order. Supplies will be purchased by Purchase Order in accordance with the terms and conditions in Section III.

TABLE OF MANDATORY TECHNICAL SPECIFICATIONS CATEGORY A: 14 seater Mini Bus No.

Feature/Attribute Mandatory Specifications

1 Vehicle Type 14 seater mini bus only 2 Quantity* Tender must be able to supply a minimum of 1 vehicle to the

Foundation by 29 February 2016 3 Required Delivery

Date 29-Feb-16

4 Condition New and Unused 5 Drive Train 4x2 6 Min. Ground

Clearance 185mm

7 Number of Doors Minimum of 3 8 Steering Right-hand drive 9 Mud Flaps for Front

and Rear Tires Yes

10 Spare Tire Yes, full size and located under load deck 11 Engine Type 2.5D Turbo Diesel; front-mounted water-cooled diesel engine,

2.7 petrol 12 Engine Capacity 2.5-2.7L 13 Number of

Cylinders Minimum of 4

14 Fuel Capacity Minimum 70 liters 16 Emission At minimum, rate a “Low Emission” vehicle 17 Transmission 5 speed manual transmission w/ floor-mounted gear levers 18 Fog Lamps Yes 19 Air Bags Front air bags for driver and passenger; curtain shield air bags 20 Brakes Detail Anti-lock braking system (ABS) 21 Front Brakes Ventilated discs 22 Rear Brakes Drums 23 Safety Belts Yes, on all seats 24 Air Conditioner Yes 25 Internal Heating Yes 26 Alarm system Anti-theft system alarm 27 Central Locking Yes 28 Immobilizer Yes 29 Seating Capacity Minimum of 14

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30 Seats Adjustable to allow reclining and sliding to and fro; head restraints for front and rear seats

31 Safety seat belts Front and rear safety belts for all seats 32 Gear Lock Yes 33 Wheel Lock Nuts Yes 34 Standard tool kit,

including jack Yes

35 Warning/ Emergency triangles

Yes

36 Operation and service manual (in English)

Yes

37 Numbered plate panels for both front and rear of vehicle

Yes

38 Side Steps Yes 39 Non-slip floor mats

for front and rear passengers

Yes

40 Warranty Plan Minimum of three years 41 Service Plan Minimum of five years or 100000KM No.

Feature/Attribute Mandatory Specifications

*Quantity of items ordered is an approximation and is subject to change when final order is placed.

No.

Feature/Attribute Preferred Specifications

1 Payment plan 100% payment upon delivery of vehicles. 2 Floor cover carpets Yes 3 Non-slip floor mats

for front and rear passengers

Yes

4 Fitted with storage bin with lid between front seats

Yes

5 Fitted Cup Holders Yes 6 Colour Silver/Grey 7 Seats Leather seats; front seats should be bucket type 8 Electronically

adjusted windows Yes

9 Electronic Mirrors Yes 10 Radio Radio tuner with radio data system (RDS) 11 CD Player Removable front loader CD player with MP3 function and

minimum of four speakers

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CATEGORY B: 2015 Motor Bike

No: Item Description Quantity Specifications

1 Motor Bike engine size 1 200 cc

2 Engine capacity 1 4 Stroke

3 Speed limit 1 140kmh

4 Tyres 2 18 inch back & 21 inch front

5 Tyre weight 1 133 Kg

2 Helmet 1 Full size Helmet

3 Gloves 1 A pair of gloves

4 Boots 1 A pair of boots

5 Belt 1 Kidney belt

6 Protective clothing 1 All weather protective suit

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SECTION III: General Conditions of Purchase Order EGPAF only purchases goods and services (“Goods”) from vendors who comply with these terms and conditions (“the Terms”). If the supplier accepts the Foundation’s order, it will be on these terms and no other standard terms, unless negotiated and authorized in writing by EGPAF. Reference in these terms to “Performance” is to the complete carrying out of the supplier’s obligations as described in these terms and the final Purchase Order. If the supplier acts in a manner calculated to appear as an acceptance of the order that will act as an acceptance and the supplier will be bound by the Foundation’s terms, regardless of any inconsistency in the supplier’s own small print. If the supplier wishes to reject the order and make a counter-‐offer, the supplier MUST therefore reply to the order in words explicitly and clearly indicating rejection. These terms are important and should be studied carefully. 1. Definition of Terms For the Purchase Order, the following terms shall be interpreted as indicated: 1.1 “Purchase Order” means the agreement entered into between EGPAF and the supplier, as

signed by the parties, including all attachments and appendices thereto and all documents incorporated by reference therein;

1.2 “The Purchase Order Price” means the price payable to the supplier as specified and agreed

upon by both parties under the Purchase Order, subject to such additions and adjustment here to or deduction there from as may be made pursuant to the Purchase Order for the full and proper performance of its obligations;

1.3 “Delivery” means the transfer of the goods which the supplier is required to supply to EGPAF

specified delivery point in the purchase order; 1.4 “EGPAF” means Elizabeth Glaser Pediatric Aids Foundation, the entity purchasing the goods

and related service; 1.5 “The Supplier” means the individual private or Government entity or a combination of the

above whose bid to provide the goods listed in the Purchase Order has been accepted by EGPAF and is named as such in the Purchase Order, and includes the legal successors or permitted assigns of the supplier;

1.6 “Goods” means specified supplies as well as services incidental to the provision of such

supplies where the value of such services does not exceed the value of the supplies; 1.7 “Purchase Order” is a particular order indicating the quantity and timing of supplies to be

supplied by the supplier to EGPAF;

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2. The Purchase Order 2.1 The Foundation’s agreement with the supplier will comprise expressly of these terms, the

Purchase Order(s), and anything else EGPAF expressly agrees in writing, any content imposed by law, and nothing else;

2.2 If any of the terms of the Purchase Order conflict with or contradict each other those terms

will over-‐ride each other in the following order of priority: (1) any express agreement from EGPAF; (2) the purchase order; (3) the terms;

2.3 EGPAF is not contractually bound until a formal order is placed and then only to the extent of

the issues specifically covered by that order in writing. EGPAF will only be contractually bound to the supplier when the supplier accepts the order with an order acknowledgement in writing, or (if later) when EGPAF accepts performance by the supplier;

2.4 No variation in or modification of the terms of Purchase Order shall be made except by written

amendment signed by both parties; 2.5 The supplier shall notify EGPAF in writing of all subcontracts awarded under the Purchase

Order if not already specified in the original bid. Such notification, in the original bid or later, shall not relieve the supplier of any liability or obligation under the Purchase Order;

2.6 EGPAF reserves the right to Purchase any other type goods outside the Purchase Order if it is

able to access them at a subsidised price from the Government; 2.7 EGPAF reserves the right to purchase the goods from any other sources in case the supplier is

running out of stock and is not able to deliver; 2.8 Period for supply of goods: Delivery within 30 days of placement of order. No extension will

be allowed without prior written consent from EGPAF. 2.9 The Supplier agrees that EGPAF, CDC, the Controller General of the United States, or any of

their duly authorized representatives, shall have access to any books, documents, papers, and records of the Supplier which are directly pertinent to the specific program for the purpose of making audits, examinations, excerpts, and transcriptions.

2.10 As this Purchase Order is under Centre for Disease Control (CDC) Cooperative Agreement, CDC

may have substantial involvement in provisions of this Purchase Order and in approving budgets and other areas. CDC Standards Provisions (CDC Mandatory Provisions for Non-‐U.S Nongovernmental Recipients) as contained in the below CDC web link are hereby incorporates as part of this Purchase Order and shall be binding on the Supplier. CDC rules shall apply to this Purchase Order in so far as incorporated into this Purchase Order by the CDC Standard Provisions, the General Terms and Conditions, the Purchase Order or any other written agreement. [www.usaid.gov/policy/ads/300/303mab.pdf]

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3. Price 3.1 Price shall be quoted in Maloti; 3.2 Price for the supplies shall include any duties including VAT if applicable; 3.3 Prices quoted by the Bidder shall be firm and fixed during the Bidder’s performance of the

Purchase Order and not subject to variation on any account; 3.4 Transport/distribution costs of the goods to the required sites as indicated in Section 8.1 shall

be quoted separately by each bidder. 3.5 No extra charges of any kind will be allowed unless specifically agreed to by Buyer in writing. 4. Payment 4.1 Invoices for the goods shall be sent to EGPAF on, or after, completion of the performance.

Each invoice must quote the number of EGPAF’s order; 4.2 EGPAF will pay the purchase order price within 30 days after receipt of the invoices attached

with proof of delivery; 4.3 To effect payments EGPAF shall need suppliers’ invoice attached with Delivery Notes &

Acceptance Certificates duly signed and stamped by the EGPAF’s authorized staff at the centers.

4.4 EGPAF reserves the right to withhold payment for any goods and services not in good

condition or failing to meet the terms of the order. Invoices should include the Supplier’s business name and address, a full itemized list of the goods or services, the Supplier’s business stamp and the Supplier’s signature.

5. Specifications 5.1 The quantity, quality, and description of goods will be specified in the purchase order or as

indicated in the tender document; 5.2 The supplier has sole responsibility for complying with all applicable regulations and other

legal and regulatory requirements concerning performance of the Purchase Order, and for ensuring that EGPAF can, in compliance likewise, fully utilize the goods for the intended purpose;

5.3 If, before performance has occurred in the relevant respect, EGPAF notifies the supplier in

writing of any change in the desired specification (including as the quality and time frame) and if the change would reduce the supplier’s costs, the purchase order price will be reduced to fairly reflect that saving. If the change would increase the supplier’s costs the supplier may notify EGPAF promptly, in writing, of a proposed revision of the purchase order price, fairly and proportionally reflecting any unavoidable increased costs. EGPAF and the supplier will then use reasonable efforts to agree the revised terms in full, including the purchase order

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price. If the change would for any reason be unachievable supplier may notify EGPAF promptly and in writing giving the reasons why: again both parties will then use reasonable efforts to reach a mutually acceptable Purchase Order variation. The purchase order price will not, for any reason, increase without the express written agreement of the EGPAF.

6. Inspections 6.1 EGPAF will be allowed to inspect any goods (and the supplier’s premises) during manufacture

and storage so long as an inspection is requested by reasonable notice. If as a result of the inspection EGPAF is not satisfied that the quality of the goods or the standards of their manufacture, storage or handling comply with the Purchase Order, supplier will take such steps as are necessary to ensure compliance. If after that, EGPAF is still not satisfied; EGPAF can cancel the Purchase Order without penalty.

7. Packing/ Marking and Storage of the Goods/ Documentation 7.1 Supplier will comply with any reasonable requirements EGPAF may have as regards the

packaging, packing, marking and specific storage of any goods during the distribution relating to a purchase order, and as to the information to be displayed on packaging or included on dispatch documentation.

8. Delivery and Risk 8.1 Delivery shall be on a door to door basis, goods shall be delivered to the Foundations sites

located in country as follows:

• EGPAF Office

The Procurement Unit shall specify the date and delivery address on the purchase order.

Supplier will be required to deliver the goods as soon as reasonably possible in accordance to the specified period stated in the Purchase Order;

8.2 A packing/delivery note quoting the number of the order must accompany each delivery or

consignment of goods; 8.3 Where goods are to be supplied in installments, the Purchase Order is still to be treated as a

single Purchase Order; 8.4 EGPAF may reject any goods which are not fully in accordance with the Purchase Order and

that supplier shall bare all or any associated cost; 8.5 If goods are not supplied on or by the agreed date as specified in the purchase order then,

EGPAF shall be entitled to deduct 4% of the overall purchase order price, for every week’s delay; Maximum acceptable delays shall be 1 weeks and if in any case reached, the Purchase Order shall be terminated without penalties to the Purchaser.

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8.7 Risk of damage to or loss of any goods passes to EGPAF upon delivery; 8.8 Property or ownership of the goods will pass to EGPAF on delivery. 8.9 Supplier guarantees sufficient stock and will be required to follow up with transporters to

ensure that the goods are delivered in time; 8.10 The supplier shall not deliver an alternative goods or different goods offering the same

purpose without approval from EGPAF; 9. Shelf Life and Manufacture/Expiry Dates 9.1 All goods must indicate the dates of manufacture and expiry where applicable and they must

reach at EGPAF sites with a remaining shelf life of not less than 70% of the total stipulated shelf life at the time of manufacturer.

10. Force Majeure 10.1 Neither of the parties will be held responsible for full or partial non-‐execution of its obligations

if this non-‐execution was the result of circumstances such as flood, fire, earthquake or other natural phenomena, as well as wars, military actions, strikes, labor conflicts, acts or actions of state bodies namely blockade, prohibition of exports and imports, or other circumstances which arise after the signing of these terms and the acceptance of the purchase order and are beyond the control of the parties;

10.2 If either party considers that any circumstance of Force Majeure has occurred which may

affect materially the performance of its obligations, they shall forthwith notify the other party in writing to that effect giving full details of the circumstance(s) giving rise to the Force Majeure event;

10.3 Neither party shall be considered to be in default of its obligations under the Purchase Order

to the extent that it can establish that the performance of such obligations is prevented by any circumstance of Force Majeure which arises after the date of the purchase order and which was not foreseeable at the date the purchase order was accepted;

10.4 If the performance of the obligations of either party under the Purchase Order is so prevented

by circumstances of Force Majeure and shall continue to be so prevented by circumstances of Force Majeure for a period less than 30 days, then during that period the Purchase Order shall be considered as suspended. Upon the ending of the Force Majeure event the contractual obligations of the parties shall be reinstated with such reasonable modifications to take account of the consequences of the Force Majeure event as may be agreed between the parties.

11. Termination 11.1 The Purchase Order may be terminated by either party by giving thirty (30) days written notice

to the other. Termination of the Purchase Order for whatever cause shall be without prejudice

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to the rights already accrued to the parties at the time of such termination; 11.2 If goods have been offered by the supplier as, or if they are, standard or stock items EGPAF

can, by notice to the supplier, at any time up to delivery cancel their commitments to buy them. EGPAF will be bound to reimburse the supplier for all the goods and services satisfactorily performed prior to the effective date of termination pursuant to the Purchase Order;

11.3 EGPAF may suspend performance of, or cancel, or suspend and then at any subsequent time

cancel, the Purchase Order without any liability to the supplier if the supplier breaches the terms and conditions or if the supplier’s business fails.

12. Confidentiality, Trademark, Enforcement 12.1 EGPAF’s brand or trademark should not be used in any circumstance without prior permission

from EGPAF in writing; 12.2 The relationship the supplier has with EGPAF is confidential and should not be discussed with a

third party without consent in writing; 12.3 Supplier shall indemnify EGPAF against all third party claims of infringement of patent or

trademark rights arising from use of the goods or any part thereof in Lesotho; 12.4 Supplier will keep strictly confidential all information which is learnt about EGPAF, their

partner organizations or their customers, and use that information for the performance, in good faith, of such contractual obligations to EGPAF.

13. Warranties and liability 13.1 The supplier promises that:

13.1.1 The quantity, quality, description and specifications of the goods will be those set out in the purchase order, apart from which then of the best standards reasonably to be expected in the market for that kind of deliverable;

13.1.2 Any goods will be free from defects in materials and workmanship; 13.1.3 Any goods will comply with all statutory requirements and regulations;

13.2 Supplier will indemnify EGPAF and keep them indemnified immediately upon written demand

against any cost, claim, expense or liability arising from any risk for which the supplier is responsible under this Purchase Order;

13.3 If any goods or rights were bought or obtained by the supplier from a third party then any

benefits or indemnities that the supplier holds from that other party, in respect of those items, will be held on trust for EGPAF.

14. Time is of the Essence

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14.1 The time for completion of performance under the Purchase Order shall be the essence of the Purchase Order.

15. Notices Any notices or communications under this agreement shall be in writing and shall be deemed to have been effective if: 15.1 Collected by the authorized officers of each part; 15.2 Sent by hand, fax, or email to the proper address. 16. Dispute Resolution 16.1 EGPAF and supplier shall make every effort to resolve amicably by direct informal negotiation

any disagreement or dispute arising between them under or in connection with the Purchase Order;

16.2 If after 30 days from the commencement of such informal negotiations, EGPAF and supplier

have been unable to resolve amicably a Purchase Order dispute; either party may require that the dispute be referred for settlement by arbitration in accordance with the provisions of the UNCITRAL Arbitration Rules.

17. Language 17.1 All component parts of the Purchase Order shall be written in, and their interpretation

governed by the English language. All correspondence and other documents pertaining to the Purchase Order which are exchanged by the parties shall be written in the same language.

18. Governing Law 18.1 This Purchase Order shall be governed and interpreted in accordance with the Laws of

Lesotho. 19. Taxes and Legal Status 19.1 Elizabeth Glaser Pediatric AIDs Foundation is a tax-‐exempt 501(c)3 non-‐profit organization.

20. Ethical Behavior

20.1 As a core value to help achieve our mission, the Foundation embraces a culture of honesty, integrity, and ethical business practices and expects its business partners to do the same. A specific condition of this Contract is for the vendor/consultant to provide all goods/services to the Foundation in an honest and legal manner without any fraud or corruption, including

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kickbacks, bribes, undisclosed familial or close personal relationships between the vendor and any Foundation employee. Any vendor/consultant who engages in any such prohibited practice will be noncompliant with the terms of this Contract and subject to termination. If you experience or suspect unethical behavior by a Foundation employee, please contact the Country Director or the Foundation’s Ethics Hotline at www.reportlineweb.com/PedAids.

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SECTION IV: Forms

FORM A: Bid Form Date: [insert: date of bid] Category(s): [Purchaser insert: Category(s)] PO Name: [Insert: name of Purchase Order*] To: [Purchaser insert: Name and address of EGPAF] Dear Sir or Madam: Having examined the Tender Documents, we, the undersigned, offer to supply and deliver the Goods under the above-‐named Purchase Order in full conformity with the said Bidding Documents for the sum of: [insert: amount in figures] ([insert: amount in words]). (Hereinafter called “the Total Bid Price”) or such other sums as may be determined in accordance with the terms and conditions of the Purchase Order. The above amounts are in accordance with the Price Schedules attached herewith and are made part of this bid. We undertake, if our bid is accepted, to deliver the Goods in accordance with the delivery schedule specified in the Schedule of Requirements. Our bid shall remain valid for [insert: number of days] days from the final date of submission of tenders and it shall remain binding upon us if accepted by you at any time before the expiration of that period. Until the formal final Purchase Order is prepared and executed between us, this bid, together with your written acceptance of the bid and your notification of award, shall constitute a binding Contract between us. We understand that you are not bound to accept the lowest or any bid you may receive. Dated this [insert: number] day of [insert: month], [insert: year] Signed: _____________________________ Date: _____________________________ In the capacity of: [insert: title or position] Duly authorized to sign this bid for and on behalf of: [insert: name of Bidder] *NOTE: “Name of PO” -‐ Bidders are required to specify category of the goods, e.g. motor vehicle

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FORM B: Price Schedule and Bidders Confirmation of Specifications MANDATORY REQUIRED SPECIFICATIONS: Mini Bus VEHICLE

# Feature/ Attribute Mandatory Specifications Vendor and/or Item able to meet

specification?

1 Vehicle Type 14 Seater mini bus

Yes No

2 Quantity Tender must be able to supply a minimum of 1 vehicle to the Foundation by 29 February 2016

Yes No

3 Required Delivery Date 29-‐February-‐2016

Yes No

4 Condition New and Unused

Yes No

5 Drive Train 4x2

Yes No

6 Mini Ground Clearance 185mm

Yes No Exact Specification: ____________________

7 Number of Doors Minimum of 3


8 Steering Right-‐hand drive

Yes No

9 Mud Flaps for Front and Rear Tires

Yes

Yes No

10 Spare Tire Yes, full size and located under load deck

Yes No

11 Engine Type 2.5D Turbo Diesel; front-‐mounted water-‐cooled diesel engine, 2.7 petrol


12 Engine Capacity 2494 cc


13 Number of Cylinders Minimum of 3


14 Fuel Capacity Minimum 70 litres


15 Emission At minimum, rate a “Low Emission” vehicle


16 Transmission 5 speed manual transmission w/ floor-‐mounted gear levers

Yes No

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17 Fog Lamps Yes

Yes No

18 Air Bags Front air bags for driver and passenger; curtain shield air bags

Yes No

19 Brakes Detail Anti-‐lock braking system (ABS)

Yes No

20 Front Brakes Ventilated discs

Yes No

21 Rear Brakes Drums

Yes No

22 Safety Belts Yes, on all seats

Yes No

23 Air Conditioner Yes

Yes No

24 Internal Heating Yes

Yes No

25 Alarm system Anti-‐theft system alarm

Yes No

26 Central Locking Yes

Yes No

27 Immobiliser Yes

Yes No

28 Seating Capacity Minimum of 14



Yes No

30 Safety seat belts Front and rear safety belts for all seats

Yes No

31 Gear Lock Yes

Yes No

32 Wheel Lock Nuts Yes

Yes No

33 Standard tool kit, including jack

Yes

Yes No


Yes

Yes No


Yes

Yes No

36

Numbered plate panels for both front and rear of vehicle

Yes

Yes No

37 Side Steps Yes

Yes No

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38

Non-‐slip floor mats for front and rear passengers

Yes

Yes No

39 Warranty Yes

40 Service Plan Yes

41 Tow Hook YES

Yes No

# Feature/ Attribute Mandatory Specifications Vendor and/or Item able to meet

specification?

1 Vehicle Type 4x4 vehicles only

Yes No

2 Quantity Tender must be able to supply a minimum of 7 vehicles to the Foundation by 30 November 2015

Yes No

3 Required Delivery Date 30-‐November-‐2015

Yes No

4 Condition New and Unused

Yes No

5 Drive Train 4x4

Yes No

6 Ground Clearance 210 – 230mm


7 Number of Doors Minimum of 4


8 Steering Right-‐hand drive

Yes No

9 Mud Flaps for Front and Rear Tires

Yes

Yes No

10 Spare Tire Yes, full size and located under load deck

Yes No

11 Engine Type 3.0D – 4D Turbo Diesel; front-‐mounted water-‐cooled diesel engine


12 Engine Capacity 3.0 – 4.0L


13 Number of Cylinders Minimum of 4


14 Fuel Consumption 8.0L/100km – 12.0L/100km


15 Fuel Capacity Minimum 75 litres


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16 Emission At minimum, rate a “Low Emission” vehicle


17 Transmission 5 speed manual transmission w/ floor-‐mounted gear levers

Yes No

18 Fog Lamps Yes

Yes No

19 Air Bags Front air bags for driver and passenger; curtain shield air bags

Yes No

20 Brakes Detail Anti-‐lock braking system (ABS)

Yes No

21 Front Brakes Ventilated discs

Yes No

22 Rear Brakes Drums

Yes No

23 Safety Belts Yes, on all seats

Yes No

24 Air Conditioner Yes

Yes No

25 Internal Heating Yes

Yes No

26 Alarm system Anti-‐theft system alarm

Yes No

27 Central Locking Yes

Yes No

28 Immobiliser Yes

Yes No

29 Seating Capacity Minimum of 7



Yes No

31 Safety seat belts Front and rear safety belts for all seats

Yes No

32 Gear Lock Yes

Yes No

33 Wheel Lock Nuts Yes

Yes No

34 Standard tool kit, including jack

Yes

Yes No


Yes

Yes No


Yes

Yes No

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37

Numbered plate panels for both front and rear of vehicle

Yes

Yes No

38 Side Steps Yes

Yes No

39

Non-‐slip floor mats for front and rear passengers

Yes

Yes No

40 Warranty Yes

41 Service Plan Yes

Unit Cost per Vehicle needed to meet Mandatory Required Specifications (“BASE PRICE”):

M____________ PREFERRED SPECIFICATIONS*: 14 seater Mini Bus VEHICLE

# Feature/ Attribute Mandatory Specifications Vendor and/or Item able to meet specification?

1 Payment plan 100% payment upon delivery of vehicles.

Yes No If NO, enter proposed alternative (if applicable):

Additional cost to BASE PRICE:

M______________

Included in BASE PRICE

2 Floor cover carpets Yes



M______________


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3

Fitted with storage bin with lid between front seats

Yes



M______________


4 Fitted Cup Holders Yes


# of cup holders: ________________ Additional cost to BASE PRICE:

M______________


5 Colour Silver/ Grey



M______________


6 Seats Leather seats; front seats should be bucket type



M______________


7 Windows Electronically-‐adjusted



M______________


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8 Mirrors Electronically-‐adjusted



M______________


9 Radio Radio tuner with radio data system (RDS)



M______________


10 CD Player Removable front loader CD player with MP3 function



M______________


11 Additional Features

Please list any additional features or services you provide and indicate either: a) the additional cost to the “Base Price” associated with that feature/service; or b) if additional feature/service is included in the “Base Price.”

# Feature/ Attribute Mandatory Specifications Vendor and/or Item able to meet specification?

1 Payment plan 100% payment upon delivery of vehicles.



M______________


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2 Floor cover carpets Yes



M______________


3

Fitted with storage bin with lid between front seats

Yes



M______________


4 Fitted Cup Holders Yes


# of cup holders: ________________ Additional cost to BASE PRICE:

M______________


5 Colour Silver Grey



M______________


6 Seats Leather seats; front seats should be bucket type



M______________


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7 Windows Electronically-‐adjusted



M______________


8 Mirrors Electronically-‐adjusted



M______________


9 Radio Radio tuner with radio data system (RDS)



M______________


10 CD Player Removable front loader CD player with MP3 function



M______________


11 Additional Features

Please list any additional features or services you provide and indicate either: c) the additional cost to the “Base Price” associated with that feature/service; or d) if additional feature/service is included in the “Base Price.”

*By completing the Price Schedule and Bidder’s Confirmation of Specifications for (see Attachment C, Form B), Bidder will need to provide its ability to meet the preferred specifications and the additional cost to the “Unit Cost per Vehicle needed to meet Mandatory Specifications.” The ability to meet the preferred specifications

does not guarantee that the Foundation will incorporate those items in the final Purchase Order.

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By signing the below, I attest that the above-‐mentioned cost includes all costs needed to provide the service as per the requirement of the Technical Specifications attached with this ITQ. Our Quotation is valid for 30 days from the date of Submission. We are attaching herewith the documented proof in support as authorization for the person signing the quotation. Name of the Person Signing the Quote: ___________________________ Position of the signatory in Organization: ___________________________ Name and Signature: ___________________________ Date: ___________________________

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FORM C: Declaration of no Conflict of Interest Tender No: _____________________________ On behalf of ________________________________________ (insert business or organization name), I hereby declare that the person(s) involved in the preparation and collation of our tendered proposals and prices were or are in no way associated with the initial preparation by (Insert as appropriate) or the tender documentation or with the subsequent evaluation, assessment, analysis, management and decision making process of this tender which is referenced above. I further declare that the following person(s) were involved in the preparation and collation of our tendered proposals and prices: Signed: _____________________________ Name: _____________________________ Position: _____________________________ Date: _____________________________ For and on behalf of: _____________________________ NOTE: Any false statement above could jeopardize the validity of your tender and any future opportunity to tender to EGPAF.

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FORM D: Declaration of 1) no support to terrorist individuals or organizations, 2) no

support to prostitution activities, and 3) a drug-‐free workplace Signed declaration relating to Purchase Order for insert name here By signing this declaration insert name here confirms that, to the best of her knowledge: • She/He has never, does not, and will not knowingly, provide, material support or resources to

any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated, or participated in terrorist acts;

• She/He has never, does not, and will not knowingly, promote or advocate the legalization or practice of prostitution or sex trafficking;

• She/He has never, does not, and will not knowingly, provide assistance to Drug Traffickers; • She/He is not citizens of a US Government restricted country (Cuba, Iran, Iraq, Laos, Libya, North

Korea, and Syria) Signed: _________________________________

Name: _________________________________ Date: _________________________________

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FORM E: Declaration of 1) no support to terrorist individuals or organizations, 2) no

support to prostitution activities, and 3) a drug-‐free workplace

Signed declaration relating to Purchase Order for insert name here By signing this declaration insert name here confirms that, to the best of her knowledge: • She/He has never, does not, and will not knowingly, provide, material support or resources to

any individual or entity that commits, attempts to commit, advocates, facilitates, or participates in terrorist acts, or has committed, attempted to commit, facilitated, or participated in terrorist acts;

• She/He has never, does not, and will not knowingly, promote or advocate the legalization or practice of prostitution or sex trafficking;

• She/He has never, does not, and will not knowingly, provide assistance to Drug Traffickers; • She/He is not citizens of a US Government restricted country (Cuba, Iran, Iraq, Laos, Libya, North

Korea, and Syria) Signed: _________________________________

Name: _________________________________ Date: _________________________________

FORM F: Replacement Form

No. Requirement of Replacement Requirement Proposed

replacement time by the Bidder

1 Period (calendar days) for replacement of faulty products/goods

Fourteen calendar days maximum