Medecins du Monde (MdM) Tender For Vehicle Rental Services Supply Contract

Medecins du Monde (MdM) is an international humanitarian organization whose mission is to provide medical care for the most vulnerable populations, the world over, including France. It seeks to stimulate voluntary commitment from doctors, other health care providers, and from those whose expertise in other fields is needed for its activities, to enlist all competent support required for the achievement of its projects, and to seek at all times to encourage close working relationships with populations in its care. MdM operating in Nigeria, Borno state since October 2016.

Applications are invited for:

Title: Invitation to Tender TOR Vehicle Rental Service

Location: Borno
Employment Type: Contract

Description of the Current Context

• MdM-F has been operating in Nigeria since 2016 and has developed several projects. In Nigeria, MdM is currently implementing an emergency response program in Borno state.
• The program is implemented around the main components: improving access to primary health care, malnutrition treatment, gender-based violence survivors’ treatment, mental health and psychological support.
• MdM has its coordination office in Maiduguri and a sub office in Damboa. MdM is running three clinics in Maiduguri: Garba Buzu, Kawarmailla et El Meskin.
• A field team has been in place since June 2017 in Damboa local government area and has been running two fixed clinics in two IDP camps. MdM is also supporting two health posts of the Ministry of Health in Azir and Gumzuri villages. At last, MdM has developed internal capacities to respond to new emergencies (mainly displacements of population as well as cholera outbreak).

Services to be Provided

• In this context MDM is looking for different service providers to meet the needs for vehicle rental services in Nigeria, Maiduguri area, Abuja area and Damboa area. More detailed technical description of the vehicles required for this contract is given in the in Annex 1.

The tenderer must:

• Be Local
• Guarantee delivery at each location mentioned.
• Propose a delivered vehicles daily rate for the mission
• Manage vehicle’s service & maintenance.
• Provide vehicles with comprehensive insurance.

Rules Governing the Disclosures of the Specifications
Confidentiality:

• The content of these specifications is hereby disclosed on a confidential basis. Any company or consultant who receives or holds a copy of these specifications makes a formal undertaking not to disclose the scope and content thereof other than for the needs of the potential drafting of the global offer requested.

Representative of the project owner:

• In order to guarantee a uniform interpretation of the specifications and to facilitate the exchange of information, the project owner hereby designates the following individual as its representative: Mail: tender4mdm@gmail.com within subject the reference Nigeria/Vehicle Rental Services before 11/06/2021 by 04:00pm Nigerian time.
• MDM obliges bidders to contact only the representative designated in writing by MDM in connection with this procurement and for further clarification of the specifications.

Representative of the bidder:

• As soon as possible following receipt of these specifications, the bidder must inform the project owner in writing of the name, job title, address and telephone number for its representative. All subsequent communications shall be addressed to the latter.

Amendment of Specifications
The project owner reserves the right:

• To modify the specifications,
• To provide any additional information
• All modifications or additional information shall be forwarded to all bidders.

Cost of preparing service proposals:

• All costs of preparing tenders for services, works and goods shall be charged exclusively to the bidders.

Additional costs for service proposals

• The bidder is responsible for all costs incurred in providing the clarifications requested by MDM as a result of the submission of bids for goods or services or work.

Timetable
Stages - Date:

• Publication of the call for expression of interest - 28/05/2021
• Clarification on the call for expression of interest - 04/06/2021
• D Submission of quotations (Closing date) - 17/06/2021
• Opening of offers - 21/06/2021
• Meeting of the selection committee - 23/06/2021
• Clarifications of offers as required - 24/06/2021
• See visit if necessary (vehicles) - 25/06/2021
• Result of the call for expression of interest - 28/06/2021
• Contractualization with service providers - 10/07/2021

Presentation of the service proposal:

• MDM reserves the right to invite bidders of its choice to make a presentation of their offer of services, or to provide additional and supplementary information (after opening of the offers by MDM)

Termination of the understanding

• The project owner reserves the right to terminate any future understanding reached with the successful bidder in the event of failure to comply with an obligation or element binding upon both parties.

Structure Posed for the Service Approval

• To be authorised to take part in this call for expressions of interest, bidders must provide proof, at the discretion of Médecins du Monde, that they meet the legal, technical and financial conditions required and that they have the necessary capacity and sufficient resources to carry out the contract.

Administrative Criteria:

• The bidder is registered in the trade register and must provide proof of this registration.
• The bidder accepts the annexed general terms and conditions of purchase of MDM and the annexed ethical clauses of MDM.
• The bidder must provide proof at its convenience:
  • Compliance with labour regulations
  • its obligations relating to the payment of social security contributions and/or its obligations relating to the payment of their taxes in accordance with legal provisions
• The bidder will have to communicate:
  • The name of its manager and the name of the person authorised to sign the contract.
  • Its turnover
  • Its number of employees

Technical criteria:

• In this section, the bidder must present a brief description of its organisation and expertise, and the names of the contacts involved in the implementation of this contract.
• The bidder must provide at least three (3) proofs of performance of a similar contract with an NGO or other organization/institution of MDM size by providing a certificate of good performance of the contract.
• The bidder must provide the CV of the person in charge of the contract in relation to its area of competence, and the name of the person to contact with MDM: telephone and email.
• In its field of competence, the bidder undertakes to:
  • Respond to requests for quotation within 14 days by email and/or proforma.
  • To provide the articles and services in the best conditions, at the location requested by MDM and in compliance with the quality criteria defined by MDM.
• After opening the offers MDM reserves the right to visit the supplier's premises: office and storage place.

Assessment of the Bids
Examination of bid compliance from an administrative perspective:

• The purpose of this phase is to verify if the bid complies on the merits with the detailed terms and conditions set out in these specifications. A bid is compliant when it fulfils all of the conditions, detailed methods and specifications contained herein, with no service discrepancies or restrictions.
• Service discrepancies or restrictions are any which have an impact on the scope, quality or performance of the contract or which, in a substantial manner, differ from these specifications. Any classification of bids as non-compliant for administrative purposes must be duly justified in the assessment report.
• When a bid fails to comply with these specifications, it is immediately rejected and cannot then be brought into line with the standards via corrections or the deletion of the discrepancies or restrictions.

Technical assessment:

• Upon completion of the analysis of bids deemed to be compliant for administrative purposes, the evaluation committee then reaches a decision on the technical compliance of each bid and ranks the bids on the basis of two categories: compliant and non-compliant from a technical perspective.
• In order to facilitate the examination and evaluation of the bids submitted, the evaluation committee may ask each bidder for explanations regarding its bid, including on the breakdown of unit prices if applicable.
• The request for explanations and corresponding reply are made in writing, however no change can be requested, proposed or authorised regarding the value or substance of the bid, unless a change is necessary in order to confirm the correction of any calculation errors revealed during the bid assessment process. Any classification of bids as non-compliant must be duly justified in the assessment report.

Criteria for the Awarding of the Contract

• An evaluation grid containing these different criteria according to a weighting will be used to support the final choice of MDM.
• The contract will be awarded to the tenderer who meets all the administrative, technical and financial criteria but also:
  • Quality
  • Quality of the vehicles offered
  • Price
  • Delivery times and the possibility of regular deliveries
  • Type and "quality" of the documents submitted (invoices, delivery notes, etc.).
• The contract is awarded by the steering committee . The choice of the steering committee is based on an evaluation grid of the administrative, technical and budgetary criteria of the proposals submitted and as formulated in the ToR, then validated by minutes signed by all the members of the steering committee of the consultancy.
• The steering committee is sovereign in its choice, which is made in accordance with the principles of transparency, equal treatment of potential contractors and the absence of conflicts of interest.

Application Closing Date
17th June, 2021.