Digital C raQEQy BID FOR THE PROVISION OF VEHICLE RENTAL SERVICES Deadline: Tuesday, February 08, 2022, @ 04:00pm Vehicle Rental Service Bid DGPRO/VEH/02/2022, Digital Green FoundationJanuary 24, 2022 Addis Ababa, Ethiopia INVITATION TO BID - DG/PRO/VEH/02/2022 RENTAL VEHICLES Background about Digital Green and the Bid Digital Green Foundation is an International Non-Government Organization that empowers smallholder farmers to lft themselves out of poverty by harnessing the collective power of technology and grassroots level partnership. Digital Green aims to meet this mission through strengthening agricultural extension to provide services that smallholder farmers require. In Ethiopia, Digital Green works in five regions, namely, Oromia, Amhara, SNNP, Tigray and Sidama. Digital Green Foundation invites Sealed Bids for the supply of rental vehicles for its operation's in the five Regions (LOTs) (LOT 1 - Addis Ababa, LOT 2 - Oromia, LOT 3 — Amhara, LOT 4 — SNNPR, and LOT 5 — Sidama Region) for the duration of One Year, with the possibility of extension. Bidders may bid for all or any of the Regions noted above Interested bidders can obtain the bid documents by requesting via email addressed to: nardos@digitalgreen.org. The documents will automatically be sent back to you at your same email address during office hours, from Wednesday; January 26, 2022, to Monday; February 7, 2022: morning 9:00 am to 12:30 pm and afternoon 2:00 pm to 5:00 pm, effective from the first day of this Bid announcement on the Amharic Reporter Newspaper. 1. SUBMISSION OF BIDS 1.1 Format and Signing of Bi ‘The Bidder shall prepare two copies of the Bid, clearly marking each “Original Bid" and “Copy of Bid” as appropriate. In the event of any discrepancy between them, the original shall govern, The two copies of the Bid shall be typed or written in indelible ink and shall be signed by the Bidder or a person or persons duly authorized to bind the Bidder to the contract. A Bid shall contain no interlineations, erasures, or overwriting except, as necessary to correct errors made by the Bidder, in which case the person or persons signing the bid shall strikethrough over the figure or text, then make a correction, initial, and put a stamp in such corrections. Note: the bidder MUST not use correction fluid, pencil, or marker to fill and make such corrections in the Price Quotation 1.2 Sealing and Marking of Bids: The bids should be submitted in a Sealed, Stamped, and Waxed envelope. The Bidder shall seal the Original and each of its Copy in a separate envelope, duly marking the envelope as “ORIGINAL” and “COPY”. The envelopes shall then be sealed in an outer envelope. 1.3 The inner and outer envelopes shall also indicate the bidder company name and its address along with its respective Region/operational area for which it is bidding. This enables the Bid to be returned unopened in case it is declared “late”. 1.4 The bid should be hand-delivered to the Digital Green Foundation Office as per the instruction and address are given in No. 4, on page 4 GRD Vehicle (3 \GPRO/VEH/ 02/2022, Digital Green Foundation 2 | y |2. BID SECURITY 2.1 The CPO must be submitted inside of the sealed Original document amounting to Birr §,000.00 (Five Thousand only) in the name of Digital Green Foundation. 2.2 The bid security of unsuccessful bidders shall be returned as promptly as possible upon identification of the successful bidder. 23 The bid security of the successful Bidder shall be returned as promptly as possible once the ‘successful Bidder has signed the Contract and furnished the required contract security 3. SELECTION CRITERIA 3.1 Bidders are required to attach currently renewed license and registration for each LOT andlor Partnership agreement with other agents located in the other LOT(s) for outside of Addis Ababa, a concise 1 (one) page of the company profile, copy of 3 (three) reference letters among the list of organizations to which similar services have been provided to; and copy of ttle deeds for a minimum of § (five) owned vehicles. 3.2 Essential (Exclusion) Cri Bidders who are not able to provide or comply with the below requirements will be excluded from the bidding process. |. Renewed and Valid Business Registration and License, including VAT Registration, TIN, and other relevant business documents, ILA (one) page of executive summary about the Company Profile; Annex 1 (see below in this document) essential information: establishment year, number of staff, Office locations, a partnership agreement with agents; one-page copy of recent Audited Balance Sheet, one- page copy of recent Audited Statement of Income and Expenditure, etc I, Evidence of ownership (copy of title book) of at least 5 (five) vehicles, which fulfil the specifications listed under 3.4.1, and owned by the Company or Owner of the Company, IV. The Annexed Price Quotation and id document should be filled and/or stamped, and submitted altogether. If not, the bidder will be eliminated. 3.3 Evaluation Criteria |. Price Offer (only quoted in local currency, ETB) Il. Year of Manufacture and Models of the vehicle(s), as stated for the required vehicle(s). Ill. NGO experience with good performance, at least attach copies of a letter of recommendations from 3 (three) Organizations. IV. Own facility such as management capacity, garage, office facilties to expedite vehicle orders and dispatches via telephone, fax, email, postal address, etc. Office facilities, garage, etc. of the shortlisted bidders that passed the essential criteria may be visited by Digital Green's Bid Committee Members for verification. 34 Vehicle Specification 13.4.1 Required for Field: 4 Wheel Drive vehicles of Toyota, Nissan, etc. models suitable for distance and off-road drives. All vehicles should be a 2002 and above year of manufacture Digital Green will not accept any vehicle manufactured older than the indicated year. The additional detail specifications are provided under the Annexed Price Quotation 43.4.2 Required for Addis Ababa: 2 Wheel Drive vehicles of Toyota Corolla, Sedan four Cylinder models suitable and comfortable for city driving, The vehicle should be a 2007 and above year of manufacture. Digital Green will not accept any vehicle manufactured older than the indicated il specifications are provided under the Annexed Price Quotation3.5 Price offered should be valid for a period of one year. 3.6 The Bidder is able to provide vehicle(s) within 48 hours of the request. 3.7 The Annexed Price Quotation and this bid documents should be completed, signed, stamped, sealed, and submitted to Digital Green Foundation Office together with other supporting documents listed under this section. The price must be filled ONLY in the attached and annexed “Request for Quotation (RFQ)" form. (Digital Green Foundation will not accept any offer ifferent from the attached pdf Price Quotation. 3.8 Digital Green Foundation reserves the right to accept or reject the bid documents that don't fulfill the requirements. 3.9 Digital Green Foundation reserves the right to cancel the bid in whole or in parts. 3.10 Due to the COVID-19 situation, the bid shall be opened only by the Digital Green Foundation bid committee. Bidders will not be invited to attend in order to avoid large gatherings in one room for fear of contamination. 4, Bid Submission, Opening, Evaluation, and Award Timeline Description of Activity or Plan Date and Time Bid Notification on Newspaper ‘January 26 and 30, 2022; (Wednesday and Sunday's Reporter newspaper edition) From January 26, 2022, to February 07, 2022, Time: 8:00am to 12:30pm and 2:00pm to 5:00pm Days: Monday to Frida | From January 26, 202,2 to February 08, 2022, at office hours and workdays as stated above Bid Document Submission Closing Date | renruary 08, 20,22 at 4:00 PM and Time Bid Document Opening (only by DGF Bid (On Wednesday; February 09, 2022 Committee) Issuance of Bid documents (Via email request) Bid Document Submission Dates ‘Award Contract Between February 10-21,2022 “Go Live "with the vehicle service provider | February 22, 2022 Address: Digital Green Foundation Haile Gebreselassie Avenue, Waryt Building, 6" floor, Opposite to Capital Hotel Sub-City Yeka, Woreda 07, House No. 934/01 Addis Ababa, Ethiopia Tel: +251 116 672 960 Vehicle Rental Service Bid DGPRO/VEH/02/2022, Digital Green FoundationAnnex 1 — Company Profile — Details: (please fl out all the below information required, stamped, and submit along with Annex 2 ~ Price quotation and other required documents listed above under Section 3.) SIN Required ] ‘Company Response/Feedback Information/ Document 1.__| Name of the Company 2. | Year of Establishment 3. | Total years of Experience 7 ~| providing Vehicle Rental Service asa firm. : 4,_| Total Number of Staff | Operational/Technical Administrative 3, _| Business Regisired Office Please attach office Base Location (one ofthe renewed business LOTS) Ticensed registration Are you able to. provide | Please fill YES or NO as appropriate: Please attach vehicles other than your agreement with office base location through Lor “Aalditional | Agreement with] agents andior with a current agreement Office Base | Agent (YES or] ational office ‘you may have with Agents Location + | NO); ifyespase| Tenewed business in other LOTS? Vehicles (VES | 2 povie copy| license and ‘orNO). | ttheasrement | registration ‘Bahir Dar Hawassa Other 7, | How many Company Please atach 10 downed vehicles do you tittle deed copies hhave? (minimum is 10) | 8. _| Please provide the list of Please attach 3 NGOs you have been lewers of reference ‘working with among the list ou provide 9, | Facility Capacity office, | Please provide those essential detailsin your Ipage | Committe will visit garage, office executive summary of your company. ityou are ‘communication tools, shortlisted technical personnel, ee.