1. request for proposal receipt .pdfp 1/12 1. request for proposal receipt i hereby acknowledge...

Location: Monrovia Tender №:

Project: Comprehensive and Third Party Insurance Coverage for Vehicles

and Motorbikes

Date: July 13, 2017

Account Code: 6505 Sub Code: 10001L000 Fund Code: 10001

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1. REQUEST FOR PROPOSAL RECEIPT I hereby acknowledge receipt of one set of tender documentation for the above project.

Envelop # 1

1. RFP Receipt 2. Request for Proposal 3. General Conditions for proposal 4. RFP Procedure 5. Notes to Applicants 6. Qualifications summary 7. Declaration of eligibility 8. Bid form

Name and Last Name:

Signature:

Date and Time:

Firm Name:



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2. REQUEST FOR PROPOSAL

PROPOSAL REQUESTED BY:

Mercy Corps Liberia: Monrovia Office

SUBJECT OF THE PROPOSAL:

SUPPLY OF COMPREHENSIVE AND THIRD PARTY INSURANCE COVERAGE FOR 7(SEVEN) VEHICLES AND 12(TWELVE) MOTORBIKES

General Information: Mercy Corps invites proposals from eligible applicants for the

above service. Request for Proposal: Request for Proposal including details on the condition of service and policies and/or any questions regarding the tender documents may be directed to:

a) In country:

Mr. Sam Sean Wesley Country Operations Officer Cell: +231778012505 Email: [email protected] between 13 July 2017 to 25 July 2017.

Language: The working language of this Request for Proposal is English

Submission: Proposal should be submitted in sealed envelope to following

address:

Procurement Department Mercy Corps B/W Street 15th & 16th, Near UN Drier Super Market Monrovia, Liberia

with subject line: RFP for Comprehensive and Third Party Insurance Coverage for Vehicles and Motorbikes - [Applicant’s Name].

Deadline: Offers must be submitted no later than 25 July 2017, 05.30 pm Liberia time. Proposals received after this date and time will not be considered.



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3. GENERAL CONDITIONS FOR PROPOSAL 1. Scope: Mercy Crops and the Bid Commission invite sealed proposals for the services described and summarized in accordance with procedures, conditions and contract terms, as prescribed in the tender documents. The Commission and Mercy Corps reserve the right to vary the quantity of services specified in the Tender Documents without any changes in unit price or other terms and conditions and to accept or reject any, all, or part of submitted offers.

2. Purpose: Mercy Crops and the Bid Commission is seeking proposals from reputable companies’/service providers with the capacity to provide Comprehensive Insurance coverage for vehicles and motorbikes as per the below information: 3. Language: As determined by Mercy Corps, the working language of this request

for proposal is English. 4. Source of Financing: The project is financed by Mercy Corps. The Investor is

considered Mercy Corps for contracting purposes. 5. Qualifying and Conditions: The main criteria for admission to the tender are as follows:

a) Certificate of Registration for required services issued by competent authority in Liberia.

b) Current legal registrations and licenses c) Experience of the firm in providing similar services d) Re-insurer certificate e) Adequate experience and capacity (attach copy of proof) f) Sufficient trained managers and workers (attach copy of proof) g) Good track-record and references from previous clients (attach three to five

references – org name, contact) h) Recognized bank account (Mercy Corps will make all payments through bank

checks or bank transfers) – (attached a copy of proof) 6. Tender Basis:

All interested Insurance companies must submit two separate proposals in separate envelopes (one for First Party Comprehensive insurance coverage and one for third party insurance coverage for all listed vehicles and motorbikes).

All Proposals must be completed in full, or the application will be disqualified.

It is intended by the Commission to invited proposals for Lump-Sum Contracts only.

All proposals shall be made in accordance with the Tender Documents including description/policies and the draft of the service contract intended to sign with the Mercy Corps.

All Applicants will receive identical documents: No applicant should add, omit, or change any item, term or condition on original papers.

If Applicants have any additional request and conditions, this shall be stipulated in a separate letter accompanying the proposal.

Each applicant may make one bid only.



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Each proposal shall be valid for the period of 90 days for its date of

submission. The validity however will be extended as agreed in insurance policy till the end of contract period.

Bids shall be made in writing calculated in United States Dollars (USD) only

and clearly stated on the appropriate forms.

All prices must include all taxes, compulsory payments, levies and duties, including VAT.

Clarifications regarding the services that are not addressed in this tender document must be raised in writing to the Mercy Corps. The answer to any question raised in writing by any applicant will be issued to that applicant in writing. However, it is a condition of this tender that no clarification shall be deemed to supersede, contradict, add to or detract from the conditions hereof, unless made in writing and signed by the Procurement Manager or designated representative.

7. Payments: Payments will be made in USD on the basis for each quarter in advance. 8. Performance Standards: The supply of service must be undertaken in

accordance with all relevant rules, regulations and statutes currently in force national or internationally. 9. Bid Delivery: All tenders must be submitted in sealed envelopes to Mercy Corps Liberia by the date stated in the Tender Documents. The bid must clearly indicate the precise reference of the invitation to which it is a response and the name of the applicant. Tenders delivered after the specified date/time will not be accepted. 10. Bid Opening: The bids will be received by Mercy Corps Tender Committee, at

the address and on the date specified in the Tender Documents. The applicant’s name, the bid prices, the total amount of the bid, any discounts and such other information that the Committee may consider appropriate will be announced by committee and registered in the minutes and signed by committee members. 11. Bid Evaluation: The Committee will check the bids to ensure they contain no

amendment to the terms or any other (calculation) errors. Offers will be evaluated according to pre-set technical and financial criteria. Only technically qualified firms will be considered for financial evaluation. 12. Technical Evaluation: The offers will first be evaluated on technical merits. The

technical evaluation assesses the capacity of the company on the basis of submitted technical documents. Points will be allocated to a maximum indicated below. Top three firms in technical evaluation will be considered for financial evaluation.

1. Company capabilities/statement considering key personnel and level of qualification

relating to the services required and level of coverage to be provided -20% 2. Past performance/references 10% 3. Structure of the insurance policy 30% 4. Price 40



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13. Financial Evaluation: The financial evaluation is based on the quoted price of the proposal and overall financial capacity of the firm. 14. Other Evaluations: After ranking suppliers according to financial and technical criteria, the Commission may take into account other criteria, including, but not limited to record of past performance, physical location, when assigning firms to the designated short list. 15. Acceptance of Successful Proposal: The Mercy Corps Tender Committee will

make the final choice of the awarded bidder. A letter of acceptance will be sent to the successful firm. After submitted documentation from the selected firm has been verified, the bidder will then be obliged to sign the contract for the stated amount. Any amendment to the awarded tender will be documented as an “Annex” to the contract and will be determined by Mercy Corps.

16. Insurance Objectives and Scope:

The insurer is expected to provide the following comprehensive or third party insurance coverage for Mercy Corps vehicles and motorbikes:

1. Complete loss or Damage of vehicle or motorbike 2. Medical expenses 3. Death compensation 4. Towing of disabled vehicles 5. Vehicle or motorbike repairing expenses

Policy for both vehicles and motorbikes should be included in the proposal. The Proposal must offer the above services for both first and third parties. 17. Cost Proposal: Offers will submit a proposed budget with their proposals in a

separate, sealed envelope (no email) labeled “Budget Proposal.” The proposed budget will have sufficient detail to allow evaluation of elements of costs proposed. MERCY CORPS reserves the right to request any additional information to support detailed cost and price. Offerors should include a budget break down illustrating the following:

1. The premium cost per year for vehicle insured;

2. The premium cost per year for staff/personnel in the case of accident for vehicle.

3. The premium cost per year for motorbike insured

4. The premium cost per year for staff/personnel in the case of accident for motorbike



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4. RFP PROCEDURES

Information

Review

The firm must carefully review this RFP and ensure that the Proponent has no reason to believe that there are any uncertainties, inconsistencies, errors, omissions, or ambiguities in any part of the RFP. Each Proponent is responsible for conducting investigations and due diligence necessary for the preparation of its Proposal. Firm shall not:

a) Claim after submission of a Proposal that there was any misunderstanding or

that any of the conditions set out in this RFP were not present with respect to this RFP; or

b) Hold Mercy Corps liable for any uncertainty, inconsistency, error, omission,

ambiguity in any part of this RFP.



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5. NOTES TO APPLICANTS

1. Bid form must be fully completed and submitted in sealed envelope.

2. MC may decide to order entire contract for all locations to one firm or may

split to more than one firms, depending on its requirements.

3. Please answer all questions.

4. Supplementary pages may be photocopied and inserted if required.

5. Please number each page in the space provided at the top of each page.

6. Please retain a copy of your complete submission.

7. Attached are details of 7(seven) Vehicles and 12(twelve) Motorbikes.

8. Price must to be given in United States Dollars.

9. Documents delivered after closing date will not be considered



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6. QUALIFICATIONS SUMMARY

1 Name of Company

2 Address

3 City – Town

4 Telephone

5 Fax

6 Legal Status

7 Ownership (state, public, private)

8 Number, year and place of registration (copy enclosed)

9

Executive Management / Board Members:

10 Basic activities (max. 3) 1.

2.

3.

11 Banking Information:

Name of Bank:

Address of Bank:

12 Total number of employees

13 Number of full time employed

Staff qualification

1.

2.

3.



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4.

5.

6. Location

14 List of sub-offices Description

1

2

3

4

5

6

7

8

15

Experience and reference list (please attach any documents related to the last three years activities) Client (address, phone number)

List of supplies for the last three years in chronological order (including present

activities) Year

16 Comments:

17



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___________________________________ P 10/12 Firm’s Signature and stamp

7. DETAILS OF 7(SEVEN) VEHCLES AND 12(TWELVE) MOTORBIKES

DETAILS OF SEVEN VEHICLES

No. Description of vehicles

Chasis Number Purchase Cost Make Year Quantity Current Mileage

Location Vehicle Number

1 Ford SUV (JEEP Style)2012

MNCLS4D10BW321360 $302,225.00 Ford Everest SUV

2012 1 78827 Monrovia MC-1

2 Toyota Land Cruiser (JEEP style)2015

JTEEB71JX07030917 45,000.00 Toyota Land Crusier

2013 1 25925 Monrovia MC-18

3 Toyota Land Cruiser (Jeep Style)2015

JTGEB73J9F9016623 39,150.00 Toyota Land Crusier

2015 1 12749 Monrovia MC-21

4 Toyota Pickup 4x4 2015

MR0FR22G9F0736208 $32,050.00 Toyota Hilux Pickup

2015 1 16342 Monrovia MC-22


JTGEB73J5E9014124 $33,100.00 Toyota Land Crusier

2014 1 51412 Monrovia MC-5


JTGEB73J5E9014089 $33,100.00 Toyota Land Crusier

2014 1 68869 Monrovia MC-6


JTEEB71J407026510 $45,500.00

Toyota Land Crusier

2014 1 56449

Monrovia MC-7



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DETAILS OF MOTORBIKES

No. Description of vehicles

Chasis Number Purchase Cost

Make Year Quantity Location Vehicle Number

1 MOTOR CYCLE MD625BF16F1B21622 $1,180.00

TVS/VICTOR 2015 1 Gbarnga

MC NG-0581

2 MOTOR CYCLE LTMJD2191F5301703 $1,975.00

HONDA 2015 1 Gbarnga

MC NG-0578

3 MOTOR CYCLE LMTJD2199F5301674 $1,975.00


MC NG-0576



MC NG-0574



MC NG-0573



MC NG-0580

7 MOTOR CYCLE JYA3HA005XA199946 $4,500.00

YAMAHA 2014 1 Monrovia

MC NG-21103


HONDA 2015 1 Monrovia

MC NG-21109



MC NG-22893

10 MOTOR CYCLE JYA3HA005XA1999847 $4,500.00 YAMAHA 2014 1 Monrovia

MC NG-21111

11 MOTOR CYCLE LMTDJ2196F5301700 $1,975.00


MC NG-21108

12 MOTOR CYCLE LMTDJ2196F5301730 $1,975.00


MC NG-21107



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Date: July 13, 2017



8. DECLARATION OF ELIGIBILITY

__________________________________________________________________________ I, the undersigned (Name and address of representative)

Representative of

_____________________________________________________________________________

(Name and address of company) Declare that the following conditions are applicable to us;

We are registered companies.

We are not bankrupt or in the process of going bankrupt.

We have not been convicted for an offense concerning professional conduct.

We have not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify).

We have fulfilled obligations related to payment of social security and taxes.

We are not guilty of serious misinterpretation in supplying information.

We are not in situation of conflict of interest (with prior relationship to project or family or business relationship to parties on Commission).

We were not declared as serious fault of implementation owing to a breach of their contractual obligations.

We do not employ personnel below the legal working age.

We provide basic social rights and fair working conditions to our employees.

We are not on any list of sanctioned parties issued by the United States Government, United Nations and European Union.

In the presence of Declared ___________________________ ____________________________ (Signature) (Signature) _________________________ _______________________ (Name, address) (Location, date)

Supplier: