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REQUEST FOR QUOTATION FOR THE PROVISION

OF TRANSPORT SERVICES FOR STUDENTS

REFERENCE NUMBER : DGD/ESF/14/2013

CLOSING DATE : 22ND JUNE, 2013 AT 1200HRS CET

DATE PUBLISHED : 2ND JUNE , 2013

Dar Guzeppa Debono Association

Lourdes Street, Ghajnsielem, Gozo GSM 2200, Malta. Tel: (356) 21552595. Email: lwienproject@gmail.com

Operational Programme II – Cohesion Policy 2007-2013

Empowering People for More Jobs and a Better Quality of Life

Project part-financed by the European Union

European Social Fund (ESF)

Co-financing rate: 72.25% EU Funds,

12.75% National Funds, 15% VO Funds

Investing in your future

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1. Introduction

1.1 Objectives

Dar Guzeppa Debono is inviting individuals or organisations to submit their proposal for the provision of

transport services for students during the years 2013 and 2014.

1.2 Purpose

The purpose of this RFQ is to select a contractor to provide transport for students who are part of the ESF co-

funded Project – Lwien, described below.

1.3 Background

Dar Guzeppa Debono has been awarded funds under the European Social Fund –Operational Programme II to

promote an inclusive society by addressing educational and labour market weaknesses of disadvantaged

groups that will result in a reduction of vulnerability and risks of poverty for these groups. The project will thus

offer young adolescents who have emotional challenging behaviour, or are single mothers between 14 and 18

years of age the opportunity of participating in accredited courses with the aim of instilling a process of

reflexivity and take a critical stance towards life’s challenges. The project aims at engaging the participants in a

generative process of their potentials that will eventually lead to new lifestyles and better employment

opportunities. Dar Guzeppa Debono aims at promoting pro-active measures aimed at both improvements in

terms of access to employment and also facilitation in accessing education, lifelong learning and support

which would eventually feed into improved prospects of finding employment.

Part of the Lwien Project involves a training programme which requires students to attend courses at the Gozo

Art School in Ghajnsielem, Gozo as well as other various locations in Gozo and trips to Malta for induction

courses and career oriented activities.

1.3 Procedure

The procedure which will be applied for the award of this RFQ is an open procedure in line with the Public

Contracts Regulations 2010 (Legal Notice 296 of 2010).

This RFQ will also be regulated by the following terms and conditions:

a) The Procurement General Terms and Conditions and

b) Contractual Terms and Conditions

Which are available on the Contracts Department Website (Http://www.contracts.gov.mt).

2. Timetable

Date of Publication of RFQ 2nd June, 2013

Last Date for receiving clarifications from bidders 15th June, 2013

Last date on which clarifications are issued by Dar Guzeppa Debono Association

17th June, 2013

Deadline for Submission of Quotations 22nd June, 2013 at 1200hrs CET

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3. Objectives of the Transport Services required for students taking part in the Lwien

Project.

Dar Guzeppa Debono would like to engage an individual or organisation to provide transport services to its

students that form part of the Lwien Project during the years 2013 and 2014. Transport services will be two-

fold:

a. Transport services in Gozo from Girl’s College Secondary School in Victoria to locations in Gozo and

vice-versa during the years 2013 and 2014 (i.e. Zone 13 which can be found in Annex 1).

b. Transport from the Cirkewwa Ferry Terminal to destinations in Zones 4, 8, 11 and 12. A list of Zones

can be found in Annex 1

It is to make note that different seating capacity for these activities will vary from one trip to another as

indicated in the Financial Offer (Form 2)

4. Selection Criteria for this Request for Quotation

Minimum Requirements: Bidders have to provide proof that they meet the minimum criteria set out below:

1. Vehicles are to meet all vehicle safety requirements, safety equipment and road worthiness as stipulated by the Passenger Transport Service Regulations (S.L. 499.56)

2. Drivers are in compliance with the aforementioned Passenger Transport Service Regulations (S.L. 499.56)

3. At least 2 years experience in carrying out similar transport services in Malta and/or Gozo.

N.B. Bidders who do not meet the above minimum specifications will be automatically disqualified and

considered non-technical compliant

5. Response Requirements

Bids submitted under this call must include the following:

1. Details of Bidder (Form 1)

2. Financial Offer (Form 2)

3. Curriculum Vitae of Project Leader (Form 3)

4. Evidence that Vehicles meet all vehicle safety requirements, safety equipment and road worthiness as

stipulated by the Passenger Transport Service Regulations (S.L. 499.56) (Form 4)

5. Evidence that Drivers are in compliance with the aforementioned Passenger Transport Service

Regulations (S.L. 499.56) (Form 5)

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6. Evidence of having at least 2 years experience in carrying out similar transport services in Malta

and/or Gozo (Form 6)

7. Ensuring Equal Opportunities (Form 7)

8. Environmental Questionnaire (Form 8)

9. Bidder’s Declaration (Form 9)

N.B. Bidders who do not submit the above documentation will be automatically disqualified and considered

non-technical compliant

6. Clarifications

Bidders may submit queries or questions concerning this RFQ to the following email address until the 7th of

May 2013, specifying the publication reference and the RFQ title :

e-mail address : lwienproject@gmail.com

Any request after this date is not accepted.

Any interpretations, corrections or changes to the RFQ will be notified via Dar Guzeppa Debono website.

Interpretations, corrections or changes made in any other manner will not be valid and Bidders shall not rely

upon such interpretations, corrections and changes.

Each Bidder shall ascertain, prior to submitting the response, that he or she has received all addenda issued

and shall acknowledge their receipt in his or her response. Clarification and addenda will be notified by e-mail

and via website on www. Darguzeppadebono.org

7. Instructions on the Submission of Quotations

All Quotations must be deposited before the Deadline for Submission of Quotations as indicated in the

Timetable in the Tender box at Dar Guzeppa Debono, Lourdes Street, Ghajnsielem, GSM 2200, Gozo.

Late Quotations will be rejected and will not be evaluated. No liability can be accepted for late Quotations.

Quotations submitted by any other means will not be considered.

8. Validity of Quotation

Bidders are bound by their Quotation for sixty days. In exceptional cases, before the period of validity expires,

Dar Guzeppa Debono Association may ask Bidders in writing to extend the period for a specific number of

days.

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9. Terms and Conditions The following terms and conditions apply:

The successful bidder is to report to the Project Leader after this Request for Quotations is awarded;

The successful bidder will be expected to attend and participate in meetings as required;

The successful bidder must ensure that constant communication is maintained with Dar Guzeppa Debono and ensure that work conducted is in conformity with what is requested by this Request for Quoations

Any other conditions that may apply.

10. Payment Terms The Contractor shall invoice Dar Guzeppa Debono every quarter in arrears.

11. Rights and Reservations Dar Guzeppa Debono :

Reserves the right to cancel this tendering process without incurring any penalty or cost; May at its own discretion, decide not to select any proposal or not to award any Contract, even the

most advantageous offer; Reserves the right not to consider offers that have missing mandatory information; May disqualify the Bidder if he or she does not abide by the instructions in this document

In no circumstances will Dar Guzeppa Debono be liable for damages, whatever their nature (in particular damages for loss of profits) or relationship to the cancellation of a quotation, even if Dar Guzeppa Debono has been advised of the possibility of damages. The publication of a contract notice does not commit Dar Guzeppa Debono to implement the programme or project announced.

12. Grounds for Disqualification Dar Guzeppa Debono may at its discretion disqualify any submission on one or more of the following grounds. If the Bidder:

Is bankrupt, or is being wound up, or whose affairs are being administered by the Court, who has entered into an arrangement with creditors or who has suspended business activities or who is in any analogous arising from a similar procedure under national laws and regulations.

Is the subject of proceedings for a declaration of bankruptcy, for an order for compulsory winding up

or administration by the Court or for an arrangement with creditors of any other similar proceedings under national laws or regulations;

Has been convicted of an offence concerning his/her professional conduct by a judgement which has

the force of res judicata in accordance with the laws of Malta;

Has been declared guilty of grave professional misconduct proven by any means which Dar Guzeppa Debono can demonstrate;

Has not fulfilled obligations relating to the payment of social security contributions in accordance with

the legal provisions of Malta or the country in which he/she is resident;

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Has not fulfilled obligations relating to the payment of taxes in accordance with the legal provisions of

Malta or the country in which he/she is resident;

Is guilty of misrepresentation in supplying the information required under this contract notice or has not supplied such information.

13. Publication of Results

The results will be published on the notice board of Dar Guzeppa Debono as well as on the website :

www.darguzeppadebono.org. An email will also be sent to all those who have submitted their quotation.

14. Data Protection and Freedom of Information

Any personal data submitted in the framework of the procurement procedure and/or subsequently included in the contract shall be processed pursuant to the Data Protection Act (2001). It shall be processed solely for the purposes of the performance, management and follow-up of the procurement procedure and/or subsequent contract by Dar Guzeppa Debono without prejudice to possible transmission to the bodies charged with a monitoring or inspection task in conformity with National and/or Community law. The provisions of this contract are without prejudice to the obligations of Dar Guzeppa Debono in terms of the Freedom of Information Act (Cap. 496 of the Laws of Malta). Dar Guzeppa Debono, prior to disclosure of any information to a third party in relations to any provisions of this contract which have not yet been made public, shall consult the contractor in accordance with the provisions of the said Act, pertinent subsidiary legislation and the Code of Practice issued pursuant to the Act. Such consultation shall in no way prejudice the obligations of Dar Guzeppa Debono in terms of the Act.

15. Formalities During the RFQ evaluation, the Bidder may be asked to supply further clarification to his/her proposal and any additional documentation relating to his/her solution.

Bidders shall bear all costs associated with the preparation and submission of their tender. Dar Guzeppa Debono shall not be responsible or liable for any costs or expenses regardless of the conduct or outcome of this RFQ process.

16. Evaluation of Quotations

The entire evaluation procedure is confidential. The Evaluation Committee’s decisions are collective and its

deliberations are held in closed session. The members of the Evaluation Committee are bound to secrecy.

The Evaluation of the Quotations will be based on compliance with the minimum requirements.

In the interest of transparency and equal treatment and without being able to modify their Quotations,

Bidders may be required, at the sole written request of Dar Guzeppa Debono Association, to provide

clarifications.

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Bidders may, at their own expense, be required during the conduct of the evaluation and adjudication

process, to present in Gozo, a synopsis of their quotation and respond to additional items for clarification or

information.

In submitting its Quotation, the Bidder will be submitting its best and final offer. Bidders are requested to

ensure that when submitting their Quotation they provide all the information being requested including all

pertinent literature, certificates, and the other requirements indicated in this RFQ.

Quotations that do not meet the requirements set out in this RFQ will not be considered further.

17. Award

This RFQ shall be awarded on the basis of the lowest price offered compliant with all the requirements.

Dar Guzeppa Debono Assocation reserves the right to cancel this RFQ or to accept a Quotation wholly or in

part, or of dividing the contract among two or more Bidders.

Notification of Award will be uploaded on the Dar Guzeppa Debono website and on its notice board. The

award will be finalised on the successful signing of the contract.

The notification to the recommended Bidder implies that the validity of the Quotation is extended for a period

of sixty (60) days from the date of notification of the recommended Bidder.

18. Contract

The recommended Bidder will be expected to sign the appropriate Contract within four calendar days from

receipt thereof from Dar Guzeppa Debono Association.

Failure in doing so, Dar Guzeppa Debono Association may consider the acceptance of the Quotation to be

cancelled. The successful Bidder will have no claim whatsoever against Dar Guzeppa Debono Association.

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Form 1 – Details of Bidder

Name of Bidder

......................................................................

Address

......................................................................

......................................................................

Email Address

......................................................................

Contact Numbers:

......................................................................

VAT Registration Number :

......................................................................

Name of Authorised Representative

Position Held

......................................................................

......................................................................

I.D. / Passport Number

......................................................................

Signature

......................................................................

Date

......................................................................

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Form 2 – Financial Offer

The price quoted is to cover all running costs. Dar Guzeppa Debono will not be responsible for costs such as a fully comprehensive insurance, licenses, regular car wash and routine servicing etc. The price quoted is to be inclusive of VAT and all other charges as may be applicable.

Description Minibus Service 14 Seater Price in €

VAT in € Total Inclusive of VAT in €

Transfer of

students from

Victoria, Gozo to

various locations

in Gozo and

Return (Zone 13)

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

4 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

8 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

11 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

12 and Return.

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Description Minibus Service 18 Seater Price in €

VAT in € Total Inclusive of VAT in €

Transfer of

students from

Victoria, Gozo to

various locations

in Gozo and

Return (Zone 13)

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

4 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

8 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

11 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

12 and Return.

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Description Coach Service 45 Seater Price in €

VAT in € Total Inclusive of VAT in €

Transfer of

students from

Victoria, Gozo to

various locations

in Gozo and

Return (Zone 13)

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

4 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

8 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

11 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

12 and Return.

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Description Coach Service 53 Seater Price in €

VAT in € Total Inclusive of VAT in €

Transfer of

students from

Victoria, Gozo to

various locations

in Gozo and

Return (Zone 13)

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

4 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

8 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

11 and Return.

Transfer of

students from the

Cirkewwa Ferry

Terminal to Zone

12 and Return.

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Form 3 – Curriculum Vitae of Project Leader

Please enclose CV of Project Leader

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Form 4 - Evidence that proposed Vehicles meet all vehicle safety

requirements, safety equipment and road worthiness as stipulated by the

Passenger Transport Service Regulations (S.L. 499.56)

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Form 5 – Please enclose evidence that Drivers are in compliance with the

Passenger Transport Service Regulations (S.L. 499.56)

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Form 6 – Please enclose evidence of having at least 2 years experience in

carrying out similar transport services in Malta and/or Gozo

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Form 7 – Ensuring Equal Opportunities

In this section, the bidder has to propose how he/she intends to ensure equal opportunities at all stages and

how equal opportunities will be mainstreamed throughout the services conducted

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Form 8 – Environmental Questionnaire

YES NO

(a) Do you have an environmental policy and/or an environmental purchasing policy? If yes, please provide a copy

(b) What environmental management systems do you have in place in line with EMAS or ISO 14001.

If NO: Has the organisation considered ISO 14001 or EMAS?

(c) What actions have been taken over the last three years to improve the environment? by your company by other companies with whom you deal

(d) Does your company have a specific policy or action plan relating to managing waste?

(e) Does your company try to reduce the waste it produces?

(f) Does your company reuse and recycle waste generated from its operation?

(g) Has your company set target for environmental improvements, for example, buying recycled products and materials, use of energy efficient materials?

(h) Does your company have a specific policy or action plan relating to using transport? A system for planning routes? An effective fuel-management system? or, maintenance schedules for vehicles?

(i) Has your company a programme for training staff on environmental issues relating to this contract? Does the company keep a record of all employees who receive training? Does it account for regular updates on environmental issues?

(l) Within the last three (3) years has your company: Been prosecuted for breaking any Maltese or EU environmental law? Or: had any notice served on it by an environmental regulator or authority? If “Yes” please give details: .......................................................................................... ..........................................................................................

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Form 9 – Bidders Declaration

To be completed and signed by the BIDDER.

In response to your Call for Quotations for the above contract, we, the undersigned, hereby declare that we

have examined, and accept in full and in its entirety, the content of this Call for Quotations Document.

We hereby accept the contents thereto in their entirety, without reservation or restriction. We also

understand that any disagreement, contradiction, alteration or deviation shall lead to our quotation offer not

being considered any further.

We offer to execute, in accordance with the terms of the quotation document and the conditions and time

limits laid down, without reserve or restriction, the provision of transport services

The Quotation for our services is as follows:

Description Minibus Service 14 Seater Price in €

including VAT

Minibus Service 18 Seater Price in €

including VAT

Coach Service 45 Seater Price in €

including VAT

Coach Service 53 Seater Price in €

including VAT

Transfer of students

from Victoria, Gozo

to various locations

in Gozo and Return

(Zone 13)

Transfer of students

from the Cirkewwa

Ferry Terminal to

Zone 4 and Return.

Transfer of students

from the Cirkewwa

Ferry Terminal to

Zone 8 and Return.

Transfer of students

from the Cirkewwa

Ferry Terminal to

Zone 11 and Return.

Transfer of students

from the Cirkewwa

Ferry Terminal to

Zone 12 and Return.

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Execution of the works in connection with the project:

Requirements State if the Requirement is confirmed/not confirmed

Bidder is to provide details to substantiate confirmation that the Minimum Requirements have been met. Areas shaded in grey are not to be filled in.

The bidder confirms that it agrees with the following primary objectives laid down by Dar Guzeppa Debono Assocation : Transfer of students from Victoria, Gozo to various locations in Gozo and Return (Zone 13). They will also require transport from the Cirkewwa Ferry Terminal in Malta to destinations situated in Zones 4, 8, 11 and 12 and vice-versa during the years 2013 and 2014. The number of trips will be determined by Dar Guzeppa Debono.

The bidder confirms that if it is awarded the contract, the appointed service provider has:

1. Vehicles that meet all vehicle safety requirements, safety equipment and road worthiness as stipulated by the Passenger Transport Service Regulations (S.L. 499.56

2. All drivers are in compliance with the aforementioned Passenger Transport Service Regulations (S.L. 499.56)

3. Experience in carrying out similar transport services in Malta and/or Gozo.

4. Vehicles available on the requested dates for transport of students to and from the designated destination.

5. Students will be picked up and returned to and from their destination on time.

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The bidder confirms that if it is made up of a consortium or co-operative these will work under a lead partner that would be responsible to provide all deliverables.

The bidder confirms acceptance of the Procurement General Terms and Conditions.

The Bidder confirms that should it be awarded the Contract it possesses and will maintain in full force and effect at its own expense, the insurance policies stated below, which policies shall be made subject to Maltese Law and shall be issued by insurance companies authorised under the Insurance Business Act (Cap. 403) or Europeaninsurers providing services in Malta in exercise of a European right. (a) A policy of Third Party Liability Insurance with respect to vehicles. Without limiting the service provider’s liability, the policy shall have the following limits of liability: - In the case of claims relating to death or bodily injury, for not less than that required by Maltese law and any amendment thereto. - In the case of claims relating to the damage of property, for not less than that required by Maltese law and any amendments thereto. b) The service provider is within seven (7) days from a written request by the Head of Dar Guzeppa Debono Association is to provide Dar Guzeppa Debono Association with a copy of such insurance policies or a certificate from the insurers or insurance brokers certifying that the insurance policies satisfy the conditions stipulated above (c) In the event that service provider fails to submit said documents to the Head, such action will be deemed to be a breach of the above and Dar Guzeppa Debono Association shall have the right to procure the required insurance policies itself at the sole expense of the service provider. (d) Dar Guzeppa Debono Association shall not be responsible for any action of the

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service provider, and the service provider indemnifies and holds Dar Guzeppa Debono Association or its employees harmless for death or injury to any person (third party) and / or loss of or damage to any third party property.

Dar Guzeppa Debono at its discretion, may demand a variety of vehicles at different times, from the list included in the schedule of prices, according to its needs.

The vehicles hired under the Agreement must be clean and in good working order at all times and the Contractor shall replace any vehicle whenever Dar Guzeppa Debono considers this necessary

In the event of a vehicle being laid up in case of an accident, breakdown, and maintenance or servicing, the Contractor is to replace the said vehicle for the same trip by a similar vehicle without having the right to claim for extra compensation.

The Contractor shall be held responsible for seeing that the vehicles comply in all respects with the Motor Vehicles Registration Tax Act and with Malta Transport Authority Regulations and that they are licensed, at his own expense.

Any fines and/or Court costs for parking, traffic or other offences are to be paid by the Contractor

Dar Guzeppa Debono shall not be responsible for any mechanical, electrical or maintenance services needed on the vehicles.

All vehicles are required to be air-conditioned. Air-conditioning needs to be switched on during summer or whenever requested by Dar Guzeppa Debono

Vehicles must be equipped with the safety equipment as requested by the relevant EU legislation.

The hiring of the vehicles can be on any day of the week that is, from Mondays to Sundays, both days inclusive

The bidder confirms that should it be awarded the Contract it will deliver the following services :

- Transport from the Gozo College Girls’ Secondary School in Victoria to

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the Gozo Art School in Ghajnsielem, Gozo and vice versa on the dates and times stipulated by the Project Leader and/or

- Transport from the Cirkewwa Ferry Terminal (Malta) to destinations in Zone 4, 8, 11 and Zone 12 on the dates and times and vice-versa as stipulated by the Project Leader

Additionally we:

1. We will inform Dar Guzeppa Debono immediately if there is any change in the above circumstances at any stage during the implementation of the contract. We also fully recognize and accept that any false, inaccurate or incomplete information deliberately provided in this application may result in our exclusion from this and other contracts funded by Dar Guzeppa Debono

2. Our submission has been made in conformity with the requirements set out in the RFQ Document.

3. Evaluation and Award Criteria, and in this respect we confirm having included, all the relevant documentation.

4. We note that Dar Guzeppa Debono is not bound to proceed with this Call for Quotations and that it reserves the right to cancel or award only part of the contract. It will incur no liability towards us should it do so.

First Name

Family name

Position

Signature of Bidder

Duly authorized to sign this

quotation on behalf of:

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VAT No

Stamp of the company (if

applicable)

Place and Date

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ANNEX 1 : ZONES