Vehicule Rental - 24 Months.

REQUEST FOR PROPOSAL Services Provision Agreement forVehicle Rental Company To: Bidder From: ARK Group DMCC (ARK) Subject: Request for Proposal (RFP) No. RFP-ARK-SPA-17-L052 Performance Period: Until 31 July 2018 from the issuance of award RFP Issue Date: 5 July 2017 RFP Closing Date: 13 July 2017 RFP Closing Time: 18:00 (Local – Beirut , Lebanon) Proposals for the services specified will be received by the ARK Corporate Services Department until the time and date cited. Late or incomplete proposals will not be considered. Additional instructions for preparing a proposal are provided herein. 1. Purpose The purpose of this Request for Proposal (RFP) is to enter into a Services Provision Agreement (SPA) for the following services: ARK is seeking a vehicle rental company for the provision of vehicles as detailed in the Statement of Work (SOW) at Annex 1. 2. Description of Entity ARK Group DMCC is a development consultancy committed to empowering local communities and beneficiaries in conflict, post-conflict, and fragile areas through the provision of evidence-based programmatic interventions, policy recommendations, and training services. 3. Procedures for Submitting Proposals and Awarding Contract Interested, qualified companies or individuals may submit a proposal via email to procurement@arkgroupdmcc.com. The submission must be sent in two emails separating the technical and price proposal. The subject headings must clearly state the RFP number and the proposal type (technical or price). The technical proposal must not make reference to cost or pricing information at any point. This will ensure that technical evaluation is made strictly on the basis of technical merit. Failure to agree and comply with any of the above specifications will result in the bidder being considered unresponsive and the proposal may be rejected. Proposals will be received until 18:00 (Beirut, Lebanon time) 13 July 2017. No proposals will be accepted after the deadline. Discussions may be held to clarify proposals. If any such discussions are held, bidders will be notified that a best and final offer may be submitted by a revised deadline. The best and final offer provides the opportunity for bidders to revise their proposals based on additional information gathered during discussions. If a best and final offer is not submitted, the previous offer will be considered as the best and final offer. Any questions raised regarding this RFP must be in writing and emailed to procurement@arkgroupdmcc.com. The RFP number should be quoted in all correspondence. ARK reserves the right to reject any and all proposals submitted and to request additional information from all bidders. It is anticipated that one SPA will be issued to the successful bidder based on the RFP evaluation. The SPA will be awarded at a date agreed by both parties and will be valid for twenty-Four (24) months until 31 July 2019. IV. Proposal Format Technical Proposal: All bidders must submit in a free format the following: Title page. See Annex 2 for the draft Title Page. Each proposal must contain a title page that identifies the RFP number and subject and provides the bidder’s details. Name Address Email Telephone number The name and title of a contact person Financial Registration Number (MOF) Official Bank Account Number USD bank account details including IBAN, Swift and BIC code if available. Company profile and qualifications Copy of the commercial circular Copy of company registration with the MoF. Statement of the structure and size of the company. List of previous clients, including international organisations if any Two referees who can speak to bidder’s past performance of related activities. Price Proposal: All Bidders must submit a price proposal in a separate email clearly stating ‘Price Proposal’ in the subject field of the email along with the RFP reference number. Price proposal should be submitted following the below format: Vehicle Type Vehicle Model (Year) Vehicle Specs Price per Month (USD incl of VAT & other taxes) Bidders should note the services are required for 24 months from July 2017 to July 2019 and therefore include any discounts accordingly in their monthly fixed price. The price of the contract to be awarded will be an all-inclusive fixed price. No profit, fees, taxes, or additional costs can be added after award. Nevertheless, for the purpose of the proposal, bidders must provide a detailed budget showing major line items, e.g. rate per unit and relevant info. V. Evaluation Criteria A points formula will be used during the review process to score proposals submitted. If several proposals are closely ranked, ARK may arrange discussions with the bidders to assist in the selection process. Proposals will be evaluated and scored for both technical and price criteria. The maximum score for the technical and price proposal is 150. The evaluation criteria are as follows: 1. Mandatory Criteria (Proposals failing to meet the mandatory requirements will not be considered). a. Company Registration Certificate and related documentation to demonstrate authority to rent vehicles. b. Proven experience providing rental services in the region. 2. Technical Criteria (maximum 50 points) a. Details of insurance coverage (40 points). b. Structure and size of the company in relation to the SOW (5 points). c. References (5 points). 3. Price Criteria (maximum 100 points) After a technical score for each bidder has been established, the price proposals will be evaluated and points will be added based on the proposed price. The maximum score for price will be assigned to the bidder offering the lowest price and proportional scores will be assigned to the other proposals. The maximum score for price will be assigned to the bidder offering the best value for money. Evaluation will be made by consideration of the following details in the proposals: Car Model Year Safety and Security specifications Car options Insurance Hotline 24/7 support service Replacement Car Mileage limitations Car Fuel Consumption Car Internal Space Customer/Car Service It should be noted that bidders failing to meet the minimum threshold of 25 points in the Technical Evaluation will not be taken forward to the Price Evaluation phase. Please see the attached file for SoW and additional info.