231 Instruction to tenderers Vehicle

INSTRUCTIONS TO TENDERERS

REFERENCE:    No. NPA-Vehicle-112018

1. Equipment to be provided

Equipment required by NPA are Vehicles (Minibus )

2. Content of offers

The offer, all correspondence and documents related to this process exchanged by the firm offering the vehicles must be written in English. The offer must comprise of a technical part of the proposal and a financial part of the proposal.

2.1        Technical offer

The Technical offer must include the following documents:

1. Description of the vehicle (Minibus) :

1. Number of seats
2. Steering type
3. Radio (Yes or No)
4. Heater and/or AC (Yes or No)
5. Engine size
6. Manual or automatic transmission
7. Available colors

2. Description and information of the firm.

1. Firm name
2. Registration number and VAT number

2.2     Financial offer

The Financial offer must be presented as an amount in USD

The offer needs to be signed and stamped by the company and include the proposed billing method. Any discounts if provided should be clearly stated.

3. Additional information before the deadline for submission of proposals

Firms taking part in this process may submit questions requesting additional information/clarification in writing to the following address up until 12:00 on 15 Nov 2018, specifying the reference number above:

E-Mail:     rabihc@npaid.org

NPA has no obligation to provide clarifications after this date.

Any Firms seeking to arrange individual meetings with NPA regarding this request for proposals during the tender period may be excluded from this request for proposals procedure.

Any clarification/answers by NPA will be communicated in writing to the tenderers the same day.

4. Submission of proposals

Proposals should be submitted exclusively to NPA offices in Beirut or in Tyr in two sealed and stamped envelopes, one for the technical and one for the financial offers. Proposals that are not sealed and stamped will not be accepted.

Proposals must be received before 13:00 on 15 November 2018. Any proposal received after this deadline may not be considered.

Beirut office address: Ramlet Al Bayda, Trad Street, Zeidan Building, First Floor

Tyr Office: Tyr, Al Hosh , Africa Street , NPA Building.

Offers submitted by any other means or other addresses will not be considered.

5. Evaluation of offers

A Closed Committee will be held on 16-11-2018 in Tyr Office to decide on the winning bid.

6. Evaluation of Financial Offers

Upon completion of the technical evaluation, the envelopes/documents containing the financial offers of the firms whose technical offers fulfilled the requirements of the Terms of reference will be opened.

7. Choice of selected offer

The best value for money established by weighing technical quality against price on a 50/50 basis. Throughout the process NPA reserves the right to ask the firms for the clarifications on their offers – either financial or technical part. Firms should provide the contact person for such clarifications in their offers.

8. Confidentiality

The entire evaluation procedure is confidential. The evaluation reports and written records, in particular, are for official use only and may be communicated neither to firms taking part in this process nor to any party other than the NPA, its donors and auditors.

9. Signature of contract(s)

The successful firm will be informed in writing that its offer has been accepted. 

Before NPA signs the contract with the successful firm based on the accepted offer, he/she might be asked to provide additional information to finalize the contract. It is expected that the contract shall be finalized by December 2019. Delivery Date expected before mid December 2019.

Failure of the selected firm to provide additional information/clarification may constitute grounds for the annulment of the decision to award the contract. In such a case, NPA may award the contract to another firm or cancel this request for proposal procedure.

The other firms will be informed that their offers were not accepted by 19 November 2018 at the latest. NPA will bear no costs that firms will have with preparations of their offers.

10. Cancellation of this request for proposal process

In the event of cancellation of this process, firms will be notified of the cancellation by NPA. 

Cancellation may occur where:

• the procedure has been unsuccessful, ie, no qualitatively or financially worthwhile offer has been received;
• exceptional circumstances or force majeure render normal performance of the contract impossible;
• all compliant offers exceed the financial resources available;
• there have been irregularities in the procedure, in particular where these have prevented fair competition;
• the award is not in compliance with sound financial management, i.e. does not respect the principles of economy, efficiency and effectiveness (e.g. the price proposed by the tenderer to whom the contract is to be awarded is objectively disproportionate with regard to the price of the market).

In no event shall NPA be liable for any damages whatsoever including, without limitation, damages for loss of profits, in any way connected with the cancellation of this process.