Invitation To tender For Vehicle Rental Service at Medecins Du Monde

Description of the Current Context

• MdM-F has been operating in Nigeria since 2016 and has developed several projects. In Nigeria, MdM is currently implementing an emergency response program in Borno state.
• The program is implemented around the main components: improving access to primary health care, malnutrition treatment, gender-based violence survivors’ treatment, mental health, and psychological support.
• MdM has its coordination office in Maiduguri and a sub-office in Damboa. MdM is running three clinics in Maiduguri: Garba Buzu, Kawarmailla et El Meskin.
• A field team has been in place since June 2017 in Damboa local government area and has been running two fixed clinics in two IDP camps. MdM is also supporting two health posts of the Ministry of Health in Azir and Gumzuri villages. At last, MdM has developed internal capacities to respond to new emergencies (mainly displacements of the population as well as cholera outbreaks).

• As soon as possible following receipt of these specifications, the bidder must inform the project owner in writing of the name, job title, address, and telephone number for its representative. All subsequent communications shall be addressed to the latter.

Administrative Criteria:

• The bidder is registered in the trade register and must provide proof of this registration.
• The bidder accepts the annexed general terms and conditions of purchase of MDM and the annexed ethical clauses of MDM.
• The bidder must provide proof at its convenience:
  • Compliance with labor regulations
  • its obligations relating to the payment of social security contributions and/or its obligations relating to the payment of their taxes in accordance with legal provisions
• The bidder will have to communicate:
  • The name of its manager and the name of the person authorized to sign the contract.
  • It's turnover
  • Its number of employees

Technical criteria:

• In this section, the bidder must present a brief description of its organization and expertise, and the names of the contacts involved in the implementation of this contract.
• The bidder must provide at least three (3) proofs of performance of a similar contract with an NGO or other organization/institution of MDM size by providing a certificate of good performance of the contract.
• The bidder must provide the CV of the person in charge of the contract in relation to its area of competence, and the name of the person to contact with MDM: telephone and email.
• In its field of competence, the bidder undertakes to:
  • Respond to requests for quotation within 14 days by email and/or proforma.
  • To provide the articles and services in the best conditions, at the location requested by MDM and in compliance with the quality criteria defined by MDM.
• After opening the offers MDM reserves the right to visit the supplier's premises: office and storage place.

Assessment of the Bids
Examination of bid compliance from an administrative perspective:

• The purpose of this phase is to verify if the bid complies on the merits with the detailed terms and conditions set out in these specifications. A bid is compliant when it fulfills all of the conditions, detailed methods, and specifications contained herein, with no service discrepancies or restrictions.
• Service discrepancies or restrictions are any which have an impact on the scope, quality, or performance of the contract or which, in a substantial manner, differ from these specifications. Any classification of bids as non-compliant for administrative purposes must be duly justified in the assessment report.
• When a bid fails to comply with these specifications, it is immediately rejected and cannot then be brought into line with the standards via corrections or the deletion of the discrepancies or restrictions.

Technical assessment:

• Upon completion of the analysis of bids deemed to be compliant for administrative purposes, the evaluation committee then reaches a decision on the technical compliance of each bid and ranks the bids on the basis of two categories: compliant and non-compliant from a technical perspective.
• In order to facilitate the examination and evaluation of the bids submitted, the evaluation committee may ask each bidder for explanations regarding its bid, including on the breakdown of unit prices if applicable.
• The request for explanations and corresponding reply are made in writing, however, no change can be requested, proposed, or authorized regarding the value or substance of the bid, unless a change is necessary in order to confirm the correction of any calculation errors revealed during the bid assessment process. Any classification of bids as non-compliant must be duly justified in the assessment report.

Criteria for the Awarding of the Contract

• An evaluation grid containing these different criteria according to a weighting will be used to support the final choice of MDM.
• The contract will be awarded to the tenderer who meets all the administrative, technical and financial criteria but also:
  • Quality
  • Quality of the vehicles offered
  • Price
  • Delivery times and the possibility of regular deliveries
  • Type and "quality" of the documents submitted (invoices, delivery notes, etc.).
• The contract is awarded by the steering committee. The choice of the steering committee is based on an evaluation grid of the administrative, technical and budgetary criteria of the proposals submitted and as formulated in the ToR, then validated by minutes signed by all the members of the steering committee of the consultancy.
• The steering committee is sovereign in its choice, which is made in accordance with the principles of transparency, equal treatment of potential contractors, and the absence of conflicts of interest.

See the Complete RFQ Here