Vehicle, Tracking and Equipment Tender - Q&A - 15 th March 2016

Transcription

1 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016 Vehicle, Tracking and Equipment Tender dditional Information Tender Reference: 2016_002 Vehicles and Equipment Following the launch of the Vehicles, Tracking and Equipment Invitation to Tender on 15 th March 2016, we are pleased to provide the following additional information to prospective bidders. This information is provided on the basis of questions and queries received. If you have any further queries, please contact procurement@planinternational.org The document is organised with general tender dossier questions being answered first, and then according to the individual lots and their associated annexes. Tender Dossier uestions and nswers: What is the currency to be considered for the tender? Plan International would prefer that bids are in US Dollars. However if this is not possible, then at time of comparison we shall use our currency conversion rate to convert to USD to allow all bids to compared equitably and fairly. By what time on 14 March must the proposal be submitted? ll Tenders must be submitted by 17:00 GMT on 14 th March ny items sent by post or courier must reach us before this time. Is there any advantage to offering either fixed or variable prices. lso will there be an annual price reviews as there may be year-to-year differences? We are comparing the most competitive offers on pricing. We would expect suppliers to hold prices for goods for at least 1 year at a time, and to provide evidence of how prices have fluctuated in the past 3-5 years. For services (e.g. freight) we would expect prices to be based on the current market rates to allow us to do a meaningful like for like comparison, but we appreciate that freight services may vary during the contract. ll prices should show a clear breakdown to allow us to evaluate any service or processing charges, which we would expect to be fixed during the period, and with scalable discount propositions. What do you mean by supply chain traceability information for offered vehicles and accessories? Page 6 5 This relates to how you assess your own supply chain, where you purchase products and/or services that you then sell as part of a wider package, and relates to the ethical requirements outlined in other parts of the supplier questionnaire.

2 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016 What do you mean by Management of Contract and Reporting, (ref. Tender Dossier pg 9 in list of documents to be submitted)? This would include details of what your Service Level greement would cover including dedicated account management, response times to enquiries, frequency of account updates, invoice and shipping documentation provided as standard and supply pipeline reports to give an overview of quotation and order status, eg. dashboard. re we allowed to bid for part of a lot and then only for specific countries? Yes, all suppliers are welcome to bid for part of a lot, and also offer to supply for certain countries in our portfolio. Where a country is landlocked, or the capital is not at the main port of entry do we just quote to that place Unless otherwise stated, please ship CIP to the Plan International country office location as stated in nnexes 5 and 9. &s relating to Lot Vehicles (including nnexes 4, 5 & 6) What is the breakdown of brands currently in Plan s fleet? We have provided detailed specifications demonstrating our business needs as per nnex 4 along with Fleet background information on size and anticipated future volumes. We will not be providing a breakdown of brands, but can confirm we have a mixed fleet of different makes and models. nnex 4 Light Vehicles Specifications There is no reference to Right Hand drive or Left Hand drive vehicles ll vehicle offers should come with both RHD and LHD options What is the desired size of Vehicle 7, Town Car in terms of dimensions or an example of a typical make and model? town car refers to a vehicle capable of comfortably carrying 4 people (driver + 3 passengers), is 4 or 5 door and could be used in urban environments and or where clearance above the ground does not hamper the ability to drive the vehicle. What is meant by Winch (front with accessories, non-electric), in particular what is meant by nonelectric? because winches for light commercial vehicles (pickup trucks and SUVs are typically electrically powered. The non-electric refers to hand winch. We are interested to review options for different winch types including hand winches that have 2400kg pull and 1600 kg. Typically this would include a 20m rope. ccessories mean items such as recovery straps and bow shackles. Please provide information on the contents of the (1) Spare parts and (2) Maintenance kits. What is the difference between the two?

3 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016 Different suppliers will naturally have their own definitions. In your bid please describe clearly the contents of any kits you can offer. Typically in Plan s operations, Spare parts = Parts, whereas Maintenance kits = tools to perform roadside maintenance. Which vehicle specifications are mandatory? We ask bidders to propose the option(s) which can best meet our specifications. We understand that this may not meet all our specifications and you are free to submit multiple options for us to consider. Which vehicle safety specifications are mandatory? irbags, Seat belts (all seating front and rear) are mandatory. Please refer to nnex 4 for more details. Line 3 and 5, It asks soft enclosed option do you need a flat soft cover or a Frame and Canvas type cover. We are happy to consider both options. Please specify in your submission. Line 4 and 6, it asks hard closed load space do you need a flat hard cover or a Cap if it is a cap style will it need windows or not. We require a hard closed space that is not used in addition for seating passengers. There is no specific need to have windows but you may offer as an optional extra. Line 9 and 10, mbulance, can you offer full specifications of the type of ambulance you need and if it needs to be fully equipped with equipment and if so what equipment it needs. We are unable to offer to offer full specifications on the ambulance at this time. We ask that tenderers use their professional judgement and sector knowledge/experience to offer what they propose would be best for Plan International. mbulances do not need to be fully equipped with medical equipment but if this is offered then please state what can be included in your offer(s). What type of motorbikes are available in Plan International Fleet (kick start or battery)? The majority of our motorbike fleet are kick start but we would like to review a battery compatible option as well. nnex 6 Vehicle fter-sales Servicing and Spare Parts On the right side relationship to fter-sales Servicing Provider is required and this would be difficult to answer as the local service representatives are contracted but still outside companies for us. How do we approach this? The purpose of this section of the tender is to allow us to understand how after-sales servicing and support will be managed, quality controlled and assured. If 3 rd parties are engaged to provide this as part of your bid submission, please explain the type of relationship, the nature of the 3 rd party contract and how you will be managing this. &s relating to Lot B Tracking Devices and Software (including nnex 7)

4 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016 You specified in the document entitled Tender Dossier referencing page 7 Lot B that the tracking boxes and software should ideally be able to interface with, or export to, a number of different Fleet Management Software products. Therefore, can you please kindly confirm what tracking software is currently being used globally by Plan International? Currently Plan International does not use one single Fleet Management software package globally Which tracking devices are Plan Offices currently using? Only a few of Plan s countries have any tracking devices installed already. Some devices are GSM only and some are GSM/Satellite hybrid. Is lone driver safety an issue and does it require a remote panic device? Please include remote panic device functionality as an option and include in your pricing options with and without this functionality for comparison. Is there a preferred network provider for the tracking system? No, there is no preferred network provider. Please define what Proprietary/Non-proprietary means. Proprietary refers to open source or bespoke solutions. Non-proprietary refers to off the shelf solutions with little or no customisation being possible. Is the tracking required for positional data only? No Does Plan International need to locate the fleet in real time? Yes Does Plan International need to check the vehicles speed & diagnostics results? Yes Will Plan International have the same tracking requirements for rented vehicles and the vehicles they purchased? We are happy to consider different options and lower price point, lower functionality options for rented vehicles. Can the devices on the vehicles be cellular only or do they need to be cellular/satellite or cellular/satellite/radio?

5 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016 Due to the variety of where Plan International currently operates, we anticipate that we may need different types of boxes in different locations, but we are looking to our suppliers to recommend what products will best meet our requirements based on the information provided. Please refer to nnex 9 for a list of all our office locations. What software and devices are currently used for tracking Plan International s motorbikes? Plan International does not currently use software and devices for tracking motorbikes What functionality does the device need to support for your own fleet, rental fleet and motorcycles? I.e. sensors for inputs, Electronic control module (ECM) data, etc. Please refer to the tender dossier and nnex 6 for specification requirements, but as with all submissions, Plan International also welcome expert professional suggestions based on its geographical footprint. &s - Lot C Communications for HF and VHF radios (including nnex 8) What is the minimum number of HF & VHF radios requested? There is no minimum number so please provide unit prices and scalable discounts based on volumes procured. re the HF radios required for voice or voice & data? We like to review offers for voice only and voice & data, though the majority of our locations will require voice only. The tender dossier is divided in 3 lots (provision of vehicles, tracking solution and communication equipment). In regards to Lot C (Communication Equipment), can an offer be based on the HF part only (not VHF)? Yes, as stated in the tender dossier, any tenderer can bid for any part of any lot. What are Plan International s expectations in regards to manage the project for provision of vehicles, installation of HF & VHF communication and tracking solution? Will Plan International manage the project itself or is Plan international looking for a contractor to manage the project and act as a system integrator? We are looking for a partnership, through the setting up of a long term agreement that would take the relationship beyond a transactional one. We do not wish to have project management or system integrator role taken on by suppliers.

6 Vehicle, Tracking and Equipment Tender - & - 15 th March 2016