Tender Dossier. Vehicles, Tracking and Equipment

Transcription

1 Tender Dossier Vehicles, Tracking and Equipment Tender Main Facts Table Tender reference 2016_003_Vehicles and Equipment Tender launch date 15 th January 2016 Contract Manager Rebecca Vince, Head of Logistics & Procurement, Plan International Deadline for submission of offers 14 th March 2016 Address for submission of offers Plan International, Dukes Court, Block A, Dukes Street, Woking, Surrey, GU21 5BH Estimated date of award of contract(s) 31 st March 2016 Duration of contract Up to 3 Years Submission of offers to Procurement Department Plan International Dukes Court - Block A Dukes Street Woking GU21 5BH Queries related to this tender must be addressed to procurement@plan-international.org Please include the tender reference number above in all correspondence 1

2 Index of contents 1 Introduction 2 Scope of Tender 3 Background Information on Plan International 4 Lot Details 5 List of documents to be submitted with the offer 6 Submission of offers 7 Evaluation of offers 8 Contract payment terms 9 Plan International s Ethical & Environmental Statement 10 Disclaimer 11 Clarifications 12 Annex Contents List Annex 1 Annex 2 Annex 3 Annex 4 Annex 5 Annex 6 Annex 7 Annex 8 Annex 9 Annex 10 Confirmation of intention to tender and receipt of copy documents Supplier Questionnaire Tenderer s Declaration LOT A Light Vehicles Specification Supplier Offer LOT A Vehicle Supply to Plan Countries LOT A - Vehicle After-Sales and Servicing LOT B - Tracking Devices and Software LOT C - Communications Equipment Map of Plan Country and Programme Unit Office locations Plan s General Terms & Conditions 2

3 1. Introduction Plan International Logistics & Procurement are inviting interested parties to bid as part of a negotiated tender process for the supply and delivery of Vehicles, related accessories, tracking and communications equipment to countries within portfolio. Successful Tenderers will be expected to enter into a formal contract with Plan International. Each successful Tenderer is intended to be a Provider, but the contract pertaining to this tender shall not constitute an exclusive contract and Plan International, at its sole discretion, reserves the right to enter into agreement with other suppliers, for the same type of services at any time, whenever it deems it necessary. If you believe that your company may be in the position to meet any of our specified requirements and would like to be considered as a potential supplier firstly complete and return Annex 1 Confirmation of Intention to Tender as soon as possible, and thereafter complete and submit all the required documents as listed in Section 5. This tender dossier has been issued for the sole purpose of obtaining offers for the supply of goods or services against the specification contained within this document and Annexes. Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender. Any attempt by the Tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of its offers and may result in the termination of a current contract where applicable. 2. Scope of Tender We invite suppliers to bid for any individual Lot, or a combination of the following Lots, for the goods and services specified: LOT A: Vehicles Supply of Vehicles as detailed in Section 4 and Annex 4, or comparable alternatives (e.g. comparative performance manufacturer / models.) Delivery of vehicles to Plan International Countries Supply and delivery of after-sales servicing and spare parts across our operating areas LOT B: Tracking devices and software Supply, delivery and, where possible, installation of Vehicle Tracking devices for both new Purchased Vehicles and for our existing fleet including Owned Vehicles, Rented Vehicles and Motorbikes. Tracking box installation and after sales training for key staff, where possible. LOT C: Communications equipment Supply, delivery and, where possible, installation of HF & VHF Radio equipment, including accessories After-sales installation and operation / training and support where possible. Further details of specifications and requirements are contained within this document and annexes. Please feel free to attach additional information and options as part of your product and service offerings. 3

4 3. Background Information on Plan International Founded more than 70 years ago, Plan International is one of the largest children s development organisations in the world. Plan International is independent, with no religious, political or governmental affiliations. We work together with children and communities in over 50 developing countries across Africa, the Americas and Asia, and with our supporters and funders in 20 countries to promote child rights and lift millions of children out of poverty. Children are at the heart of everything we do. Plan International is a Child Centered Community Development organisation, this means we work with children, their families, communities, organisations and local governments to bring about positive change. When children and adults work together as part of the change process, it is more likely that programmes will be successful and sustainable. Plan's work is linked to the United Nations Convention on the Rights of the Child. Plan International is committed to making lasting improvements to the lives of children living in poverty in developing countries. Plan International's active support for child development over a long period of time aims to improve the healthy development of children from before birth, through safe delivery, preschool care and development, primary and secondary education, to an adulthood in which they can be valuable and productive members of their community. Our work also shows that when you invest in the girl child the impacts on development are much higher. We believe that girls' access to education and legal rights can break the cycle of poverty and discrimination that girls face around the world. Investing in girls is the key to eliminating the cycle of poverty. For more information about Plan International please visit our web site at 4

5 4. Lot Details Fleet Background Information Plan operates a fleet of >1,040 light vehicles and >2,400 motorbikes. Plan is launching a Fleet Transformation project to overhaul the current fleet and implement new Disposal, Refresh and Tracking policies. It is anticipated that this project will complete within 5 years. As an illustration, the table below shows our projected fleet composition across this period. Plan International does not offer any fixed or guaranteed minimum order volumes as part of this tender and would therefore invite bidders to provide detailed, scalable volume discounts and best value offers using the information below. The information provided below is based on our current fleet size and is projected on the basis that, within 5 years, the new Plan International policies will have been fully implemented. Projections on Light Vehicle and Motorbikes - fleet size, new purchases, and tracking box installation volumes (post change implementation normalised period) Yr 1 Yr 2 Yr 3 Yr 4 Yr 5 Yr 6 Yr Estimated Global Fleet Size (light vehicles) - including new purchases and disposals of redundant fleet Estimated Global Fleet Size (motos) - including new purchases and disposals of redundant fleet Estimated Light Vehicle new purchase volumes TOTAL - (based on gradual implementation of a new vehicle disposal and refresh policy) Estimated International Contract Light Vehicle new purchase volumes (assumption of some local purchases continuing where cost effective / import constrained) Light Veh (new purch) Tracking Box units install Motos (new purch) Tracking Box units install Light Veh (existing fleet) Tracking Box units install Motos (existing fleet) Tracking Box units install

6 LOT A: Tender for the supply and delivery of Light Vehicles Please complete Annex 4 (Light Vehicle Specifications Supplier Offer), Annex 5 (Vehicle Supply to Plan Countries) and Annex 6 (Vehicle After-Sales Servicing and Spare Parts). You may also provide additional information in your preferred format but, as a minimum, the annexed tables must be completed. Tenderers are free to offer additional optional extras and services over and above, or as reasonable alternatives to, those stipulated below. Supply Please include information on as many as possible of the following: A1. Prices ex-works (See Annex 4) A2. Full Specifications for all vehicles offered (See Annex 4 for Plan International s requirements) A3. Scalable volume discounts and any other benefits/offers A4. Warranty issuance, management, eligibility and exclusion information A5. Country of manufacture and supply chain traceability information for offered vehicles and accessories A6. Stock holding overview, including current stock levels held per model and per stockholding location, average stock levels per model and lead time past performance from order placement to estimated time of shipment A7. In-house bespoke services offered, including installation of tracking and communications equipment and Plan International visibility materials. A8. Current customer base information including any UN or INGO clients Delivery and After Sales A9. Confirmation of ability to deliver to Plan International s country offices (to be completed in Annex 5) A10. Cost of shipping to Plan International s country offices (to be completed in Annex 5) A11. Anticipated shipping methods used including preferred INCOTERMS and details of 3 rd party freight forwarders and contract type / relationship A12. Provide multiple consignor and consignee shipping documentation (eg to PI IH and end destination) A13. Overview of customs and other services offered including Pre Shipment Inspection A14. Authorized servicing options and supply of bona fide spare parts as mapped against locations in Annex 9 Plan Country and Programme Unit office locations (to be completed in Annex 6) A15. Relationships to in-country authorised dealers/agents/service providers including warranty transfer and management, training and inspection for Plan International operating locations A16. Order tracking and management system including dedicated contract manager, quotation/query response times and regular account overview status reporting A17. Complaints handling process and further details of service level agreement 6

7 LOT B: Tender for the supply of light vehicle and motorbike tracking devices and accompanying software As part of the Plan International Fleet Transformation project, we have a target to install tracking devices across our fleet and for any new vehicles purchased. We are looking for solutions for our light vehicles, motorbikes and rented vehicles. Plan International does have some existing tracking devices in a small number of locations, so any provision of a proprietary or non-proprietary system should take this into consideration. The tracking boxes and software should ideally be able to interface with, or export to, a number of different Fleet Management Software products. Submissions should include pricing and information on the products and services offered in detail, including the full range of attributes and functionality available taking into consideration requirements and specifications detailed below. Please complete Annex 7 as part of the submission for this lot. You may also provide additional information in your preferred format but, as a minimum, the annexed tables must be completed. Tenderers are free to offer additional optional extras and services over and above, or as reasonable alternatives to, those stipulated below. Selected shortlisted suppliers may be invited to demonstrate sample products and offerings and discuss their proposals in more detail. Requirements: B1. Unit prices of tracking devices ex-works B2. Full Specifications for all units offered and options which will best meet our blended fleet needs B3. Scalable volume discounts and any other benefits/offers B4. Warranty information B5. Coverage proven performance of devices and software in Plan International office locations as shown in Annex 9 B6. Geographic coverage of agreements with different service providers to provide global coverage B7. Current customer base information including any UN or INGO clients B8. Any additional monthly or annual costs (e.g. software licensing, management fees) B9. Overview of Installation Services offered and costs B10. Location of qualified (endorsed) installation service providers and distance to locations of Plan s Programme Unit Offices. B11. Overview of technology roadmap including planned upgrades, new products and remote software management B12. Detailed specifications of web-based software offered, features and options B13. Data Management and Security policies, processes and controls B14. Managed service offered (Please include an example SLA including service operating hours and fault response times) B15. Dedicated remote support for issues and escalation B16. Details of any Service Level Agreements (beyond those specified above) B17. Country of manufacture and supply chain traceability information for all products offered B18. Tracking Boxes functionality - GPRS, satellite or hybrid capability for data transfer offered 7

8 LOT C: Communications Equipment We invite submission for the supply, delivery and installation of HF and VHF radio equipment for our country and programme unit offices which should be suitable for use in extreme conditions with variable power supply. Submissions should include pricing and information on the products and services offered in detail including the full range of attributes and functionality available. Please complete Annex 8 as part of the submission for this lot. You may also provide additional information in your preferred format but, as a minimum, the annexed tables must be completed. Tenderers are free to offer additional optional extras and services over and above, or as reasonable alternatives to, those stipulated below. Lot Requirements: C1. Ex-works units costs for handheld, vehicle and base (office) station VHF and HF products C2. Ex-works unit costs for handheld, vehicle and base (office) station VHF and HF product accessories offered C3. Scalable volume discounts and any other benefits/offers C4. Warranty issuance, management, eligibility and exclusion information C5. Shipping options to Plan International s country office units (See Annex 9) C6. Overview of Installation Services offered and costs C7. Range of operating frequencies offered for both HF and VHF C8. Training materials and options C9. Authorized servicing options and supply of bona fide spare parts as mapped against Plan locations C10. Relationships to in-country authorised dealers/agents/service providers including warranty transfer and management, training, installation, inspection and spare parts for Plan International country locations C11. Order tracking and management system including dedicated contract manager, quotation/query response times and regular account overview status reporting C12. Shipping methods proposed including preferred INCOTERMS and details of 3 rd party freight forwarders C13. Country of manufacture and other supply chain traceability information for all products offered C14. Stock holding overview, including current stock level held per model and per stockholding location, average stock levels per model and lead time from order placement to estimated time of shipment C15. Current customer base information including any UN or INGO clients 8

9 5. List of documents to be submitted with the offer Offers must be inclusive of the following documents: Document Rationale Form Confirmation of intention to tender The tenderer indicates their intention to Annex 1 All tenderers to bid complete Supplier Questionnaire (inclusive of Health & Safety Policy, ISO Accreditation and any other requested policies as outlines in the questionnaire). All suppliers should complete this form unless they have already completed a similar form within the last three years. Completed Tenderer s Declaration document Contact details of three Referees Bid details List of Tenderer s main customers including any Non-Governmental Organisations and U.N. agencies The Tenderer demonstrates their business management practices, ethics and supply chain risk practices are aligned to Plan s principles. The Tenderer signs to show that they have fully understood and accepted the tender document Contacting the Referees, Plan International can be assured on the competency and past performance of the Tenderer The Tenderers provides the full extent of their financial and technical offer in line with Plan International specified requirements The Tenderer assures Plan International on its experience in the sector Annex 2 All tenderers to complete Annex 3 All tenderers to complete Type of contract, period of performance, company name, contact name, telephone number, LOT A: Annexes 4, 5 & 6 LOT B: Annexes 7 LOT C: Annexes 8 Audited accounts for the last two financial years If the Tenderer is not an individual person, Certificate of Company Incorporation Company profile The Tenderer demonstrates it has resources to perform the contractual obligation Evidence of corporate s identity The Tenderer provides information on its structure. This should include both Profit and Loss account and Tenderer s Balance sheet Management Of Contract Proposal + Reporting Tenderer to provide information on how they would manage the Plan International contract and advise on how the type of management reports Plan International could expect to receive 9

10 6. Submission of offers The offer must be sent to the address specified on page 1. It must be via registered post with acknowledgement of receipt or hand-delivered against receipt signed by a Plan International representative. Offers must be received before the deadline specified in the Tender Main Facts Table above. The offer and all correspondence and documents related to the tender must be written in English. All offers must be submitted in one signed original, marked original, and 3 copies, each signed and marked copy. In case of discrepancies, information in the original shall prevail on copy. As well as the paper responses there should also be one copy in the form of a electronic copy on a USB / CD. All offers, inclusive of any annexes or supporting documents, must be submitted in one sealed envelope bearing only: a) The address; b) The tender reference number/name stated in the Tender Main Facts Table ; d) The words Not to be opened before the tender opening session ; e) The name and address of the Tenderer. f) The Lot, or Lots the tenderer is bidding for (A, B, C) Bids should state whether they are fixed or non-fixed during contract period. Explanation must be given of how prices will be revised and an illustration how this has fluctuated over the past 1-2 years for a comparable customer and goods / services. 7. Evaluation of offers Shortlisted suppliers may be invited to discuss their proposals in more detail at Plan s discretion. Plan International, at its sole discretion, will select the winners of this tender. Plan international shall be free to: Accept the whole, or part only, of any tender Accept none of the proposals Republish this request for Tenders Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers. Part of the evaluation process may include a presentation from the Tenderer and a site visit by Plan International staff, to offices and / or stockholdings. Value for money is very important to Plan International, as every additional saved is money that we can use on our humanitarian and development work throughout the world. Plan International may award multiple contracts per lot or none, and all contracts will be non-exclusive for the negotiated tender. 10

11 8. Contract Payment terms Tenderers are invited to note that, if awarded the contract, Plan International s standard terms of payment are 30 days after the end of the month of receipt of invoice, or after acceptance of the Goods/Services/Works, if later. 9. Plan International s Ethical & Environmental Statement The supplier should establish environmental standards and good practices that follow the principles of ISO Environmental Management Systems, and in particular to ensure compliance with environmental legislation The supplier should seek to set reduction targets in areas where the organisation s activities lead to significant environmental impacts 10. Disclaimer Plan International reserves the right to alter the schedule of tender and contract awarding. Plan International reserves the right to cancel this tender process at any time and not to award any contract. Plan International shall not be liable in respect of any costs incurred by the Tenderer in the preparation of the offer nor any associated work effort, including the production of presentation materials, brochures, product specifications or manuals for evaluation. 11. Clarifications The onus is on the Tenderer to ensure that its offer is complete and meets Plan International s requirements. Failure to comply may lead to the offer being rejected. Please therefore ensure that you read this document carefully and answer fully all questions asked. If you have any queries in relation to your submission, or to any requirements of this tender, please procurement@plan-international.org Thank you for your proposal. 12. Annex Contents List Annex 1 Confirmation of intention to tender and receipt of copy All tenderers to complete documents Annex 2 Supplier Questionnaire All tenderers to complete Annex 3 Tenderer s Declaration All tenderers to complete Annex 4 LOT A Light Vehicles Specification Supplier Offer Lot A tenderers to complete Annex 5 LOT A Vehicle Supply to Plan Countries Lot A tenderers to complete Annex 6 LOT A - Vehicle After-Sales and Servicing Lot A tenderers to complete Annex 7 LOT B - Tracking Devices and Software Lot B tenderers to complete Annex 8 LOT C - Communications Equipment Lot C tenderers to complete Annex 9 Map of Plan Country and Programme Unit Office locations For information Annex 10 Plan s General Terms & Conditions For information 11