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Request for Proposal - Procurement of Vehicle Tracking and Driver Behavior Management System

  • Nairobi, Kenya
  • Posted on Wednesday, November 20, 2019
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Section I – Invitation to Tender

The African Wildlife Foundation invites sealed bids from eligible candidates for Supply & Installation of Motor Vehicle Tracking System for its vehicle fleet in Kenya, Uganda, Tanzania, Cameroon, Ethiopia, DRC, Zimbabwe, Senegal, and Niger.

Completed tender documents are to be enclosed in plain sealed envelopes marked with a tender reference number and be deposited in the Tender Box at the African Wildlife Foundation so as to be received on or before December 6, 2019, at 10.00 am.

Prices quoted should be net inclusive of all taxes and delivery must be in United States Dollars (USD) and shall remain valid for 90 days from the closing date of the tender.

Tenders will be opened immediately thereafter in the presence of the Candidates or their representatives who choose to attend at African Wildlife Foundation meeting room located at the administration block in Karen.

Your document should be submitted velo bound and properly page numbered. AWF shall not be responsible for the loss of documents not bound/loose.

Interested parties should download these full instructions and submission forms for consideration.

Section II – Description of Services

Schedule of Requirements - Terms Of Reference General
Scope of Contract

The contract is for Provision of Car Tracking Services as per specifications for all vehicles at the AWF for a period of two years (2) renewed at AWF’s discretion. The proposed system should enable visibility (tracking) of all AWF vehicles at the indicated rate price for a period of two (2) years.

Technical Specifications

The successful bidder shall be required to provide car tracking services for all AWF vehicles.

1.1 The tracking system should provide the following:

  • Obtain actual vehicle location
  • Set and establish maximum speed for the vehicle
  • Monitor, start and stop vehicle (engine immobilizer)
  • Set and establish the vehicles area of operation (Geofencing).
  • Obtain daily mileage report
  • Provide fuel usage reports including fuel consumption, fuel siphoning and refuelling reports.
  • Provide the vehicle speed reports
  • Receive and record low battery alerts
  • Receive and record over speeding alerts
  • Generate reports on number of each vehicle trips, stops, mileage etc
  • Provide user name and password to log into the website
  • Access real time reports on mobile phone, lap tops, tablets etc
  • Provide a system that is web based or hosted on the cloud
  • Create different user accounts with different rights and access
  • Obtain alerts of fatigue driving, parking alarm etc.
  • View different vehicle tracking maps
  • Latest GPS/GPRS/GSM technology/Satellite tracking.  
  • 24-hour support service.

1.2 Bidder’s response

Bidders must respond to each technical requirement indicating the proposed system.

Notes:

  • The Bidder must include supply, delivery and installation costs for all devices including any special feature computers & related software, Annual Maintenance and Support Services.
  • The successful Bidder shall be required to train all relevant staff on usage of the system immediately after it is installed before it is deployed.
  • The tenderer must have an up to date certificate of compliance from the Communications Authority of Kenya or any internationally recognized body.
  • Submissions of bids - The tenderer must submit a one envelope bid with a combined Technical proposal and Financial proposal.

Evaluation Criteria

Evaluation of bids will be conducted at three stages. 

Stage I - Determination of Responsiveness

This stage of evaluation shall involve preliminary examination for responsiveness based on the conditions set out in the Invitation for Tender notice and any other condition stated in the tender document.

1. Preliminary Evaluation

The conditions are as follows:

  • Must provide a bid bond of Kshs. 100,000 or (USD 1,000) which must remain valid for 90 days in the form of bank guarantee from a reputable bank or any other form approved by Public Procurement Oversight Authority (PPOA) or any other recognized body.
  • Provide valid Tax Compliance Certificate.
  • Prove Registration as a Company.
  • Dully filled, and signed Confidential Business Questionnaire.
  • Must attach summarized Audited Accounts for the last three (3) years i.e. 2018 -2016.
  • Demonstrate execution of at least three (3) contracts of similar nature for the last three (3) years. i.e. 2018- 2016
  • Attach a copy certificate of Compliance from Communications Authority of Kenya or any other recognized body
  • Attach the Original copy of the Manual for the proposed system.
  • Must provide the Manufacturers authorization of the proposed system where applicable.

Tenderers who do not satisfy any of the above requirements shall be considered Non-Responsive and their tenders will not be evaluated further.

Stage II - Technical Evaluation
  • The evaluation shall be done against the technical proposal submitted Viz-a-Vis the technical specifications.
  • Information on after sale Service i.e. warranties, subscriptions.
Stage III - Financial Evaluation

Determination of evaluated price for each bid using the following:

  • Check for any arithmetic errors in the tender.
  • Ranking of tenders according to their evaluated prices.
  • Total cost applicable, installation, subscriptions etc.

Evaluation of Proposals

A two-stage procedure will be utilized in evaluating the proposals, with evaluation of the technical component being completed prior to any price component. Scores will be awarded for the technical proposal.

The price component proposal will be opened only for those firms/ institutions whose technical component meets the requirements for the assignment, as indicated by a score of more than 80%.

Deadline for Submission

Interested eligible candidates may obtain further information from AWF Office through the phone number indicated below during normal working hours. The completed tender documents to be submitted at African Wildlife Foundation offices during normal working hours accompanied with a non-refundable fee of Kshs 3,000.00 (Three thousand Kenya shillings only) payable to African Wildlife Foundation; through Bankers cheque only. Failure to pay the fees will lead to the disqualification of the tender.

The bids and relevant copies of testimonials should be submitted to the African Wildlife Foundation in enclosed envelopes marked: Request for Proposals for the Provision of Fleet Management System to AWF by 10.00 am, December 6, 2019, at the below address.

Completed Tender Documents should be addressed, marked and submitted accompanied by tender security delivered to:

The Tendering Committee
African Wildlife Foundation Headquarters
Ngong Road, Karen
P.O. Box 310-00502
Phone: +254 711 063000
Nairobi, Kenya

African Wildlife Foundation reserves the right to accept or reject any application either in part or whole and is not bound to give reasons whatsoever for its decision.

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