Tender Documents. 1. Tender Document Receipt. Company / Individual Name:

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1 Location : Erbil Governorate, Iraq Tender No: EBL 1987 Project: Provision of Rental Vehicle with Driver Services for Mousel Office - Humanitarian Application deadline: December 26, :00 PM Date: December 19, 2017 Tender Opening: December 26, Tender Document Receipt Company / Individual Name:.. I hereby acknowledge receipt of one set of tender documentation for the above project. 1. Tender Document Receipt 2. Invitation to Tender 3. Bidders Checklist 4. General Conditions for Tender 5. Bidder Response Document 6. Declaration of Eligibility 7. Scope of Work and Service rate Complete Name of the Owner: Company / Individual Name: Signature: Date & Time: Contact Number / Address and phone number Tender No. EBL 1987 Provision of rental vehicle with driver services Page 1 of 12

2 2. Invitation to Tender Subject of Tender: Provision of rental vehicle with driver services under service contract rules. The Contractor will provide Mercy Corps with a driver and vehicle services as per the Scope of work (Annex 1), agreed terms and conditions. The process will involve submission of the sealed bids, tender opening, and tender analysis at Mercy Corps Iraq Baghdad Office. General Information: Mercy Corps invites bidders from interested Contractors as per the below details. Bidders shall complete all required documentation per the instructions provided in the Tender Documents and return to the Mercy Corps Erbil office by the stated deadline. Tender Documents: Tender documents with all applicable annexes shall be publically posted. If requested, they can be provided via . All requests shall be made by contacting iq-tendering@mercycorps.org. Please reference tender number EBL Provision of rental vehicle with driver services. Questions: Questions about this tender and application must be submitted to Mercy Corps at:iq-tendering@mercycorps.org by Dec 21, 2017 at 04:30 PM. Answers to the questions will be posted publically and via , no phone calls will be accepted. Submission: Offers should be submitted in a sealed envelope, addressed to: Mercy Corps Tender No: EBL 1987 Provision of rental vehicle with driver services for Mousel Office. Bids shall be delivered to: *Mercy Corps Erbil Office, 32 Park City, Sarbasti Street, Building 5720, Erbil, Iraq. *Resala District, West Mosul, Iraq. Please (iq-tendering@mercycorps.org) for more detailed address Last date to submit offers is: December 26, 2017 at 12:00 PM received after the specified date and time will not be considered. Incomplete offers may be rejected. Bid Opening: office. Bids shall be opened on December 26, 2017 at the Mercy Corps Baghdad NOTE: No fee or payment is required to submit this bid. Contractor selection is performed separately from the collection of bids. Please report any irregularities/request for fee or similar to iq-complaint@mercycorps.org Mercy Corps will keep successful and non-successful bids received for its own documentation processes. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 2 of 12

3 3. Checklist for Bidders Tender No: EBL 1987 All documents shall be submitted in a sealed envelope to the Mercy Corps Baghdad office located at the address below. Envelopes shall have the contractor name and reference tender number EBL Tender Advertising/Distribution: December 19, 2017 Last date for receiving questions (Via ): December 21, 2017 at 04:30 PM Submission deadline: December 26, :00 PM Bids Opening: December 26 at MC Erbil Office 4. General Conditions for Tender 4.1 Scope: Mercy Corps Invites Contractors for the service described and summarized in accordance with procedures, conditions and contract terms, as prescribed in the tender documents. Mercy Corps reserves the right to vary the service specified in the Tender Documents without any changes in service price or other terms and conditions and to accept or reject any, all, or part of submitted offers. The contractor must propose one offer only, multi proposal by the same vendor will cause disqualification, specification mentioned on page 11. Proposed bids that do not meet the minimum specification will not be considered). 4.2 Payments Payments shall be made in USD generally through bank transfer, by cheque or cash after provision of required service and based on service completion report singed by head of drivers or supervisor and approved by line-manager and submission of all required documents on monthly basis. Payment to be paid after five (5) working days of the next month. 4.3 Performance Standards: The service will be completed in accordance with Scope of work (Annex 1). Mercy Crops invites contractors for tenders as described and summarized in accordance with procedures, conditions and contract terms, as prescribed in the tender documents. 4.4 Environmental Standards Contractors should, at minimum, comply with all statutory and other legal requirements relating to the environmental impacts of their business. Areas which should be considered are, waste management (including packaging and paper use), conservation, energy Consumption, and overall environmental and social sustainability. Additionally, and if applicable, Supplier will incorporate in their plan: - Timber and timber products originating from sustainable and legal resources, in accordance with US Government guidelines, Tender No. EBL 1987 Provision of rental vehicle with driver services Page 3 of 12

4 - Use of the most energy-efficient electrical tools and domestic appliances (energy efficiency rated A or above), - Recycled paper products, where paper-free approaches are unsuitable, - Use of non-ozone-depleting materials, - Air travel, procured from companies that participate in projects designed to minimize carbon emissions, - Purchase of consultancy services that favor suppliers who ensure identification of environmental impacts, and who take actions to address potentially adverse impacts, while enhancing environmental benefits. Purchase of the following will, whenever possible, be avoided: - Products or equipment containing, using, or manufactured with ozonedepleting - Substances, such as CFCs and HCFCs, - Products or equipment containing, using, or manufactured with substances with high global-warming potential, such as HFCs/PFCs, methane, etc., - Products containing toxic substances, - Products with excessive packaging, unless the supplier offers packaging-recovery schemes, - Products containing non-rechargeable batteries. Where value-for-money can be demonstrated, supplier will use: - Substances and/or products with proven reduced-toxicity, compared to the alternatives, - Products containing recycled content. - Products designed for re-use and/or recycling at end-of-life, - Energy-efficient electrical appliances, - Energy and materials derived from sustainably-managed renewable resources, - Low-emission vehicles, - Other products designed to reduce their environmental impacts, or with superior proven environmental performance. 4.5 Source of Financing: Mercy Corps projects are funded by different donor like: USAID, DOS, DFID, ECHO, OFDA, DFATED, etc. Evaluation Criteria: Mercy Corps shall evaluate bids based on administrative compliance, technical qualifications and an interview. Mercy Corps Iraq has specified a fixed rate for this kind of service, therefor, the principal of best value for money shall not be considered as the basic selection process. The evaluation process will be divided into three (3) sections comprising of administrative compliance, technical qualifications and the interview. 4.6 Administrative Qualifications: (Mandatory, any criteria missing will cause to disqualify the bid) a) Submission of all tender documents (all pages to be signed and/or stamped). b) Iraqi ID card and Passport copy (if applicable) c) Valid Driving license d) Type and model of the vehicle e) Valid Vehicle registration documents (Vehicle registration and/or power of attorney) f) CV Tender No. EBL 1987 Provision of rental vehicle with driver services Page 4 of 12

5 4.7 Technical Qualification: The technical evaluation of bids shall be based on the qualifying factors listed below. a) Number of languages spoken b) Specification of the proposed vehicle c) Model of the proposed vehicle. d) Years of experience in this field with NGO s. e) Years of experience as driver. f) Service delivery starts date. g) Ability to Transport MC Staff from Baghdad to Salah Al Din, Diyala and Anbar 4.8 Tender Basis: The working language of this tender and Application is English language only. Contractor shall have the capacity to deliver the above request(s) within the service requested (from the signing date of the Service Contract). All applications shall be made in accordance with the Tender Documents. All Applicants will receive identical documents: No applicant shall add, omit, or change any item, term or condition on original papers. If Applicants have any additional requests and conditions, these shall be stipulated in a separate letter accompanying their application. Each applicant shall make one application only. Each application shall be valid for the period of thirty (30) days from its date of submission. Applications shall be made in writing, with prices calculated in US Dollars only, and be inclusive of all taxes (including VAT), compuls ory payments, levies, and duties. Contractor(s) cannot leave and/or hand this project to any sub-contractor(s). Any requests for clarifications regarding the project that are not addressed in written documents must be presented to Mercy Corps through on iqtendering@mercycorps.org The answer to any question raised by any applicant will be directed to all suppliers. It is a condition of this tender that no clarification shall be deemed to supersede, contradict, add to or detract from the conditions hereof, unless made in writing and signed by Mercy Corps or its designated representative. Contractors cannot apply if they: Are not registered companies, individual applicant are are exempted Are bankrupt or in the process of going bankrupt. Have been convicted for an offense concerning professional conduct. Have been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify). Have not fulfilled obligations related to payment of social security and taxes. Are guilty of serious misinterpretation in supplying information. Are in situations of conflict or potential conflict of interest with Mercy Corps. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 5 of 12

6 Were declared at serious fault of implementation owing to a breach of their contractual obligations. Are on any list of sanctioned parties issued by the United States Government. 4.9 Tender Submittals: Contractors are requested to provide the following information/documents with their bid. Contractors will be evaluated on the basis of the information contained in the above submittals mentioned in paragraph Tender Evaluation: Based upon the documentation received above in paragraphs 4.6 and 4.7, a Mercy Corps Tender Committee will conduct a Technical/Capacity Evaluation and a interview Evaluation in order to determine the most qualified bid. Mercy Corps reserves the right to accept or reject any or all bids, and to accept the bid deemed to be in the best interest of the Mercy Corps. MC will not be responsible for or pay for any expenses or losses which may be incurred by any Supplier in the preparation of his Tender. Mercy Corps is not bound to accept the lowest price bid submitted. The award criteria shall be based on the interview; this means that Mercy Corps will identify the proposals that meet the technically acceptable criteria submitted in the paragraph 4.7 and the tender that passes the technical acceptable criteria will be moved to the interview stage and Mercy Corps will pick the most suitable proposed a Administrative/Technical/Capacity Evaluation: The applications will first be evaluated on administrative / technical and organizational capacity merits. The technical evaluation will be based on the documents submissions as per paragraph 4.7 above b Interview Evaluation: the applicants passing the administrative and technical evaluation will sit in an interview with a panel consisting of the PM, Procurement, Logistics representative at least. The results of the interviews will decide the successful applicant c References: Contractors may be asked to provide reference(s) for up to two past similar work (as driver) preferably with a NGO. Reference(s) will be asked regarding the supplier s customer service, and will be verified before awarding the contract. Reference(s) will only be checked for the contractor(s) who is selected as a potential contractor(s) (driver with vehicle) for the tender after completion of the technical and cost evaluation Decision and Selection: Mercy Corps will select and notify the winning Contractor(s) within seven (7) working days maximum of the close of the application period. Notification will be made by , telephone, or in person, with a confirmation copy of the notification mailed by post. Mercy Corps will also notify those Contractor(s) who submitted applications but were not selected. Notification will be made within twenty (20) working days of the close of the application period. 4.13: The Contract: Mercy Corps intends to enter into a Contract Agreement with one (1) party or more. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 6 of 12

7 Basic & Commercial Information & Capacity 5 Response Document This document must be submitted with your bid Tender Documents 1 Preferred Payment Mode 2 Name of Applicant 3 Address of the Contractor 4 City 5 Phone number 6 (if applicable) Iraqi ID and Passport copy attached? Vehicle Ownership (vehicle registration and/or power of attorney) Weekend availability if needed (Yes/No) Are you comfortable to use Mercy Corps paper work like Service completion report log sheets and/or any other form? Are you able to transport staff from Mousel to: Yes/No Erbil Salahadeen 12 Specification of the proposed vehicle 13 Model of the proposed vehicle Contractor Experience (Contractor s most recent Capacity Report can be included instead of this section) 1. What is your former work experience? 2. How many years of experience do you have in this field? 3. Do you have NGO, INGO and UN Agencies Experience? (If yes / please attach the copies of the former contracts). Tender No. EBL 1987 Provision of rental vehicle with driver services Page 7 of 12

8 Client Reference List (You may submit letters of recommendation from past customers) Name of Organization/Business 1 Name of Contact Person Title Phone: 2 Type of product / service provided to client Name of Organization/Business Name of Contact Person Type of product / service provided to client Name of Organization/Business Title Phone: 3 Name of Contact Person Type of product / service provided to client Title Phone: Delivery Time/Completion Time How many calendar days, from the time of order will it take to start delivering the service? Tender No. EBL 1987 Provision of rental vehicle with driver services Page 8 of 12

9 6. Declaration of Eligibility I, the undersigned (Name and address of representative) Representative of Declare that the following conditions are applicable to us; 1. We are a registered company or Individual person, 2. We are eligible to work in Iraq region, 3. We are not bankrupt or in the process of going bankrupt, 4. We have not been convicted for an offense concerning professional conduct, 5. We have not been guilty of grave professional misconduct (proven by any means which the contracting authorities can justify), 6. We have fulfilled obligations related to payment of social security and taxes, 7. We are not guilty of serious misinterpretation in supplying information, 8. We are not in situation of conflict or potential conflict of interest with Mercy Corps, 9. We were not declared as serious fault of implementation owing to a breach of their contractual obligations, 10. We do not employ personnel below the legal working age, 11. We provide basic social rights and fair working conditions to our employees, 12. We are not on any list of sanctioned parties issued by the United States Government, United Nations and European Union. Signed in the presence of: (Signature) (Name, address) Declared: (Signature) (Location, date) Name and Address of the company/ Contractor: Acknowledgement of Receipt of Proposal-Application Package I hereby acknowledge receipt of one set of tender documentation for the above activities: Name: Signature: Date and Time: Tender No. EBL 1987 Provision of rental vehicle with driver services Page 9 of 12

10 7. Service rate # Description Quantity/U nit Provision of service for a driver with vehicle, fuel and maintenance per month, for transporting MC staff 1 within the district of Mousel 2 Months Governorate, as indicated in the Scope of Work (Annex 1) Minimum Excepted Monthly Price /USD Minimum Expected Total Price/USD Note: Please note; that Mercy Corps calculates the monthly service fees for drivers with a vehicle, fuel and maintenance based on set of criteria, the final contractual amount may therefore deviate from the expected fee quoted by prospective vendors. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 10 of 12

11 Scope of Work Driver with a Vehicle Ninewa, Iraq. Project Title: Multi-Purpose Cash Assistance Program Location: Ninewa Project duration: Until February 28, 2018 PROGRAM/DEPARTMENT SUMMARY: Background: Mercy Corps (MC) is a non-profit, non-governmental, humanitarian relief and development organization, with offices in more than 40 countries around the world, including IRAQ. Mercy Corps is currently implementing the Multi-Purpose Cash Assistance Program in Ninewa. Project Description: The MPCA program will be implemented from 1-Dec 2017, 28-Feb-2018 and activities (Field Visits, Door to Door visits, Camps visit, etc ) will be conducted for conflict-affected communities in Ninawa Governorate.This program will assist those families that affected by recent clashes in Iraq and displaced from their own location by providing the unconditional Cash Assistance to those who in need it the most. The Driver with his own vehicle will work within the Program department with an Operational Support structure, committed to provide reliable and compliant support to program activities in order to achieve efficient service to program beneficiaries. GENERAL POSITION SUMMARY: The driver will join Mercy Corps MPCA Program will be responsible to provide safe transportation services for Program team and support staff within districts of Ninewa and its surroundings. The driver is responsible for: 1-Transport MPCA program team for activities (Field Visits, Door to Door visits, Camps visit, etc ) will be conducted for conflict-affected communities in Ninawa Governorate. 2-Provide daily transportation of MPCA program team to field locations and any other relevant transportation for the program activities within the districts mentioned. 3- Provide transportation service to MPCA program for Round trips (Ninewa-Erbil-Ninewa) an average of 10 times a month as a regular North team following up activities. 4- Provide transportation service to MPCA program for Round trips (Ninewa-Salah Aldin-Ninewa) an average of 10 time a month as a regular North team following up activities. 6- Cooperate and be of assistance to staff and visitors assist in troubleshooting potential problems during daily business. The driver will adhere to all traffic and MC safety rules and follow the transport guidelines required by the MC transport department. ESSENTIAL JOB FUNCTIONS: 1. The vehicles must be an SUV or SUV in a good condition and newer model is preferred (2010 and above). 2. The Contractor (Driver) will be responsible for any damage may occur to the vehicle on duly and Mercy Corps will not hold any responsibility in case of accidents. 3. For any accidents, which cause injuries, damage or death Mercy Corps will not be responsible and that is the Contractor s (driver) responsibilities. 4. The vehicle must have valid registration card and registered to the driver s name or have a power of attorney confirming ownership. 5. Driver must have a valid driver license. 6. Driver must have a previous experience and working with NGOs. 7. Vehicle must have good working AC (cool/heat) at all times. 8. After signing the contract, the contractor (driver) will be response for any maintenance, in case of breakdown; the contractor (driver) will be responsible to substitute the vehicle with another suitable one. 9. This vehicle will carry MC members to designated areas whenever needed. 10. Working hours are from 8:00 AM to 5:00 PM, excluding Fridays and Saturdays. 11. Contractor (Driver) cannot consider himself / herself as Mercy Corps employee. 12. MC will pay flat rate mentioned above and is not responsible for fuel and maintenance. 13. The Contractor (driver) will be paid in one single payment by the end of each working month. This will be a static figure used for the duration of the contract. 14. Payment will be made within five (5) days of the next month. 15. It is desirable if the driver can speak Kurdish, Arabic and understand English. 16. The contractor must adhere to Mercy Corps Safety and Security procedures as explained by Senior Admin& Logistics Officer. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 11 of 12

12 17. The driver must be ready and prepared in case he s requested to work on weekends and/or after working house. 18. In the case of activities during weekend or after working hours; Mercy Corps will pay prorated amount based on the fixed rates as stated in the payment terms of the contract. 19. MC will pay a flat rate based on MC standards rates for any extra mileage for each daily business travel over 200. REPORTS DIRECTLY TO: Senior Operation Officer WORKS DIRECTLY WITH: MPCA Program team and Operations Department in MC Mosul Office. KNOWLEDGE AND EXPERIENCE: Minimum 3 years driving experience & good knowledge of city routes, tourist attractions, location of important places in the city (hotels, hospitals, police station, etc ) Knowledge of routes, duty stations, project areas, the NGO and diplomatic community is required. Previous experience working with NGO organization is an asset. Valid driving license and documentation; Familiar with traffic laws and rules; Having good knowledge of vehicle maintenance; Fluent in written and spoken Arabic, and working knowledge of English; PC literate (basics); Ability to work in teamwork environment and individually if he was requested to. Physically and mentally fit, for the duties required by the position; Prepared to drive out of Mosul as temporary duty trips as required by the job. Tender No. EBL 1987 Provision of rental vehicle with driver services Page 12 of 12