ASEAN SECRETARIAT Request for Proposal PURCHASE OF OFFICE VEHICLE FOR ASEAN SECRETARIAT PROPOSAL MUST BE RECEIVED BY Tuesday, 2 August 2016 before 12.00 PM DELIVER PROPOSAL TO: ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Prepared By : Administration and General Affairs Division Date : July 2016 Page 1 of 13
INTRODUCTION The Association of Southeast Asian Nations (ASEAN) Secretariat is the nerve center of ASEAN, a regional inter governmental organization founded in 1967, to promote peace and stability, sustained economic growth, shared prosperity and socio cultural progress. It comprises the ten countries of Southeast Asia. The entry into force of the ASEAN Charter on 15 December 2008 has provided new impetus to ASEAN s integration efforts by establishing a legal and institutional framework needed to achieve the ASEAN Community by 2015. This includes the newly approved organizational structure of the ASEAN Secretariat (ASEC) that is aligned with the requirements of the ASEAN Charter and the three Blueprints of the ASEAN Political Security Community (APSC), the ASEAN Economic Community (AEC), and the ASEAN Socio Cultural Community (ASCC). ASEC provides the necessary functions required to effectively support the community building process under the ASEAN Charter and the Blueprints. ASEC employs about 350 international and national staff. It is hosted by the Government of Indonesia under a host country agreement signed by the Indonesian Minister for External Affairs in 1979. The Annual Operational Budget (AOB) contributed by the 10 ASEAN Member States (AMS) to cover the operational expenses of ASEC. ASEC is also supported by a larger number of partnership Trust and Project Funds to implement ASEAN programs towards ASEAN Community 2015 and beyond. Page 2 of 13
1 EXECUTIVE SUMMARY 1.1. The ASEAN Secretariat (ASEC) was established in February 1976 by the Foreign Ministers of ASEAN. Currently staffed with approximately 300 people, the mission of ASEC is to initiate, facilitate and coordinate ASEAN stakeholder collaboration in realizing the purposes and principles of ASEAN as reflected in the ASEAN Charter. In order to effectively fulfill its function in providing greater efficiency in the coordination of ASEAN organs and implementation of ASEAN Programs and Projects, ASEC needs to be equipped with sufficient facilities to support its operational activities. 1.2. Having its location in Jakarta, Indonesia the ASEAN Secretariat (ASEC) was established to assist ASEAN and its ASEAN Member States (AMS) to fulfill the purposes of ASEAN activities including carrying out duties and responsibilities in accordance with the ASEAN Charter and relevant instruments, to facilitate and monitor progress in the implementation of ASEAN Agreements, to participate and support the meetings of ASEAN bodies and related meetings, to coordinate implementation of programs and projects with Dialogues Partners and other countries/international organizations. To facilitate the ASEAN activities hosted by the ASEC, there is a need to improve the vehicle in ASEAN specially to supporting daily operations to the ASEAN staff member. 1.3. To support the existing fleet for ASEC staff travelling in a large number of persons for trainings, meeting purposes or other official activities, the ASEAN Secretariat decides to purchase a van, a commuter vehicle which is suitable to carry/accommodate a large number of passengers, approximately 16 persons. 2 TECHNICAL SPECIFICATIONS The ASEAN Secretariat is looking for a vendor who can provide a Van HI-ACE COMMUTER, D-4D COMMONRAIL with the following Specifications: Color Dimensions: Overall Length Overall Width Overall Height Wheelbase Tread (Front) (Rear) Curb Weight Silver Metallic 5,380 mm 1,880 mm 2,285 mm 3,110 mm 1,655 mm 1,650 mm 2,145 kg Page 3 of 13
Chasis Transmission 5 Speed Manual Gear Ratio 1 st 4.313 2 nd 2.330 3 rd 1.436 4 th 1.000 5 th 0.838 Reverse 4.220 Suspension (Front) Double Wishbone with Stabilizer (Rear) Leaf Spring Rigid Axle Brake System (Front) (Rear) (System) Wheel Disc, Tire Size Engine Engine Type Displacement Bore x Stroke Maximum Power Maximum Torque Tank Capacity Fuel (Type) Fuel (System) Ventilated Disc with Floating Calyper1 Cylinder Leading-Trailing Drum Brake ABS + BA 195 R15C, Steel with Full Wheel Cap and Ground Tire 2KD-FTVTurbochanged 4 Cylinders In-Line, 16 Valve, DOHC D-4D 2,494 cc 920 mm x 93.8 mm 102 / 3,600 (ps/rpm) 26.5 / 1,600 2,400 (kgm/rpm) 70 ltr Diesel Common Rail Type 3 RESPONSIBILITY OF THE VENDOR The vendor must submit a proposal as per the above technical specifications with the price off-the-road, including: Invoice cost Blast Film v-kool Standard Carpet Safety triangle Medicine Box Standard Tools and Jack Other standard facilities Page 4 of 13
4 SELECTION OF CONTRACTOR The vendor has fulfilled the following requirement from ASEC: a. Submitted the following legal documents: taxpayer identification (Nomor Pokok Wajib Pajak and Pengusaha Kena Pajak), valid Business License (Surat Ijin Usaha Perdagangan), business name registration (Tanda Daftar Perusahaan), and official Toyota dealer. b. The vendor provided the latest company profile in general comprise of information such as : i. The shareholder profile ii. The Board of Director profile 5 RFP RELATED QUESTIONS/CLARIFICATIONS/SUBMISSION All questions related to this RFP should be directed to: Procurement Unit Administration and General Services Division ASEAN Secretariat Email: nella.susilani@asean.org, copy to mutty.nareswari@asean.org Vendors must ensure that the proposal is delivered in duplicate and received at the following address before the tender closing date Tuesday, 2 August 2016 before 12.00PM. Chairman of Sub-Committee on Tender Administration and General Affairs Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Page 5 of 13
6 RFP TERMS & CONDITIONS 6.1.1 Bid Expiration Date Received Tender Proposals must be valid until 31 August 2016 6.1.2 Implementation/Delivery Schedule The Vendor shall deliver the unit accordingly upon the awarding of contract Page 6 of 13
7 COMPLIANCE In conformance to the ASEAN Secretariat s Financial Rules and Procedures (AFRP), the vendor shall submit Tender Bids in two sealed envelopes as follows: 1) First Envelope: The Technical Proposal shall consist of the Technical Specifications of the services as per the Request for Proposal of this tender (please refer to Appendix 1 point 1) 2) Second Envelope: Financial Proposal which shall consist of the following sets of documents: a) FIRST SET, to contain, among others, the bid amount and payments schedule; indicating the proposed price (please refer to Appendix 1 point 2). b) SECOND SET, which shall consist, among others, the company profile; business name registration issued by appropriate government agency; authority of signatory; valid business permit and other appropriate licenses; taxpayer identification number; latest audited financial statements, track record which includes testimonials from past and present clients on projects similar to the project at hand; capability to undertake the project; Tender offers must be submitted in a sealed envelope clearly indicates the Title of the Tender and the Name and address of the Company in each envelope. The ASEAN Secretariat may, after the closing date, request additional information or clarification of tenders in writing. All documents not submitted in English shall not be entertained and quoted price in the hardcopy submission shall be in Indonesian Rupiah (IDR). Page 7 of 13
7.1 VENDOR S COMPANY INFORMATION Appendix 1 Proposal Requirements 1. Technical Proposal To be submitted in the Technical Proposal Envelop No Title Proposal from Vendor Remarks 1 Duration of delivery 2 Warranty Maintenance 3 Unit Warranty Coverage 4 After Sales Support 5 Spare Parts available for maintenance and service 2. Financial Proposal To be submitted in the Financial Proposal Envelop No Description Qty Unit Unit Price Total 1 HI-ACE COMMUTER, D-4D COMMONRAIL 1 Unit Total Page 8 of 13
Appendix 2 Company General Information To be submitted together with the Technical Proposal Company LEGAL Name: Division or Subsidiary (if applicable): Company Address: City: Province / State: Country: Postal Code: Telephone: Business Name Registration: Tax Registration Number: Valid Business Permit: Company Contact: Title / Position: Telephone no.: Fax no.: E Mail: Indicate number of years involved in similar business Are you a subsidiary of a financial institution? *If Yes, Please indicate your Holding Company Page 9 of 13
7.2 REFERENCE Appendix 2a List of Clients (at least 3 clients) To be submitted together with the Technical Proposal Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Customer Details Company Name Company Address Telephone Number Fax Number Contact Name Project Title Page 10 of 13
Appendix 3 Checklist for the Completeness of Documents Submitted The checklist must be used to ensure that you have provided all documentations for the tender. The checklist must be signed and included in both envelopes of your proposals. I. General Requirements No. Description Checklist 1 Proposals shall be prepared in English 2 Proposals are submitted in two different envelopes 3 The envelope must be sealed and labeled accordingly: i. Technical Proposal ii. Financial Proposal 4 Title of the tender shall be put on each envelopes II. Technical Proposal No. Description Checklist 1 Technical Specifications of the service refer to the proposal 2 All required information have been addressed accordingly 3 Schedule of delivery 4 Manpower/consultant requirement 5 List of vendor s equipment (if any) 6 Duly filled Annex 1 point 1 7 Duly filled Annex 2 and 2a 8 One original signed copy 9 One copy of technical proposal duplicate III. Financial Proposal No. Description Checklist 1 Offering is formulated in English 2 Bid amount 3 Payment schedule 4 Company profile 5 Copy of Company Legal Documents, i.e. i. Business Name Registration ii. Valid Business Permit iii. Tax Identification Number iv. List of clients reference v. Customer testimonials on the similar project 6 Latest audited financial statements 7 Duly filled Annex 1 point 2 8 Authority of signatory 9 One original signed copy 10 One copy of Financial Proposal Duplicate Page 11 of 13
Provision of Replacement of Electrical Cable in ASEAN Secretariat Building Appendix 4 Template for the Proposal Envelope First Envelope Technical Proposal Company Name & Address Technical Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Page 12 of 13
Provision of Replacement of Electrical Cable in ASEAN Secretariat Building Second Envelope Financial Proposal Company Name & Address Financial Proposal - Title of the Tender Chairman of Sub-Committee on Tender Administration, Protocol and Conference Services Division The ASEAN Secretariat Jl. Sisingamangaraja 70A Jakarta 12110 Indonesia Request for Proposal Page 13 of 13