Mpingo Conservation & Development Initiative
Invitation to Tender (ITT) for the supply of a 4-wheel drive vehicle for field work in Tanzania
1.1. Part 1 Tender Details and Invitation
Mpingo Conservation & Development Initiative (MCDI) is bound by the Law of the Country, in particular the 2004 Public Procurement Act and its regulations, therefore the Organization with financial support from Partnerships for Forests (P4F) invites prospective suppliers to submit tenders for supply of one 4-wheel drive vehicle for its field operations in remotes areas of Tanzania. The following pages include the Terms of Reference (TOR) and details of the ITT.
Tender for: Supply of brand new 4 wheel drive field vehicle
Project: Channelling Tanzania’s Timber Industry for Sustainable Forestry
Activity Number P4F-0281
The Organization: Mpingo Conservation & Development Initiative (MCDI)
Closing Date and Time: 7th June 2019, 3pm EAT
Contact Person: Chief Executive Officer
Timetable: ITT made available: 24/05/2019
Deadline for receipt of Clarifications: 03/06/2019
Deadline for receipt of Tenders: 07/06/2019
Evaluation of Tenders: 08/06/2019
Notification of Award: 09/06/2019
Award Confirmation and Contract Start Date: 10/06/2019
Tender Validity Period: Two weeks
Details for submission: ITT should be addressed in writing to MCDI and submitted via email to [email protected]
Jurisdiction Mpingo Conservation & Development Initiative
Interested bidders should submit theirs Tender Applications by the Closing Date, in accordance with the Details for Submission above. Any queries in relation to the ITT or the application, should be forwarded to +255626475818, or submit by way of email via [email protected]. All queries must be submitted prior to the Deadline for receipt of Clarifications.
1.2. Part 2 Terms of Reference
1. Background
Mpingo Conservation and Development Initiative (MCDI) is a pioneering Tanzanian NGO with a mission to drive forest conservation and rural development in the country by promoting sustainable and socially equitable uses of forest resources. Since MCDI was established in 2004, it has empowered 43 rural communities in eight districts to sustainably manage over 413,700 hectares of forests by setting up Village Land Forest Reserves (VLFRs) under Community-Based Forest Management (CBFM). It facilitated the first and so-far the only Forest Stewardship Council (FSC) certification of community-managed natural forests in Africa. Furthermore, through responsible hardwood timber sales, to date MCDI has supported 21 communities to earn over TZS 1.54 billion ($762,000) to finance their VLFR management and local development.
3. Objectives of the ITT
Supply of brand new 4 x 4 Vehicle field Vehicle for use in remote areas with difficult terrain.
3. Overview of Requirements
3.1 Supply Specification
The vehicle will be primarily driven in remote forested areas with difficult terrain in Tanzania and will be used to transport a portable sawmill (Norwood Lumber Pro HD36) weighing 1.5 tonne.
The Tenderer must meet the below essential specifications:
Type One 4 x 4, right hand drive
Engine Diesel
Number of seats 12
Number of doors 3 min
Number of gears 5 Manual transmission
Cylinders 6 in line
Brakes ABS –Anti-lock Braking System
Driver & passenger airbags (SRS) Required
Airbags 2 min
Minimum ground clearance 235mm
Tire dimensions 7.50 R16-8 (E)
Air conditioning Required
Radio FM
Transmission Manual
Air cleaner with cyclone and snorkel Required
Colour Any metallic paint
Heavy duty Bull Bar Required
Hard carriage Required
Fuel Tank Min 180 Litres
3.2 Executive Summary of Proposal
The executive summary of your proposal must be concise, precise and less than 2 pages long. It must summarise how you will approach and execute this supply from a management and logistical perspective.
3.3 Added Value Features
Give details of any additional services or functionality may enhance your proposal (limit to half a page).
4. Terms of Procurement
4.1 Procurement Process
4.1.1 This procurement is being conducted under MCDI’s Invitation to Tender Procedure.
4.1.2 The Contracting Authority for this procurement is Mpingo Conservation & Development Initiative
4.2 Clarifications and Query Handling
4.2.1 MCDI has taken care to be as clear as possible in the language and terms it has used in compiling this ITT. Where any ambiguity or confusion arises from the meaning or interpretation of any word or term used in this document or any other document relating to this tender, the meaning and interpretation attributed to that word or term by MCDI will be final. MCDI will not accept responsibility for any misunderstanding of this document or any others relating to this tender.
4.2.2 Requests for additional information or clarifications can be made up to 10 working days before the deadline, and no later. Any queries about this ITT should be addressed in writing to MCDI via email on [email protected]. Response will be provided by MCDI in a timely manner.
4.3 Conditions of Tender Submission
4.3.1 Tenders must be completed in English.
4.3.2 Tenders must respond to all requirements set out in this ITT and complete.
4.3.3 Tenderers must disclose all relevant information to ensure that all tenders are fairly and legally evaluated. Additionally, tenderers must provide details of any implications they know or believe their response will have on the successful operation of the contract or on the normal day-to-day operations with MCDI. Any attempt to withhold any information that the tenderer knows to be relevant or to mislead MCDI and/or its evaluation team in any way will result in the disqualification of the tender.
4.3.4 Suppliers must have a dealer in Tanzania and be able to deliver the car within 30 days from contract signing
4.3.5 Any conflicts of interest (including any family relations to MCDI staff) involving a tenderer must be fully disclosed to MCDI particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tenderer.
4.3.6 MCDI will not be liable in respect of any costs incurred by respondents in the preparation and submission of tenders or any associated work effort.
4.3.7 MCDI will conduct this tender, including the evaluation of responses and final awards in accordance with the detail set out at in the Evaluation process.
4.3.8 MCDI is not bound to accept the lowest, or any tender submitted.
4.3.9 Information supplied by respondents will be treated as contractually binding. However, MCDI reserves the right to seek clarification or verification of any such information
4.3.10 MCDI reserves the right to terminate this competition at any stage.
4.3.11 Unsuccessful tenderers will be notified.
4.3.12 This document is not construed in any way as an offer to contract.
4.3.13 MCDI and all contracted suppliers must act in all its procurement and other activities in full compliance with donor (Partnership for Forests) requirements.
Submission of Tenders
Tenders must be delivered via email at: [email protected]
Evaluation of Tenders
6.1 Selection Criteria
Tenderers will be considered for participation in the Contract subject to the following Criteria and Process:
1. Evaluation process The basic requirements with which proposals must comply with
1. Administrative Instructions
1. Closing Date:
Proposals must have met the deadline stated in this document. Tenderers must note that MCDI is prohibited from accepting any proposals after that deadline.
2. Submission Method:
Proposals must be delivered according to the method specified in Section 5 of this document. MCDI will not accept responsibility for tenders delivered by any other method. Responses delivered via any other method will be rejected.
2.1 Essential Criteria Minimum mandatory requirements of specifications are as follows:
• Evidence of origin of vehicle
• Must meet the essential specifications detailed in section 3.1
• Company profile and evidence of Dealership License
• Must be able to deliver to the Vehicle in Dar Es Salaam, Tanzania within 30 days of being awarded the Tender
3. Award Criteria Tenders will be awarded based on the most economically advantageous offering, in terms of:
- Price
- Technical Specification / Quality
- Delivery location and time
6.2 Evaluation Process
This procurement will follow a structured and transparent process to ensure that a fair and level playing field is maintained at all times, and that all Tenderers are treated equally. MCDI will convene an evaluation team which will include members of the Board Finance and Administration Committee. During the evaluation period clarifications may be sought by e-mail from Tenderers.
7. Price Quote
7.1 Breakdown of Costs
All prices must be quoted in Tanzanian Shillings. A clear breakdown of prices must be shown as part of the financial offer. Prices offered will be evaluated on full cost basis (including taxes that are applicable).
7.2 Technical Specification / Quality
This is a combination of four elements that will be highlighted in the Tender as the mandatory parts of the submission as follows:
- Previous experience in similar suppliers to other organizations.
- Warranty: 100,000 Km or 3 years whichever comes first warranty including after sales service in-country.
- The tenderer should demonstrate evidence of being able to deliver within a realistic time frame (30 days from signing a sales contract)
- Overall quality and any “added value” parts to the Tender.
8. Acceptance of Tenders
MCDI is not bound or required to accept the lowest priced Tender or any Tender. A Tender will not be deemed to be accepted unless and until a Contract is signed by MCDI (with the agreed commercial terms included).
9. Basis of Payment
Payments will be made through Bank Transfer in Tanzanian Shillings, within 5 days of receipt of an acceptable invoice.
Source: Mwananchi
Valid from : 24/05/19
