INVITATION FOR TENDER
Rikolto in Tanzania is a non-profit making organization (NGO) registered according to the Non- Governmental Organization Act 2002 with registration Number INGO/R1/002, with its regional office in Arusha, Tanzania.
Rikolto Tanzania, has worked in Tanzania for over 40 years and is part of an international network of non-profit organizations in 17 countries worldwide. Rikolto globally works to transform food chains and ensure that food is produced with respect for people and planet. We build bridges of trust and trade between the food industry, governments, research institutions, financial institutions, and farmers’ organizations around one central question: ‘What will we eat tomorrow?’
Rikolto Tanzania intends to procure | programme car with the following specification D/Cabin 2.8L 4WD for its DGD programme 2022-2026.
In this light, Rikolto invites qualified and competent bidders to bid for the supply of one (1) programme car D/Cabin 2.8L 4WD.
For more information about the tender please visit our website
Invitation for Bid | Rikolto in East Africa
The deadline for this application is on the
04th of November 2022
READ THE FULL DETAILS FOR TENDER BELOW
INVITATION TO BID
For
Supply of one programme Car ( with the following specification D/Cabin 2.8L 4WD ) for DGD Project, Tanzania
TENDER NO: ITB/RIKOLTO/DGD/09/2022
- BACKGROUND
Rikolto Tanzania, has worked in Tanzania for over 40 years and is part of an international network of non-profit organizations in 17 countries worldwide. Rikolto globally works to transform food chains and ensure that food is produced with respect for people and planet. We build bridges of trust and trade between the food industry, governments, research institutions, financial institutions, and farmers’ organizations around one central question: ‘What will we eat tomorrow?’
Rikolto Tanzania intends to procure 1 programme with the following specification car D/Cabin 2.8L 4WD for its DGD programme 2022-2026.
In this light, Rikolto invites qualified and competent bidders to bid for the supply of one (1) programme car with the following specification D/Cabin 2.8L 4WD .
IMPORTANT NOTICE:
It is strongly recommended that this invitation to Bid and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result into disqualification from the evaluation process.
1.2 SCHEDEULE OF ACTIVITIES
| S/N° | TIME/PERIOD | ACTIVITY | VENUE | RESPONSIBLE |
| 1 | 03/10/2022 | Advertising of the tender | Rikolto website, Social Media platforms and in the newspaper | Administrative Unit |
| 2 | 5.00 pm on 04/11/2022 | Submission Deadline | Rikolto Regional Office Arusha or via Rikolto email [email protected] | Bidders |
| 3. | 09/11/2022 | Opening bids publicly | Rikolto Regional Office Arusha | Bid Opening selected Committee in the Presence of Bidders |
| 4 | 10/11/2020 | Technical evaluation committee and Proposed Bidders Site Visit and Inspection | Rikolto Regional Office Arusha and Proposed Bidders’ Production Sites/Industries | Rikolto Technical Evaluation Committee |
| 5. | 11/11/2022 | Financial Evaluation | Rikolto Regional office | Financial Evaluation Committee |
| 6. | 14/11/2022 | Signing Agreement and Delivery Arrangements | At Rikolto Regional office or online | Technical Team, Rikolto Management, and the Selected Qualified Bidder |
The bidder shall have to comply and meet the above schedule of activities to facilitate the process of tendering on arranged dates.
1.3 INVITATION TO BID
Date: 29/09/2022
- This Invitation for Tenders follows the General Procurement Notice for this Project which appeared on the Rikolto website, online platforms and on the newspaper on 3rd October 2022.
- Tendering will be conducted through the Restricted Competitive Tendering procedures specified in Rikolto Finance manual 2018 under Procurement Chapter 3.4, this is open to all potential Tenderers.
- Interested eligible Tenderers may obtain further information from the Tender document on the website or at the Arusha Regional office.
- All tenderers should submit their Financial and Technical offervia Rikolto email [email protected] or submit it direct at the Arusha office, Kijenge near Mt. Meru petrol station before 5pm.
- Late Tenders and Portion of Tenders shall not be accepted for evaluation irrespective of the circumstances.
- Queries may be directed to the Regional Director Rikolto Arusha and Country Representative Rikolto Tanzania, through +255 734 294152 and [email protected].
2.0 INSTRUCTIONS TO TENDERERS (ITT)
BIDDING INFORMATION
2.1 ITB DOCUMENTS
The following documents form an integral part of this invitation to Bid.
Annex A: Vendor registration form (VRF)
Annex B: Financial Offer Form
Annex C: Rikolto general condition for contracts for provision of service and goods (June 2018).
Annex D: Bid Notice
NB: Bid registration Form will be filled by the responsible Rikolto staff during collection and submission of bidding documents.
2.2 YOUR OFFER
Your offer shall be prepared in English.
Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration.
Your offer shall comprise the following two sets of documents:
- Technical offer
- Financial offer
2.3 CONTENT OF THE TECHNICAL OFFER
IMPORTANT: No pricing information should be included in the technical offer. Failure to comply may risk to disqualification. The technical offer should contain all information required.
Your technical offer should clearly state whether the services you are offering are fully conforming to the service specifications specified in the Scope of work given in the specification part.
The following details shall be provided in the Technical Offer
- Legal eligibility of the company
- Certificate of Company registration
- Business License
- Taxpayer Identification Number (TIN)
- VAT Registration Number (VRN) certificate
- Financial capacity
- Recent Audited financial report for three years consecutively
- Latest three tax clearance certificates
- Delivery capacity and Time
- Provide detailed work plan for the execution of the required task.
- Understanding and capacity of the requirement of the service/goods (Company profile):
- Provide detailed information regarding your company such as Number of employees, nature of the business, mobilization time
- Description of your company experience in rendering the same service.
- Number of similar currently underway/and successfully completed services
- Any experience with international organization
NOTE:
The bidder shall guarantee that in case successfully signs contract with Rikolto, the task/service will be uninterrupted.
2.4 CONTENT OF THE FINANCIAL OFFER
The Financial offer is to be submitted as per the Financial Offer Form provided. Bids that have a different price structure may not be accepted.
Your separate financial offer must contain an overall offer in one single currency, in Tanzanian Shillings.
You are requested to hold your offer valid for 10days (weekends and public holidays) inclusive from the deadline for submission. Rikolto will make its best effort to select a company within this period.
The financial offer must include the following information:
- Unit cost: The bidder shall quote the unit price delivered at Arusha as per instructions which will be provided by Rikolto Regional Office.
- Total cost: Should be indicated for the supplied Goods/Items
IMPORTANT: The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment.
IMPORTANT: Inclusion of copies of your offer with any correspondence sent directly to the attention of the responsible buyer or any other Rikolto staff other than the submission address will result in disqualification of the offer. Please send your bid directly to the address provided in the “Submission of Bid” of this ITB.
2.5 BID EVALUATION
Technical and Financial evaluation:
All technical bids will be evaluated based on the below evaluation criteria. Only companies that provide as a minimum all information and documents requested will pass the technical evaluation:
Pass / Fail Technical Evaluation Criteria:
- Compliance with the established Rikolto requirements
- Description of company and company’s qualifications
- Description of company technical and financial capacity
- Adherence to technical specifications of the product.
NOTE: For each criterion mentioned above is rated from 0 to 3 where 0 is the lowest score and 3 represents the highest score. Each score is summarized in the table to give the total offer score.
| Points | General Criteria |
| 3 points | Fully compliant with requirements – demonstrating comprehensive information and capability in key areas |
| 2 points | Substantially compliant with requirements – demonstrating inadequate information or capability in some areas |
| 1 point | Partially in compliance with requirements – demonstrating inadequate information or capability in substantial aspects |
| 0 point | Not in compliance with requirements – demonstrating inadequate information or capability, or no evidence of information provided |
Bids will be considered technically compliant after obtaining 75% of the total score (9 out of 12). The following arithmetic formula will be used for the calculation of percentage score:
| Total percentage score= Y/Z*100 |
Where Y- Points scored
Z- Total point weight of the bid i.e. 12
Financial Evaluation:
Following the technical verification of the offer, technical compliant bids will be compared based on the Company profile and price offered. The cheapest bid substantially conforming to the terms of this ITB will be recommended for the award to service provision. However, lowest price offer does not necessary hold Rikolto responsible for provision of the service contract.
For evaluation purpose only, this ITB the offers shall be submitted in currency Tanzanian shillings only.
2.6 SUBMISSION OF BID
The offers must bear your official letter head, clearly identifying your company.
Your offer shall be sealed in an outer and two (2) inner envelopes as details below
Bids should be submitted at the Rikolto Regional Office Arusha or by email [email protected].
Deadline: 04/11/2022 at 5:00pm.
IMPORTANT: Any bid received after this date or sent to another Rikolto address may be rejected. And due to the urgency need of the service providing company, Rikolto will not unless under- prevailing reasons extend the deadline for the submission of bids.
2.7 CAR SPECIFICATIONS
Technical Specification and Scope of Work
The specification of the cars to be supplied are indicated in the tables below
TABLE A
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS (Test protocol & result from an independent national/ international University/Institute/Lab to be attached) |
| TOYOTA | D/CAB 2.8L 4WD |
TABLE B: ADDITIONAL REQUIREMENTS
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| Quote features | Price per pc | Proforma |
| Legal paperwork | Goods to come with delivery note, tax invoice and EFD/TRA fiscal receipt inclusive of VAT. | YES/NO |
| Payment terms | Payment terms description | Proforma |
| Time delivery after tender award | Maximum of 10 days after signature of purchase agreement | State delivery time frame. |
| Delivery planning | Delivery Schedule | Provide delivery schedule with time frame and quantity/delivery |
Please Note:
- Initial acceptance of goods is not the final acceptance of quality
- There shall be no dispute on the results of damage or misplacement of spare parts on transportation of items.
- In case items are found substandard at our office, on receipt of the same Rikolto reserves the right to reject the goods/items out rightly. Labour charges, if any will also be recovered from the bidder. Rikolto reserves the right to send the goods/items for testing at job function of her choice and in case the result is found unsatisfactory, it also reserves the right to take any action as deemed fit.
- Even minutest deviation from required Technical Specification should be mentioned in the “Deviation Form”. In case of failure of the same, entire Bid may be rejected.
ANNEX A: Vendor Registration Form (VRF)
VENDOR REGISTRATION FORM
SECTION 1: COMPANY INFORMATION AND BACKGROUD
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| Company Name | Company Name Street Address: Postal code: P.O. Box and physical Address Tel: Email: Fax: www address: Country: City: | |
| Focal Person: | Name and Title | Copy of Identity |
| Legal entity | Legally registered in Tanzania | Copy of Business licence, TIN Certificate, VAT Certificate, Certificate of incorporation, Bank details |
| Types of business (Mark one only) | Corporate/limited Partnership Other (specify | |
| Nature of business | Manufacturer …………….. Consulting Company… Authorized agent…………. Trade…………………… Other-specify………………… | |
| Number of fulltime employees | ||
| Banking Information | Bank Name Account Number Account Currency Swift Banker Identifier code (BIC) Branch Name Branch Address Tel.# Fax |
SECTION 2: ENVIRONMENT
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| Does your company have written statement of the environmental policy? | Yes Or No | If yes, please attach focal person Name ………………………………………… Qualification………………………………… Telephone #………………………………. Email address ……………………………. |
SECTION 3: ANTI-PERSONNEL MINES
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| Are you selling or manufacturing of anti-personnel mines or components utilized in the manufacture of anti-personnel mines? | Yes Or No | If yes, please specify. |
SECTION 4: OFFICIAL NOT TO BENEFIT
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| By signing this vendor registration form potential vendors confirm that they have read, understood and will comply with Rikolto policy on the “Zero tolerance” that strictly prohibits the acceptance of any type of gift, corruption and or hospitality by Rikolto Staff participating in the procurement process. Please confirm. | Yes Or No | Any breach of this clause may result in the termination of all contracts your Company may have with Rikolto and be removed from approved vendor database. |
SECTION 5: OTHERS
| REQUIREMENT | SPECIFICATION | SUPPORTING DOCUMENTS/ACTIONS |
| Please list any disputes your company has been involved in with Rikolto over the last 3 years. List any national professional organization of which your Company is a member | If yes, please specify. |
SECTION 6: CERTIFICATION
I the undersigned hereby accept the Rikolto general conditions, a copy of which has been provided to me and warrant that the information provided in this form is correct and, in the event of changes details will be provided as soon as possible.
Self-declaration: I the undersigned declare that our company is not involved in any fraudulent or corrupt activities and has not been in the past and is not currently under which would render our company unsuitable for business dealing with Rikolto.
Rikolto Tanzania – Regional Director
Name: Germaine Furaha
Title: Regional Director in East Africa
Signature: ………………………………………
Date: ……………………………………………..
Rikolto Tanzania – WITNESS
Name: ……………………………………………………
Title: ………………………………………………………
Signature: ………………………………………………
Date: ……………………………………………………
Supplier of Goods and Services REPRESENTATIVE
Name: ……………………………………
Title: ………………………………………
Signature: ………………………………
Date: ………………………………………
Supplier of Goods and Services – WITNESS
Name: ……………………………………
Title: ………………………………………
Signature: …………………………….
Date: …………………………
ANNEX B: FINANCIAL OFFER FORM
| S/NO | ITEM DESCRIPTION | UNIT | QUANTITY | RATE | AMOUNT (VAT INCLUSIVE) | AMOUNT (VAT EXCLUSIVE) |
| 1. | D/CABIN 2.8 L, 4WD | pc | 1 | |||
| GRAND TOTAL |
Company Representative Name…………………………………………………….
Designation………………………………………………………………………….
Official stamp……………………………………………………………………….
ANNEX C: RIKOLTO GENERAL BID ESTABLISMENT CRITERIA
(Rikolto Finance manual 2018 section 3.4)
The bidder is demanded to demonstrate both experience and capacity of rendering the services required. The following are the documents required to submit for the evaluation eligibility of the bid.
- Financial Statement: Audited financial statement for three years consecutively.
- Delivery Capacity: The bidder shall state the mobilization time needed and the maximum time needed for delivery of the Goods/Items to the office. Also, should provide the company profile with staffing information.
- Place of Inspection: The bidder shall state whether agrees that the inspection of Goods/Items will be conducted at time of delivery at the reception center in Arusha/Iringa. The defaults occur before delivery will be charged to the supplier.
- Legal eligibility of supplier (bidder): The supplier will have to submit the following documents for verifying legal eligibility. The documents are Certificate of registration of business, Business License, TIN certificate and VAT Registration Number (VRN).
- Warranty Certificate: Basing to condition No. iii, the bid shall include the defect and liability period with warranty description.
- Certificates (If any): The bidder shall submit the copy of local recognition for the services and Quality, or Service certificate achieved on the course.
- Sales Tax: While Bidding, Bidders should be aware that Rikolto is the tax exempted NGO, thus should indicate whether the prices quoted are exclusive of sales tax. They should indicate the rate (s) of VAT and other forms of taxes as allowable by applicable law.
- Former Experience: The bidder should describe the former experience in dealing with the same business especially in Non-Government Organization.
- Criminal Records: The bidder should be with NO traceable criminal records in provision of services to the customer. If any state when in your submission
Vendor Data Management: All the interested bidders should fill in the Vendor Registration Form (VRF)
Rikolto Tanzania (Part of Rikolto in East Africa)
Kijenge, near Mt.Meru Petrol station,Plot No.137/2,Block GG
Box 14665, Arusha, Tanzania; Tel. +2552734294152
[email protected] / www.rikolto.org/eastafrica
