REQUEST FOR PROPOSAL (RFP) FOR SUPPLY AND DELIVERY OF FOURTEEN (14) NEW, DUTY-FREE MOTORBIKES

1. PURPOSE/SCOPE OF WORK

With funding from the United States Agency for International Development (USAID) for the ACCE-Accelerated and Comprehensive HIV Care for Epidemic Control in Zimbabwe (ACCE) project, the ZHI now invites potential and eligible service providers to submit comprehensive proposals for the Supply and Delivery of NEW, DUTY-FREE Motorbikes as follows:

2.INSTRUCTIONS AND TERMS FOR BIDDERS

• By submitting a bid, all vendors certify that the person(s) involved in the preparation and collation of the proposal and/or quotes were or are in no way associated or have any Conflict of Interests with the initial preparation of the solicitation, the tender documentation, or the subsequent evaluation, assessment, analysis, management, and decision-making process of this tender.
• Language – the quote, as well as all correspondence and documents relating to the offer shall be in English.
• The Quotation should include the following:
  • Price shall be quoted in US dollars (US$) only and duty free.
•  Prices for the requested goods/services should include all associated fees (such as shipping fees) and taxes (including VAT, if applicable), but priced as a separate line item in the submitted quote. It will be assumed that all quotes will be inclusive of all applicable fees and taxes if the bidder fails to separate out these costs.
• Bid Validity Date – All information submitted in connection with this RFP will be valid for ninety (90) days from the RFP due date and not subject to variation on any account during the Bidder’s performance of the final Contract unless another time is specified in the addendum of the RFP. This includes, but is not limited to items quoted, cost, pricing, delivery timelines, terms and conditions, service levels, and all other information.
• If your firm is awarded the contract, all information in the RFP and negotiation process is contractually binding. No submission will be considered for any discovered omissions from the Bidder(s).
• ZHI does not bind itself to accept the lowest tender price and reserves the right to reject all submissions, in whole or in part, enter into negotiations with any party, and/or award multiple contracts.
• Tenders MUST be received on or before the closing date and time and all bids received after the closing date and time may not be considered.
• ZHI will issue a Purchase Order to the selected winner(s) that shall state the items to be purchased, the location to which the items should be delivered, the specific timeframe within which the order should be completed, and a fixed price for the items to be purchased (including delivery costs). The Purchase Order will become a legally binding contract when it has been formally signed by both ZHI and the winning Vendor.  A full list of the Terms and Conditions of the final Purchase Order are included as Attachment A to this RFP.
• To ensure that the same level of information is conveyed equally to all suppliers, ZHI reserves the right to share questions and responses with all other suppliers.
• All responses and supporting documentation shall become the property of ZHI and will not be returned.
• ZHI reserves the right throughout this process to select any servicing option that best meets its business requirements and to hold discussions with any and all respondents.

3. MINIMUM PREFERRED SPECIFICATIONS:

The specifications prescribed below are not in any way limited to any specific tenderer as they are based on generally achievable requirements. Thus, minimum preferred specifications are as stated below:

• Vehicle Type – Motorbikes
• New, not more than 6 months from the date of manufacture
• Engine: 180 to 250cc petrol Engine
• Transmission: 5 speed, Starter: Kick and Electric
• Wheelbase: Ground Clearance at least 230mm
• Preferred Colour: White
• Maintenance Manual, Safety Pack/Tool Kit

Failure to provide any of the above specifications and requirements may be considered non-responsive and disqualify the applicant from final selection.

4. EVALUATION CRITERIA AND SUBMISSION REQUIREMENTS

ZHI will accept proposals from the qualified vendors offering BEST VALUE (i.e. the vendor that provides the most economically advantageous goods and services to ZHI.  The proposals will be reviewed, evaluated, and scored based upon the criteria stipulated below.  Please submit or include with your application for each Evaluation Criteria anything that will help ZHI to fully evaluate your submission on each criterion. Each proposal should contain the items listed in the Submission Requirements column in the following chart. Please submit your Submission Requirements in the order they appear below:

5.1. EVALUATION CRITERIA

Failure to provide any of the above Submission Requirements may be considered non-responsive and disqualify the applicant from final selection.

Procurement Committee by email to: procurement@zhi.co.zw and all questions must clearly indicate the unique RFP number ZHI.ACCE.2022.03.267.  No phone calls will be accepted.

Any form of canvassing will lead to automatic disqualification of the Bidder.