The Danish Refugee Council – Danish Refugee Council DRC Program Colombia has received funds from different donors for the implementation of humanitarian aid programs and seeks to invite different providers to participate in the tender process for the purchase of TOYOTA SERIE 78 ZERO KILOMETERS or similar vehicles. Hereby, DRC requests you to send a price offer ( s ) for the purchase of the items listed in the DRC offer format, Annex A1_A2.
1. details of the tender:
The details of the tender are as follows:
- Publication of the specification: September 28, 2023 @ 17:30 GMT-5
- Clearance closing date: October 4, 2023 @ 12:00 GMT-5
- Date and time of closing of receipt of tenders: October 11, 2023 @ 18:00 GMT-5
- Place of opening of tenders: Face-to-face meeting National Office / Calle 70a No. 7-95 Colombia / Ciudad Bogotá
- Date and time of opening of tenders: To be defined
REMEMBER: NO OFFER WILL BE ACCEPTED AFTER THE DATE AND TIME OF MENTIONED CLOSING
Relevant information related to this specification:
This specification is issued for the purpose of establishing the purchase of Toyota 78 Series brand vehicles, or similar vehicles, with the specifications listed in Annex A.
The award of the agreement may be partial, so the maximum estimated execution value would also be distributed according to the award.
DRC can make the decision to award the contract to more than one supplier, based on the principle of “ Best value for money ”.
DRC in Colombia executes projects exempt from VAT, so the economic proposal presented must exclude this tax.
Image of the type of vehicle required:
one.Selection AND ADJUDICATION CRITERIA
This tender will be awarded to the offer at the lowest cost and technically compliant. The criteria of the technical evaluation are as established by the specifications in Annex A.
2. Administrative evaluation
Each offer must approve the administrative evaluation phase before considering for technical and economic evaluation. Offers that are considered administratively non-conforming may be rejected. The documents named below must be sent along with the offer.
# Annex # Document: Instructions
1 A.1 Offer Format ( Technique ): Complete ALL sections with signature and seal, and issue them
2 A.2 Offer Format ( Economic ): Complete ALL sections with signature and seal, and issue them
3 B Certification of recognition of Tender and Award of the contract Complete ALL sections with signature and seal, and issue them
4 C General Conditions for the Contract for the Acquisition of goods or services of the DRC / Special conditions of the contract / Contract of civil works: Complete ALL sections with signature and seal, and issue them
5 D D DRC Provider Code of Conduct: Complete ALL signed and signed sections, and issue them. If you are already a provider of DRC Colombia, skip this document.
6 E Supplier Registration and Profile Format: Complete ALL sections with signature and seal, and issue them. If you are already a provider of DRC Colombia, skip this document.
7 F Technical Specifications: Review
7 G Technical sheet as a reference for the quote: Send Signed
If any information required during the administrative evaluation is not provided by the bidders, DRC may request that they send said information within 48 hours of opening the tender. Remember that this will apply only if the required documentation does not alter the details in the offer, such as the price information.
3. Technical evaluation
To be technically compliant, the offer must meet or exceed the requirements stipulated in the specifications of the specification. An offer will be considered as meeting the criteria if it is confirmed that it meets all the mandatory conditions, procedures and specifications in the specification without deviating substantially from them or imputes restrictions. If an offer does not technically meet the specification, it will be rejected.
The technical criteria are set out in Annex A.1 – Technical Offer Format.
The information requested in the technical evaluation stage are the essential criteria that the bidders must meet. These requirements are not negotiable. If a bidder does not meet any of these criteria, the bidder must be rejected immediately and not advance to the financial evaluation stage.
4. Economic evaluation
All offers that approve the technical evaluation will proceed to the Economic evaluation. Offers deemed technically non-compliant will not be financially evaluated.
5. Bidding process
The following processes will be applied to this Tender:
- Bidding Period
- Tender Closure
- Tender Opening
- Administrative evaluation
- Technical evaluation
- Economic evaluation
- Award of the Contract
- Contract award notification
- 6. Presentation of Offers
The bidders are solely responsible for guaranteeing that the entire offer will be received by DRC in accordance with the requirements of the specification, before the date and time specified above. DRC will only consider offers received before the specified closing date and time.
TAll the offers issued must be written in the DRC Offer Format ( Annex A.1 and A.2 ).
In addition to the DRC Offer Format, the following documents must be included in the offer:
- Certification of Tender Recognition and Award of the contract ( Annex B ), the Supplier Registration and Profile Format ( Annex E ), General Conditions for the Procurement Contract for DRC goods or services ( Annex C ) and DRC Provider Code of Conduct ( Annex D ).
Offers that are not presented in Annex A, or that are not received before the Date and time indicated on page 1, or sent to another email address will be disqualified.
The offers presented by email will be at the risk of the provider and DRC will have no responsibility in receiving them.
The bidders will be solely responsible for guaranteeing that the complete offer will be received by DRC in accordance with the requirements of the Terms of Conditions.
7. Email delivery
Offers must be sent by email to the following duly controlled, secure and certified mail:
tender.col@drc.ngo
When offers are mailed, they must meet the following conditions:
- The number of the Terms of Fold ( ITB-COL-008442 ) must be inserted in the mail subject.
- An email with separate files must be sent for both the Economic Offer and the Technical Offer, and the subject of each email must indicate the type of offer it contains:
- The Economic offer must contain only the economic offer format, Annex A.2
- The technical offer must contain all the additional documents required for the tender as mentioned in section A. Administrative Evaluation, excluding information on rates.
- The required offer documents must be attached in the mail in PDF, JPEG, TIF formats or in a ZIP format file containing said files. Documents in Word or Excel format will result in the disqualification of the offer.
- Mail attachments must not exceed 4MB; otherwise, the offer must be sent by multiple emails.
Failure to comply with the above will lead to the disqualification of the Offer.
DRC will not be responsible for the failure of the internet connection, servers or any other Hardware or Software used either by the provider or by DRC in the processing of emails.
DRC will not be responsible for the non-receipt of offers issued by email as part of the electronic bidding process.
Offers must be submitted electronically. DRC will only accept electronic offers, for this particular process.
to. Complete the OFFER FORMAT
Prices quoted
b. Any discount offered must be included in the Offer.
Unless all offers are required, they must establish whether the quoted prices are not DDP ( Incoterms 2010 ).
c. Currency
The offer currency must be in Colombian pesos ( COP ). Other currencies will not be accepted.
d. Language
The Offer format, and all the corresponding documents related in this Conditions Specification must be in Spanish.
and. Delivery
Vehicles requested by DRC must be delivered with the minimum mandatory documents and accessories to operate.
F. Origin
N / A
g. Presentation
Offers must be clearly legible. Any stud, correction or alteration must include the initials of the Signatory of the offer. Do not send blank sheets within the offer format and / or schedules that are unnecessary for it. All documentation must be written in Spanish. All offers must be signed by a duly authorized supplier representative.
h. Divided awards
DRC reserves the right to divide the award.
i. Validity Period
Offers must be valid at least for the number of days specified in the Terms of Conditions from the closing date of the Offer. The DRC reserves the right to determine, at its own discretion, the period of validity with respect to Offers that do not specify any minimum or maximum limitation.
7. ACCEPTANCE
DRC reserves, at its own discretion, to consider invalid or unacceptable any offer that a ) is not clear; b ) is incomplete in any of its materials such as specifications, delivery terms, quantities, etc. )
Not presented in the offer format – likewise, it reserves the right to accept or reject any amendment, withdrawal or complementary information issued after the Date and Time of closing the Specification.
8. CONTRACT ADJUDICATION
This specification does not commit DRC to award or pay any cost incurred in the preparation or presentation of offers, or costs incurred in carrying out previous studies necessary for the preparation of these, or costs incurred in contracting goods or services. Any offer issued will be considered as a proposal made by the offeror and not as an immediate award from the offeror of an offer made by DRC. There will be no contractual relationship, except if there is a written document signed by a duly authorized DRC official and the awarded Provider.
DRC may award contracts for partial amounts or elements individually. DRC will notify the winning bidders of its decision regarding its bids as soon as possible after the bids are opened. DRC reserves the right to cancel any specification, to reject any offer in whole or in part, and to award any contract.
Suppliers who do not comply with the terms and conditions of the contract including the delivery of products other than those of different origins than those stipulated in their offer and who are under contract may be excluded from future DRC bidding processes.
9. CONFINDENTIALITY
This specification or any of its parts, and all copies of this document must be returned to the DRC if requested. This Specification is confidential and is the property of DRC, contains inside information, part of which may be under copyright, and it is communicated and received to the bidders on the condition that no part of the document, or any information concerning it, may be copied, displayed or supplied to another with prior written consent from DRC, except that bidders require displaying the specifications to their prospective subcontractors for the sole purpose of obtaining bids from them. Without prejudice to the other provisions of this specification,bidders will be obliged to comply with the provisions of this paragraph, whether or not they wish to issue offers or respond in any other way to this Specification.
10. COLUSIVE OFFER AND ANTI-COMPETITIVE CONDUCT.
Offers and their employees, officials, advisers, agents or subcontractors shall have no connection with corrupt practices or any other similar anti-competitive conduct, in relation to:
- The preparation of offers,
- Clarification of offers,
- The conduct and context of the negotiations,
- Including final contractual negotiations,
In relation to this specification or acquisition process, or any other acquisition process carried out by DRC with respect to any of its requirements.
For the purpose of this clause, collusive bidding processes, other anti-competitive conduct, or any other similar conduct, may include, among others, disclosure, the exchange or clarification of information with any other offeror, person or entity, of information ( in any way ), whether commercial information or not, with DRC, any other offeror, person or entity, in order to alter the results of the solicitation exercise so that it can lead to a different result than it should have been obtained initially through the competitive process.
eleven. INAPPROPED HELP
Offers that, under DRC’s own opinion, have been compiled:
- With the assistance of current or former DRC workers, or current or former DRC contractors in violation of their confidential obligations or through the use of information that is generally not available to the general public or that may have a benefit not competitive.
- and / or internal information of the DRC that is not available to the public or to other bidders,
- In breach of the obligation of confidentiality with DRC, or contrary to these terms and conditions for the issuance of an offer, they will be excluded for future considerations.
Without limiting the operation of the previous clause, a bidder shall not, in the absence of prior written authorization from the DRC, allow a person to contribute or participate in any process related to the preparation of an offer in the acquisition process, if during the last 6 months immediately prior to the issuance of this Specification, the person was a worker, advisor, official or employee, or was linked in any other way with the DRC directly or indirectly, in the planning or preparation of the requirement, project or activity related to this Specification.
12. CORRUPT PRACTICES
DRC has zero tolerances with corruption.
The offeror declares and guarantees that neither he on his behalf nor any of his potential subcontractors are linked to any form of corruption, defined by the DRC as the improper use of the acquired power to obtain a particular benefit.
This definition is not limited to interactions with public servants and encompasses both actual and attempted corruption, as well as monetary and non-monetary corruption. This definition includes, but is not limited to, corruption in the form of facilitation payments, bribes, gifts that constitute undue influence, commissions, favoritism, patronage, nepotism, extortion, embezzlement, misuse of confidential information, theft, and various forms of fraud, such as forgery and imitation of documents, and financial or purchasing fraud. No offer, payment, consideration or benefit of any kind, which can be considered as an illegal or corrupt practice, should be made, promised,seek or accept – directly or indirectly – as an incentive or reward for DRC-funded activities, including tenders, awards, or contract executions. The DRC reserves the right, without prejudice to any other right or remedy at its disposal, in accordance with any violation of this clause to immediately reject the offer presented, and take additional civil and / or criminal measures, as appropriate.
The offeror agrees to assertively communicate the DRC’s policy regarding Anti-Corruption to the third parties involved. Further, the offeror agrees to inform the DRC immediately of any suspicion or information received from any source alleging a violation of this policy to the competent contact in the specific country of operations through the portal www.drc.dk/where-we-work, or through the DRC Code of Conduct Reporting Mechanism: www.drc.dk/relief-work/concerns-complaints/code-of-conduct-reporting-mechanism. Suspicious corruption reports may be sent directly to DRC general offices via mail c.o.conduct@drc.dk.
13. CONFLICT OF INTERESTS
The offeror shall, in his person and on behalf of all his employees, officers, advisers, agents or subcontractors, guarantee that they are not in a position that he can, or give rise to a real, potential or perceived conflict of interest between the interests of the DRC and the interests of the offeror during the bidding process.
If during any of the phases of the bidding process or during the execution of any contract with the DRC a conflict of interest arises, or is likely to arise, the offeror must notify DRC immediately in writing, explaining all the relevant details of the situation, including such cases in which the interests of the bidders conflict with those of DRC, or cases in which an officer, employee or person under contract with the DRC, seems to have an interest in any type of business of the offeror or any type of economic ties with the offeror. The offeror must take the necessary measures that DRC may reasonably require, to resolve or face the conflict to DRC’s satisfaction.
14. WITHDRAWAL / MODIFICATION OF OFFERS
Requests to withdraw an offer after the closing period of the offer will not be accepted
The withdrawal of an offer may result in the suspension or removal of the offeror from the list of DRC providers.
The offeror can modify its offer before the closing date of the specifications. Said modification must be notified in writing in a sealed envelope, marked with the original number of the specification, it will not be allowed
fifteen. LATE OFFERS
All offers received after the closing date will be rejected.
16. OPENING OF LICITATION
The opening of the tender will be made on the date and place established in this specifications.
Any attempt by a bidder to influence the evaluation committee in the process of examining, clarifying, evaluating and comparing tenders, Obtaining information on how the process is being carried out or influencing the DRC in its decision regarding the award of the contract will result in the immediate dismissal of the tender.
17. CONTRACT CONDITIONS
All bidders must recognize that the General Conditions for the Acquisition Contract of DRC goods or services, as the case may be, are acceptable.
18. CANCELLATION OF THE CONDITIONS LEVEL
In the event of cancellation of the specification, bidders will be notified by the DRC. If the specification is canceled before the Envelope of any offer has been opened, the sealed envelopes will be returned, unopened, to the bidders.
The specification may be canceled in the following situations:
- When there is no offer that complies qualitatively or economically, or no response has been received;
- When the economic or technical parameters of the project have been substantially altered;
- When there are exceptional circumstances of force majeure that make the development of the project impossible;
- When all technically compliant offers exceed the available financial resources; or
- When there are irregularities in the process, particularly where these irregularities prevent fair competition.
The DRC will not be responsible for damages, regardless of its nature ( damages for loss of benefits ) in relation to the cancellation of the Terms Statement, even if the DRC has been about the possibility of damage. The publication of a tender notice does not commit the DRC to implement the announced program or project.
19. INQUIREMENTS ON THIS CONDITION LOOK
For concerns about this specification, please consult Supply and Purchase Chain Manager rosa.randisi@drc.ngo / Supply and purchasing chain specialist alvaro.cruz@drc.com.
All questions regarding this specification must be issued in writing. In the case, the number of the specification must be indicated. Offers should not be sent to the mentioned email.
All questions during the bidding period, as well as all associated answers, will be shared with all invited providers, or for open tenders published on the DRC website: https://drc.ngo/
twenty. DOCUMENTS OF THE CONDITION PLIEG
EThis specification contains the following:
- This document
- Annex A.1: DRC offer format ( Technical offer )
- Annex A.2: DRC offer format ( Economic offer )
- Annex B: Certification of recognition of Tender and Award of the contract
- Annex C: General Conditions for the Acquisition Contract of goods or services of the DRC
- Annex D: DRC Provider Code of Conduct
- Annex E: Registration and Supplier Profile
- Annex F: Technical Specifications
Under the DRC Anti-Corruption Policy, bidders must maintain the highest ethical standard during the contracting and execution of such contracts. The DRC will reject any offer that determines that the recommended bidder for the award has links to corrupt, fraudulent, collusive or coercive practices in the competition and / or execution of the contract.
Sincerely
Danish Refugee Council