RFQ - 72066823Q00090 - VEHICLE MAINTENANCE REPAIR Rev DH.pdf

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, & 30

1. REQUISITION NUMBER PAGE 1 OF

2. CONTRACT NO. 3. AWARD/EFFECTIVE

DATE

4. ORDER NUMBER 5. SOLICITATION NUMBER 6. SOLICITATION ISSUE

DATE

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME b. TELEPHONE NUMBER (No collect calls)

8. OFFER DUE DATE/

LOCAL TIME

9. ISSUED BY

13b. RATING

14. METHOD OF SOLICITATION

CODE

15. DELIVER TO 16. ADMINISTERED BY CODE

18a. PAYMENT WILL BE MADE BY CODE17a. CONTRACTOR/

OFFEROR

CODE

FACILITY

CODE

CODE

TELEPHONE NO.

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT SUCH ADDRESS IN

OFFER

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a UNLESS BLOCK

BELOW IS CHECKED

RFQ IFB RFP

SEE ADDENDUM

19.

ITEM NO.

20.

SCHEDULE OF SUPPLIES/SERVICES

21.

QUANTITY

22.

UNIT

23.

UNIT PRICE

24.

AMOUNT

(Use Reverse and/or Attach Additional Sheets as Necessary)

25. ACCOUNTING AND APPROPRIATION DATA 26. TOTAL AWARD AMOUNT (For Govt. Use Only)

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED

29. AWARD OF CONTRACT: REF. OFFER

DATED . . YOUR OFFER ON SOLICITATION

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

30a. SIGNATURE OF OFFEROR/CONTRACTOR

30b. NAME AND TITLE OF SIGNER (Type or print) 30c. DATE SIGNED

31a. UNITED STATES OF AMERICA (SIGNATURE OF CONTRACTING OFFICER)

31b. NAME OF CONTRACTING OFFICER (Type or print) 31c. DATE SIGNED

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA - FAR (48 CFR) 53.212

10. THIS ACQUISITION IS UNRESTRICTED OR

NAICS:

SIZE STANDARD:

13a. THIS CONTRACT IS A

RATED ORDER UNDER

DPAS (15 CFR 700)

SET ASIDE: % FOR:

11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

12. DISCOUNT TERMS

ARE ARE NOT ATTACHED

ARE ARE NOT ATTACHED

27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1, 52.212-4. FAR 52.212-3 AND 52.212-5 ARE ATTACHED. ADDENDA

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA

8 (A)

EDWOSB

WOMEN-OWNED SMALL BUSINESS

(WOSB) ELIGIBLE UNDER THE WOMEN-OWNED

SMALL BUSINESS PROGRAM

SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

HUBZONE SMALL

BUSINESS

SMALL BUSINESS

REQ-668-23-000184 7

72066823Q00090

See page 3 See page 3 720668

USAID/EXO/SOUTH SUDAN

1 Procure vehicle maintenance repairs services to US Embassy, Juba, South Sudan.

DAVID HALLENGREN

08/07/2023

08/21/2023

1700 CAT

720668

USAID/South Sudan 4420 Juba Place Washington DC 20251-4420 000000

DAVID ALLEN HALLENGREN SR.

Digitally signed by DAVID ALLEN HALLENGREN

SR.

Date: 2023.08.07 14:30:20 +02'00'

Issue Date: August 7, 2023

Deadline to Questions: August 10, 2023, at 5p.m. (CAT) South Sudan time

Closing Date and Time: August 21, 2023, at 5p.m. (CAT) South Sudan Time. Late submissions WILL NOT be considered.

REQUEST FOR QUOTATION NO.:72066823Q00090 – VEHICLE MAINTENANCE & REPAIRS SERVICES

Dear Offerors,

(i) This posting serves as a Combined Synopsis/Solicitation for Commercial Items prepared in accordance with the Federal Acquisition Regulation (FAR) 12.6, Streamlined Procedures for Evaluation and Solicitation for Commercial Items, as supplemented with additional information included in this notice.

(ii) This announcement constitutes the only solicitation.

(iii) This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate

USAID to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. Further, the Government reserves the right to reject any or all quotations received, and to negotiate separately with an offeror, if such action is considered to be in the best interest of the Government.

(iv) The solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular (FAC) 2021-06 (06/10/2021). It is the responsibility of the Offeror to be familiar with the applicable clauses and provisions.

(v) USAID/South Sudan – EXO/Motorpool Office is seeking quotations from reputable firms to service Vehicle Maintenance Repairs as per the attached details on page 4 below.

(vi) The associated North American Industrial Classification Code (NAICS) for this procurement is 811198 – All other Automotive Repair and Maintenance $10.

(vii) The US Mission in South Sudan is exempt from all Government taxes.

(viii) The Government will award multiple Purchase Orders resulting from this solicitation to the responsible offerors with possibility of 4 option years.

(ix) Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in United States Dollars (USD).

Offers must remain valid for not less than thirty (30) calendar days after the offer deadline.

Offerors are requested to provide quotations on their official quotation format or letterhead.

(x) Payment: Based on the prompt payment act, payment will be processed, and wire transferred to the vendor account within 30 days after receipt, acceptance, certification of goods/services and submission of invoice plus a copy of the purchase order electronically to email address: jubapayable@usaid.gov. NO ADVANCE PAYMENT.

(xi) The successful offeror must comply with the following applicable commercial item terms and conditions, which are incorporated herein by reference:

• The provision at FAR 52.212-1, Instructions to Offerors -Commercial Items.

• The provision at FAR 552.212-2, Evaluation.

• FAR Clause 52.212-4, Contract Terms and Conditions—Commercial Products and Commercial Services applies, as well as FAR Clause 52.212-5, Contract Terms and Conditions Required to Implement Statutes or Executive Orders—Commercial Products and Commercial Services, Paragraph (a), and the following clauses in Paragraph (b): 52.203-6; 52.204-10; 52.209-6; 52.209-9; 52.209-9; 52.222-3;

52.222-21; 52.222-26; 52.222-35; 52.222-36; 52.222-40; 52.222-50; 52.223-18;

52.225-13; 52.232-33.

• FAR 52.204-26 Covered Telecommunications Equipment or Services- Representation

• Acquisition and Assistance Policy Directive (AAPD) 21-04: Executive Order 14042 Ensuring Adequate COVID-19 Safety Protocols for Federal Awards (FAR Deviation No. M-OAA-DEV-FAR-22-01c)

The full text of the referenced FAR Clause may be accessed electronically at https://www.acquistion.gov/far/.

(xii) Submission method: Electronically - email your offer or questions to jolando@usaid.gov, npoggo@usaid.gov with copy to jubaprocurements@usaid.gov

IMPORTANT NOTE: All vendors dealing with the United States Government MUST be registered in the SAM (System for Award Management) Database https://www.sam.gov prior to contract award pursuant to FAR provision 52.204-7. Therefore, prospective offerors are encouraged to register prior to the submission of quotations/proposals. Only vendors who have fully complied with this requirement are eligible for award.

Regards, USAID/South Sudan/Procurement Office

Scope of Work (SOW) A. Purpose

The purpose of this contract is to provide vehicle maintenance and repair services for U. S South Sudan mission vehicles of varied makes and models in an efficient and effective operation in order to enhance longevity of the vehicle serviceable life and cost effectiveness of operating the vehicles.

B. Background:

The United States Agency for International Development (USAID) South Sudan mission is seeking proposals from reputable potential vendors to manage vehicle maintenance services and repairs of U.S Government (USG) vehicles in Juba, South Sudan. The interested vendors MUST have the capacity to carry out maintenance service, repairs, emergency field services such as towing of vehicles, and supply any required vehicle parts within the required timeline. The successful vendor will work on varied makes of vehicles including but not limited to; Toyota (petrol and diesel engines), Mercedes Benz vans, Isuzu, Mitsubishi, and Hino utility trucks. The mission will award Purchase Orders to multiple vendors.

C. Description of Services:

The successful bidder will perform professional vehicle maintenance services, repairs, emergency services, and parts supplies on as-needed basis. The work that will be performed by the vendors will not be limited to

1. Routine Vehicle maintenance services.

2. Repairs.

3. Body works

4. Emergency field services such as towing in the event of a vehicle breakdown.

5. Supply of genuine spare parts.

6. Auto electrics and autotronics (automotive mechatronics)

7. Tracking of vehicle maintenance history and giving required reports.

D. Requirements

1. Supplies: The vendor shall only supply and use genuine and standard auto parts recommended by manufacturers for maintenance and repair services of all mission vehicles.

2. Reporting: The vendor shall give progress reports on vehicle repairs and maintenance on as needed basis and MUST maintain complete and accurate vehicle maintenance records for each vehicle serviced and provide a copy to USAID at the completion of each service.

3. Personnel qualifications: The vendor must have professional reputable auto technicians/personnel to perform recurring vehicle maintenance and repair services on approximately 92 mission vehicles.

4. Operational requirements:

• The vendor shall receive mission vehicles and will be required to thoroughly assess quote and send the quotation to the motor pool supervisor/fleet manager who will analyze the quote considering the parts in stock and reply to the vendor. If there is a part or some parts in the quote are in the stock, the vendor will be required to revise the quotation accepting the supply of parts by the mission at no cost. Once the revised quotation is received from the vendor, then the COR will authorize the work to proceed and at this point the vendor will be notified of the authorization. The vendor MUST not commence any work without the authorization of the mission COR. Any work begun in advance of the authorization, regardless of the scope, is considered unauthorized and the mission will NEVER be responsible for it. Any completed work will be considered satisfactory only when the mission mechanic approves it.

• The vendor shall clearly state their work hours and days of operation in the week.

5. The vendor shall have emergency field services such as towing services to support in the event of vehicle breakdowns.

6. The vendor shall use the manufacturer's recommended hourly rates for all repairs.

7. USAID is a US Government agency and federal rules require that companies register and get an

UEI (Unique Entity Identity) number before doing business with the US Government.

8. Current Company certificate of incorporation and all other proofs of valid certificates that authenticate the vendor’s operation in South Sudan is a requirement.

9. Vehicle maintenance workshop within Juba, South Sudan in addition to having the ability to efficiently source genuine vehicle spare parts is a requirement.

10. The vendor must have a current certificate of incorporation allowing them to do business in South

Sudan and must have all current required host country registration certifications.

11. The applicant MUST have in the field for more than two years and MUST have a spacious commercial vehicle maintenance shop furnished with diagnostics equipment for vehicles/equipment manufactured by or and for use in Hino, Isuzu, Toyota, Mercedes and Mitsubishi and other makes of vehicles. The workshop MUST be fully protected with wall fence and essentially with CCTV cameras for improved surveillance and visibility.

12. Provide at least 3-5 professional references with the names of POC and email address.

13. The vendor MUST be able to source and use/supply ONLY genuine spare parts for all maintenance and repairs.

14. The vendor shall have expertise and experience working on armored and non-armored vehicles.

15. The vendor shall consider it a priority and treat mission vehicles with a high-level efficiency in maintaining/fixing the vehicles ensuring all mission vehicles are fully functional and readily available for use

E. Standard Service

Standard routine service of armored or unarmored regular sized vehicles such as a Toyota Land Cruiser. Full service of vehicle shall include:

a. inspect/change all filters (fuel, oil, air, transmission, etc.)

b. fill fluids to proper level (battery, brake reservoirs, engine oil, transmission fluid, windshield fluid, radiator coolant, AC gas)

c. inspect tires (rotate, align), brake, lighting, and suspension systems to detect wear, tear or failure and fix faults.

d. inspect the vehicle noting additional repairs required for the vehicle and giving recommendations.

e. Washing vehicle

f. Hourly labor rate for body repair including painting. Price does not include cost of parts and supplies.

g. Hourly labor rate for all other repairs or work not listed above. Rate does not include the cost of any parts or supplies.

Note: Service charge must not include parts and supplies.

Evaluation Criteria

1) The technical committee will conduct site visit to assess Vehicle maintenance workshop within

Juba, South Sudan.

2) Personnel – the bidder will provide list of qualified experienced personnel with their qualification to service the Mission armored and soft skin vehicles.

3) Provide list of Past performance with other reputable clients within Juba.

4) Price reasonableness based on current market rates of parts and service. The price list must be valid for one year.

Vendors will be chosen based on the experience, requirements, expertise and reasonableness of price and labor rates and proven capacity to perform the work.

INSTRUCTIONS TO THE SUCCESSFUL BIDDER/CONTRACTOR

The underlisted safety guidelines MUST be observed by a successful bidder in the course of operating/driving mission vehicles.

• No mission vehicle is to be tested in or around congested/busy areas or roads.

• No mission vehicle should be driven/test driven beyond the city speed of 40 km/h except when the road is clear and there is a genuine compelling necessity to do so.

• Every mission vehicle must be test driven with a placard clearly and visibly placed inside the vehicle against the windshield indicating “VEHICLE ON TEST” or any similar writing that will alert other road users that the vehicle in question is being test driven.

• At NO point should a mission vehicle be taken on the road for a test drive or any other reason by a vendor mechanic/employee who is NOT a qualified driver.

• A fatigued driver must NOT operate any mission vehicle.

• Any sick driver is NOT allowed to operate a mission vehicle.

• No mission vehicle should be operated without a seatbelt on.

• Any driver operating a mission vehicle must AVOID any distractions such as phone calls, radio calls, or any related distractions to the extent possible. In the event of urgent need to communicate, the driver should pull off the vehicle to the roadside, communicate, and continue a trip or the communication gadget may be given to a nearby passenger to receive a call as necessary.

• Being always aware of your surroundings may seem obvious to say, but distracted drivers are just as dangerous as intoxicated ones. Erratic and angry drivers take up a large portion of the traffic we see daily, so avoid major accidents by noticing how other drivers behave on the road.

Having the whole picture means that you are doing your part to keep your vehicle as safe as possible while moving.

• Listen and stay alert. Always remain focused on the road by not engaging in distracted driving.

Use your mirrors to view oncoming vehicles.

• Resume entry slowly: Use your turn signal! Slowly merge back onto the road or highway while checking your surroundings for others when re-entering roadways.

• Stay vigilant, prepared, and remember to be a proactive driver. It is the responsibility of a vehicle operator to operate vehicles safely and in a sensible manner.

[END OF SOW]

[END OF RFQ]