RFP-RSI-PROMOTE-005 Page Number: 1
Rahman Safi International Consulting
Request for Proposals (RFP)
RFP#: RFP-RSI-PROMOTE-005
Rent Vehicles/Chauffer Services for 24 Provinces with their districts of Afghanistan
Issue Date: April 16, 2019
RFP-RSI-PROMOTE-005 Page Number: 2
RFP Number RFP-RSI-PROMOTE-005
Issue Date April 16, 2019
Title Rent Vehicles/Chauffer Services for any 24 Provinces with their districts of Afghanistan
Point of Contact Hashmatullah Azeemy - [email protected]
Contact number and address for submission
Street # 3, Sherpoor, Kabul City, Afghanistan, +93 783 071 704 Please do not submit your proposals through above mentioned email address. The proposals must be submitted only hard copy in RSI Consulting office.
Deadline for Receipt of Questions Apr 27, 2019 (4:00 PM) - Question regarding the technical or administrative requirements of this RFP may be submitted no later than 04:30 PM. Answers to questions will be sent to all bidders.
Deadline for Receipt of Proposal Apr 27, 2019 - From 8:00 AM to 4:00 PM
Anticipated Award Type Firm Fixed Price Purchase Order
Basis of Award
An award will be made based on the Trade Off Method. The award will be issued to the responsible and reasonable offeror who provides the best value and RSI Consulting will also consider previous experience for providing transportation services for international organization from city to local district using a combination of technical and cost/price factors.
SECTION 1 – INSTRUCTIONS / ADDITIONAL INFORMATION
Introduction:
RSI Consulting is a prime contract of USAID to develop and implement a rolling baseline and end line survey tool
that will collect detailed information on the Promoting Gender Equity in the National Priority Programs (Promote)
direct beneficiaries. This will enable USAID Afghanistan to measure changes in the beneficiary populations
knowledge, attitudes and perceptions relating to the status of women in Afghanistan.
RSI team will be visiting 33 Provinces of Afghanistan with all districts, therefore this work includes renting of
vehicles in these districts and provincial centers to facilitate the field team to visit the project sites till completion
of the project.
Technical Specifications and requirements for Technical Acceptability:
The service provider should be able to provide vehicles including chauffer/driver, fuel and maintenance in all 33
provinces of Afghanistan with all districts except Nuristan province, the contract assignment could be any 24
provinces with all districts each month. These vehicles are needed on a monthly basis. In some months, services in
particular districts may not be needed, and in some months, services in districts other may be needed. Therefore,
the service provider must be flexible enough to respond to the changing needs of the program on a monthly basis.
The service provider should also provide vehicles at provincial and regional offices monthly.
mailto:[email protected]
RFP-RSI-PROMOTE-005 Page Number: 3
The service provider shall ensure that all necessary documents for vehicles(s) specified herein and driver
identification and licensing documents are valid and present in the vehicle(s) and on the person of the driver at all
times while operating the vehicle in the service, and shall ensure emergency equipment noted below is present. At
a minimum, the vehicle must be equipped with the following:
Jack and Handle
Wheel Brace
One Spare tire in good condition
Tool Kit
All Mirrors
Functional electrical system, including lights
Working windscreen wipers
Brakes in good condition
Windows and doors intact and operable
The price given for each district needs to cover all costs incurred by the service provider. 24/7 rental vehicles
services, with emergency contact numbers for assistance in case or cancelations or changes.
General instruction to Bidders
The Bidders shall have experience providing travel transportation services and providing rental vehicles at
district level of Afghanistan for at least 3 years and must demonstrate this in their proposal.
The bidders shall have experience of providing services in both secure and insecure locations for at least
three years, and must demonstrate this in their proposal.
Proposal cover letter must be signed by authorized person. Use the template in Appendix A.
Bidders shall complete Attachment B Bill of Quantity to submit the quotes, all prices shall be quoted in
Afghani Only. Proposals received in any currency other than Afghani will be considered nonresponsive.
In case of price discrepancy between unit price and SUBTOTAL price, the unit price shall prevail.
The rates quoted shall be for complete service inclusive of all taxes and all charges for service contingent
to the work.
RSI has the rights to increase or decrease the goods and services mentioned in this RFQ from month to
month as needed.
RSI reserves the right to award to one or several vendors, or no vendors at all, depending upon the needs
of the project. RSI is not responsible for any insurance of vehicle or driver. The vendor must procure its
own insurance for all vehicles as needed and provide proof of such insurance upon request.
Valid business license to operate in Afghanistan.
Evaluation Criteria
RSI will conduct the selection based on evaluation factors listed below, these factors will serve as the standard
against which all information will be evaluated, and identify the factors that bidders should address.
a. Cost – RSI will consider the per month cost of the bid, and analysis of cost reasonableness and
competitiveness will be conducted on all bids received.
b. Technical Specifications - The bidders must submit prices for all 33 provinces, except Nuristan. If
there are any districts in a particular province for which they are unwilling or unable to provide
vehicle services, this should be stated in the proposal. RSI Consulting will also consider previous
experience for providing transportation services for international organization from city to local
district.
RFP-RSI-PROMOTE-005 Page Number: 4
c. Experience of providing different vehicles for each field mission for security purposes.
d. Knowledge of security situation from regional to district level, alternate route information and
Backup plan for security incident
Invoicing and Payment
The total price for this Subcontract shall be as stated on the Purchase Order award Signature Page.
Subcontractor shall be paid as specified in Attachment B BoQ and based on missions per month, a full one
vehicle for a province will be charged if 22 field missions conducted in that province or district, if more or
less than 22 missions conducted the charges will be pro-rated base.
Subcontractor shall not be paid any amount in excess of the total Purchased Order price without advance
written approval of RSI.
Payment will be processed after verification and acceptance of the services by RSI Consulting team.
Payment will be transferred in local currency (AFN) and will be transferred by wire or electronic payment
system into the vendor’s bank account. Subcontractor shall identify each invoice by sequential numbers,
and the final invoice shall be marked "Final Invoice". Advance payments are not authorized.
The payment will be made within 10 days upon submission and acceptance of an invoice.
The invoice must as a minimum provide the following information:
o Name of the Payee and Payee address
o Purchase Order Number
o Invoice number and date
o Tax Identification Number
o Date and period covered by the invoice
o Deliverable and associated amount billed, if applicable
o Signature, printed name, title, complete mailing address and telephone number of the responsible
official
Missions: A field mission is defined as, A vehicle/Car on any day for field visit would be counted as 1 mission.
Government Contract Withholding Tax:
Pursuant to Article 72 in the Afghanistan Tax Law effective May 2010, RSI is required to withhold "contractor"
taxes from the gross amounts payable to all Afghan for-profit subcontractors/vendors. In accordance with this
requirement, RSI shall withhold two percent (2%) tax from all gross invoices to Afghan subcontractors/vendors
under this Agreement with active AISA or Ministry of Commerce license. For subcontractors/vendors without
active AISA or Ministry of Commerce license, RSI shall withhold seven percent (7%) "Contractor" taxes per current
Afghanistan Tax Law.
Before the signing of this Agreement, the subcontractor/vendor will provide a copy of the organization's AISA or
Ministry of Commerce license and TIN (Tax Identification Number). Amounts deducted from the invoices will be
forwarded to the Ministry of Finance (MOF) Tax Division credited to the firm's TIN. Records of payments to the
MOF shall be maintained on file with RSI.
Termination of Agreement:
RSI shall have the right to terminate this Agreement at any time by a written notice to the Contractor whenever
such termination is determined by RSI management to be in the best interest of RSI, or whenever the Contractor
fails to properly perform the work and services undertaken hereunder in a manner satisfactory to RSI.
SECTION 2 – SPECIAL PROVISIONS
RFP-RSI-PROMOTE-005 Page Number: 5
Source, Origin and Nationality
The contractor may supply any goods or services manufactured in or shipped from the Geographic Code. 937
(Local Procurement is therefore approved, and the list of excluded countries may be viewed at
https://www.usaid.gov/sites/default/files/documents/1876/310mab.pdf ).
RSI Consulting must verify the source and nationality of goods and services and ensure (to the fullest extent
possible) that RSI Consulting does not procure any goods or services from prohibited countries listed by the Office
of Foreign Assets Control (OFAC) as sanctioned countries. OFAC sanctioned countries may be searched within the
System for Award Management (SAM) at www.SAM.gov. The current list of countries under comprehensive
sanctions include: Cuba, Iran, North Korea, Sudan, and Syria. Goods may not transit through or be assembled in
comprehensive sanctioned origin or nationality countries nor can the vendor be owned or controlled by a
prohibited country. RSI is prohibited from facilitating any transaction by a third party if that transaction would be
prohibited if performed by RSI.
By submitting a proposal in response to this RFP, Offerors confirm that they are not violating the Source and
Nationality requirements of the goods or services being offered and that the goods and services comply with the
Geographic Code and the exclusions for prohibited countries outlined above.
Inspection
RSI shall have reasonable time upon delivery, to inspect the quality of services provided, and to reject acceptance
in not conforming to the specifications of this Purchase Order and offer.
Vetting Procedure
On December 05, 2012 USAID/Afghanistan notified that Recipients/Contractors receiving USAID funding must be
vetted for any lower-tier contracts valued over $25,000. This notice is effective January 1, 2013. Any Offeror
receiving an award from RSI Consulting Promote project must submit vetting documentation and receive an
eligibility notice before RSI can issue a final contract or purchase order. The vetting is not done by RSI Consulting
but by the Vetting Support Unit of USAID, and may take several weeks. RSI Consulting will assist awardees with the
procedure once a winning proposal is selected.
In addition to vetting, RSI may carry out reference checks and due diligence on any information provided by
Offeror. Providing false information on personnel qualifications and experience or in past performance references
will result in the Offeror being disqualified from future bidding.
Conflict of Interest Declaration:
The following steps outline RSI’s Contracts selection process and should be understood by all Offerors to ensure
the transparency of awards and avoid conflict of interest.
All Requests for Proposals (RFPs) are announced on acbar.org, and bids are only acceptable with delivery
of Hard copy to RSI Office.
Once the proposals are received, technical and cost proposals are separated. Technical proposals are
scored by an evaluation committee which consists of technical professionals. Cost proposals are evaluated
for reasonableness, accuracy, and completeness.
The best value proposal is selected based on a combination of the technical score and the cost.
No activity can be started until vetting and other formalities are completed and both RSI and the awardee
have signed a formal contract.
At no time is it appropriate or legal for contractors or beneficiaries to offer any RSI staff member
commissions, kickbacks, or gifts of any kind. If a RSI employee is found taking commissions, kickbacks, gifts
RFP-RSI-PROMOTE-005 Page Number: 6
or engaging in fraud of any kind their employment contract with RSI will be immediately terminated and
their actions will be reported to USAID’s Office of the Inspector General (OIG). RSI’s policy against fraud
exists throughout the life of the contract and beyond. Even if the contract is closed, if any party is found
guilty of fraud RSI will make a full report to the OIG which may choose to investigate and to prosecute
guilty parties to the fullest extent of the law.
Either the Offeror or RSI staff may report unethical, illegal, and corrupt practice to the TollFree Ethics and
Compliance Anonymous Hotline at +1 855-603-6987.
Confidential Matters and Non-Disclosure of Proprietary Information:
The Contractor shall keep secret, retain in the strictest confidence, and prevent the unauthorized
duplication, use and disclosure of all Confidential and Proprietary Information, whether clearly marked or
determined as such in good conscience. The provisions outlined hereunder shall remain in force for 2 years
after the date of expiration or termination of this Agreement.
Title to Information
The Contractor warranties the accuracy and right to publish all information provided under this Agreement.
All information developed in whole or in part by the Contractor, of whatever type, relating to the work
performed under this Agreement shall be considered “works for hire” and shall be the exclusive property of
RSI.
Disputes And Arbitration:
In the event that an amicable agreement cannot be reached to settle a dispute, then the facts of the dispute
shall be submitted to the RSI for final contractual resolution within 30 days. In the event that one or both of
the parties continue to disagree with the final determination, then both parties agree to submit their
dispute for settlement in accordance with traditional Jirga Arbitration in Kabul according to traditional
norms of such Jirgas.
Exercise of Option & Entirety of Agreement and Governing Law, Kabul, Afghanistan:
This Agreement, together with its attachments contains the entire agreement of the parties and no
amendment, alteration, or other change to any provision which is inconsistent with or in addition to the
terms and conditions herein shall be effective unless implemented by a mutually agreed upon, written
modification to this Agreement accepted by the Contractor. Additionally, this Agreement supersedes all
prior oral or written agreements, if any, between the parties. Exercise of the Option requires mutual oral
consent of both parties.
Limitation of Liability:
Neither party shall be liable to the other for any type of consequential damages even if they have been
advised of the probability of its occurrence. The Contractor shall be liable for any third party claims for
injury, loss or damage arising against the Contractor and/or RSI as a result of the Contractor’s work
hereunder.
Prohibition against Terrorist Financing:
The Contractor is prohibited from engaging in transactions with and the provision of resources and support
to individuals and organizations associated with terrorism.
Intellectual Property Rights:
RFP-RSI-PROMOTE-005 Page Number: 7
All information, report deliverables, notes, data, software and intellectual property of any kind assembled,
produced or published for the first time under this Agreement shall remain the exclusive property of RSI’s
Client, the U.S. Agency for International Development (USAID) which shall have sole right of licensing. RSI
shall retain a fully-paid up, non-exclusive, non-expiring license to use any such intellectual property for
purposes intended by USAID. The Contractor shall not copy, distribute, reproduce, release, incorporate or
otherwise disclose any intellectual material generated under this Agreement without the express written
consent of RSI acting with specific written approval from the USAID Contracting Officer.
ATTACHMENT - A
COVER LETTER
[On Letterhead]
< >
TO: RSI
Procurement Department
We, the undersigned, provide the attached quotes in accordance RFQ #: RFP-RSI-PROMOTE-005 – Rental
Vehicles/Chauffer Services for any 24 Provinces of Afghanistan for RSI Consulting.
I certify a validity period of sixty (60) days for the prices provided in the attached Bill of Quantities. Our proposal
shall be binding upon us subject to the modifications. We confirm the availability of required services, and that unit
prices are inclusive of final service delivery to RSI Consulting. We further agree to payment terms upon submission
and acceptance of an invoice by end each month.
We understand that RSI Consulting is not bound to accept any quotes it receives.
Authorized Signature:
Name and Title of Signatory:
RFP-RSI-PROMOTE-005 Page Number: 8
Name of Firm:
Address:
Telephone: Email:
Company Seal/Stamp:
RFP-RSI-PROMOTE-005 Page Number: 9
ATTACHMENT - B
Bill of Quantity
S.N Item Description Location Quantity Per Month Duration Monthly Unit
Price AFN
Monthly Total Price
in AFN
List districts that are
excluded from your
proposal here
1.a Toyota Corolla 97 or above in
good condition Badakhshan -Capital 1 Vehicle per month 12 Months
n/a
1.b Toyota Corolla 97 or above in
good condition Badakhshan - Districts 1 Vehicle per month 12 Months
2.a Toyota Corolla 97 or above in
good condition Badghis - Capital 1 Vehicle per month 12 Months
n/a
2.b Toyota Corolla 97 or above in
good condition Badghis - Districts 1 Vehicle per month 12 Months
3.a Toyota Corolla 97 or above in
good condition Baghlan - Capital 1 Vehicle per month 12 Months
n/a
3.b Toyota Corolla 97 or above in
good condition Baghlan - Districts 1 Vehicle per month 12 Months
4.a Toyota Corolla 97 or above in
good condition Balkh - Capital 1 Vehicle per month 12 Months
n/a
4.b Toyota Corolla 97 or above in
good condition Balkh - Districts 1 Vehicle per month 12 Months
5.a Toyota Corolla 97 or above in
good condition Bamyan – Capital 1 Vehicle per month 12 Months
n/a
5.b Toyota Corolla 97 or above in
good condition Bamyan - Districts 1 Vehicle per month 12 Months
6.a Toyota Corolla 97 or above in
good condition Daykundi - Capital 1 Vehicle per month 12 Months
n/a
6.b Toyota Corolla 97 or above in
good condition Daykundi - Districts 1 Vehicle per month 12 Months
7.a Toyota Corolla 97 or above in
good condition Farah - Capital 1 Vehicle per month 12 Months
n/a
7.b Toyota Corolla 97 or above in
good condition Farah - Districts 1 Vehicle per month 12 Months
S.N Item Description Location Quantity Per Month Duration Monthly Unit List districts that are
RFP-RSI-PROMOTE-005 Page Number: 10
Price AFN Monthly Total Price
in AFN
excluded from your
proposal here
8.a Toyota Corolla 97 or above in
good condition Faryab - Capital 1 Vehicle per month 12 Months
n/a
8.b Toyota Corolla 97 or above in
good condition Faryab - Districts 1 Vehicle per month 12 Months
9.a Toyota Corolla 97 or above in
good condition Ghazni - Capital 1 Vehicle per month 12 Months
n/a
9.b Toyota Corolla 97 or above in
good condition Ghazni - Districts 1 Vehicle per month 12 Months
10.a Toyota Corolla 97 or above in
good condition Ghor - Capital 1 Vehicle per month 12 Months
n/a
10.b Toyota Corolla 97 or above in
good condition Ghor - Districts 1 Vehicle per month 12 Months
11.a Toyota Corolla 97 or above in
good condition Helmand - Capital 1 Vehicle per month 12 Months
n/a
11.b Toyota Corolla 97 or above in
good condition Helmand - Districts 1 Vehicle per month 12 Months
12.a Toyota Corolla 97 or above in
good condition Herat – Capital 1 Vehicle per month 12 Months
n/a
12.b Toyota Corolla 97 or above in
good condition Herat - Districts 1 Vehicle per month 12 Months
13.a Toyota Corolla 97 or above in
good condition Jawzjan - Capital 1 Vehicle per month 12 Months
n/a
13.b Toyota Corolla 97 or above in
good condition Jawzjan - Districts 1 Vehicle per month 12 Months
14.a Toyota Corolla 97 or above in
good condition Kabul - Capital 1 Vehicle per month 12 Months
n/a
14.b Toyota Corolla 97 or above in
good condition Kabul - Districts 1 Vehicle per month 12 Months
15.a Toyota Corolla 97 or above in
good condition Kandahar - Capital 1 Vehicle per month 12 Months
n/a
15.b Toyota Corolla 97 or above in
good condition Kandahar - Districts 1 Vehicle per month 12 Months
S.N Item Description Location Quantity Per Month Duration Monthly Unit Monthly Total Price List districts that are
RFP-RSI-PROMOTE-005 Page Number: 11
Price AFN in AFN excluded from your
proposal here
16.a Toyota Corolla 97 or above in
good condition Kapisa - Capital 1 Vehicle per month 12 Months
n/a
16.b Toyota Corolla 97 or above in
good condition Kapisa - Districts 1 Vehicle per month 12 Months
17.a Toyota Corolla 97 or above in
good condition Khost - Capital 1 Vehicle per month 12 Months
n/a
17.b Toyota Corolla 97 or above in
good condition Khost - Districts 1 Vehicle per month 12 Months
18.a Toyota Corolla 97 or above in
good condition Kunar - Capital 1 Vehicle per month 12 Months
n/a
18.b Toyota Corolla 97 or above in
good condition Kunar - Districts 1 Vehicle per month 12 Months
19.a Toyota Corolla 97 or above in
good condition Kunduz - Capital 1 Vehicle per month 12 Months
n/a
19.b Toyota Corolla 97 or above in
good condition Kunduz - Districts 1 Vehicle per month 12 Months
20.a Toyota Corolla 97 or above in
good condition Laghman - Capital 1 Vehicle per month 12 Months
n/a
20.b Toyota Corolla 97 or above in
good condition Laghman - Districts 1 Vehicle per month 12 Months
21.a Toyota Corolla 97 or above in
good condition Logar - Capital 1 Vehicle per month 12 Months
n/a
21.b Toyota Corolla 97 or above in
good condition Logar - Districts 1 Vehicle per month 12 Months
22.a Toyota Corolla 97 or above in
good condition Nangarhar - Capital 1 Vehicle per month 12 Months
n/a
22.b Toyota Corolla 97 or above in
good condition Nangarhar - Districts 1 Vehicle per month 12 Months
23.a Toyota Corolla 97 or above in
good condition Nimruz - Capital 1 Vehicle per month 12 Months
n/a
23.b Toyota Corolla 97 or above in
good condition Nimruz - Districts 1 Vehicle per month 12 Months
24.a Toyota Corolla 97 or above in
good condition Paktia - Capital 1 Vehicle per month 12 Months
n/a
S.N Item Description Location Quantity Per Month Duration Monthly Unit Monthly Total Price List districts that are
RFP-RSI-PROMOTE-005 Page Number: 12
Price AFN in AFN excluded from your
proposal here
24.b Toyota Corolla 97 or above in
good condition Paktia - Districts 1 Vehicle per month 12 Months
25.a Toyota Corolla 97 or above in
good condition Paktika - Capital 1 Vehicle per month 12 Months
n/a
25.b Toyota Corolla 97 or above in
good condition Paktika - Districts 1 Vehicle per month 12 Months
26.a Toyota Corolla 97 or above in
good condition Panjshir - Capital 1 Vehicle per month 12 Months
n/a
26.b Toyota Corolla 97 or above in
good condition Panjshir - Districts 1 Vehicle per month 12 Months
27.a Toyota Corolla 97 or above in
good condition Parwan - Capital 1 Vehicle per month 12 Months
n/a
27.b Toyota Corolla 97 or above in
good condition Parwan - Districts 1 Vehicle per month 12 Months
28.a Toyota Corolla 97 or above in
good condition Samangan – Capital 1 Vehicle per month 12 Months
n/a
28.b Toyota Corolla 97 or above in
good condition Samangan - Districts 1 Vehicle per month 12 Months
29.a Toyota Corolla 97 or above in
good condition Sar-e-Pol - Capital 1 Vehicle per month 12 Months
n/a
29.b Toyota Corolla 97 or above in
good condition Sar-e-Pol - Districts 1 Vehicle per month 12 Months
30.a Toyota Corolla 97 or above in
good condition Takhar - Capital 1 Vehicle per month 12 Months
n/a
30.b Toyota Corolla 97 or above in
good condition Takhar - Districts 1 Vehicle per month 12 Months
31.a Toyota Corolla 97 or above in
good condition Urozgan - Capital 1 Vehicle per month 12 Months
n/a
31.b Toyota Corolla 97 or above in
good condition Urozgan - Districts 1 Vehicle per month 12 Months
32.a Toyota Corolla 97 or above in
good condition Wardak – Capital 1 Vehicle per month 12 Months
n/a
32.b Toyota Corolla 97 or above in
good condition Wardak - Districts 1 Vehicle per month 12 Months
S.N Item Description Location Quantity Per Month Duration Monthly Unit Monthly Total Price List districts that are
RFP-RSI-PROMOTE-005 Page Number: 13
Price AFN in AFN excluded from your
proposal here
33.a Toyota Corolla 97 or above in
good condition Zabul - Capital 1 Vehicle per month 12 Months
n/a
33.b Toyota Corolla 97 or above in
good condition Zabul - Districts 1 Vehicle per month 12 Months
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Company Seal/Stamp: