PROPOSAL FOR FLEET MANAGEMENT SERVICES
THE WORLD HEALTH ORGANIZATION (WHO) LIBERIA COUNTRY OFFICE will be accepting bid proposals for the above referenced “FLEET MANAGEMENT SERVICES”.
The Government of Liberia through the Ministry of Health (MOH) has acquired and received a fleet of vehicles and motorcycles as logistical support to build health sector resilience. These vehicles and motorcycles are assigned to departments, vertical programs, hospitals and County Health Teams (CHTS) who were managing and maintaining the fleet through contracting of different service providers. To address this major challenge and ensure value for money, the Ministry of Health with support from the Office of U.S. Foreign Disaster Assistance (OFDA) through the World Health Organization (WHO) contracted the services of a firm, ‘Riders for Health’ for the fleet management in response to the unprecedented Ebola Outbreak. This initial support ended over six months ago. In continuity of these fleet services through a more sustainable arrangement, the MOH with support from the World Bank, Ebola Emergency Response Project (EERP) wants to contract the services of a highly competent firm with proven track record and experience to provide comprehensive Vehicle and motorcycle management and maintenance support services. The MOH wanted WHO to manage the contractual arrangement with the selected firm since funds from the World Bank grant is managed by WHO.
The scope of work under the fleet management includes the following:
- Assess current MoH fleet and provide accurate Fleet Management report including vehicle inventory and recommendation. The report must contain:
- MoH Fleet Management Strategy (if not support MoH to design the strategy)
- Policy & procedures (if not support MoH to design them)
- Maintain and service vehicles according to manufacturer specification and with genuine spare parts recorded in each vehicle file.
- Provide insurance coverage (comprehensive and third party)
- Provide roadside assistance
- Establish and manage a fuel fund system including fuel quality supply with monthly accurate fuel consumption report
- Establish vehicle tracking and monitoring system
- Manage traffic fines
- Manage fleet information system using an efficient software which including KPIs like
- Fuel consumption
- Cost per km (CPK) fuel and maintenance
- Vehicle availability (%)
- Vehicle usage (%)
- Fleet average monthly km
- Vehicle accident record
- Number of traffic fines per month
- Provide protective gears for motorcycle users
- Provide advanced & defensive driver’s training and road safety training
- Work closely with MoH to implement corrective measures when standards indicators are not right e.g. too high fuel consumption, too high rate car accident, too high CPK, too high number of traffic fines.
Interested firm must have capacity for fleet management at national and county level, and have experience of similar work in other countries.
The advert is to request interested firms to submit their bids on fleet management services to WHO. The Invitation to bid (ITB) along with our supplier maintenance form can be picked up from the WHO reception office located at UN drive, Mamba Point, J&E building, Sekou Toure Avenue during working days (9:00 am to 4:00 pm) from 23rd September 2016, free of charge.
Please note that this is a Request for Proposal (RFP) and it is important that interested company read all of the provisions of the request, to ensure that they understand WHO requirements and can submit their proposals in compliance with them. Note that failure to provide complaint proposals may result in invalidation of proposal.
Qualified Suppliers meeting our eligibility criteria are to submit along with their bid response the following documents which will be used in the evaluation process:
- Profile of the firm
- Business registration from the Ministry of Commerce & Industry
- Tax Clearance for the period 2015
- Financial statement for the period January to December 2015
- Proposal on nature of services that will be provided to WHO
All bids MUST be submitted in a sealed envelope and marked “ITB/2016/WHO/10- PROPOSAL FOR FLEET MANAGEMENT SERVICES. All bids should be submitted and placed in the BID BOX on the first floor of the WHO Mamba Point Office no later than 10th October 2016 by 5 pm prompt. Late submission of bids received after this date and time will not be reviewed.
WHO has the right to reject any or all bids at its sole discretion. Should you have any questions or concerns about any of the items or the work, write to davisr@who.int (0886 553 683) for clarification before 5th October 2016.
Deadline for submission of ITB is Monday,10th October 2016 at 5pm.