Vehicles Maintenance Services

The United Nations Development Programme (UNDP) on behalf of UN System in Malawi hereby invites interested companies to apply for Pre-qualification process for provision of Vehicle Maintenance Services: 

Summary of proposal:

UNDP, on behalf of the UN Agencies in Malawi intend to pre-qualify companies with expertise to provide Vehicles maintenance services. Services of the company shall be hired as and when needed by the UN Agencies in Malawi.

The Contractor shall provide the following goods/services:

The successful service provider(s) shall provide below services to UN vehicles, in accordance with the UN Policies, Procedures and Guidelines. The products and services required by the UN organization shall basically include, but not be limited to, the following:

• The vendor shall take full responsibility for any error made through maintenance rendered and shall recover at his own cost any loss or damage.
• The vendor shall maintain an adequate inventory of parts for these models of vehicles and shall have a satisfactory source of supply for such parts as may be needed in the performance of services.
• The vendor will avail the services of his workshop and give priority to provide UN vehicles with all necessary repair and maintenance.
• The vendor shall perform all services in a diligent, skillful and professional manner in strict compliance with the provision of this TOR and the instruction of UN consistent with this TOR or respective contract.
• The vendor shall keep and maintain up to-date records of all services rendered to UN vehicles and shall remind the respective UN agency on the next service schedule.
• The vendor shall ensure that the mechanics for any repair works are skilled and sufficiently trained on the respective vehicles. Unskilled mechanics/staff shall not carry out any major repairs on UN vehicles.
• The service provider shall replace the parts bought by UN vehicle outside the garage

   

Type of services:

The periodic inspections are designed to provide check of all vehicle components, allowing adequate time for repair/replacement of worn and broken parts. Each successive inspection includes all of the elements of the previous inspection (Service level II & III has its own elements, however includes the elements of Service level I).

Vehicle Maintenance will fall into three (3) levels of service: which is due after below mentioned mileage (km)

1. Service/Inspection level I – each 5000 km

2. Service/Inspection Level II – each 20,000 km

3. Service/ Inspection Level III- each 40,000 km

Deliverables

The service provider will be responsible to deliver the following:

• Proper servicing of UN official vehicles after every 5,000 km.
• Placing stickers at an appropriate place within the vehicle indicating at what mileage the vehicle has been serviced and the next service mileage.
• Mechanical Inspection of the vehicles with the view of diagnosing the faults.
• Do repairs/maintenance of UN official vehicles after an approval is granted by UN.
• Provide panel beating and spray painting services to UN official vehicles.
• Provide towing services as and when required.

  Below are the basic elements that the prospective firms should provide as part of their expression of interest in order to allow a proper assessment of the responsiveness of the proposal:

  Company Profile, which should not exceed fifteen (15) pages, including printed brochures and product catalogues relevant to the goods/services being procured.

• Tax Registration/Payment Certificate issued by the Internal Revenue Authority evidencing that the Bidder is updated with its tax payment obligations, or Certificate of Tax exemption, if any such privilege is enjoyed by the Bidder.
• Certificate of Registration of the business, including Articles of Incorporation, or equivalent document if Bidder is not a corporation.
• Latest Audited Financial Statement for last 2 years or certified statements as

     equivalent.

Eligibility criteria

• The services provider should have proven experience in motor vehicle maintenance of more than 3 years.
• Should have well secured garage premises to ensure safety and security of UN official vehicles while under maintenance (also adequate space).
• Should have adequate, experienced and skilled workforce in motor vehicle maintenance i.e. motor vehicle mechanics, auto-electricians, panel beaters and spray painters and staff facilities.  
• Should be registered with the Registrar of Companies.
• Should provide at least three referees whom it has dealt with for the past 3 years

Submission details

What to submit

• Proposal
• Company Profile
• Valid Tax Registration/ clearance certificate
• Company registration certificate in Malawi
• Latest Audited Financial Statement for last 2 years or certified statements as

     equivalent.

• CV of key personnel

   

Your Proposal along with requested document, in sealed envelopes, shall reach to the following address latest by Monday May 7, 2018 at 12:30 hours (Malawi Local Time).

Deputy Resident Representative (Operations)

United Nations Development Programme

Plot 7, Area 40

P.O. Box 30135, Lilongwe 3, Malawi.

Interested Companies must provide information indicating that they are qualified to perform the services (brochure, description of similar assignments, experience in similar conditions, availability of appropriate skills among staff, etc…). Companies may associate to enhance their qualifications.

Companies will be selected in accordance with the procedure set out in the UNDP Procurement Guidelines and UNDP Financial Rules and Regulations.

The EOI and accompanying documents must be received in a sealed envelope no later by Monday May 7, 2018 at 12:30 hours (Malawi Local Time) clearly labeled “UNDP/MWI10/EOI/2018/002 – Vehicle Maintenance Services”. Documents sent by e-mail or facsimile will not be accepted. EOI received after the above deadline will not be considered.

EOI from suppliers failing to provide the request information will be disregarded. Invitations to bid and any subsequent purchase order will be issued in accordance with the rule and procedures of UNDP

This EOI does not entail any commitment on the part of UNDP, either financial or otherwise. UNDP reserve the right to accept or reject any or all EOI without incurring any obligation to inform the affected applicant/s of the grounds.

Interested companies may obtain further information at the below address.

procurement.mw@undp.org