Procurement of Vehicle Insurance

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Quotation are invited for Procurement of Vehicle Insurance Afghanistan INVITATION TO BID ITB No N 83 2020 AFGCONTRACT FOR PROCUREMENT OF VEHICLE INSURANCE AFGHANISTANDate 20th May 2020Dear Sir Madam You are kindly requested to submit your bid for services described in this ITB Bidders requesting clarification on provisions stipulated in this ITB shall communicate those in writing to afg tenders idlo int not later than 72 hours prior to the deadline for submission of bids The requests for clarification should have Request for clarifications for ITB No N 83 2020 AFG mentioned in the subject By submitting a bid in response to this information bidders are confirming acceptance of IDLO s General Terms and Conditions and Payment Policy of within 30 days after delivery of the services on presentation of complete and correct invoice This ITB is comprised of Instructions to biddersTerms of Reference Technical Specifications Annex ABid Submission Form Annex BPrice Schedule Annex CIDLO Special Conditions of Contract Annex DIDLO General Terms and Conditions for the Procurement of services Annex ESupplier Code of Conduct Annex FBids shall be submitted to the following secure e mail address afg tenders idlo int no later than 4th June 2020 16 30 Kabul local time The prices will remain unchanged during the period of contract implementation Email should have Bid for ITB No N 83 2020 AFG mentioned in the subject line Bids shall not exceed 20MB in size Instructions to Bidders Qualification Requirements Bidders are required to submit the following documents to ascertain their qualification a Valid Tax Compliance Certificate b Valid Business licence c Authorized Representation in Afghanistan d Corporate Bank Account e Copy of National Identity Card NIC and valid passport for vetting purposes f Proof of 2 similar previous experiences proven copy of Contract recommendation letter in provision and delivery of similar services in the last 2 to 3 years g Submit physical address and contact details of office branches h Annexes B C duly filled signed and stampedFailure to submit the required documentation above will result in disqualification from the bidding process Determination of Bids ResponsivenessPrior to the detailed evaluation of bids IDLO shall determine whether each bida has been properly signed b is substantially responsive to the requirements Bid Errors correction Bids determined to be substantially responsive shall be checked by the IDLO for any arithmetic errors Errors shall be corrected by the IDLO as follows a where there is a discrepancy between the amounts in figures and in words the amount in words shall govern andb where there is a discrepancy between the unit rate and the line item total resulting from multiplying the unit rate by the quantity the unit rate as quoted shall govern c The amount stated in the bid shall be adjusted by IDLO in accordance with the above procedure for the correction of errors and shall be considered as binding upon the Bidder Bidders may revise their bids up to the closing date and time revised bids should be clearly marked with revised bid No changes to bids will be accepted after the bid has closed this includes any price revision Evaluation Criteria Evaluation of bids will be done according to 1 Full submission of pre qualification documents2 Required Annexes duly completed and signed3 Technical responsiveness of the bid4 Qualification of the bidder if applicable 5 PriceAward of Contract IDLO shall award the Contract s to the Bidder s whose offerare been determined to be the lowest evaluated bidder s substantially responsive to the ITB IDLO reserves the right to accept or reject any bid and toannul the solicitation process and reject all bids at any timeprior to award of contract without thereby incurring anyliability to the affected Bidder s or any obligation to informthe affected Bidder or Bidders of the grounds for the IDLO sdecision Late Bid Submission Late bids or bids received through another channel than theone mentioned in this ITB will be automatically disqualified Partial bids Partial bids are not permitted Validity of bids 90 days from deadline for submission of bids Currency of bids USD Required attachments to the bid The bid will consist of Annexes B and C duly completed Documents referred to under QualificationRequirements if required Any other supporting documents that bidderconsiders relevantThis Invitation to Bid is not construed in any way as an offer and or commitment to contract withany company 4ITB No N 83 2020 AFGAnnex A Terms Of ReferencesProvision Of Vehicle Insurance ServicesIDLO Country Office Kabul AfghanistanBackground International Development Law Organization hereafter referred to as IDLO is an intergovernmentalorganization that is currently continuing implementation of three major rule of law programs Continuing Professional Development Support CPDS Supporting Access to Justice in Afghanistan SAJA II and Reducing the Impact of Insecurity on Afghanistan s Legal System RIAALS through which it aimsto increase the ability of the Afghan legal system to provide fair efficient and equal justice to all citizensand to improve prevention and protection for women and children from harm exploitation discrimination and abuse including sexual and gender based violence and trafficking in persons IDLO isintent on acquiring the service of reputed Insurance Company to provide Comprehensive and Thirdparty insurance at competitive rates for its transport fleet The fleet consists of 8 vehicles of differentmodels types and capacities The fleet operates exclusively within Kabul Afghanistan Objectives Insurance is mandatory under the motor vehicle Act Therefore IDLO must acquire a Motor VehicleInsurance Policy for the maximum coverage required under Afghan law against theft accidental political violence and third party liability IDLO will be looking for the benefits of the insurance carrier innovative features and hassle free claims processing Breakdown of the requested benefits Physical Damage Protection against theft collision glass breakage or other physical perils forour vehicles Excluding war civil war strikes riots civil commotion etc 500 000 limit peroccurrence deductibles per vehicle to be noted on the quote Mandatory local third party insurance Excess Third Party Liability Coverage for damages IDLO becomes legally obligated to pay to athird party due to bodily injury or property damage This layer of liability coverage will sit ontop of the local auto liability requirements The limit quoted is for 1 000 000 per vehicle peroccurrence Political Violence Damage to IDLO vehicle arising from war terrorism civil commotion riot strike etc Limit and deductible to be noted on the quote The deductible will be an annualaggregate basis Covered claims to be paid after the deductible is met one time during thepolicy period up to the annual aggregate limit 1 000 000 Personal accident insurance Personal accident insurance for driver or passengers no fault Accidental Death Dismemberment benefits for the driver or passengers of insured IDLO vehicles includingemployees volunteers or any third party passengers This also will cover vehicle accidentsarising out of acts of war and terrorism Price to be submitted as premiums per vehicle based 5ITB No N 83 2020 AFGon the location and number of passengers less than 7 passengers The policy being requestedshould provide coverage within the limits below Limitso Accidental Death Dismemberment Permanent Total Disablement 25 000 perinsured persono Children up to age 15 All Benefits 10 000o Per occurrence event limit 125 000o Policy aggregate limit 250 000Details on each of the vehicles can be found in the attached Excel spreadsheet Additional informationand details include 1 Security at the garaging sites Access to all IDLO compounds are controlled by unarmed securityguards Vehicles are parked in a secure car park and no vehicle is driven outside of the compoundunless authorized by the IDLO Security Department Movements are restricted to Kabul and amaximum of 20km outside the city center of Kabul 2 Maximum Number of vehicles and value at any one location Maximum exposure at any onelocation Please see the attached list for vehicles 3 Do the vehicles travel in convoy If so how many vehicles in one convoy IDLO vehicles do nottravel in convoy 4 A Maximum convoys on road at any given time N A Maximum number of vehicles at garaginglocation 8 Kabul City 5 Convoy security details N A6 Details of the Security Company IDLO does not use a security provider for road missions Roadmissions are conducted by an IDLO driver in Kabul and occasionally IDLO Security Officeraccompanies the driver 7 Security protocol for on road risk IDLO has detailed Standard Operating Procedures relating to allmovements by road Drivers have been and continue to be trained in these protocols All vehiclesare tracked during movements 8 Details on locations and routes where the vehicles will be used various locations within Kabul cityand a maximum of 20 km outside the city center No route names numbers available 9 What is the general use and purpose of the Vehicle i e in terms of how many trips per day week what distances transporting clients Day to day use is largely in the city center and peripheralPolice Districts Vehicles are used to transport IDLO staff for their daily meetings workshops training classes and social event

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