Відкритий тендер на послуги водія

Date:  02 September 2024

Subject: Informal Solicitation for Bids for Services of Driver 

The International Foundation for Electoral Systems (IFES) invites your firm to participate in this competitive solicitation for pricing, delivery, and terms of the potential sale of the following services for the IFES office in Kyiv, Ukraine. IFES reserves the right to reject any and all offers, to add, delete, or modify any element of the solicitation at any time without prior notification and without any liability or obligation of any kind. This solicitation does not obligate IFES to enter into a contract nor does it obligate IFES to pay any costs incurred in the preparation of submission of any Response.  

BACKGROUND 

IFES is an independent, non-governmental organization (NGO) with headquarters registered in the United States of America. IFES supports citizens’ rights to participate in free and fair elections. Our independent expertise strengthens electoral systems and builds local capacity to deliver sustainable solutions. As the global leader in democracy promotion, we advance good governance and democratic rights by providing technical assistance to election officials, empowering the underrepresented to participate in the political process and applying field-based research to improve the electoral cycle. Since 1987, IFES has worked in over 145 countries – from developing democracies, to mature democracies. 

DESCRIPTION OF GOODS AND/OR SERVICES 

IFES Ukraine office requires a full-time driver (PE) from September 15, 2024, to August 31, 2025.

A driver will be responsible for providing the following services to IFES Ukraine:

• Provide transportation and courier services on the personal car within and outside of Kyiv, as well as within and outside Ukraine;
• Drive vehicles in a safe and effective manner;
• Assure timely meeting of guests in the airport and other facilities;
• Keep a logbook of the vehicle;
• Prepare accident and incident reports as necessary;
• Provide safety briefing to passengers;
• Ensure that IFES storage facilities are properly secured and maintained in good condition;
• Help in ensuring proper utilization and maintenance of assets;
• Ensure that logbooks are accurately filled and reported;
• Support in planning for freight transport;
• Run errands (mailing, courier);
• Support in completion of administrative and logistical office tasks;
• Support the office with any other task as requested by the management.

The service provider should:

• Provide full insurance covering the vehicle, driver, passengers, and any other third parties.
• Possess and provide evidence of a valid driver’s License and a clean driving record.
• Maintain a professional appearance, dress code: business casual.
• Be available to work after regular working hours, on weekends on short notice, including travel with overnight stays, if needed.
• Be able to complete a first-aid training course if requested.

REQUIREMENT TO THE VEHICLE:

• Vehicle should fit 5 persons comfortably, including the driver, and possess functioning three-point seatbelts for all passengers, airbags, air-conditioning, and brakes.
• Vehicle must be properly licensed by the government of Ukraine. In case of any dispute between the driver and the police, the service provider has the responsibility to settle it at its own cost.
• Vehicle should have a minimum manufacture date of 2014 and have no visible signs of aging or decay.
• Types of acceptable vehicles are compact SUVs, mid-size sedans, and station wagons.
• Vehicles must be cleaned regularly and be absent of any personal items while the driver and vehicle are providing services to IFES Ukraine.
• Vehicle should include a first-aid kit, spare tire, car jack, and jumper cables.
• Vehicle must have undamaged windshield, and glass, and be equipped with new tires.
• Service provider shall be solely responsible for all costs associated with the vehicle, including vehicle upkeep, fueling, and oil changes.

Vehicle must be fully insured on accidents.

REQUIRED COMPETENCIES:

• Technical proficiency in vehicle maintenance;
• Excellent knowledge of the Driving Regulations of Ukraine;
• Good command of English and Ukrainian;
• Good interpersonal skills, and punctuality;
• Ability to work effectively in a multi-cultural team;
• Willingness to adhere to all principles of confidentiality;
• Ability to show initiative, be self-organized;
• Ability to travel outside of Ukraine on a legal basis.

REQUIRED SKILLS AND EXPERIENCE:

• Valid driving license (min cat. B, preferable – all);
• At least 5 years of professional driving experience;
• Good communications skills;
• Good command of English language.

PRICING

Pricing must be in US Dollars. The proposed price offer should contain a detailed cost, with all applicable taxes/charges clearly identified, provided against each of the categories of services described in this request.

IFES is VAT exempt in Ukraine, and the selected contractor must honor this exemption.

Applicants are required to fill in the table with their desired salary and compensation for car usage.

Car compensation is covered by kilometers and includes:

• Vehicle rate of depreciation;
• Gas;
• Oil and any lubricant materials;
• Car maintenance;
• Full car insurance including comprehensive cover;
• Car cleaning.

SCHEDULE OF EVENTS

Responses Due                                                          September 08, 2024, 23:59 Kyiv time

The schedule noted above may be changed at any time in the sole discretion of IFES. All communication must adhere to this schedule and shall be to the attention of Maksym Dovgyi ([email protected]). The subject of the e-mail should contain the text “Tender proposal. Driver” and the name of the company.

Interested candidates are invited to submit the following information:

• CV;
• Copy of driving license;
• Info about the vehicle (year of manufacture, model, condition, pictures of exterior and interior). IFES may request to provide a vehicle for the check.
• List of references.

The deadline for applications is 23:59, 8 September 2024 (Kyiv time).

GENERAL TERMS AND CONDITIONS

1. IFES will only consider responsive Responses from responsible contractors for award.
2. Collusion is strictly prohibited. Collusion is defined as an agreement or compact, written or oral, between two or more parties with the goal of limiting fair and open competition by deceiving, misleading, or defrauding a third party.
3. Prices quoted must be valid for entire anticipated period of contract (12 months).
4. Unit prices are required and in the case of discrepancies between unit price and total price, the unit price will be taken as reference basis in the evaluation.
5. All procurement will be subject to IFES contractual terms and conditions, and contingent on the availability of donor funding.
6. IFES reserves the right to accept or reject any quotation or stop the procurement process at any time, without assigning any reason or liability.
7. IFES reserves the right to accept all or part of the quotation when awarding the contract.
8. All information provided by IFES in this solicitation is subject to change at any time. IFES makes no certification as to the accuracy of any item and is not responsible or liable for any reliance on or use of the information or for any claims asserted therefrom.
9. IFES reserves the right to require any prospective contractor to enter into a non-disclosure agreement.
10. The solicitation does not obligate IFES to pay for any costs, of any kind whatsoever, which may be incurred by the prospective contractor or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of IFES.

IFES has zero tolerance for fraud. Fraud is any act or omission that intentionally misleads, or attempts to mislead, to obtain a benefit or to avoid an obligation.  If you have concerns about potential fraud in any way related to IFES projects, contracts or activities, please contact IFES’ Compliance Hotline at [email protected] or at +1 202-350-6791.