REQUEST FOR PROPOSALS (RFP) N°09/010/DLA/2024
EGPAF Cameroon

295, Street 1795 | Yaoundé Bastos near Gendarmerie de Bastos| P.O. Box 35620, Cameroon
Supply and Delivery of New Motors Vehicles

FIRM DEADLINE: 22/10/2024 by 02:00 PM

CONTENTS
1. BACKGROUND ...................................................................................................................... 2
2. SPECIFICATIONS .................................................................................................................. 3
3. BIDDING REQUIREMENTS ................................................................................................. 7
4. PRICING INSTRUCTIONS .................................................................................................... 8
5. ADMINISTRATIVE REQUIREMENTS ................................................................................ 8
6. EVALUATION CRITERIA .................................................................................................... 9
7. TERMS AND CONDITIONS ............................................................................................... 10
8. TIMEFRAMES ...................................................................................................................... 11
1. BACKGROUND

The Elizabeth Glaser Pediatric AIDS Foundation is a global leader in the fight against pediatric HIV and
AIDS, working in 19 countries and at over 5,500 sites around the world to prevent the transmission of HIV
to children, and to help those already infected. Today, because of the highly successful work of the
Foundation and its partners, pediatric AIDS has been virtually eliminated in the United States. With a
growing global staff of over 1,000—nine of 10 who work in the field—the Foundation’s global mission is
to implement HIV prevention, care, and treatment programs; further advance innovative research; and to
execute strategic and targeted global advocacy activities to bring dramatic change to the lives of millions
of women, children, and families worldwide. For more information, please visit our page:
www.pedaids.org.

EGPAF works in partnership with the Ministry of Health to support HIV Prevention, Care and Treatment
and health systems strengthening services. EGPAF is mainly funded by PEPFAR through the Centers for
Disease Control and Prevention (CDC) and the United States Agency for International Development
(USAID).
ELIZABETH GLASER PEDIATRIC AIDS FOUNDATION Cameroon has his head Office in Yaoundé,
Bastos, registered under number M0914125000911Q and represented by Country Director Dr Patrice
TCHENDJOU.

2.SCOPE OF WORK
EGPAF requires a service provider to supply, and deliver four (04) new vehicles
• Lot1: Two 02 SUV, 4WD with 7 Seaters vehicles, Diesel
• Lot 2: Two (02) vehicles Double Cab 4WD with lockable canopies, Diesel.
3.TECHNICAL SPECIFICATIONS
3.1 MOTOR VEHICLES
The specifications listed below are the minimum requirements of the type of motor vehicles that EGPAF
requires. Bidders will be allowed to quote on vehicles with a higher specification.
Lot 1: Lot1: two (02) SUV, 4WD with 7 Seaters vehicles, Diesel
N° Specifications SUV, 4WD with 7 Seaters vehicles, Diesel
Convenience ✓ Air-conditioned
✓ Door Ajar Warning
✓ Door Courtesy Lamp
✓ Electric Windows Front
✓ Front Seat Reclining
✓ Light Remind Warning
✓ Power Socket Front - 12V, Rear - 12V
✓ Power Steering Electric (EPS) Speakers
✓ Steering Column Adjustments Manual/Tilt, Collapsible
✓ 7 Seaters. Front 1+1 Bench, Back: 3+2 Forward facing Bench;
✓ Steering Left-Hand-Driver
✓ Manual transmission
✓ Bluetooth Radio
✓ Number of doors: 5
Driver Support Systems ✓ Anti-Lock Braking system (ABS);
✓ Brake Assist (BA).
✓ Electronic Brake Force Distribution (EBD);
✓ Traction Control (TRC);
✓ Vehicle Stability Control (VSC)
Year Model ✓ Brand New
Dimensions (mm) Length: 4500- 5000; Width: 1700- 2000; Height: 1900- 2000cm;
Wheelbase: 2700- 2900
Front Brake & Rear
Brakes
Disc
Safety and Security ✓ Anti-Theft System Siren/Alarm + Immobiliser
✓ Centre Rear Seatbelt Standard 3-Point
✓ Central Differential Locking System;
✓ Child Lock Standard;
✓ Child Restraint System Standard.
✓ Front Airbag(s) Standard Driver + Passenger:
✓ Front Seat Belts ELR;
✓ ABS Anti-Lock Braking
Engine ✓ Maximum power (kw/rpm): 225/4000
✓ Electrics (volts): 12;
✓ Maximum torque (Nm/rpm): 700/1600-2600;
✓ Displacement: 3346;
✓ Number of cylinders: 4;
✓ Maximum power (bhp/rpm):: 302/4000
✓ Fuel tank capacity (Litres): minimum 90L;
✓ Fuel Type: Diesel;
✓ Fuel sedimenter w/warning buzzer & lamp;
✓ Clean air filter (pollen removal filter)
✓ Engine oil cooler
Tyre Information ✓ Front tyres: minimum R17;
✓ Rear tyres: minimum R17
Other Equipment ✓ All vehicles must be fully equipped with all basic tools for
self-roadside service such as jack and handle, wheel nut
spanner, emergency warning signs (triangle) and spare
wheel.
✓ owner’s manual and service schedule as a standard at no
additional cost with the vehicles;
Lot 2: Lot 2 two (02) vehicles Double Cab 4WD with lockable canopies, Diesel
N° Specifications vehicles Double Cab 4WD with lockable canopies, Diesel,
Convenience ✓ Emission stage standard 4 ;
✓ Co2 Emission Combined (gr/km) 181 ;
✓ Consumption Combined (L/100km): max 7L
✓ Consumption Urban (L/100km) Maximum 8L
✓ Consumption Extra Urban (L/100km) Maximum 7L
✓ Door Ajar Warning
✓ Door Courtesy Lamp
✓ Electric Windows Front
✓ Front Seat Reclining
✓ Light Remind Warning
✓ Power Socket Front - 12V, Rear - 12V
✓ Power Steering Electric (EPS) Speakers
✓ Steering Column Adjustments Manual/Tilt, Collapsible
✓ 5 Seaters. Front 1+1 Bench, Back: 3 Forward facing Bench;
✓ Steering Left-Hand-Driver
✓ Manual transmission
✓ Power steering Electric Power-Assist Steering (EPAS)
✓ Steering wheel w/audio controls Standard;
✓ Audio system multi-function display, AM/FM, SYNC IV,
minimum 10"touch-screen w/4 speakers
✓ Air conditioning Manual single zone - Power windows
Front & rear w/one touch up/down
Driver Support Systems ✓ Anti-Lock Braking system (ABS);
✓ Brake Assist (BA);
✓ Electronic Brake Force Distribution (EBD);
✓ Traction Control (TRC);
✓ Vehicle Stability Control (VSC)
Year Model ✓ Brand New
Dimensions (mm) Length: 5,000- 5,500; Width: 1,800- 2,000; Height: 1,700- 1,800;
Wheel Base: 3,200- 3,300 - ; Wading depth : 800 ; Box, height : 500-
550 ; Box, width : 1,500- 1,600 ; Box, length : 1,500- 1,650
Front Brake & Rear
Brakes
Disc
Safety and Security ✓ Anti-Theft System Siren/Alarm
✓ Centre Rear Seatbelt Standard 3-Point
✓ Central Differential Locking System.
✓ Child Lock Standard.
✓ Child Restraint System Standard.
✓ Front Airbag(s) Standard Driver + Passenger:
✓ Front Seat Belts ELR.
✓ ABS Anti-Lock Braking
Engine ✓ Engine type Turbo w/intercooler;
✓ Engine (cyl) minimum 4 ;
✓ Engine displacement (cc) minimum 1,900
✓ Engine power (kW/rpm) 125/3,500 ;
✓ Engine power (PS) 170 - Torque (Nm/rpm)
405/1,7502,500 ;
✓ Transmission 6-speed manual ;
✓ Fuel type Diesel ;
✓ Fuel tank capacity (L) 80;
✓ Suspension, front Double;
✓ wishbone - Suspension, rear Leaf-spring;
✓ Injection type Common rail ;
✓ Electronic-shift-on-the-fly 4x4 Standard ;
✓ Four-wheel-drive mode Selectable high- and low-range
✓ Engine oil cooler
Tyre Information ✓ Front tyres: minimum R16;
✓ Rear tyres: minimum R16
Other Equipment ✓ All vehicles must be fully equipped with all basic tools for
self-roadside service such as jack and handle, wheel nut
spanner, emergency warning signs (triangle) and spare
wheel.
✓ owner’s manual and service schedule as a standard at no
additional cost with the vehicles;
3.2 GUARANTEE
• The tenderer must give an express guarantee that all goods covered by this contract are satisfactory
design, material, parts and workmanship and are fit for the purpose for which they are required and
without latent defects;
• All vehicles offered must have a full a minimum three (3) year or 100.000 kilometers manufacturing
warranty;
• The vehicle supplied in term of this contract is required to have warranty/guarantee which is to be
effective on the date that EGPAF takes possession of the vehicles. The warrantee/guarantee must be
valid in accordance with the manufacturing standards of vehicle as stated by the vehicle manufacturer;
• The tenderer shall provide full details of the vehicle warranties/guarantees;
• Any damaged items as a result of manufacture or acquisition, transportation, storage and delivery
must be replaced with new and unused item; Repair to damaged items will not be accepted.
• The tenderer shall provide a technical support number to be used by EGPAF for any technical queries;
• The tenderer shall have vehicle components and genuine spare parts locally available for a period as
determined by industry standards;
3.3 REGISTERED MOTOR DEALERS
EGPAF will only accept tenders from entities that are registered motor dealers or manufacturers. Tenderers
are required to provide either of the following:
• Documentary proof that they are in fact registered as a “motor dealer or manufacturer”; or
• A copy of the franchise agreement or dealer agreement with the Original Equipment Manufacturer;
or
• A letter from the Original Equipment Manufacturer’s delegated authority confirming that the
tenderer is an approved dealer for all the vehicles offered on tender.
EGPAF may send the motor vehicle to a service provider of their choice for any maintenance and repairs
after the warranty plans, service and maintenance plans have expired. Any accessories being offered, e.g.
tow bars must be homologated where appropriate and meet the vehicle manufacturers’ requirements
4. DELIVERABLES
The following must be submitted as part of the technical proposal:
• This tender is for the supply and delivery of four (04) new vehicles:
Lot1: two (02) SUV, 4WD with 7 Seaters vehicles, Diesel
Lot 2: two (02) vehicles Double Cab 4WD with lockable canopies, Diesel. Vehicles conforming to the
technical specification above
• All vehicles must be supplied with the manufacturer’s approved certificate to be supplied. The vehicle
identification number (VIN) must be sticked on the vehicle.
• The tender must provide the full specification of the vehicles they quoted
• Vehicles must be delivered at CIF Version 2020 DOUALA PORT
4.1 THE FOLLOWING MUST BE SUBMITTED AS PART OF THE FINANCIAL PROPOSAL:
i. The bidder can submit a proposed cost in XAF (Taxes exclusives) or in US Dollars with the following
specification / commercial offer on the required vehicles and additional ad-hoc services on official company
letterhead as per Pricing Schedule :(Custom code of the goods; the price Ex word 2020, The FOB 2020
Price at the port of shipment, and the Price CIP 2020 Douala,).
ii. If there is any additional cost for service, it must be indicated as part of the costing proposal.
iii. The tenderer must guarantee that all items supplied under the contract are brand new and unused.
Furthermore, the insurance of vehicles against loss, theft or damage incidental to manufacture or
acquisition, transportation, storage and delivery will be the responsibility of the tenderer until the handover
of the vehicle to EGPAF or its agents has occurred.
iv. EGPAF will not take possession of any vehicle exceeding 10 km on the odometer of the vehicle at
the time of delivery, unless such a vehicle needed to be moved for conversion or the fitment of accessories.
v. The tenderer shall guarantee the availability of a full range of spare and the workshop for maintenance
locally available for a period as determined by industry standards.
vi. Tenderers will be evaluated on the total price, should there be any calculation error on the total price,
the evaluation will be based on the corrected amount accepting that the amounts in the main and sub-items
are correct
5. EVALUATION CRITERIA
Only submissions that meet the technical specifications in all aspects as stipulated in these terms of
reference will be considered. Evaluation will be split into 3 stages:
Evaluation Criteria for Proposals
The evaluation of proposals will be managed by an Evaluation Committee which will prepare a shortlist
of applicants that meet the eligibility for appointment. EGPAF will use the shortlist drawn by the
evaluation committee to recommend applicant(s) to be appointed.
The evaluation process will be conducted according to the following stages:
• Stage 1: Assessment of administrative compliance with eligibility criteria. Applications that do
not comply will not be evaluated further.
• Stage 2: Assessment on specification of services competency focusing on the ability to fulfil the
required scope of work. Applicants need to achieve a score of at least 70 out of 100 points of
the specification of services competency requirements to progress further. Selection will be
done by an evaluation committee.
• Stage 3: The final stage of evaluation will be the application of the preference points system price
at 80 points.
For applicants that satisfy the eligibility criteria and the administrative requirements, the weighting of the
overall specification of services competence score is as follows
EVALUATION STAGE 1: CORRECTNESS AND COMPLETENESS
Bidders must provide the above documentation as specified. EGPAF reserves the right to reject any tender
submission found to be incomplete or illegible. Non-submission of the following documents will lead to
immediate disqualification:
• Valid Tax Compliance Certificate
• Detailed quotation
• Declaration of interest
• Proof of registration as registered motor dealer or manufacturer as contemplated
ADMINISTRATIVE EVALUATION
ADMINSTRATIVES ITEMS YES OR NO
1 Completed and Signed Declaration of Interest
2
Supporting documents applicable for a Company:
• Certified copy of Company Registration Document that reflect Company Name,
Registration number, date of registration and list of active Directors or Members.
3 Confirmation of Banking Details not older than 3 months, by means of a stamped letter
from the bank
4 Valid Tax Compliance Certificate (less than three months)
5 A letter from the Original Equipment Manufacturer’s delegated authority confirming that
the tenderer is an approved dealer for all the vehicles offered on tender
• STAGE 2: TECHNICAL EVALUATION
Bidders whose bids contain all mandatory requirements will be evaluated on price. Bids that do not
meet these requirements will be excluded from the process. Technical evaluation will be weighted
70% of the final Score.
TECHNICALS ITEMS Marks
1 Technical specification:
Provide the technical description of the proposed vehicule precising the specific elements
as:
• Model of vehicule
• Engine type and model
• Vehicule brochure with images in and out
• Conveniences,
• Tyres, driver support
• Equipment
All the requirements are met or above: 30 Points or 5 points for each one meeting the
requirement
30
2 Past performance: Proof that your company has adequate capacity to handle the volumes
of items in this tender:
The tender must submit a minimum of five (5) written contactable reference letters of
recent and current similar services for the last three years; The references should include
the name of the customer, the nature of the goods/services that were provided and the
contact’s name, telephone number and email address of the reference for the pass four 04
years
(5 or more reference letter attached = 20 points 3 - 4 reference letters attached = 10 points
1 – 2 reference letters attached = 05 points No reference letter attached = 0 points)
20
3 The service provider must submit a company profile indicating the core activities and
number of years the service provider has been providing vehicle purchase.
(Five (5) years and above company experience = 10 Points; Four (4) years company
experience =5 Points; Three (3) years and above company experience = 2 points; Below
two (2) years company experience = 0 points)
10
4 Delivery Time: Clear timeline on the delivery of the items
NB: The timelines provided in the bidding process will be used as the basis for
contracting
Less than one (1) months = 20 points, Two (02) months = 10 points; Three (03) months
= 5 points; Others = 0 points)
20
5 Documentary proof that they are in fact registered as a “motor dealer or manufacturer”; or
A copy of the franchise agreement or dealer agreement with the Original Equipment
Manufacturer; or
A letter from the Original Equipment Manufacturer’s delegated authority confirming
that the tenderer is an approved dealer for all the vehicles offered on tender
Proof of Registration letter attached = 10 points, no letter attached = 0 points
10
6 Warranty: Detailed Quotation and technical brochures including the term of warranty
of the vehicle
NB: The tenderer must specify the validity of the Bid
Attached Quotation with all requirements needed = 10 points, Quotation not meet
requirement or no Quotation attached = 0 points
10
To be considered technically responsive for the tender for this tender, Bidders should have a
minimum score of 80 points out of the 100 points above. Only tenders that score 80 points and
above will have their financial proposals considered.
STAGE 3: PRICE AND FINAL SCORE
The Price will be weighted 30% of the final score
A- FINANCIAL OFFER = (Lowest price / another price) X 100
The lowest amount will be scored 100.
B- FINAL SCORE (BEST VALUE)
FINAL SCORE: (Technical score) x 70%+ (Financial Note) x 30%
The Company receiving the highest score will be considered the Best Bidder and will be
awarded the contract.
Each Lot can be granted separately at the discretion of the foundation.
6. TERMS AND CONDITIONS
Invitation not an offer
This bid serves an invitation to facilitate a requirement-based decision and not an offer to do business with
EGPAF. Bidders making enquiries on the tender information may notify EGPAF by email only at the email
address provided for communication.
Bid Validity
The prices quoted shall remain firm for a period of at least 90 days after the closing date of this bid.
Language
The submission prepared by the bidder including correspondences and documents relating to this bid
shall be written in the English or French language.
Preparation Costs
The bidder shall be responsible for all its costs incurred in preparing, submitting and presenting any
response to this bid and all other costs incurred by it throughout the bidding process.
Due Diligence
EGPAF reserves the right to conduct due diligence on the prospective bidder prior to final award of the
contract. This may include site visits, requests for additional information and presentations.
Awarding of Contract
EGPAF will award the contract to the successful tender subject to proven relevant experience providing the
required services including the ability to deliver effective and reliable services. The successful bidder shall
not be insolvent, in dissolution, bankrupt or in the process of being wound up and is not the subject of legal
proceedings relating to such matters.
Discretion
EGPAF reserves the right to accept or reject any bid and to cancel the bidding process and reject all bids at
any time, whether before or after the closing date of this bid without attracting any liability. Also, EGPAF is
not bound to accept the lowest price(s) quotation and may award to the most economically advantageous bid.
EGPAF may at its discretion award this bid to more than one (1) bidder.
Information Validity
EGPAF has made reasonable efforts to ensure accuracy in compiling the terms of reference for this project.
The bidder is deemed to have examined the terms of reference, and any other information supplied by
EGPAF to the bidder an have satisfied itself as to the correctness and sufficiency of such before submitting
its proposal. Also, neither EGPAF nor its employees or agents will be held liable to the bidder or any third
party for any inaccuracy or omission in this bid.
7. TIMESFRAMES
Bids must be submitted to Cameroontenders@pedaids.org NOT LATER than 5:00 PM on the 22
October 2024 using Cameroon times
PLEASE NOTE: No telephonic queries will be entertained by any EGPAF Procurement staff member.
Written questions must be emailed Cameroonprocurement@pedaids.org. with the tender reference in
the subject line. Questions may be submitted until 5:00PM on the 16 Octobre 2024
Failure to provide any of the above specifications and requirements may be considered
non-responsive and disqualify the applicant from final selection.
ETHICAL BEHAVIOUR
As a core value to help achieve our mission, the Foundation embraces a culture of honesty,
integrity, and ethical business practices and expects its business partners to do the same.
Specifically, our procurement processes are fair and open and allow all vendors/consultants equal
opportunity to win our business. We will not tolerate fraud or corruption, including forging program
outputs, kickbacks, bribes, undisclosed familial or close personal relationships between vendors
and Foundation employees, or other unethical practices. If you experience or suspect unethical
behavior by a Foundation employee, please contact our Fraud Investigations team at
fraud@pedaids.org or the Foundation’s Ethics Hotline at www.reportlineweb.com/PedAids/. Any
vendor/consultant who attempts to engage, or engages, in corrupt practices with the Foundation
will have their proposal disqualified and will not be solicited for future work.