BAYLOR COLLEGE OF MEDICINE CHILDREN’S FOUNDATION LESOTHO
RFP #: BAYLOR-COE RFP-2025-02
REQUEST FOR PROPOSAL– PROVISION OF CAR WASH SERVICES
BACKGROUND
The Baylor College of Medicine Children’s Foundation – Lesotho (BCMCFL), is the result of a public-private partnership between Baylor College of Medicine International Paediatric AIDS Initiative (BIPAI) and the Government of Lesotho, and is a legal, non-profit/tax-exempt organization registered in Lesotho. BCMCFL provides free paediatric and family-centred HIV and tuberculosis prevention, care, treatment and support, serving thousands of children and families affected by HIV, TB, or other child health conditions.
REQUIREMENTS
In order to achieve its mission, the Foundation seeks to engage locally registered and eligible service providers, situated in Maseru Urban, for a period of 12 months to provide car wash services for its fleet of vehicles (about 66). Interested service providers are therefore invited to submit a competitive proposal for provision of car wash services.
SCOPE OF WORK
The services to be provided include but are not limited to:
• Exterior and interior vehicle cleaning
• Engine cleaning (upon request)
• Waxing and polishing
• Vacuuming and dashboard detailing
• Window and mirror cleaning
The number and type of vehicles may change during the contract implementation. Below is a list of vehicles:
Description of Vehicle and Quantity
| Description of Vehicle | Quantity |
|---|---|
| Toyota Fortuner | 22 |
| Toyota Corolla | 2 |
| Nissan Hardbody | 1 |
| Toyota Hilux | 21 |
| Hino 4 Ton Truck (Mobile Clinic) | 2 |
| Iveco 10 Ton Truck (Mobile Clinic) | 4 |
| Quantum (Ambulance) | 5 |
| Ford Ranger | 9 |
| TOTAL | 66 |
COMPLIANCE TO CONDITIONS
Bidders must provide the following documents in addition to the proposal, to be considered:
• Company profile
• Copy of Valid Relevant Trading License or Business Identity
• Copy of Valid Relevant Tax Clearance Certificate
• Copy of VAT Registration Certificate (If applicable)
• List of corporate clients provided with similar services for the past two years (must include contract date and duration, contact names, numbers and email addresses)
• At least two reference letters from organizations where similar services were provided. All references will be contacted.
• Fill and submit forms attached (Attachment A and B)
N/B: Failure to comply with any of the above conditions and/or submit any of the above requirements shall lead to automatic disqualification for further evaluation due to non-compliance.
Proposals must include clear information of the following:
• Methodology (description of car wash process, service duration and business operating hours)
• Personnel and procedures (number of staff and positions, safety and quality assurance procedures)
• Equipment (list of equipment and cleaning materials used)
• Statement of liability for damages
• Detailed pricing (cost per vehicle per type of service, optional services and their costs)
COORDINATION AND REPORTING
BCMCFL Administration Office assisted by BCMCFL Transport Coordinator and/or Transport Coordinator Assistant will be the direct contact for the day-to-day administration of the contract.
DURATION OF THE ASSIGNMENT
The initial contract will be for the duration of 12 months with possibility of extension upon satisfactory service between parties.
CONTRACTOR RESPONSIBILITIES
The Foundation will enter into service level agreement with the service provider for a period of one year. Contractor will provide on-going car wash services to BCMCFL fleet. The responsibilities of the contractor will be to:
• Provide BCMCFL vehicles with car wash services on a credit basis at least four times (weekly) in a month per vehicle
• Provide car wash services only upon presentation of BCMCFL name tag and approved Car Wash Requisition Form
• Ensure that both the Car Wash Attendant and BCMCFL Driver sign on the Car Wash Requisition Form
• Ensure that monthly statement and original Invoices (VAT Invoices if applicable) are submitted to BCMCFL on or before 5th of the following month for payment
FOUNDATION RESPONSIBILITIES
The following will be the responsibilities of BCMCFL Lesotho:
• Share with the Contractor an updated list of BCMCFL vehicles
• Share with the Contractor the list of signatories of people approved to authorize
• Properly fill in the necessary information (Date, Reg. Number, Driver and Authorizing Officer’s names) on the Car Wash Requisition Form
• Ensure the Car Wash Requisition Form is duly approved before a car goes to the car wash
• Full payment will be made by the Foundation to the service provider within 30 working days following provision of services and receipt of invoice from the service provider with attached receipts signed by BCMCFL driver when vehicle was washed
• The Foundation will ensure that each invoice is paid on time upon receiving correct invoice from the service provider
BID EVALUATION
| Criteria | Points |
|---|---|
| Administrative Requirements | Pass or Fail |
| Past Experience and Capabilities | 30 |
| Technical Approach | 40 |
| Financial Proposal | 30 |
RFP IMPORTANT DATES
| No. | Event | Date |
|---|---|---|
| 1 | Issue Advert | 19 June 2025 |
| 2 | Pre-Bid Meeting | 2 July 2025; COE Classroom @11:00am |
| 3 | Clarification request deadline | 10 July 2025 |
| 4 | Closing date for submission – No submission will be accepted after the closing time | 15 July 2025 @1:00pm |
SUBMISSION REQUIREMENTS
The company must submit one original and two copies of its proposal submission document clearly marked “ORIGINAL” and “COPIES” as appropriate. Both envelopes must be placed in one outer envelope clearly marked “PROVISION OF CAR WASH SERVICES FOR BAYLOR FOUNDATION LESOTHO FLEET”. Envelopes should not bear any identification of the tenderer. The RFP must be submitted on or before Tuesday 15 July 2025 at 13H00 local time. Late submissions will not be accepted.
CLARIFICATIONS
All requests for clarification regarding this RFP must be sent by email not later than 10 July 2025 to [email protected] referencing RFP #: BAYLOR-COE RFP-2025-02 on the subject line.
KEY CONTRACT TERMS
The anticipated contract type is Firm Fixed Price. All deliverables provided to the Foundation must be furnished for the use of the Foundation without royalty or any additional fees.
ADDITIONAL INFORMATION
The proposal and communication should be identified by the unique RFP# reflected on the cover page of this document. Any exceptions to the requirements or terms of the RFP must be noted in the proposal. This RFP is a request to receive a proposal which shall be considered and treated by the Foundation as offer to enter into an agreement. The Foundation shall not be obligated for the payment of any sums whatsoever until and unless a written contract between the parties is executed. Price shall be quoted in Maloti. BCMCFL shall use its best endeavours to ensure that funds provided under this proposal do not provide direct or indirect support or resources to organizations and individuals associated with terrorism, promote or advocate the legalization or practice of prostitution or sex trafficking and assistance to drug traffickers. If, during the course of this proposal, BCMCFL discovers any link whatsoever with any organization or individual associated with any or all of these, they shall be excluded or disqualified from the process.
Equal Opportunity Notice: The BCMCFL is an Equal Employment Opportunity employer and represents that all qualified vendors will receive consideration without regard to race, color, religion, sex, or national origin.
DISCLAIMER
- Baylor College of Medicine Children’s Foundation Lesotho is not bound to award the contract to a Proposal with the lowest or any evaluated cost
- Baylor College of Medicine Children’s Foundation Lesotho reserves the right to cancel the tender process, extend the proposals submission date, and accept/reject any or all proposals at any time at its sole discretion without assigning any reasons thereof
- BCMCFL reserves the right to terminate the agreement should the service provider be unable to fulfil its expected obligations. The full terms and conditions of the procurement will be incorporated within the signed contract between BCMCFL and the service provider
Download full RFP here!