REQUEST FOR PROPOSALS (RFP) FOR FLEET MANAGEMENT SERVICES CONTRACT
Maseru City Council (MCC) invites suitably qualified companies to submit Proposals for a two-year contract to provide comprehensive Fleet Management Services. This contract will cover the management of the Council’s fleet, which consists of 48 vehicles, including trucks, taxis, cars, and vans. The selected contractor will be expected to ensure optimal performance and cost-efficiency in line with the specifications outlined below.
KEY REQUIREMENTS AND SPECIFICATIONS
• GPS Tracking: Real-time monitoring of vehicle locations for enhanced fleet visibility.
• Route Optimization: Effective route planning to minimize fuel costs and travel time.
• Maintenance Management: Scheduling and tracking vehicle maintenance to ensure fleet reliability and reduce downtime.
• Fuel Management: Monitoring fuel consumption and expenses to optimize usage and manage costs effectively.
• Driver Management: Tracking driver behaviour and performance to ensure safety, efficiency, and compliance with MCC’s standards.
• Telematics: Collecting and analysing data on vehicle operations to improve fleet performance.
• Compliance Monitoring: Ensuring that all vehicles comply with legal, safety, and environmental regulations.
• Reporting and Analytics: Generating reports and providing data-driven insights for continuous fleet management improvements.
Eligibility Criteria:
• Locally registered companies.
• Companies must demonstrate relevant experience and expertise in fleet management, particularly in areas mentioned above.
• A proven track record of working with government or large organizations at least three (3).
• Bidders must submit a recent bank statement (3 months prior to the publication date of the tender).
Finance Requirements:
Financial Proposal: Bidders must submit a detailed financial proposal, including the breakdown of costs for the full term of the contract. The proposal should cover the following:
– Initial setup costs (if any).
– Monthly management fees.
– Costs associated with fuel, maintenance, and repair management.
– Breakdown of any additional costs for services outside the scope of the standard contract (e.g., emergency repairs, vehicle replacement).
Financial Stability: Bidders must demonstrate financial stability to ensure they can manage the full contract term. This includes a review of their financial statements for the past two years.
Payment Terms: Proposals should include detailed payment terms, including any upfront payments, milestone payments, and regular invoicing details.
MANDATORY REQUIREMENTS:
Original bid Document (labelled in bold on the original document), and five copies. Copy 1, Copy 2, Copy 3, and Copy 4 (labelled in bold on each of the four copies).
– Tax Clearance Certificate.
– Trader’s License.
– A refundable bid security of M30, 000.00 in the form of a Bank Guarantee.
– Proof of payment of municipal service fees.
Failure to comply with any of the above mandatory requirements will result in the proposal being considered non-compliant and will lead to disqualification.
Terms and Conditions:
– Acceptance of any proposal will not necessarily be based on the lowest price.
– Bidders must adhere to the specifications and requirements outlined in this RFP.
– Proposals must remain valid for a period of 90 days from the date of submission.
TERMS OF REFERENCE
The Terms of Reference (TOR) for the Fleet Management Services contract will be sold separately. Interested bidders are advised that the TOR documents will be available for sale at the Procurement Unit, Office No. 308, Maseru City Council on the 18th February 2025. The fee for the Terms of Reference is M2000.00, payable at the Maseru City Council Accounts Office.
SUBMISSION OF PROPOSALS
All proposals, including the original and five copies, must be deposited in the Tender Box located at Maseru City Council labelled as follows:
MASERU CITY COUNCIL FLEET MANAGEMENT
The Town Clerk
Maseru City Council
P.O. Box 911
Maseru 100, Lesotho
PROPOSAL OPENING AND DEADLINE
Proposals must be submitted by 10 March 2025, on or before 10:30 AM. Proposals will be opened in the presence of bidders or their representatives who choose to attend at 10:30 AM on the same day at the Maseru City Council 3rd Floor (Foyer near the Boardroom).
CONTACT INFORMATION
For clarifications on this RFP, please contact the Procurement Unit via email at [email protected] or by phone at 57220011.
DISCLAIMER
Maseru City Council reserves the right to accept or reject any or all proposals or to annul the RFP at any time without incurring any liability to any bidder or proposer. The Council is also not bound to accept the lowest or any bid.