Friday, April 21, 2017

Plan International,ToR for the Provision of Vehicle Tracking System 2017



Plan International was founded over 75 years ago with a mission to promote and protect the rights of children. The organisation was set up by British journalist John Langdon-Davies and refugee worker Eric Muggeridge in 1937, with the original aim to provide food, accommodation and education to children whose lives had been disrupted by the Spanish Civil War.
Langdon-Davies conceived the idea of a personal relationship between a child and a sponsor a model that puts the child at the centre, and remains the core of what we do. Today, Plan International is a global organisation that is active in over 70 countries to advance children's rights and equa
lity for girls.
Website: 
TERMS OF REFERENCE FOR THE PROVISION OF VEHICLE TRACKING SYSTEM 2017.
Summary
Plan International (Plan), founded in 1937, is an international child-centered development organization with no religious or political affiliations. It is represented in over 68 countries worldwide with programs in 50 developing countries. Its International Headquarters is in the United Kingdom.
Plan’s Vision is of a world where all children can realize their full potential in societies, which respect people’s rights and dignity.
Its program interventions are focused on child poverty alleviation in the domains of education, health and nutrition, water and sanitation, household economic security and child protection. Plan International Rwanda opened in January 2007 and is currently working in the Eastern and Southern Provinces of Rwanda in the districts of Gatsibo, Kayonza, Rwamagana, Bugesera, Nyaruguru and in all districts hosting refugee camps ( Gisagara. Karongi, Gicumbi, Nyamagabe). The country office is located in Kagugu, Gasabo District of Kigali City.
Plan International Rwanda has 10 vehicles:
Total Number
#
Acquisition date
Description
Serial Number

1
7-May-10
Toyota HILUX D/C RAB 070U
AHTFK22G403040884

2
4-Jan-11
Toyota Hard Top RAB 123W
JEEB71J507010798

3
5-Jul-11
Toyota HILUX D/C RAB032Y
AHTFR22G806041966
Vehicles
4
11-Jun-12
Toyota Hard Top RAC 456E
JTGEB73J9C9008453
10
5
26-Jul-12
Toyota HILUX DC RAC 510F
AHTFR22G20-6051666

6
2-Jul-13
Toyota    Prado   RAC 997 L
JTEBD9FJ70K010610

7
11-Jun-14
Toyota HILUX DCRAC421R
AHTFR22G806084588

8
30-Jun-14
Toyota HILUX DC RAC924R
 AHTFR22GX06087685

9
10-Jun-15
Toyota HILUX DC RAC 899W
AHTFR22GX06100659

10
10-Jun-15
Toyota Hilux D/C RAC 276 Y
AHTFR22G006102209





Objectives of the assignment
To provide vehicle/car tracking device and software/system and fleet management for all Plan International Rwanda vehicles. This includes supply, configuration, training of using the system and maintenance of the Plan International Car/Vehicle tracking system.
Roles and Responsibilities
Plan International Rwanda
  • Provide overall supervision and inputs to service provided
  • Review services to be provided (system and provide feedback)
  • Avail cars/vehicles for installation of the tracking system.
  • Payment of the related costs (contract).
  • Provide list (number of) vehicles, type/make and year manufactured.
Service Provider:
  • Provide software (tracking system/device) for all Plan International Cars mentioned
  • Provide maintenance services for the software/device.
  • Make any system improvements as main be required
Assignment Deliverables: (Description of the service)
The tracking system must perform the following services so as to be considered valuable;
  • The system must have equipment on board for localization in real time of vehicles (geographical position, speed among others)
  • The system must be able to produce travel reports and trace routes
  • On-board equipment must not be accessible to drivers (or unauthorized users)
  • Must have a management platform (application, software, website etc)
  • The exchange of information between onboard equipment and platform management must be done by GSM/GPRS
  • The system must be able to produce travel reports and trace routes, distance covered, and provide any accident reports.
  • Platform management must allow schedules of the levels of alerts and information on the operation of vehicles
Supervision and Reporting
The Logistics and Administration officer supported by the Logistics and Administration Manager will provide supervision and support to the service provision.
Timeline
The service provision is expected to start with June 2017 and contract to last for one year renewable. 
Selection criteria for the service Provider
Interested bidders registered in Rwanda must meet the following required competencies:
  • Experience in provision of related services to reputable institutions
  • Well established workshop where the software and tracking system can be viewed
  • Proven experience in maintenance of the software (and its management)
  • Operation certificate is an added advantage
  • Must provide one year guarantee/warranty of the service provided.
How to apply:
Interested service providers are expected to submit a detailed proposal with the following components.
Administrative Document
  • Copy of company registration certificate
  • Copy of VAT registration
  • Copy of RSSB contribution clearance
  • Copy of RRA tax clearance
Technical proposal to include:
  • A one page service provider’s understanding of the TOR
  • A detailed service provision list for the vehicle tracking system (including software configuration and maintenance)
  • Service provision schedule/work plan.
  • A profile of the service provider including the full names, physical addresses, telephone numbers; date of registration if possible, registration number, copy of registration certificate and VAT certificate; names of directors (as may be applicable)
  • At least two proofs of completion of similar works in the past.
Financial proposal detailing:
  • Itemized service provision fees and
  • Related Itemized administration expenses
  • Validity period of quotation
  • Expected payment plan and method
  • Tax status of the service provider (if applicable)
Deadline for submission of applications (Expression of Interest)
The deadline for application is 19th May 2017 by 3:00pm, any bid submitted after the mentioned time will not be accepted. A public bids Opening session will be organized the same day at 4.00pm. Applications may only be submitted by hand in 4 copies, one original and 3 copies in a sealed envelope with mention “Tender for Supply of Fuel” at Plan International Rwanda Offices, Plot Number 821 Kagugu,P.O.BOX 6211 Kagugu and Telephone 0788305392.  

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