TENDERE, ACHIZIȚII ȘI CONTRACTĂRI ÎN MOLDOVA

TERMS OF REFERENCE

For

Service Agreement with provisions of

 Development of Fleet Management Procedures and Preparation of a Ready-for-Approval “Fleet Manual”

for the Moldova Red Cross Society

Location: Republic of Moldova

Background

The Moldova Red Cross Society is the largest humanitarian organization in the Republic of Moldova, providing humanitarian assistance, emergency response, disaster preparedness, health and care services, social assistance, community resilience programmes, and support to vulnerable populations throughout the country.

To fulfil its humanitarian mandate MRCS operates a fleet of vehicles used for operational missions, logistics support, emergency deployments field monitoring, transport of personnel and volunteers, distribution of humanitarian assistance, and administrative activities.

The current fleet consists of approximately twelve vehicles of different categories, including passenger sedans, sport utility vehicles suv’s, pickups, minibuses and cargo vans. Although relatively small in size, the fleet represents a significant organizational asset requiring systematic management throughout its operational lifecycle.

Objectives:

The objective of establishing the Services Agreement is to provide the Development of Fleet Management Procedures and Preparation of a Ready-for-Approval 'Fleet Manual' to optimize the use of office vehicles, MRCS assets and operational costs on fleet.

For executing all the above activities smoothly, MRCS required to get and ensure a Fleet Manual based on the IFRC Fleet Manual adjusted to Moldova Law and MRCS specific type of organisation needs. For doing so MRCS wishes to establish a Service Agreement with the reputed and renowned service providers through the competitive process by following the organization’s policy and procedures. The most competitive/suitable providers may be awarded for the agreement.

The companies to be engaged in Service Agreement through a competitive process shall provide services in accordance of the tender documents and agreed Service Agreement. MRCS reserves the right to discontinue the use of the Service Agreement with selected company if the services or performance delivery is not satisfactory to MRCS or the pricing becomes uncompetitive in the marketplace. Interested qualified companies are invited to express interest and provide proposals with necessary supporting documents and information to demonstrate their capacity to meet the needs of MRCS as expressed in this TOR.

Details of How the Work Should Be Delivered

The Service Agreement (SA) will be signed for the development of Fleet Management Procedures and the preparation of a ready-for-approval version of the “Fleet Manual”.

The selected company (“Company”) shall deliver the services within 60 calendar days from the date of signing the SA, in accordance with the following timeline:

• Within 2 working days after signing the SA, MRCS will provide the Company with the IFRC Fleet Manual and upon request any other relevant reference documents.

• Within 14 calendar days, the Company will submit the first draft of the “Fleet Manual” to MRCS for review.

• MRCS will review the proposed document and provide comments, amendments, or final approval.

• The Company will revise and adjust the document within 2 working days after receiving MRCS feedback.

• The final ready-for-approval version of the “Fleet Manual” shall be submitted within the overall implementation period of 60 calendar days.

The services should be delivered within 60 calendar days and SA could be extended upon mutual agreement and performance of the selected company

MRCS’s fleet:

Toyota Camry – 1; Toyota Land Cruiser-1; Toyota Hilux-1; Toyota Avensis-1; Volkswagen T6 Multivan-1; Citroën Jumper-1; Ford Transit-3; Dacia Duster-4; Suzuki Cross-1.

MRCS structure:

(to be elaborated on the number of the branches and people required, operations)

IFRC Fleet Manual available here: https://logistics-manual.redcross.org.uk/resource/ifrc-fleet-manual/

The performance of work will be evaluated based on the following indicators:

• Compliance with the established and agreed deadlines for provision of services;

• Quality of work and adherence to the service requirements;

• Demonstration of high standards of cooperation and communication with MRCS.

Qualifications and experience of the company and personnel:

• Company registered and licensed as per national law with at least 3 years of experience of providing such services;

• Previous work experience with international organisations or on similar corporate arrangements will be an asset;

• Ability to deliver within the agreed strict deadlines while maintaining a high level of quality;

• Ability to ensure the services are delivered on time and of the required quality

• Very good knowledge of the local law related to Fleet Management;

Quality control and feedback mechanism.

Provide one or more focal points that can be contacted at all times who is responsible for liaising with MRCS.

• Ensure enough experienced and qualified personnel are available to respond, within a reasonable extent, to emergency situations and rapid response.

• MRCS reserves the right to request the assignment of additional personnel or the replacement of personnel dealing with MRCS orders

After the services were performed the company will issue the invoice

The submission, consisting of Technical and Financial Proposals, must be completed, signed and returned to MRCS as proposed in Request for Proposals for Services (RFP). The application must be completed in accordance with the instructions RFP and guidance below.

Technical and Financial proposals must be submitted in separate emails or sealed envelopes clearly marked with the name of the Proposer and reference to RFP number.

Technical Proposal should include, but not be limited to, the following information:

• Duly signed and stamped Request for Proposal for Services Form

• Corporate profile highlighting the company experience in services

• Reference letters and job completion letters

• List of the corporate customers/similar contracts within the past three years

• Company registration certificate

• Financial statements for the past 2 years

• Provide the CVs of all personnel assigned to working with MRCS as focal points

• Quality assurance mechanism and risk mitigation measures

Financial Proposal must be presented in MDL with VAT included.

Evaluation of bids

During the solicitation period, MRCS will receive and respond to requests for clarification of the RFP. The evaluation method will be based on the lowest priced technically compliant offers. A maximum of 100 points is allocated to the technical proposal and financial proposal. Evaluation consists of three stages: preliminary evaluation, technical evaluation and financial evaluation.

Preliminary evaluation will assess whether offers are valid. Offers will be first checked for their compliance with formal criteria stated in the RFP on a pass/fail basis according to the following formal criteria:

• The submission contains two separate offers (Technical and Financial) and the duly signed Bid Form

• The validity period 60 days at least

• The submission was received before the deadline

Offers which do not meet mandatory criteria will be rejected. Offers which have passed the preliminary evaluation will be evaluated based on the evaluation criteria for Technical Proposal.

Technical proposals will be evaluated based on scoring. MRCS evaluators will read technical proposals and assess the samples provided. A score will be awarded to each offer using pre-disclosed criteria and maximum scores. Offers which meet the minimum quality threshold will be considered as technically compliant.

Financial Proposals The price/cost of each of the technically compliant proposals will be considered only upon evaluation of the technical criteria. The evaluation team will identify the lowest priced, technically compliant proposal(s). The lowest complete and compliant offer(s) will be selected for contracting.

The established SA fee rates will be applied for the entire contract validity duration. A change of the rates may be considered, if justified by market conditions and agreed upon by the parties.

The contractor will be fully responsible for all the operational and any additional or unforeseen expenses incurred during the service provisions or after.

Once the services are completed and have been received and accepted by the Order Placer, the SA holder will issue and submit the detailed invoice to the Order Placer for payment purposes referring to the MRCS SA and the corresponding service order.

Payments made by Order Placers will be done in accordance with their own corporate rules and procedures.

The SA holder shall comply with invoicing requirements set by the respective Order Placer.

Contractual Terms and Conditions

The MRCS General Terms and Conditions for Services will form part of any contract resulting from this RFP.

Companies doing business with the MRCS are required to accept and comply with the MRCS Supplier Code of Conduct. The Code of Conduct informs Proposers of the following:

The proposals will be submitted at the dedicated email tender@redcross.md, object – proposal Development of Fleet Management Procedures and Preparation of a Ready-for-Approval “Fleet Manual” , submission deadline – October 21, 2026, 18:00.

For any additional information please contact Alexandru Dobrovolschi, alexandru.dobrovolschi@redcross.md tel. +373 79642794

All necessary documents can be downloaded here.