Tender Notice for Vehicle Rental Services in Gedo Region in Jubaland State of Somali (Dollow, Luuq and Belet-Hawo Districts)

TENDER NOTICE

Reference:                    NCA 1025-2025

Item number and title: Vehicle Rental Services in Gedo Region in Jubaland State of Somali (Dollow, Luuq and Belet-Hawo Districts)

.

Contracting Authority:  NCA Act Alliance

Deadline for submission of offer: 26th May 2025

Background

NCA is an independent humanitarian organization established in Norway to work with people around the world to save lives, eradicate poverty and seek justice together. Together with our international network and partner organisations in the ACT Alliance we can reach millions of people each year and help make a positive difference around the world. We are determined to work towards eradicating injustice, and we therefore work passionately with advocacy, long-term development in local communities and providing emergency assistance. NCA maintain its presence in Gedo Region from May 1993 to date.

Invitation To Tender

NCA invites interested companies to tender for the provision of Vehicles Rental Services in Gedo Region in Jubaland State of Somali (Dollow, Luuq and Belet-Hawo Districts)

Tender Requirements:

The company profile must be attached the following required document:

1. Proposal Submission Form duly completed and signed by the company.
2. Valid certificate of business registration from the Local Authority Dollow District, Gedo Regional Authority and Jubaland State.
3. Valid tax registration, tax clearance certificates or similar documents, and where applicable advance tax clearance certificate of Local Authority, Jubaland state, and Federal Government. 
4. Detailed Company profile that includes a capability statement and an organogram
5. Information on ownership structure (Name of directors of the company / Owner)
6.  List three corporate clients (attach documentary evidence which may include copies of Works Contract issued/duly authorized client testimonial in the last 2 years.
7. Certified/stamped financial bank statements for the past 3 months.
8. Details of vehicles and machinery owned by the company.         
9. Organizations Code of Conduct.

Vehicle Requirements:

These conditions should include:

1. The Hire Vehicle(s) shall be in sound mechanical and physical condition throughout and be always maintained in safe operating conditions. The service provider shall bear full responsibility for the preventive and remedial maintenance of the vehicle.

2. The Vehicles shall not display NCA name or logo 

3. Contractor shall keep exterior, windows and interior of the vehicles clean and litter-free at all times 

4. A neat “as new” internal decoration (upholstery, ceiling fabric, floor finishes) and external appearance (water-proof roofs and windows, door in excellent operational conditions at all times). 

5. The Vehicle shall, as a minimum, be equipped with:

   1. Spare-tire, the necessary accessories (spanner, jack, etc.) 

   2. Emergency/Accident Early Warning Device (EWD)

   3. Operational lap and shoulder seat belts for passengers in most forward seat, and lap-type belts for all other passengers. The Contractor shall maintain seat belts in operating order at all times 

   4. Fire extinguishers (1Kg dry powder)

   5. Heating and cooling system of sufficient capacity and portability to maintain passenger comfort during periods of hot and cold weather. 

   6. The Contractor shall at all times display on the windshield the clearance by the State Road Authorities as required by the Law for Commercial vehicles. 

   7. The vehicles will be fully registered with the government. Proof of the registration must be provided, with copy of vehicle logbook submitted prior to award of Contract.

Reliability Requirements:

The Contractor shall be able to ensure that contingency vehicles are available vehicles at all times in case of unforeseen breakdowns, accidents etc.

Staff Requirements:

1. The Contractor’s employees shall be trained, fully qualified, and physically able (e.g. sight tested) to perform their duties. At all times, the Contractor’s employees shall adhere to acceptable professional behaviour standards. In addition, all drivers shall express a client-oriented attitude and provide professional and polite service to all users of the vehicles. 

2. The Contractor shall have written policies and procedures covering qualifications, training, and drug testing and employee duties for all drivers. The Contractor shall establish and maintain a policy for the testing of drivers for the presence of controlled substances. In addition, the policy shall include a procedure for testing drivers who have been involved in an accident.

3. All drivers should have a minimum of secondary education.

4. The Contractor shall ensure that all drivers wear a company uniform and wear/display an identification badge/name plate that displays the Contractor’s name, employee name and picture of the employee.

5. All drivers of the Vehicle(s) shall have a minimum of 5 years’ experience with driving commercial passenger vehicles, in addition to meeting all minimum standards as required by Somali Law. The Contractor shall ensure that Drivers possess valid operating credentials and licenses in their possession while the vehicle(s) is being driven. 

6. The Contractor shall aid persons being transported while entering and exiting the vehicle if required.

7. Drivers must not speak on mobile phones while the vehicle is in motion. The drivers must not communicate to passengers while the vehicle is in motion.

8. The Contractor will provide a list of all drivers with copies of clearance from CID.

9. The Contractor will provide full details of the driver assigned to each vehicle and will notify NCA in writing in case of changes.

10. The Contractor’s employees shall cooperate and comply with instructions on completion of necessary forms (provided by NCA) necessary to track all trips for purposes of cost control and audit.

Instructions

1. Tender dossier documents can be found at the advertisement link in the Somalia Jobs website. https://somalijobs.net/It is strictly forbidden to make alterations in the printed text. The tenderer will be bound to the original text in accordance with the document forwarded in PDF format.   

2. Eligible and interested tenders should  send their bid documents to [email protected] quoting the Tender ref NCA 1025 on or before 26th May 2025 at 4:00pm. Late bids after the deadline will be rejected. 

3. Applicants with questions regarding this tender should send to [email protected]