CALL FOR TENDER FOR VEHICLE RENTAL OF TOYOTA LAND-CRUISERS FOR THE PROJECTS (LAND CRUISERS – 5 SEATERS) IN TWO LOT

CALL FOR TENDER NO. NN/SOM/TN/310/25

NAFIS NETWORK

SOMALILAND OFFICES

FOR VEHICLE RENTAL OF TOYOTA LAND-CRUISERS FOR THE PROJECTS

(LAND CRUISERS – 5 SEATERS)

IN TWO LOT

Lot# 1-Temporary Rental inside Hargeisa and may travel to the regions

Lot # 2- Temporary Rental inside Main towns and may travel to their Villages

Date of publication of tender notice: January 26, 2025

Deadline for the receipt of tenders: February 03, 2025

To be addressed to: NAFIS NETWORK Somaliland, Hargeisa Office

1. INTRODUCTION

The purpose of this Terms of Reference (TOR) is to outline the requirements and procedures for renting a Toyota Land Cruiser (5-Seater) for the Project. NAFIS Network, through this process, seeks to identify a qualified service provider (company) to supply the specified vehicle on a rental basis to support the projects implementation in Hargeisa, Somaliland.

1. Background Information

Network against FGM/C in Somaliland (NAFIS) is a non-political, non-governmental, and humanitarian network established in November 2006 in Hargeisa, Somaliland. NAFIS is committed to combating Female Genital Mutilation (FGM) and Violence Against Women and Girls (VAWG) through a variety of programs and initiatives, including policy frameworks, coordination, research, and capacity building.

To effectively implement its diverse projects and programs, NAFIS requires reliable transportation to facilitate its operations. As such, the organization seeks to procure a Toyota land-cruiser to support transportation needs across its activities, including community engagement, advocacy, capacity-building sessions, and other project-related initiatives. This procurement will enhance the organization’s ability to deliver services efficiently and support its mission of promoting gender equality and protecting the rights of women and girls in Somaliland.

1. Scope of Work
2. The scope of work includes the rental of a Toyota Land Cruiser with specific technical specifications and a complete set of vehicle accessories, to be used for NAFIS Network's operational needs across its various projects in Somaliland.

• 5. OBJECTIVES
• To rent and deliver a Toyota Land Cruiser (5-seater) with the required specifications to NAFIS Network’s Hargeisa office for its operational needs across various projects.
• Specific Objectives
• To source a Toyota Land Cruiser that meets the provided specifications.
• To ensure the vehicle is delivered in excellent condition, meeting all technical and legal requirements.
• To ensure timely delivery of the vehicle to NAFIS Network Hargeisa by the specified deadline.
• To provide a comprehensive rental package, including vehicle accessories, and all necessary legal documents.
• 6. SCOPE OF SERVICES
• 6.1. Detailed Description of Services
• Provide a Toyota Land Cruiser (5-seater) on a rental basis, manufactured in 1993/1994 or above.
• The vehicle should have a minimum engine capacity of 4200 CC, with a 6-cylinder engine.
• The vehicle should be in excellent condition and equipped with complete accessories, including two spare tires, spanner, wheel wrench, hydraulic jack, fire extinguisher, and shovel.
• Fuel type: Diesel
• Capacity 5 seats
• 7. ROLES AND RESPONSIBILITIES
• 7.1. Responsibilities of the Contractor
• Provide a Toyota Land Cruiser in accordance with the specifications outlined in the TOR.
• Ensure the vehicle is delivered on time minimum 4hrs and in excellent condition.
• Provide all necessary documentation for the vehicle rental.
• 7.2. Responsibilities of the Client/Organization (NAFIS Network)
• Issue the contract for vehicle rental and ensure timely payment.
• Coordinate with the contractor to ensure the vehicle is delivered as per the agreed specifications
• 9. METHODOLOGY AND APPROACH
• 9.1. Approach to Delivering Services
• The contractor should provide a step-by-step methodology for renting and delivering the Toyota Land Cruiser. The methodology should include:
• Sourcing the vehicle from a reliable supplier.
• Verification of vehicle condition upon delivery.
• Provision of necessary documentation including registration.
• 10. QUALIFICATIONS AND EXPERIENCE
• Required Qualifications
• The contractor should be a registered business in Somaliland with relevant experience in vehicle rental.
• Proven experience in providing rental vehicles to local and international organizations.
• Relevant Experience
• At least three years of experience in vehicle rentals.
• 11. FINANCIAL CAPACITY AND DOCUMENTATION
• Price and Payment Terms
• Total rental price for the Toyota Land Cruiser should be included in the tender submission.
• Payment will be processed according to NAFIS Network’s financial procedures upon delivery and successful inspection of the vehicle.
• 12. EVALUATION AND SELECTION CRITERIA
• Evaluation Process.

Criteria for Selection

• Vehicle specifications compliance.
• Supplier’s experience and previous contract performance.
• Competitive pricing.
• Timely delivery capability.

1. TERMS AND CONDITIONS

• Confidentiality Agreement

All parties involved in the tender process shall sign a confidentiality agreement to ensure that all shared information remains confidential.

• Intellectual Property Rights

NAFIS Network shall retain the intellectual property rights for any documents, designs, and materials related to this procurement.

• Dispute Resolution

Any disputes arising during the contract implementation will be resolved through negotiation. If a resolution cannot be reached, the dispute will be settled through arbitration in Somaliland.

1. SUBMISSION INSTRUCTIONS

Submission Process

• Tenders must be submitted in sealed envelopes clearly marked with the tender reference number NN/SOM/TN/310/25 and the title of the tender.
• Tenders should be submitted to NAFIS Network, Hargeisa Office no later than February 03, 2025.

Required Documents

• Certification of registration by the Ministry of Commerce.
• Recent company profile, including experience in vehicle procurement.
• Bank statements for the last three months.
• Valid tax compliance certificate.
• Proof of previous contracts or services delivered.
• Quotation price and payment terms.

1. ANNEXES

• NAFIS Bid Form

All bid forms and related documents are available at the NAFIS Network Hargeisa office, located behind Badacas.

• Financial Proposal Template

A template for the financial proposal is attached, which includes all required cost details.

• Sample Contract Agreement

A sample contract agreement outlining the terms and conditions of the procurement will be provided upon the tender award.

Duration Of contract 2 years starting from 10 February 2025

For further inquiries on this call for tender, please contact: NAFIS NETWORK Somaliland Procurement Department Telephone: +252 2 570203 Email: [email protected] .