TENDER NOTICE REF: ACRIF/TD/2023/03

SUBJECT: INVITATION TO BID FOR VEHICLE RENTAL SERVICES FOR 2023/2024

About ACRIF (former ANPPCAN SOMALILAND)

ACRIF is a child rights organization. ACRIF was founded in 2008 and has its headquarters in Hargeisa, Somaliland. ACRIF is a development and humanitarian organization that advances children’s rights and equality for girls and boys. We strive for a just continent, working together with children, young people, our supporters, and our partners.

ACRIF invites quotations from interested, competent companies and individuals to tender for the provision of transportation services.

TOR FOR VEHICLE RENTAL SERVICES IN SOMALILAND

ACRIF is seeking offers from reputable, well-established, and experienced car hire firms duly incorporated under the Laws of Somaliland to provide vehicle (with a driver) transportation services for ACRIF staff members or assigned non-staff at a fixed price for a period of one year, renewable on a yearly basis based on good performance. The Service providershall transport representative passengers from its premises located in Hargeisa to destinations within the city and the entire Somaliland. In relation to this, ACRIF is inviting all relevant service providers (both companies and individuals) to submit their tender documents.

Follow the link below to apply the bid

Public RFT - INVITATION TO BID FOR VEHICLE RENTAL SERVICES FOR 2023/2024 (eu-supply.com

Experience:

The service provider shall have at least 5 years of prior successful experience in car hire operations. The contracted company shall be expected to own their vehicles and not to have them franchised or rented through third parties. 

Requirements:

ACRIF invites your firm to participate in this competitive solicitation for the leasing of vehicles, including qualified drivers for the following:

Service providers must have valid licences (Registration certificate for the companies and Ownership vehicle circulation book for individual contractors)

The driver should have a valid driving licence.

The Vehicle must be a well maintained 4X4 Toyota Landcruiser, with a minimum seating capacity for 4 passengers and a separate seat for driver.

Vehicle availability:

• The Vehicle shall be available on average, twelve (12) hours per day, 7 days per week.
• The Service provider shall have the capacity to meet additional requirements on request.
• The Service provider shall be available to provide the service on all days irrespective of local/national holidays etc.
• The Service provider shall have the capacity to provide required improvements on its vehicle as may be requested by ACRIF from time to time, e.g., benches/seats for armed escorts over the cargo bed reflect on the pricing schedule. Further, ACRIF shall not be responsible for any loss of insurance coverage resulting from the improvements on the vehicle.
• The Service provider shall be responsible for providing a replacement vehicle should preventive maintenance of a listed/furnished vehicle extend to a period exceeding one (1) day. Vehicles are expected to be always at a good mechanical and operational state.
• The Service provider shall be responsible for relevant insurances and licenses to effectively provide the service.

Vehicle Requirements:

These conditions should include:

• The Hire Vehicle 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.
• The Vehicle shall not display our organization name or logo.
• The Service provider shall keep the exterior, windows, and interior of the vehicles always clean and litter-free.
• A neat “as new” internal decoration (upholstery, ceiling fabric, floor finishes) and external appearance (water-proof roofs and windows, door and emergency always exits in excellent operational conditions).
• The Vehicle shall, as a minimum, be equipped with:
  • Spare tire, the necessary accessories (spanner, jack, etc.)
  • Emergency/Accident Early Warning Device (EWD)
  • Operational lap and shoulder seat belts for passengers in the most forward seat, and lap-type belts for all other passengers. The Service provider shall always maintain seat belts in operating order.
  • Fire extinguishers (1Kg dry powder)
  • Heating and cooling system of sufficient capacity and portability to maintain passenger comfort during periods of hot and cold weather.

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

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

Staff Requirements:

• The driver shall be trained, fully qualified, and physically able (e.g., sight tested) to perform their duties and adhere to acceptable professional behaviour standards. In addition, the driver shall express a client-oriented attitude and provide professional and polite service to all users of the vehicles.
• The Service provider shall have written policies and procedures covering qualifications, training, and drug testing and employee duties for all drivers. The Service provider 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.
• The Service provider 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.
• The driver shall have a minimum of 5 years’ experience with driving commercial passenger vehicles, in addition to meeting all minimum standards as required by Somaliland Law.
• The Service provider will provide full details of the driver assigned to the vehicle and will notify ACRIF in writing in case of changes.
• The driver shall cooperate and comply with instructions on completion of necessary forms (provided by ACRIF) necessary to track all trips for purposes of cost control and audit.

Note: ACRIF shall maintain the right to request a change of driver if sufficient user complaints warrant such a request.

Performance measurement and Service Levels:

Based on the notion that transparent performance measurement mechanisms help establish open lines of communication and develops a cooperative working relationship:

• ACRIF will, in consultation with the service provider , establish a system for performance measurement.
• Punctuality & Safety- The Service provider shall provide the transportation services to the ACRIF in a manner that results in the punctual pick-ups and delivery of the staff. It shall carry out these services in the full observance of safety and road traffic regulations of the Government of Somaliland.
• Singularity of Contract – The service provider’s employees shall not enter into any separate arrangement(s) with ACRIF staff members or assigned non-staff, for whom service is directly provided, that is non-compliant with the terms and conditions of the contract entered into by the Service provider and ACRIF.
• Insurance- The Service provider shall ensure that appropriate liability insurance cover is provided,

SECURITY:

The service provider shall accept full responsibility including security of the vehicle supplied including security of the drivers. The service provider will be liable if any security incidents occur that has a relation to its driver or vehicle.

VEHICLE PROPER DOCUMENTATION:

The vehicle must have proper and current registration from the government of Somaliland (relevant authorities) allowing unrestricted access and ease of movement.  In case of any dispute between the driver and local authorities, the service provider has the responsibility to settle it at its own cost; if not possible the company is obliged to replace this vehicle with another which will enable ACRIF to continue with its operation.

DISRUPTION of TRANSPORTATION SERVICE: 

The service provider shall provide continuous transportation services. If for any reason the services are disrupted, e.g., by car break down or driver’s illness, the service provider has the responsibility to provide immediate substitution within 24 hours. 

DRIVER’S LICENSE:

It is the responsibility of the Service provider to provide a driver for each vehicle and the driver must have a current Somaliland driving license and ID/Passport, a copy of which must be provided to ACRIF prior to commencement of contract. 

ACRIF reserves the right to reject any driver(s) that it has any concern about with respect to the driver’s(s) driving capabilities, security clearance, or safety. In cases where ACRIF rejects the proposed driver(s) the Service provider must replace the said driver(s) within two weeks.

WORKING HOURS:

7:00 hr. until 1900 hr. (12 hours daily).

DESCRIPTION OF USE FOR VEHICLES:

• To transport ACRIF Staff, assigned non-Staff and materials where possible from ACRIF offices, located in Hargeisa to locations   requested by ACRIF.
• The vehicle will remain in that location to support/ move staff and/or materials as requested by ACRIF.
• There may be a need to transport ACRIF assigned non-Staff on an ad hoc basis to locations.
• Where required movement will be done with police escort.

• The vehicles will be used during the official holidays (Fridays, Eid’s, etc.).
• ACRIF can request the vehicles with 24-hour notice.
• The Service providers provide the requested vehicles for inspection as part of the Technical Evaluation.

INSURANCE:

 There is NO insurance provided by ACRIF for the vehicles, its contents or for the drivers under any circumstances.  Insurance costs is the responsibility of the Service provider and should be included in the Service provider quote.

EXPECTED MILEAGE:

Every location will require a different mileage calculation as trip lengths differ. However, on average (400)-km is expected to be covered in a month by each vehicle. Every vehicle MUST have a Logbook to record daily mileage.

VEHICLE INSPECTION AND MAINTENANCE:

• The Service provider will be responsible for the maintenance and repair of the vehicles during the time-of-service period.
• The Service provider will be responsible for all repairs and costs whether deemed as minor/major and responsible for any part replacement/s needed to keep the vehicle/s in proper working condition at all times.

Vehicles Specification:

Vehicle Type: Toyota LANDCRUISER (4x4)

Minimum Description: 4WD (Diesel /Petrol), 4 passengers and a separate seat for driver, Model not beyond 1994 in good running condition.

• The Service provider shall at all times display on the windshield the clearance by the Somaliland Road Authorities as required by Somaliland Law for Commercial vehicles.
• 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.

GENERAL CONDITIONS OF USE:

In addition to above requirements, the service provider must comply with the following general conditions:

1. The Service provider shall always keep the vehicles clean inside and outside.
2. The Service provider shall provide transportation on official holidays if there is requirement.
3. The driver shall have cell phone for communication purpose and numbers shall be provided to respective ACRIF Operations staff.
4. The vehicle shall be in good mechanical repair and condition.
5. The vehicle and driver provided to ACRIF will be used exclusively for this purpose and will not be engaged in any other work during working hours.
6. Vehicles shall be available on average, Twelve (12) hours per day, 7 days per week.  Vehicle hire to other regions, or vehicle hire during critical periods to be determined by ACRIF operational requirements, e.g., elections, Crisis requirement period, may require the services of the vehicle and driver for longer periods as needs require.
7. The Service provider should have the capacity to meet additional requirements on request.
8. The Service provider shall be available to provide the service on all days irrespective of local/national holidays etc.
9. The Service provider shall be responsible for providing a replacement vehicle  should preventive maintenance of a listed/furnished vehicle extend to a period exceeding one (1) day.

EVALUATION CRITERIA

1. Mandatory documents

• Provide a valid (Taxed) copy of business registration certificate (company/organization)
• Individual applicants must submit an ownership vehicle circulation book.
• Provide the vehicles’ ownership book.
• Provide a copy of the driver’s driving license according to the vehicle level and certificate of the driver with his/her CV.
• Provide proof of vehicle registration with the Government of Somaliland (relevant authorities)
• Signed Supplier declaration form (refer to document 3.2 section D)
• Singed Code of Ethics and Conflict of Interest Disclosure Form (refer to document 3.2 Section E)
• Successful bidder will be required to sign ACRIF Supplier Code of Conduct form.

1. Technical Evaluation
2. Provide at least 3 similar work experience related vehicle rental services (to verify this please share contracts or Recommendation letter)
3. The details in the Vehicles ownership book match the vehicle specifications mentioned in the advert.
4. Experience of personnel to the assignment. The driver’s CV must be attached and must have at least 5 years of driving experience in driving passengers with knowledge of the local traffic rules.

FGS. In the case of a lack of clarity in the documentation, there will be a verification exercise to be done.

1. Financial Evaluation Criteria

• Provide a financial proposal quoted in
• Quote should detail rate per Month.
• Payment Terms
• Credit Period

Bids should be submitted in two parts.

1. Part one should have- Mandatory and Technical requirements.
2. Part Two should have - Financial Proposal.

The two documents should not be combined into one document. Bidders who will combine the two will be disqualified for evaluation.