TOR For Vehicle Rental Services In Mogadishu

TOR FOR VEHICLE RENTAL SERVICES IN MOGADISHU

The World Vision International Somalia Office is seeking offers from reputable, well established and experienced Car Hire Firms duly incorporated under the Laws of Somalia to provide vehicle transportation Services for World Vision Somalia 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 Contractor shall provide Car Hire services for World Vision Somalia staff member or assigned non-staff who require transportation services from its premises located in Mogadishu to destinations within the city. Such services shall be availed to staff or assigned non- staff based on the discounted prices and terms and conditions of the eventual Agreement/Contract.

To support this, World Vision Somalia is seeking services of a company or companies who can provide Transportation Services: Rental Car Services with Driver to areas as per scope of services.

Experience:

The contracted company 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:

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

Vehicles must be a well maintained 4X4 light vehicle Prado TX, with a minimum seating capacity for 4 passengers and a separate seat for driver;

The hire services for a well-maintained mini bus/van will be requested by World Vision Somalia on an “as and when required” basis therefore will not be part of the financial evaluation. The mini bus/van must have a minimum seating capacity for (25) passengers and a separate seat for driver.

Vehicle availability:

Vehicles with the exception of the mini bus/van shall be available on average, twelve (24) hours per day, 7 days per week. Vehicle hire to other regions, or vehicle hire during critical periods to be determined by World Vision Somalia operational requirements, e.g., election week, may require the services of the vehicle and driver for longer periods as needs require.
The Contractor should have the capacity to meet additional requirements on request.
The Contractor shall be available to provide the service on all days irrespective of local/national holidays etc.
The Contractor shall have the capacity to provide required improvements on its pick-up vehicles as may be requested by World Vision Somalia from time to time, e.g., benches/seats for armed escorts over the cargo bed reflect on the pricing schedule. Further, World Vision Somalia shall not be responsible for any loss of insurance coverage resulting from the improvements on the vehicle(s).
The Contractor 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 at a good mechanical and operational state at all times.
The contractor shall be responsible for relevant insurances and licenses to effectively provide the service.

Vehicle Requirements:

These conditions should include:

The Hire Vehicle(s) shall be in sound mechanical and physical condition throughout and be maintained in safe operating conditions at all times. The Contractor shall bear full responsibility for the preventive and remedial maintenance of the vehicle.
The Vehicles shall not display our organization name or logo
The Contractor shall keep the exterior, windows and interior of the vehicles clean and litter-free at all times
A neat “as new” internal decoration (upholstery, ceiling fabric, floor finishes) and external appearance (water-proof roofs and windows, door and emergency exits in excellent operational conditions at all times).
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 Contractor shall maintain seat belts in operating order at all times
- Fire extinguishers (1Kg dry powder)
- Heating and cooling system of sufficient capacity and operability to maintain passenger comfort during periods of hot and cold weather.

5.6 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.

5.7 The vehicles will be fully registered with the government. Proof of the registration must be provided, with copy of vehicle log book 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.

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.
The Contractor shall aid persons being transported while entering and exiting the vehicle if required.
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.
The Contractor will provide a list of all drivers with copies of clearance from CID.
The Contractor will provide full details of the driver assigned to each vehicle and will notify World Vision Somalia in writing in case of changes.
The Contractor’s employees shall cooperate and comply with instructions on completion of necessary forms (provided by World Vision Somalia) necessary to track all trips for purposes of cost control and audit.

Note: World Vision Somalia shall maintain the right to request a change of drivers, 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:

World Vision Somalia will, in consultation with the Contractor, establish a system for performance measurement.
Punctuality & Safety– The contractor shall provide the transportation services to the World Vision Somalia 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 Somalia.
Singularity of Contract – The Contractor’s employees shall not enter into any separate arrangement(s) with World Vision Somalia 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 Contractor and World Vision Somalia.
Insurance- The contractor shall ensure that appropriate liability insurance cover is provided,

SECURITY:

The vendor shall accept full responsibility including security of all vehicles supplied including security of the drivers. The vendor will be liable if any security incidents occur that has a relation to its drivers or vehicles.

VEHICLE PROPER DOCUMENTATION:

All vehicles provided for this service must have proper and current registration from the government of Somalia (relevant authorities) allowing unrestricted access and ease of movement. In case of any dispute between the driver and local authorities, the vendor 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 the World Vision Somalia to continue with its operation.

DISRUPTION of TRANSPORTATION SERVICE:

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

DRIVER’S LICENSE:

It is the responsibility of the vendor to provide a driver for each vehicle and the driver must have a current Somalia driving license and ID/Passaport, a copy of which must be provided to World Vision Somalia prior to commencement of contract.

World Vision Somalia 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 World Vision Somalia rejects the proposed driver(s) the vendor must replace the said driver(s) within a two weeks.

WORKING HOURS:

0700 hrs till 1900 hrs (12 hours on daily basis).

DESCRIPTION OF USE FOR VEHICLES:

To transport World Vision Somalia Staff, assigned Non- Staff and materials where possible from the World Vision Somalia offices, located in the Mogadishu to locations requested by World Vision Somalia.
The vehicle will remain in that location to support/ move staff and/or materials as requested by World Vision Somalia
There may be a need to transport World Vision Somalia 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, Eids, etc.).
World Vision Somalia can request the vehicles with 24-hour notice.
The contractor is to provide the requested vehicles for inspection as part of the Technical Evaluation.

INSURANCE:

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

EXPECTED MILEAGE:

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

VEHICLE INSPECTION AND MAINTENANCE:

The Vendor will be responsible for the maintenance and repair of the vehicles during the time of service period.
The Vendor will be responsible of 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	Minimum Description
Light Vehicle {PRADO TX, NOT BEYOND 2015}	4WD(Diesel/Petrol), left hand drive, 4 passengers and a separate seat for driver, Model not beyond 2015 in good running condition
Mini van/bus	4WD(Diesel/Petrol), left hand drive, 7 passenger capacity, in good running condition

Pick-up /Double Cab 4WD	4WD Pick up-Dual Cab (Diesel/Petrol), Left Hand drive, Model in good running condition

- The Contractor shall at all times display on the windshield the clearance by the Somali Road Authorities as required by Somali Law for Commercial vehicles.
- The vehicles will be fully registered with the government. Proof of the registration must be provided, with copy of vehicle log book submitted prior to award of Contract.

GENERAL CONDITIONS OF USE:

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

The vendor shall always keep the vehicles clean inside and outside.
The vendor shall provide transportation on official holidays if there is requirement.
All drivers shall have cell phone for communication purpose and numbers shall be provided to respective World Vision Somalia Operations staff.
All vehicles shall be in good mechanical repair and condition;
The vehicles and drivers provided to World Vision Somalia will be used exclusively for this purpose and will not be engaged in any other work during working hours.
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 World Vision Somalia operational requirements, e.g., elections, Crisis requirement period, may require the services of the vehicle and driver for longer periods as needs require.
The Contractor should have the capacity to meet additional requirements on request.
The Contractor shall be available to provide the service on all days irrespective of local/national holidays etc.
The Contractor shall have the capacity to provide required modifications on its pick-up vehicles as may be requested by World Vision Somalia from time to time, e.g., benches/seats for armed escorts over the cargo bed.
The Contractor 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

Mandatory documents

Provide a certified copy of business registration(company/organization)
Provide a certified copy of tax registration
Provide information on ownership structure – name of directors/owners of the company(company/organization)
Provide the vehicles’ ownership book
Provide copy of driver’s driving license according to the vehicle level and CID police clearance certificate of the driver with his/her CV.
Provide CID police clearance certificate of the driver
Provide proof of vehicle registration with the Government of Somalia (relevant authorities) allowing unrestricted access and ease of movement
Provide ATMIS clearance from your previous work within AAIA and Airport Police clearance Document
Successful bidder will be required to sign World Vision Supplier Code of Conduct form

Technical Evaluation
Provide at least 3 references including names and contact information from previous clients who can be contacted regarding relevant experience.
The details in the Vehicles ownership book to match the vehicle specifications mentioned in the advert (Prado TX not beyond 2015)
Provide details proof of unrestricted access and ease of movement with in Mogadishu.
The Details in the book to demonstrate the vehicle specifications in ToRs (Prado TX, Not beyond 2015).
Demonstrate ability to provide the specific services i.e. provision of car rental services. This is the firms core business
Methodology/approach of handling this service
Qualification of personnel to the assignment. All drivers should have a minimum of secondary education-Attach Driver’s CV
Experience of personnel to the assignment. Drivers must have at least 4 years of driving experience in driving passengers with knowledge of the local traffic rules and knowledge of the different locations inside Mogadishu

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

Financial Evaluation Criteria

Provide a financial proposal quoted in Quote should detail rate per day for the various vehicle types outlined under section 4.2 Vehicle Specifications. Applicable tax amount must be clearly stipulated and separated from the base costs.
Payment Terms
Credit Period

Bids should be submitted in two parts

Part one should have- Mandatory and Technical requirements
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.

Bids Submission details

Submit your bid via email to somo_supplychain@wvi.org by 21st March,2023

Please note that proposals should be submitted in two distinct/separate attachments, namely Mandatory Requirement and Technical Proposal and Financial Proposal (Bidders who will combine both technical and financial proposals shall be disqualified)

The subject in the email should read: TOR FOR VEHICLE RENTAL SERVICES IN MOGADISHU

Bids received after the deadline shall not be considered.