Car Rental Service – Garowe, Somalia

Car rental service

TERMS OF REFERENCE FOR SERVICE CONTRACTING

1.0. Background

1.1. Somali Institute for Development Research and Analysis (SIDRA)

The Somali Institute for Development Research and Analysis (SIDRA) provides quality research and development services to public and private entities in Somalia. SIDRA offers technical innovative solutions through knowledge-based policy researches, policy briefings, capacity building and policy change and informing projects. We generate new knowledge that contributes to addressing the obstacles to the development of Somalia. Our studies, Policy Briefs and Projects mainly focus on Gender and Women’s Empowerment, Good Governance and Democracy and Socio-economic Development of Somalia.

SIDRA since 2015 has been a fully registered and licensed non-governmental research and policy support organization within Puntland State and Federal Government of Somalia. SIDRA has more than 6 years of experience in successfully managing institutional grants. Gender Policy in Education in Emergency is one of the areas that SIDRA works in to deliver child-focused programming in Puntland to ensure Increased equitable access to education for all crisis-affected and to support to children in need of protection services strengthened.

1.2.      Background of the Project

SIDRA’S Strengthening Equitable Access to Education in Crisis Affected Communities is a three-year (November 2019-2022) initiative funded by Education Cannot Wait Multi-Year Resilience Program through Save the Children International as Grant Management Agent. The project is aimed at contributing to achieving improved learning outcomes for school-aged children who are affected by emergencies through increased access to quality, inclusive, gender-sensitive, child-friendly and sustainable education.

To address the existed challenges, consortium comprising of Save the Children, CARE and SIDRA was formed to implement the three-year ECW-funded Education facilitated Multi-Year Resilience Program to improve learning and wellbeing of 400,000 children and youth affected by crises in Puntland. It will extend education opportunities to primary school children from the most disadvantaged & socially excluded children from urban poor host communities, IDP communities and returnees through primary education, Accelerated Education Programmes (AEP) and alternative basic education (ABE). The project also targets duty bearers as a means of fulfilling the education related child rights of the primary target group. Duty bearers

Car rental service

include the MoEHE and local education authorities, community education committees, parents, guardians, community members and teachers.

The Project is being implemented through existing government systems and community structures/groups to systematically build capacity and responsiveness within permanent service delivery structures in the Education sector targeted for support under the Federal Government of Somalia’s National Development Plan (NDP) and Puntland Ministry of Education and Higher Education Policy and Program. The project supports the delivery of inclusive quality education in schools affected by the crisis by providing supports and services to all students regardless of their physical, intellectual, social, economic, emotional or other conditions. One of the key project objectives is to ensure that schools and other learning spaces are safe and protective from all physical, intellectual, social and academic abuses. The project emphasizes to ensure access, equity and quality in education and that education is available, accessible, acceptable and adaptable to all learners.

Although these project gargets crises affected areas, SIDRA wishes to support ECW supported schools in Developing Disaster Risk Reduction plans and school code of conduct through emphasizing the comprehensive three-pillar approach to school safety (i) safe learning facilities, (ii) school disaster management , and (iii) resilient education, and encouraging school management to adopt the developed plan to ensure children and school personnel are accessing a learning environment that complies with minimum safety standards in protecting children from natural and other disasters, and that disruptions to education are mitigated to the extent possible.

Multi-Year Resilience Program (MYRP) Outcomes

Schools and learning spaces are safe and inclusive environments that promote the protection and well-being of learners improve and their resilience and ability to learn and develop their full potential and finally achieve the below-mentioned outcomes;

Outcome 1: Increased equitable access to education for all crisis-affected children and youth, including children and youth with disabilities.

Outcome 2: Learning outcomes for crisis-affected children and youth are improved.

Outcome 3: Safe and protective learning environments are provided for crisis-affected children.

Outcome 4: Increased continuity of education is ensured for crisis-affected children and youth.

Outcome 5: Education management systems are strengthened.

Outcome 6: Improved gender equity and equality in education access and attainment by taking affirmative action and increasing girls’ enrolment.

Car rental service

2.0. Objective of the Assignment

To provide transportation services to SIDRA office on fixed basis, on ad-hoc basis, and on point to point basis. Such transportation services include either travel to the field with overnight stay outside Garowe, or regular transportation

for the staff to attend meetings inside the Garowe, and point to point transport services for SIDRA travellers when required.

3.0. Scope of Work

The service provider is expected to provide full transportation services monthly include either travel to the ECW project target field of Twenty Four (24) sites in four (4) different regions of puntland (Sanaag, Nugal, Mudug, and Karkar) with overnight stay outside Garowe, or regular transportation for the staff to attend meetings inside the Garowe, or point to point transport services for SIDRA travellers when required:

The car driver will report to SIDRA operation office for contractual aspect, and also will work closely with the field and procurement team for technical guidance.

4.0.EXPECTED DELIVERABLES

4.1 The car and driver rental services must include the following:

• The vehicle should be in excellent condition.

• The vehicle should be land cruiser (laylo), Year 1996 (model).

• SIDRA is not liable for the maintenance of the company’s vehicle. The car rental company will be responsible for its vehicle maintenance and cleaning services.

• The driver should be tested for his alcohol, and drugs use on regular basis.

• The company is also expected to provide its assigned driver to SIDRA Institute with awareness sessions on violence.

• The car rental company is expected to complete a vehicle log book on daily basis indicating the date of the trip, start /end mileage, driver name, passenger’s signature.

• The log sheet needs to be verified by SIDRA as well as the overtime sheet if applicable on daily basis the car rental Company’s driver and vehicle will be the liability of the company.

• SIDRA is not responsible in case of accidents. The rented car and driver are expected to provide comprehensive insurance coverage during the period of the awarded contract with SIDRA.

• Travel to the field outside the Garowe, will be part of the driver’s daily assignment.

• The company is required to inform SIDRA within 48 hours in advance in case of a change of the driver or vehicle assigned to SIDRA.

• SIDRA procurement Section who is directly in charges of transport services will supervise the service provider.

• The services shall be based on written instructions by SIDRA procurement section.

• The service provider shall provide qualified personnel to accomplish the work required by this contract.

Car rental service

• The company’s transport manager must read, write, speak and understand English and Somali.

• Use of Alcoholic Beverages/Drugs: The use of alcoholic beverages or illegal drugs by service provider’s personnel, while on duty, is strictly forbidden, The Contractor shall immediately remove and replace employee who are under the influence of alcohol or drugs immediately.

• The service provider shall provide cars with comprehensive insurance coverage (including drivers).

4.2. Driver Qualifications & Entitlements: the assigned driver to SIDRA must have the following:

• At least 4 years of driving experience in driving passengers with knowledge of the local traffic rules and knowledge of the different locations inside Puntland.

• SIDRA has the right to disapprove any driver who is found disqualified to provide such services.

• Clear Criminal history, clear alcohol records, clear drugs records and clear sexual harassment records, SIDRA has the right to request proof of such records and has the right to interview the driver.

• Good knowledge reading, writing, and speaking English as a second language.

• The driver must be a Somali National with valid national ID/puntland personal Identity car and driving license from the local Authority in puntland.

• The driver must also be professional and disciplined.

• Must possess basic technical and regular maintenance knowledge of vehicles.

• The driver must maintain high standards of personal hygiene and must wear uniform during the working hours.

• The driver must be equipped with mobile phone and sim card provided by the service provider.

4.3. Driver Responsibility: The assigned driver will be responsible for the following:

• The driver will report to SIDRA procurement office on all operational issues related to his day-to-day duties.

• The driver must complete the daily log book detailing the locations visited, the names of the passengers and their signatures, the dates of the trips, the start and end odometer and the mileage, signed by SIDRA operational associate.

• The driver must comply with the traffic laws, SIDRA will not be responsible for any damages to the rented car that results from the driver’s noncompliance to the traffic laws.

• The driver will not discuss his movement details with any third party that is not related to SIDRA. The driver to follow SIDRA driving principles (to be shared upon awarding the contract)

• Driver will not smoke in the car; no accelerate the speed or harsh brake.

• The driver should not leave the vehicle motor open when the vehicle is not moving. The driver shall be present at SIDRA at 7:45 AM to be prepared for his daily assignment.

• The working hours are 8 AM to 4 PM in one shift with one hour for lunch break .

• The working days are Saturday to Thursday.

• The driver will follow the SIDRA holiday only (not the puntland Government holidays).

4.4. Vehicles Tools and Safety Measures:

The service provided must ensure that the assigned vehicles to SIDRA must include all safety measures and tools to ensure its safety function. Such tools and measures include but not limited to the following:

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• Air condition

• Spare wheel

• Standard tool kits (including jack and bolt wrench)

• Safety Triangle

• Fire Extinguisher

• Air Pump

• Air bags

• Seat belts

• First Aid kit

• Valid comprehensive insurance

• Valid registration documents: the car is registered with traffic department (Copy of valid insurance demonstrating coverage for all listed vehicles, Vehicle registration certificates)

4.5. Responsibilities of SIDRA

SIDRA has the following specific responsibilities;

• Transport Assistant: SIDRA will follow up and facilitate the smoothness of the whole day to day transport services.

• All requests for ad-hoc daily and weekly driver should be presented through an email sent at least 24 hours in advance.

• Parking: SIDRA shall allocate safe parking area for the rented car.

• SIDRA will facilitate agreements with the company through the SIDRA procurement policy.

• SIDRA will facilitate payments for the consultant as per the agreed and SIDRA logistics unit/HRD and Finance disbursement policy.

5.0. Duration of Assignment

This assignment will take 7 months from the date of signing the contract.

6.0. Budget and Terms of Payment

Payment will be made in accordance to SIDRA payment rules and regulations and upon receipt of the deliverables stated in these terms of reference

7.0. Selection criteria

Business registration from Ministry of Commerce – Essential Document – (Attach Copy)

2. Valid Tax Receipt tax clearance letter – Essential Document – (Attach Copy)

Car rental service

3. Evidence of Relevant experience signed Purchase Orders (POs)/ Contracts – (Attach Copy) – 30%

4. Bank Statements for the last one year……………………………………….. (Attach Copy) – 15%
5. Lead time …………………………………………………………………….. (Attach Copy) – 15%

6. Price ……………………………………………………………………………(Quotation) – 40%

8.0 How to apply

Detailed technical specifications and quotation forms are included in the tender documents. All eligible bidders are requested to send a request email to SIDRA Institute. The title of the email must read “Procurement of Car Hire”. If you are interested in submitting a bid, please send your tender collection request to SIDRA Institute Office via Procurement@sidrainstitute.org

All completed hard copy tenders should be submitted latest on 14^th December 2021 before 2:00 pm in sealed envelopes and shall be hand carried addressed to SIDRA Institute, Operations Office, Garowe Puntland-Somalia.

Late bids shall be rejected and no liability will be accepted for loss, late delivery or non-delivery, whatsoever. Bids shall be opened at a later date to be communicated.

A representative from your company will be invited to witness the opening.

 

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