Invitation to Bid for Vehicle Rental / Service Contract

Invitation to Bid for Vehicle Rental / Service Contract

Faith in Action

Procurement Reference Number: FIA/0143/2025

Project Title: Integrated Lifesaving Response to Malnutrition and Public Health Needs through Health, Nutrition, WASH, and Agriculture Support for Conflict-Affected People in West Belesa and Kinfaz Begela Woredas

Bid Type: Annual Vehicle Service Contract
Date: 24/10/2025

Deadline: 02/11/2025

1. Introduction

Faith in Action (FIA) was a non-governmental organization established in 2010G.C, as Ethiopian Residence Charitable Association. Then Re-registered and accorded with legal personality on 29/05/2019 as Local Organization in accordance with the CSOs proclamation No.1113/2019. FIA is built upon the premise of that Children, Women and Youth, are the promise of the successful development of Ethiopia. FIA seeks to establish a one-year framework contract with a qualified vehicle rental or transport service provider to ensure reliable mobility for project implementation, monitoring, and supervision activities.

2. Objective of the Bid

The purpose of this bid is to secure a reliable, safe, and well-maintained vehicle service to facilitate field activities of FIA in Central Gondar. The selected supplier will provide vehicles with drivers for fieldwork, logistics support, and official missions as per organizational requirements.

3. Duration of the Contract

• Contract period: One (1) Year
• Start date: Upon signing of the service agreement
• Renewal: Subject to satisfactory performance and funding availability

4. Vehicle Specifications

5. Service Requirements

• Vehicles must be registered, fully insured, and in excellent mechanical condition.
• Vehicles must be equipped with spare tires, first-aid kit, fire extinguisher, and tools.
• Drivers must be licensed, experienced (minimum 5 years), disciplined, and familiar with the Central Gondar area.
• The service provider must ensure availability of replacement vehicles in case of breakdowns.
• Maintenance, repair, and comprehensive insurance shall be the responsibility of the service provider.
• Fuel will be provided by FIA.

6. Financial Proposal

The financial proposal for this one-year vehicle service contract has been prepared based on the organization’s operational needs and standard market rates in the Central Gondar Zone. The estimated cost covers the full provision of vehicles, drivers, maintenance, and comprehensive insurance for the contract period. The daily and monthly rates are inclusive of all administrative costs, taxes, driver allowances, and vehicle upkeep. Payment will be made on a monthly basis upon submission of verified invoices and vehicle usage reports.

7. Payment Terms

• Payments shall be made monthly upon submission of an invoice and approved vehicle logbook.
• Payment within 15 working days after invoice approval.
• All payments are subject to withholding taxes as per Ethiopian government regulations.

8. Evaluation Criteria

Bids will be evaluated based on:

• Compliance with technical specifications
• Vehicle condition and availability
• Competitive pricing
• References and past performance

9. Required Documents

Bidders must attach the following:

• Valid Business License and TIN/VAT registration
• Vehicle ownership documents
• Proof of comprehensive insurance
• Reference letters from at least two NGOs or agencies