Request for Quotation for the provision of vehicle hire services

Request for Quotation (RFQ)

FOR
THE PROVISION OF VEHICLE HIRE SERVICES
TO International Centre of Insect Physiology and Ecology
(icipe -ETHIOPIA)

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 Request for Quotation for the provision of vehicle hire services

NOTE:

Proposals must be personally presented to the following address:

International Centre of Insect Physiology and Ecology

ILRI Campus, Gurd Shola

P.O.Box: 5689, Addis Ababa, Ethiopia

Tel: +251(0) 116172594

+251(0) 116172587

Deadline: It is the exclusive responsibility of the bidder to ensure that the sealed envelope

reaches the above address before 5:00 p.m. on 8st February 2021. Any proposal received after

the official closing date and time shall not be accepted.

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 Request for Quotation for the provision of vehicle hire services

1. Introduction
The International Centre of Insect and Physiology and Ecology (icipe) is a world- class research
centre with a mission to alleviate poverty by ensuring food security, improving health, protecting
the environment and building the capacity of researchers and communities across the developing
world, through application of insect science.

It is the intent of this RFQ to establish one or more responsible and reliable vehicle hiring service
providers company to work with. icipe Ethiopia will enter into a contract for one year with the
possibility of extension based on performance.

2. Purpose and Objective of this Request for Proposal

icipe Ethiopia is seeking qualified and experienced vehicle hire service providers for its offices in
three regions Oromia, Amhara, SNNP and Addis Ababa. The objective of this request is to
facilitate the work of icipe Ethiopia by providing efficient, reliable, comfortable and safe
transportation service. Accordingly, icipe Ethiopia wishes to enter into a long-term agreement with
a vehicle hire service provider that will provide vehicles upon request.

3. Scope of work

The scope of the service provider is limited to facilitating icipe Ethiopia activities by providing
well maintained and insured vehicles along with well-trained driver with the proper professional
attitude and skills.

4. General Provisions
Particulars of the Vehicles
❖ Bidders must include with its proposal the list of vehicles model, type of vehicles and the
number of passengers it may accommodate along with documentary evidence which they
intend to rent to icipe Ethiopia.
❖ icipe Ethiopia wish to hire two types of vehicles:
1. Toyota Land Cruiser Station Wagon, 8-Seater, its model should be 2013 or latest.
2. Toyota Land Cruiser, its model should be 2013 or latest.
3. FSR and ISUZU truck, its model should be 2005 or latest.

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 Request for Quotation for the provision of vehicle hire services

❖ All vehicles must be in excellent condition, have fully operational air-conditioning, new
tires, spare wheels, safety belts, tools, accessories and first aid kit.
❖ Vehicles must always be prior inspected by icipe Ethiopia to judge whether suitable to be
operated in a safe and secure manner.
Work Experience
❖ Bidders shall have a minimum of 3 years work experience in vehicle hire service.
❖ The Bidder shall submit at least three clients name of reference, for which the bidder has
performed similar services. The list shall, at a minimum, include for each reference:
➢ The client’s name
➢ The client’s current telephone number and address
➢ Description of services
➢ Service certificate or recommendation letter.

Eligibility
❖ The service provider shall submit a copy of valid trade license, VAT certificate and TIN
certificate.
❖ Service Provider will be responsible for updating vehicles registration, insurance or any
other legal documents as required by the Ethiopian Road Transport Authority.
❖ All legal compliances in accordance of Law of Ethiopian to operate vehicles on the road
must be followed. All legal documentation of the supplied vehicles must be up to date as
required by the local traffic rules and regulations.
❖ The Service Provider will be responsible for paying all penalty or fines if imposed by any
authority on any of the supplied vehicles or on any driver for violation of any rules or
regulations of Ethiopia.
❖ All the vehicles provided by the Service Provider to icipe Ethiopia must vehiclery the
following documents:
➢ Valid Insurance
❖ In case of unsatisfactory service or unsatisfactory performance of supplied vehicle, the
Service Provider will be responsible for replacing the vehicle immediately.
❖ The Service provider shall keep the vehicles in clean and good condition and shall bear all
costs associated in provision of regular maintenance, lubricants and consumables parts.

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 Request for Quotation for the provision of vehicle hire services

Safety and Security

The Service Provider will be responsible for the safety and security of supplied vehicles. The
driver, provided by the Service Provider will ensure safe driving of the vehicles and safeguard of
the vehicles from any loss, theft, damage or destruction. icipe Ethiopia will not be responsible for
any damage, accident or theft of any vehicles in any circumstances.

Drivers
❖ The Service Provider will assign well-trained driver with the proper professional attitude
and skills, holding valid and legal driving licenses.
❖ The Service Provider will be fully responsible for all drivers’ contractual obligations,
including per diem, accommodation expenses, salaries, benefits and bonuses and other
facilities.
❖ The Service Provider shall assign experienced driver with a professional experience for a
minimum of 5 (Five) years.
❖ Valid Driver’s License
4. Reservation of rights
❖ icipe Ethiopia reserves the right to reject any or all proposals received as a result of this
RFQ. If a proposal is selected, it will be the most advantageous regarding price, quality of
service, the bidders’ qualifications and capabilities to provide the specified service, and
other factors icipe Ethiopia may consider.
❖ icipe Ethiopia does not intend to award a bid fully on the basis of any response made to
the proposal; icipe Ethiopia reserves the right to consider proposals for modifications at
any time before a bid would be awarded, and negotiations would be undertaken with that
bidder whose proposal is deemed to best meet the icipe Ethiopia’s specifications and needs.
Insurance Coverage
❖ All vehicles shall be comprehensively insured.
❖ The proposal must include a copy of insurance certificate showing:
5. Evaluation
All proposals will be reviewed and evaluated by icipe Ethiopia in accordance with icipe Ethiopia
rules and regulations as well as the considerations, information and requirements contained in this

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 Request for Quotation for the provision of vehicle hire services

RFQ. The evaluation procedure will consist of a formal technical and financial assessment of the
proposals received. Price is an important factor; however, it is not the only consideration in
evaluating responses to the RFQ. The financial assessment entails an analysis of the best overall
financial proposal on a “best value for money’ basis and not just the lowest price.
6. Financial provisions
❖ Bidders proposed rental fee is inclusive of all necessary costs to provide the proposed
services, including, but not limited to; employee salaries and benefits, maintenance and
repair cost, insurance overhead, profit, all taxes related to this RFQ, etc.
❖ Payment by icipe Ethiopia for the services will only be made after the services are
performed and accepted by authorized icipe Ethiopia passenger.
❖ All prices shall be quoted in Ethiopian Birr.
❖ All vehicles should be delivered to icipe Ethiopia with full tank and returned to the service
provider with full tank.
7. Quotation description
❖ The bidder should submit its quotation which includes the below information.
No. Type of Vehicles Daily rate in birr including all taxes excluding fuel
1 Toyota Land Cruiser, 8-seater,
its model should be from 2003
or latest
2. Toyota Land Cruiser, 8-seater,
its model should be from 2013
or latest.

No. Type of Vehicles
1. FSR and ISUZU truck, its
model should be 2005 or latest.
Price in birr including all taxes and fuel. The price
should be per k.m. from Addis to different in the
three regions Oromia, Amhara, SNNP and Addis
Ababa.