Contractor (Car Hire Services) at United Nations

Reference: AFRO036/2017
Location: Nigeria
Type of Notice: Request for Proposal
Registration level: None

Overview

• WHO Technical and administrative personnel visit various areas during the course of the work. Official vehicles are limited in number and therefore unable to cater with the demand.
• Vehicle hire is coordinated in the state capital. Most movement takes place from the State capital to LGAs. ACar(s) with driver(s) therefore is required to convey the passenger(s) to and fro the place of assignment.
• The car hire driver is therefore expected to support all movements of the WHO personnel. Predetermined monthly work-plans are in place to guide resource requirements.
• All cars provided by the service providers must have drivers.

Job Description

• The purpose of this Request for Proposals (RFP) is to provide hire services to complement official vehicles to convey personnel to and fro on official duty.

Objectives of the Activity

• Provide hire services to complement official vehicles to convey personnel to and fro on official duty.

Activity Coordination:

• Car hire services are coordinated by the administrative assistant in each state. A monthly work plan is available to guide resource requirements for the month.
• In the event of variation in the movement plan, a notice would be given two days before the date of anticipated movement. The central office in Abuja collates and monitors car hire implementation.

Work to be Performed

• Provide vehicles with drivers for conveying WHO approved personnel.
• The vehicles deployment is centrally controlled and passengers may change from day to day. Different vehicle types are required for different terrain and capacity.

Requirements

• WHO requires the successful bidder, the Contractor, to provide “car hire services on a regional/zonal basis".

Characteristics of the Provider
Status:

• The Car hire provider shall be an institution operating in the field of Transport services, with proven expertise in car hire procedures.

Accreditations:

• Financial viability: Payments to service providers will be on a 30-45 day period as monthly reconciliation would be necessary to process payments.
• Safety of drivers, passengers and the public:Service providers will be liable for safety of drivers and members of the public in the course of service delivery.
• Vehicle maintenance: Maintenance of vehicles provided will be the responsibility of the service providers.
• Vehicle insurance: Vehicle provided must be insured on a “3rd party basis” at least.

Previous Experience:

• Previous work with WHO, other international organizations and/or major institutions in the field of Car hire services.
• Proven experience in Private and public transport service provision.

Logistical Capacity:

• Service provider should have the required type of vehicle. The provider should also have vehicles to replace broken vehicles
• The provider should have sufficient and reliable fleet to replace a damaged one and avoid service interruption. The provider is expected to have at leastfive years’ experience in the field of fleet management.

Staffing:

• Staff dedicated to the Project, or specified phases thereof.Drivers with valid driving license and trained on safe driving criteria.

Key Requirements
Vehicle Requirements:

• The vehicle provided must be in excellent working condition and conform to the requirements of the attached checklist. The vehicle should be 2005 or later model.
• The vehicle provider must have the range of vehicles Saloon, Sedan, SUV/Jeeps/4X4 double cabin.
• The vehicle shall be registered as required by law of the FRSC and up to date. Proof of registration should be provided.
• Replacement of Vehicle in case of breakdown. In the event that a car breaks down, the car rental company will arrange for replacement within one hour or within a reasonable time depending on the breakdown location.
• Fuel:
  • The car rental company will ensure that whenever WHO requires a vehicle it should be handed over with a full tank of fuel.
  • WHO shall not be responsible to fuel the hired vehicle at any time.
  • The hired vehicle should not carry flammable vehicle fuel in containers inside the vehicle
• Insurance:
  • All vehicles must be insured on third party insurance cover.
• Drivers: The following should be observed about the driver.
  • Must have a valid driver’s license.
  • Minimum 5 years of relevant experience.
  • Familiar with local routes and traditions/customs/language of area of travel.
  • Maximum age limit :45 years
  • The firm should be responsible for behavior/actions of the driver.
  • The driver must be physically fit and have eye test certificate.
  • The driver must be well trained on safe driving and provide the relevant training certificate
• Log Book:
  • Firm must maintain a logbook provided by WHO for each movement/travel containing the complete movement details with mileage and locations.
  • The daily movement must be signed by the WHO personnel in the logbook. These details must be provided along with invoice.
• Area of service and times of availability:
  • The area of service shall include all areas within the state of assignment.
  • The vehicle and driver should be available for 12 hours on each day.
• Obligations of the car hire company:
  • The firm providing services shall be responsible for the security of the driver, accommodation, vehicle maintenance, vehicle loss or any loss of items along with the rented vehicle.
  • WHO will not be responsible for any loss whatsoever due to security risks, negligence of driver or otherwise.

Reporting Requirements:
The Administrative Assistant in the State and Transport Assistant at the country office is responsible for:

• The daily deployment of vehicles
• Provision of monthly work plan in case of changes
• Monitoring performance with the assistance of the zonal logistics assistant
• Reporting for performance and facilitating payment.