RFQ - Consultancy Service to Provide Car Rental at Neem Foundation

Schedule of Requirement
Description of Service: Rental of 3 (three) SUVs or its equivalent with driver
Project: Prevent and Protect: Strengthening Access and Responses to GBV in Kaduna, Kano, and Sokoto States in Nigeria
Location: Kaduna, Kano and Sokoto State
Unit: Gender and Social Inclusion Department
Duration: 17 Months

1. Vehicle Specifications

• The supplier shall provide the Neem Foundation Prevent and Protect: Strenthening Access and Responses to GBV in Kaduna, Kano and Sokoto with an SUV vehicle (Toyota or equivalent).
• The car should be petrol driven.
• Clean inside and out and free from unpleasant odors;
• Road-worthy and in good condition.
• Equipped with necessary safety items, including fire extinguisher, seat-belt restraints, spare tire, mechanical jack, and basic hand tools.
• Air conditioning systems must be functional.
• Compliant with applicable insurance, safety, or other motor vehicle requirements.
• Registered with a reputable towing services firm with 24-hour on-call and on-the-road assistance with wide coverage. In the absence of such services in-country, an equivalent or alternative service must be proposed to ensure minimal exposure of staff on the road.
• Registered for operation during the period of his Contract with registration documentation in the vehicle and registration/number plates affixed to the vehicle as required by law; and
• Original vehicle registration, driver’s license, and other documentation should always be available in the vehicle being rented (in case of checkpoints, etc.)

2. Working Hours and Approved Route

• The vehicle shall be available on request from Monday to Friday during the official business hours, but exceptional requests may be made for operation outside normal hours for which no
• extra charge shall be incurred for the car.
• During the period of operation for Neem Foundation, the vehicle shall carry passengers or goods authorized by Neem Foundation.
• Vehicle rental service to include only geographic transportation coverage for implementation surrounding areas.

Payment and Requests for Service
A trip log in which mileage, start and end time of service, driver name, etc. is to be maintained. The format of the trip log is to be agreed upon by both parties and the log must be certified at end of the
trip by Neem Foundation. Payments will be made monthly upon the submission of an invoice and the trip log.
4. Special Conditions
The vehicle and driver shall be made available normally during working days from Monday to Friday between the hours of 0800 and 1600. A weekly schedule will be provided in advance, but exceptional requests may be made for operation outside normal hours, for which no extra charge shall be incurred for the car. During the period of operation for Neem Foundation, the vehicle shall carry passengers or goods authorized by Neem.
The Contractor shall be fully responsible for the operation of the vehicle and ensure that the driver operates the vehicle in accordance with applicable law. The Contractor shall be fully
responsible for payment of salary and other benefits to its driver as required by the governing labor laws, as well as for paying any fees incurred by the driver, including but not limited to fines
for traffic violations. Neem Foundation shall not be liable for any action, omission, negligence, or misconduct of such driver, nor for any costs, expenses, or claims associated with any illness, injury, death, or disability of such driver performing services in connection with this Contract.
Neem Foundation shall have no responsibility vis-à-vis the driver.
c. The driver(s) shall be:

• Properly trained in the operation and maintenance of the vehicle.
• Sufficiently experienced, with at least three years of experience as a driver.
• Licensed for operating a motor vehicle, including for passenger service if available, Familiar with local routes and destinations.
• Properly attired during hours of operation.
• Always observe basic courtesy to the passenger(s), fellow motorists, and road authorities; In possession of no prior accident records; and In possession of a mobile phone with an active number provided by the Contractor
• The Contractor shall be responsible for the professional and technical competence of its employees and will select, for work under this Contract, reliable individuals who will perform effectively in the implementation of this Contract, respect the local customs, and conform to a high standard of moral and ethical conduct. Neem Foundation reserves the right to review the
• qualifications of the driver before the commencement of service, or at any other time during the term of this Contract but shall have no obligation to do so. At Neem’s request, the Driver
• shall be replaced with another meeting the above conditions within 24 hours after receiving written notification from Neem.
• During the period of operation for Neem Foundation, the driver shall receive instructions solely from the Neem authorized passenger(s) and travel the most efficient, safe, and secure route to
• any indicated destination, without deviation for personal or other reasons not associated with Neem Foundation’s interests, and without interruption of Neem’s purposes for the trip.
• The Contractor shall be fully responsible for any maintenance, servicing, and repair needs of the vehicle during the term of this Contract, and all costs related thereto and shall ensure that the
• vehicle operates properly during the term of this Contract. Except in the case of emergencies, the Contractor shall ensure that service and repair do not take place during the hours that Neem
• Foundation requires the vehicle, or at any other time that will interfere with Neem’s’ purposes for the use of the vehicle. If the vehicle is not able to be used at any of the requested times, the
• Contractor will provide another vehicle with the same specifications within two (2) hours of the incident which caused the vehicle to be unavailable.

Find the Complete RFQ on Google Drive