Terms of Reference (TOR) for Framework Agreement (FWA) for Car Hire Services at FACT Foundation

Background

Fact Foundation requires reliable and efficient car hire services to facilitate its operations. The services will be used to transport field monitors. This TOR outlines the requirements and expectations for providing these services under a Framework Agreement.

Objectives

The objective of this TOR is to secure a service provider that can deliver car hire services that are safe, reliable, efficient, and cost-effective. The service provider should be able to provide various vehicles suitable for different purposes and meet the organization’s needs promptly and professionally.

Scope of Services

The service provider will be expected to:

• Provide a range of vehicles including SUVs, and Highlander.
• Ensure all vehicles are in good working condition, regularly serviced, and comply with local regulations.
• Provide experienced and licensed drivers with good knowledge of the local area.
• Ensure drivers are professional, punctual, and adhere to the organization’s safety and security protocols.
• Offer 24/7 availability of services, including emergency support.
• Provide detailed invoices and reporting on usage and costs.

Duration of the Agreement

The Framework Agreement will be for an initial period of one year, with the possibility of extension based on satisfactory performance and mutual agreement.

Service Requirements

• Vehicle Standards: Vehicles should be clean, well-maintained, air-conditioned, and equipped with necessary safety features.
• Driver Standards: Drivers must have a valid driving license, and clean driving record, be proficient in the English Language, and understand at least one local language 
• Availability: The service provider must ensure vehicle availability for 20 days in a month.
• Safety and Security: Vehicles should be equipped with first aid kits, fire extinguishers, Tow rope, and any other safety equipment as required by local laws.
• Insurance: The service provider must have comprehensive insurance coverage for all vehicles and passengers.

Deliverables

• Monthly reports detailing vehicle usage, kilometers driven, and incidents, if any.
• Immediate notification and detailed report of any accidents or incidents involving the vehicles or drivers.
• Regular updates on the fleet's condition and any changes in the service provision.

Performance Evaluation

The service provider's performance will be evaluated based on:

• Timeliness and reliability of service.
• Condition and cleanliness of vehicles.
• Professionalism and conduct of drivers.
• Responsiveness to emergencies and complaints.
• Accuracy and timeliness of reports and invoicing.

Payment Terms

Payments will be made every month upon receipt of a detailed invoice and satisfactory performance. Payment terms will be within 30 days of invoice receipt.

Confidentiality

All information provided to Fact Foundation and any resultant contract will be confidential and should not be disclosed to third parties without prior written consent.

Location

Sokoto State

• Illelah
• Tangaza
• Rabah

Yobe State

• Bursari
• Gulani
• Gujba
• Potiskum:- Fune-Fika-Nengere