Family Health International (FHI 360) invites quotations and proposals from eligible local service providers for Vehicles Rental & Land Transport Services in Ethiopia



  • Category : Vehicle Rent
  • Posted Date : 08/17/2022
  • Phone Number : 0904033555
  • Source : Reporter
  • Closing Date : 08/24/2022




Family Health International (FHI 360) is a nonprofit human development organization dedicated to improving lives in lasting ways by advancing integrated, locally driven solutions in more than 70 countries worldwide, including Ethiopia. Our staff includes experts in health, education, nutrition, environmental, economic development, civil society, gender equality, youth, research, and technology, creating a unique mix of capabilities to address today’s interrelated development challenges.

FHI 360 Ethiopia Country Office therefore invites quotations and proposals from eligible local service providers with valid and renewed licenses for the current fiscal year for Vehicles Rental & Land Transport Services in Ethiopia


Location cars will be assigned in:  THE WHOLE AFAR REGION INCLUDING ZONE TWO

Tender Required information – Documents / information that MUST be provided by candidates:


Daily rental cost based on Types/Makes/Models/year of production for the vehicles specified below.
• Validity of the tender document (Must be at least until end of December 2022)

• Price quotation must include the cost of vehicle rent and driver salary/per diem, maintenance cost and insurance coverage of the cars. However, fuel cost to be covered by FHI360 based on the consumption


• Name of the company and contact person
• Full address of the company

• Bid Bond of 20,000ETB in Certified Payment Order (CPO) in the name of “FHI360- Family Health International”
• Renewed business license for 2014 Eth. calendar
• Recommendation letters from other clients
• VAT & TIN registration certificate

*Please Note that suppliers who doesn’t fulfill these requirements will be subjected to disqualification even after a successful selection process leading to signing of contract

Types/Makes/Model of vehicles:

Toyota Land Cruiser,4×4, HZJ-76(Mark-II)

·         Toyota Land Cruiser 4×4, HZJ-78, Hardtop- 13-seater, 5-seater, 7-seater

·         Toyota Land Cruiser 4×4, HZJ-79, Pickup, single cup 3 seats

·         Toyota Land Cruiser,4×4, HZJ-105

General Terms of contract:

All cars should have title certificate with code 3- plate and valid insurance certificate

·         All cars should have valid annual technical inspection and all drivers MUST have valid driving license

·         Candidate companies must have the ability to provide up to Ten (10) 4x4vehicles at any given point in time.

·         In case of accident or standard service schedule, the selected company must have the ability to replace the vehicle with another of equal or higher specifications, within 24 hours.

·         A bidder must own at least ten vehicles which registered under the name of the applicant Company (copy of title certificate needs to be provided).

·         The selected company must deposit 20,000ETB as a performance bond on contract signing which performance will be evaluated as per the selection criteria described below and other means of measurement by the management of FHI360.

·         The year of production and models/makes of the rental vehicle MUST be specified on the quote

·         Interested companies bid must retain the rental price unaltered until end of March 2023.

Selection Criteria

The criteria for awarding contracts resulting from this tender is based on the ‘best value’ principle. To this tender, FHI 360 defines ‘best value’ as:

“Best value should not be equated with the lowest initial bid option. It requires an integrated assessment of technical, organizational, and pricing factors considering their relative importance (i.e., reliability, quality, experiences, reputation, past performance, cost/fee realism, delivery time, reasonableness, need for standardization, and other criteria depending on the item to be procured’’

Proposal will be evaluated on the following criteria to determine whether they are acceptable or not acceptable

Evaluation Criteria Description Weight (%)
Logistical services Provide list of vehicles owned by company-Minimum 10 10%
Branch office in Amhara Region Advantageous if the supplier has a branch office in Amhara Region 10%
Payment Terms Refers to the Bidder providing the most favorable terms of payment.  The Purchaser payment terms are to pay within 30 calendar days for acceptance of delivery, and receipt of invoice 10%
Past Experience Refers to Bidder’s ability to demonstrate relevant experience and technical knowledge of the set supply and service required. Bidder to provide at least 3 references attaching executed purchase orders or contracts 10%
Financial Proposal Best offer (Lowest Price gets 60%) 60%

Note that the vehicle and driver, proper licensing, fuel, maintenance and insurance coverage of the cars is the owner’s responsibility.

The Financial Evaluation will be based on the ‘lowest responsive bid’ taking into consideration other factors as indicated in the evaluation criteria listed above with a success lead in the total percentage / 100%.


1.        Candidate companies can provide additional details, offers& information they find suitable.

2.        Each bid must be submitted in sealed envelope marked on both technical and financial documents indicating.

“VEHICLES RENTAL – FHI360 RFQ/AFAR”, not later than 10:00 AM on the 24 August 2022

3.        Submission of the documents: directly to FHI360 office to the following address:         

 Family Health International (FHI360)-Ethiopia, Gabon Road, Meskel Flower Belihu Building (Next to Arsho) Kirkos Sub City, Woreda 02, Addis Ababa, Tel +251(0) 904-033555/ 0911921945. House No: 502 For any further information, please call to Country Office Crises Response Logistics unit using Tel +251(0) 0911-/ 921945 or 

4.        Bid submission date is as of the Announcement of this tender on the newspaper lasting up to 24 August 2022.

5.        The bids will be officially opened on the 24 August 2022@11:00 AM at FHI360 main office. A representative of each company should be present for the opening of the envelopes with their company’s ID card and/or supporting letter from their company

6.        Following the bids opening, assessment / evaluation and technical inspection for the selection of vehicles will be carried out by FHI360 Technical personnel.

7.        FHI360 reserves the right to select service provider(s) viewed most suitable. This will not be based on cost alone; quality, condition& age of vehicles, ability to replace vehicles in time, references and others will be considered.

8.        FHI360 reserves the right to reject all or part of the tender. FHI360 reserves the right to select more than one service provider, and /or select only part of a candidate’s bid.

9.        The present tender request is not an order and does not engage FHI360 on any Legal or ground or financial commitment.

Annex 1 Vehicle RFQ

Vehicle Type Price (ETB) Per Day Price (ETB) per Month
1.        Toyota Land Cruiser,4×4, HZJ-76(Mark-II)    
2.        Toyota Land Cruiser 4×4, HZJ-78, Hardtop- 13-seater, 5-seater, 7-seater    
3.        Toyota Land Cruiser 4×4, HZJ-79, Pickup, single cup 3 seats    
4.        Toyota Land Cruiser,4×4, HZJ-105



Scope of Work
• Vendor to provide type of vehicles and model as requested in the technical section conditions.
• Provide Serviceable Vehicle.
• The drivers:
o Must have a valid driving license and competent.
o Able to speak basic English.
o Trained on defense driving, first aid and knowledgeable about Amhara roads.
o Ensure cleanness and maintenance of the vehicle.

Daily check of the vehicle and regular checking of allocated vehicle
o Filling in the Log sheet and other administrative documents

Makes sure that when travelling he has all the necessary document (driving license, insurance copy) and standard security

o Checks before departure that each and any passenger has his / her seat belt fasten
o Check that the car is not overloaded
o Cannot take any cargo without waybill, and personal cargo should be authorized by designated fhi360 staff member.

▪ The daily and periodical check. These checks are as follows:

  • Every morning before starting the vehicle, check and correct if needed:
    o Engine oil level.
    o Coolant fluid level
    o Brake and clutch fluid levels
    o Battery tightening
    o Cleanliness of the radiator
    o Condition of the five wheels, i.e. pressure and wear.
    o Absence of oil leakage or traces on the soil
    o Cleanliness of windscreen, side and rear-view mirrors
    o Presence of all materials in the car, i.e. toolbox, jack, spare tyre etc.
    o After these checks, the driver should start the vehicle and check that temperature rises normally.
    o While the engine is warming up, the driver checks the dashboard display

Every Evening duties

  • Wash the car if needed
  • Refill fuel Tanks in needed
  • Fill in the log sheet as applicable

Every week or after long trip

o Radiator fixation and hose pipes fixation and condition
o Oil level in the power steering
o Cleanliness and condition of air filter
o Lights and electrical system functioning
o Windscreen washer reservoir
o Windscreen wipers cleanliness and condition
o Chassis condition
o Condition of cushions
o Shock absorbers and suspension struts
o Greasing of spider kit inside the universal joint
o Mounting of exhaust pipe
o Tightening of all bolts and nuts
o Inventory of all kits supposed to be on board, i.e. tool kit etc.


The vehicles will be used in THE whole Afar region including Zone two and may be parked within FHI360 compound

Vehicle Log sheets will be used to determine service delivery.