Secours Islamique France (SIF) intends to select suppliers for Fleet & Transportation services,

1. Proposed Scope of Work – Rental of 4x4 Vehicles

Scope of Work

SIF intends to hire 4x4 vehicles or pickup cars on a monthly basis with drivers and without fuel to support field activities, staff movement, monitoring visits, programme implementation and other operational requirements in Khyber Pakhtunkhwa.

The selected service provider shall provide reliable, safe, well-maintained, and appropriately equipped 4x4 vehicles together with qualified and experienced drivers.

A. Required Vehicles

The service provider shall provide:

The RFQ appears to indicate a 1-year framework agreement.

B. Vehicle Specifications

Each vehicle shall:

1. Be a 4x4 vehicle, such as a Toyota Prado or an equivalent vehicle.
2. Be Model Year 2005 or newer.
3. Be in excellent mechanical and operational condition.
4. Have a fully functional air-conditioning system.
5. Be suitable for mountainous, rural, and difficult road conditions in KPK.
6. Have valid registration and all legally required documentation.
7. Have valid vehicle insurance.
8. Be free from major mechanical defects.
9. Be clean and presentable.
10. Have functional seat belts for all passengers.

C. Mandatory Safety and Emergency Equipment

Each vehicle must be equipped with, at minimum:

• Fully functional spare tyre
• Jack and wheel spanners
• Basic vehicle tool kit
• Fire extinguisher
• Tow rope/chain
• Basic first-aid kit
• Warning triangle
• Working headlights, indicators and brake lights
• Functional seat belts
• Other standard emergency equipment required under Pakistani law

All equipment shall be physically verified by SIF before vehicle acceptance.

SIF reserves the right to reject any vehicle that does not meet the minimum technical requirements.

D. Driver Requirements

The supplier shall provide a qualified driver for each vehicle.

Drivers must:

• Hold a valid driving licence appropriate for the vehicle.
• Have adequate experience driving 4x4 vehicles.
• Have experience driving in mountainous and challenging road conditions.
• Be familiar with KPK roads and major locations where possible.
• Be medically fit to perform driving duties.
• Have appropriate professional conduct and behaviour.
• Observe SIF's security, safety and movement procedures.
• Comply with applicable traffic laws and regulations.
• Maintain confidentiality regarding SIF staff, activities and movements.
• Not drive under the influence of alcohol, drugs or any substance affecting driving ability.
• Maintain the vehicle in a clean and operational condition.

SIF reserves the right to request replacement of a driver where there are reasonable concerns regarding performance, conduct, safety or compliance.

E. Maintenance and Repairs

The supplier shall be fully responsible for:

• Routine servicing
• Engine oil
• Oil filter
• Air filter
• Brake maintenance
• Tyre maintenance/replacement
• Battery
• Mechanical repairs
• Electrical repairs
• Air-conditioning maintenance
• Any other maintenance necessary to keep the vehicle operational

No additional payment shall be made by SIF for routine maintenance or repairs.

In case a vehicle becomes unavailable because of breakdown or maintenance, the supplier shall provide an equivalent replacement vehicle at no additional cost to SIF.

F. Fuel

Vehicles shall be provided without fuel.

Fuel costs shall be borne/provided by SIF according to its internal procedures.

The supplier shall not charge SIF separately for fuel unless specifically authorized in writing.

G. Vehicle Usage and Travel

Vehicles will primarily be used for:

• Staff transportation
• Field missions
• Programme monitoring
• Distribution/assessment activities
• Meetings and official visits
• Movement between project locations
• Other authorized SIF operational activities

Vehicles may be required to travel within:

• Lower Chitral
• Upper Chitral
• Swat
• Peshawar
• Other locations throughout KPK
• Islamabad, where applicable

The supplier shall ensure that the vehicles are suitable for long-distance and mountainous travel.

H. Availability

Vehicles shall be available according to SIF operational requirements and agreed working arrangements.

The supplier shall ensure sufficient availability of vehicles and drivers during the contract period.

For emergency or urgent operational requirements, the supplier shall make reasonable efforts to provide the vehicle as requested by SIF.

I. Replacement Vehicle

If a vehicle:

• Breaks down,
• Is involved in an accident,
• Requires major repair,
• Becomes unsafe,
• Is unavailable for any other reason,

the supplier shall provide a similar or better 4x4 replacement vehicle without additional cost.

The replacement vehicle must meet the same minimum technical requirements.

J. Insurance and Legal Compliance

The supplier shall be responsible for ensuring that each vehicle has:

• Valid registration
• Valid insurance
• Valid fitness/inspection documentation where applicable
• Valid route/permit documentation where applicable
• Any other legally required documentation

Copies of relevant documents shall be submitted to SIF before deployment.

K. Vehicle Inspection and Acceptance

Before deployment, SIF will conduct a physical inspection of each vehicle.

The inspection may include:

• Vehicle model/year
• General condition
• Engine/mechanical condition
• Tyres
• Air conditioning
• Lights
• Seat belts
• Spare tyre
• Jack/tools
• Fire extinguisher
• First-aid kit
• Vehicle documentation
• Insurance
• Registration

Only vehicles that meet SIF's requirements shall be accepted

Eligibility and Mandatory Qualification Criteria for Bidders

Companies, firms and legally registered service providers interested in participating in this tender must meet the following eligibility requirements and submit the supporting documents with their offers.

1. Legal Registration

The bidder must be a legally registered company, firm, partnership or sole proprietorship authorized to provide vehicle rental or transportation services in Pakistan.

Required documents:

• Valid company/firm registration certificate or other applicable evidence of legal registration.
• Copy of the proprietor's or authorized representative's CNIC, as applicable.
• Complete company profile, including registered address, contact details and name of the authorized representative.

2. Tax Registration and Compliance

The bidder must possess a valid National Tax Number (NTN) and comply with applicable federal and provincial tax requirements.

Required documents:

• Valid NTN certificate.
• Latest FBR Active Taxpayer List (ATL) status or equivalent applicable tax-status evidence.
• Sales tax registration certificate and relevant provincial sales tax registration, where legally applicable to the services offered.

3. Relevant Business Experience

The bidder must demonstrate experience in providing vehicle rental, fleet hire or transportation services relevant to this contract.

Required documents:

• List of previous or ongoing vehicle rental/transportation contracts.
• Copies of purchase orders, contracts or client reference letters, where available.
• Details of at least two relevant clients or completed assignments, if available.

4. Vehicle Availability and Capacity

The bidder must demonstrate the capacity to provide the number of vehicles offered under the relevant location or lot.

Required documents:

• Vehicle fleet list indicating make, model, year, registration number and ownership or availability status.
• Evidence of ownership or a valid arrangement to provide vehicles through leasing or other lawful means.
• Confirmation of the number of 4x4 vehicles available for monthly rental with drivers and without fuel.
• Commitment to provide equivalent replacement vehicles without additional cost in case of breakdown, accident or unavailability.

Bidders may apply for one or more location-based lots, subject to the requirements specified in the RFQ.

5. Vehicle and Driver Compliance

The bidder must confirm that all proposed vehicles and drivers will meet the technical and safety requirements stated in the Scope of Work.

Required documents before deployment:

• Valid vehicle registration documents and insurance.
• Valid driving licences for assigned drivers.
• Driver experience details, particularly experience driving 4x4 vehicles in mountainous and difficult road conditions.
• Confirmation that vehicles will be maintained in safe and operational condition and equipped with the mandatory emergency equipment.