To apply for this job email your details to planzamtenders@plan-international.org
Procurement of Car Hire Services Long Term Agreements for 2025/27
ABOUT PLAN INTERNATIONAL
Plan International is an independent development and humanitarian non-governmental organization that advances children’s rights and equality for girls. Working in Zambia since 1996, Plan International Zambia’s development and humanitarian programmes focus primarily on Inclusive Quality Education, Skills and Opportunities for Youth Employment and Entrepreneurship, Sexual Reproductive Health and Rights, Early Childhood Development and Gender Responsive Child Protection. Child protection is key in all that we do.
Plan International Zambia has Programme Areas (PAs) in; Central, Luapula, and Eastern Provinces including in Lusaka, where the Country Office is located. Plan International Zambia is also implementing the Nutrition in Emergency Project (NIE) in Southern Province with focus on Zimba, Gwembe and Sinazongwe Districts.
Plan International Zambia now invites reputable and eligible Car hire providers to provide vehicle hire for Plan International Zambia (PIZ) employees, officials, and stakeholders within the different provinces for a period of up to twenty-four (24) months in support of PIZ operations. The successful service providers shall perform the required services in line with high quality standards and shall follow all applications and directives as indicated in this TOR
DESCRIPTION OF THE ASSIGNMENT
The service provider will be expected to provide upon request one or more vehicles, station wagon 4X4 or sedans as per the below requirements. The service provider should make available within 24 hours, the car(s) in good condition and a qualified driver.
SCOPE OF WORK
Specific scope of work includes but should not be limited to the following:
- The vehicle will be used by project staff in implementing their activities in different areas of the country with the schedules planned.
- Provide vehicles prior to support activities of project.
- Use the vehicle for the better implementations of the projects in time, to deliver desired results.
- Change in the deployment of vehicles or drivers shall be allowed only in exceptional circumstances and only with prior information/approval of PIZ
- Use hired vehicle in the project areas as shown or in any area as will be required by PIZ.
- Doing check-up of the vehicle with responsible person from PIZ.
- Submit to PIZ a report on the usage of the vehicle in field i.e., signed log book.
VEHICLE REQUIREMENTS
The service provider is responsible to provide for each category of vehicle as per the following requirement:
1. Vehicles should be road-worthy and equipped with functional Radio CD player, Air conditioning facility, security seat belts, easy to board/exit, clean etc.
2. The vehicles must be licensed and registered with the Zambia Road Transport and Safety Agency (RTSA). Both License and Insurance should be in the name of the vehicle hire company. The vendor must also ensure that all the necessary documents (Road Tax, Certificate of Fitness, Insurance papers, driving license) are available with the car deployed for duty for the PIZ.
3. Every vehicle shall be equipped with working seat belts for all passengers, spare tyres, jack and basic hand tools, tow ropes, reflective triangles, first aid kit and Fire Extinguisher with a valid expiring date.
4. The vendor will provide PIZ with the relevant vehicle information including type, chassis number, registration plate number, color, seating capacity, driver’s name for every trip not later than 24 hours before the date the trip commences.
5. The service provider shall provide the following resources with the vehicle. These resources include but are not limited to; full tank of fuel, experienced licensed driver, provision for upkeep/accommodation allowance for driver.
6. The vendor shall ensure that the drivers assigned to the vehicles are always physically fit and neat during the mission. The assigned driver should have knowledge of the trip areas and are able to speak English.
7. The vendor must demonstrate its ability to perform the services with due diligence, professionalism and integrity. Manage emergency changes/cancellations in a professional manner.
8. The hired vehicle(s) shall collect authorized passengers from a selected pickup location at the agreed date and time and drive them as per the agreed itinerary. All trips should not go beyond 18 hours or earlier than 06:00 hours in the morning. If there is need to go beyond 18 hours or earlier than 06:00 hours, the trip leader will request a waiver from PIZ Country Director of their designate.
9. The vendor will make provision for backup for vehicles that break down in the course of travels as soon as possible but not later 12 hours when report is made.
10. The vehicles offered shall be free from defects and in good mechanical condition. The vehicles offered shall be safe for transporting passengers with their luggage, clean inside and out and free from any unpleasant odour.
11. The hired vehicles should have a comprehensive insurance coverage with a reputable insurance company.
12. The vendor shall accept full responsibility including security of all vehicles supplied including security of the drivers. The vendor will be liable if any security incidents occur that has a relation to its drivers or vehicles.
VENDORS OBLIGATIONS
1. The driver to take charge and be able to correctly record mileage at the end of every trip covered in the log book.
2. Drivers provided by the vendor should have no prior record of traffic violations/convictions
3. Ensure safety and provide for the vehicle and traveler’s belongings/baggage during any trip.
4. Provide and share any necessary information regarding routing and security of the people onboard.
5. Be able to receive, inspect, check and provide vehicle maintenance record and status before any trip.
6. Support in loading and offloading items before and after any journey.
7. Drivers to attend mandatory sessions on PIZ vehicle and safeguarding policies
8. Drivers Qualification: Grade Twelve School Certificate
9. Communication Skill: Able to understand, write and speak English fluently and speak local language.
10. The vendor and the drivers must adhere to PIZ policies and procedures and not limited to child protection, code of conduct and reporting (whistleblowing policy).
11. The vendor shall be fully responsible for any and all 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 does not take place during the hours that PIZ requires the vehicle, or at any other time that will interfere with PIZ’s purposes for the use of the vehicle. In the event that the vehicle is not able to be used at any of the requested time, including those specified or exceptionally requested pursuant to the requirements above, the contractor will provide another vehicle with the same specifications within one (1) hour of the incident which caused the vehicle to be unavailable.
12. Drivers should have a mobile phone to facilitate communication.
13. Behavior and Conduct: Should be polite, well-groomed and well mannered.
14. Experience: Minimum of at least 5 (Five) years job experience in driving and holding class C driver’s license
15. The vendor should make sure that he provides PIZ with the details of the vehicle within 24 hours after e request
TYPES OF VEHICLES REQUIRED
1. 5-seater vehicles (Non four wheel and four-wheel drive sedans and double Cabs)
2. 7-seater vehicles (Four Wheel Drive) Preferably LSD Propelled, but not limited to LSD
3. 14 – 32-seater vehicles (Minibuses) Preferably LSD Propelled, but not limited to LSD
4. Vehicles should have been manufactured from 2007 to date.
Evaluation Criteria
Preliminary Evaluation:
1. Vendor must be legally registered and submit company registration documents (Pass/fail)
2. Bidders must submit company profile (Pass/fail)
3. Vendor must have at a minimum 5 years’ experience with providing similar services to International Non-governmental Organisations and/or reputable organizations (Pass/fail)
4. Valid Tax Clearance Certificate (Pass/fail)
Technical Capability and Compliance (75%)
1. Fleet Availability and Suitability (25%)
The vendors must indicate the number of each type of vehicle owned and must demonstrate ownership of the said vehicles. Vendors must indicate the seating capacity of each vehicle and must include the vehicles manufactured date.
2. Maintenance (25%)
Bidders are to submit their vehicle maintenance schedule, emergency response services, and availability of replacement vehicles.
3. Compliance with Legal and Safety Requirements (25%)
Bidders must submit their white books (in the company name), insurance and drivers licenses
4. Relevant Experience (25%)
Considers previous experience in providing vehicle hire services to similar organizations or under similar conditions. The bidder should provide at least Five (5) copies of Purchase Orders or contracts. The business references can be any of the following documents; copies of previous contracts or LPO, proof of payment, invoices as proof that they offer similar services;
Failure to submit support documents for all preliminary and technical requirements above will lead to disqualification.
Only vendors that obtain a pass mark of 80% and above shall be considered for the next steps of the procurement process
Car hire companies owned, influenced, led by women and individuals living with disabilities are strongly encouraged to apply
All submissions should be addressed to:
The Supply Chain & Administration Manager
Plan International Zambia
St Eugene Office Park, Plot: #2866
Ibex Hill, Off Leopards Hill Road
Private Bag 518X RW
Lusaka, Zambia
Tender documents should be emailed with subject line: Vehicle Hire LTA Year 2025- 2027 and emailed to: planzamtenders@plan-international.org.Deadline for submission is Tuesday 26th August 2025 at 17:00hrs; Submission received after the indicated deadline would not be considered.