Section II: Schedule of Requirements / Terms of Reference (ToR) eSourcing reference: ITB/2019/11476 GENERAL DESCRIPTION Service description: Establishment of a Long Term Agreement (LTA) for the Provision of Vehicle Rental Services for all Regional States in Ethiopia except Somali Regional State; Ethiopia Location: All Regional States Zones and Woredas except Somali Regional State - Ethiopia Duration: Long Term Agreement (LTA) to be signed for two (2) years period with a possibility of extension for one more year based on satisfactory performance I. BACKGROUND The United Nations Office for Project Services (UNOPS) is a self-financing organization within the United Nations Family and operates within over sixty (60) countries. It is mandated to serve people in need by expanding the ability of the United Nations, governments and other partners to manage Projects, Infrastructure and Procurement in a sustainable and efficient manner. Within these three core areas of expertise, UNOPS provides its partners with advisory, implementation and transactional services, with projects ranging from building schools and hospitals to procuring goods and services and training local personnel. UNOPS works closely with governments and communities to ensure increased economic, social and environmental sustainability for the projects we support, with a focus on developing national capacity. UNOPS Ethiopia Operational Hub (ETOH) as part of achieving its mission was created covering the three Horn of Africa countries (Ethiopia, Sudan and Djibouti). UNOPS has supported the Government of Ethiopia, UN organizations and other development partners in the country since 2009. Based in Addis Ababa, our team offers a broad range of project management, procurement and infrastructure development, and advisory services, focusing on health, agriculture, social, humanitarian and economic sectors. UNOPS Ethiopia Office anticipates to implement logistical support in the form of establishing a Long Term Agreement (LTA) for the Provision of Vehicle Rental Services for all Regional States Zones and/or Woredas in Ethiopia except Somali Regional State which UNOPS Ethiopia Office has already established for it in 2018. The LTA intends to be signed for two years period with a possibility of extension for additional one year based on satisfactory performance. The contract will be awarded to vehicle rental service providers(s) which offers the lowest, substantially compliant to pre-set Eligibility, Qualification and Technical criteria set out in this “Schedule of Requirements”. Prospect bidder shall also noted that UNOPS Ethiopia act as a Lead Agency to facilitate this LTA for its Country Office and on behalf of all other UN Agencies operating in Ethiopia. Hence, these UN Agencies may use of the LTA once contract(s) is/are awarded to vehicle rental service provider(s) as per UNOPS award criteria. II. SCOPE OF VEHICLE RENTAL SERVICE The Vehicle Rental Services includes the provision of the vehicle rental services in all Regional States Zones and Woredas in Ethiopia except Somali Regional State. The Daily Rate includes driver, fuel, insurance and any payment to the driver as further described in this “Schedule of Requirements”. During contract period, UNOPS reserves the right to increase or decrease the number of rented vehicles without changes in Daily Rate and/or terms and conditions of contract. Bidders are expected to submit their bids for all of the following LOTs: 1. LOT I: 4WD Vehicles 2. LOT II: 4WD Pick Up 3. LOT III: Mini-bus (minimum 12 seats capacity) Page 1 of 25 4. LOT IV: Midi-bus (minimum 30 seats capacity) 5. LOT V: Truck (minimum 3 ton capacity) 6. LOT VI: Truck (minimum 8 ton capacity) 7. LOT VII: Truck (10 to 12 ton Capacity) 8. LOT VIII: Sedan Car (5 Seat Automobile) The vehicles to be assigned by the supplier should be with a manufacture year of 2003 or newer. Based on the results of this competitive bidding exercise, UNOPS intends to enter into non-exclusive Long Term Agreement(s) (LTAs) with successful Bidder(s) for the provision of vehicles in support of UNOPS’ operations in Ethiopia. In the event of UNOPS signing Long Term Agreement(s), the following shall apply: 1. The LTA will be signed for two years period with a possibility of extension for additional one year based on satisfactory performance. 2. If LTA holder(s) cannot and/or repetitively fail to meet UNOPS Minimum Service Requirements anytime within the LTA duration; UNOPS has a discretion to terminate the LTA(s) and notify same to all other UN Agencies operating in Ethiopia that the LTA is/are terminated due to poor performance. 3. The LTA will be a multiple LTAs without a secondary bidding. In this regard, 3.1 Lowest Priced Substantially Compliant Offer bidders per LOT will be issued Long Term Agreements (LTAs) 3.2 A given Bidder may have one or more LTAs for LOTs it bids as per the ITB Contract Award Criteria 3.3 For a given LOT; two the “Lowest Priced Substantially Compliant Offer” bidders [i.e., Lowest Bidder One – L1 and Lowest Bidder Two – L2] will be issued LTAs. Whereas; L2 bidder will be used in the event the L1 could not meet the need. 4. The Daily Rate of the LTA will remain fixed the contract duration. Should there be a need for change in the tender daily rate due to change in fuel price; a strong evidence and confirmation on the change has to be compiled. UNOPS ETOH evaluates the situation/request and might accept an increase in the rental price of the vehicles up to a maximum of 5% of respective Daily Rate for each type of vehicle. 5. For sake of price comparisons among bidders to ensure price reasonableness; AN ESTIMATED NUMBER OF VEHICLES AND NUMBER OF EACH VEHICLES ENGAGED PER YEAR ARE ASSIGNED FOR RESPECTIVE ZONES/WOREDAS UNDER EACH REGIONAL STATE. Please note that the estimated number of vehicles and number of days a vehicle will be engaged in a year time can be less or more during the LTAs duration. These estimates may become much higher when UNOPS supposed to be engaged in humanitarian emergency interventions by its client during the LTA contract duration either in a given regional state, City Administration and/or Zone(s)/Woreda(s). III. VEHICLE HISTORY AND CERTIFICATION UNOPS has no preference to ANY MAKE OR MODEL OF THE VEHICLE as long as it fulfils the requirements in terms of passenger capacity and the requirements set forth in this ToR. Therefore, the Contractor shall provide for sample vehicle to be rented, full vehicle history and certifications shall be provided upon request during physical inspection. Prior to rental, the Contractor shall obtain security clearance from the UNDSS or UNOPS Security focal point. IV. PARTIAL QUOTATION Bidders are allowed to quote prices for one or more LOTs identified in this tender. However, bidders must offer for all lists of Zones and/or Woredas specified under each LOT(s) the bidder interested to submit bid. Evaluation will be done on LOT basis. Hence, bidders are strongly advised to quote Daily Rate for each vehicle requirements in a given LOT which it competes hence not to be DISQULIFIED from further evaluation. Page 2 of 25 V. DUTIES AND RESPONSIBILITIES OF DRIVERS . Working hours: The standard working hours shall be 8.00 am – 6.00pm however should be able to accommodate the occasional need to work flexible time based on request without any additional charges. UNOPS may request the drivers to rotate in the usage of the vehicles at its discretion; . Drivers assigned by the Service Provider must be in possession of a valid driving license and well aware of the project location and familiarized with key security personnel during field mission; . The drivers assigned to serve UNOPS will be responsible of receiving the signatures on “Passenger Forms” of the UNOPS travellers being transported, confirming dates, times, etc as per Log Sheet provided; . All drivers assigned by the Service Provider will comply with the traffic laws, UNOPS Ethiopia Office will not be responsible for any damages to the contractor's vehicle or those of a third-party that results from the driver's noncompliance to the traffic laws; . In case of sickness / accident while on duty, a replacement driver should be provided within a period of 24 hours in order to minimize interruptions in the programmes of UNOPS or its partners; . The Service Provider will provide mobile phones to the drivers assigned to facilitate communication and UNOPS will not be responsible for any payments such as monthly subscription or invoices; . Drivers will not use mobile phones whilst driving; . Drivers must not smoke in the car while driving; . Drivers should not take or eat any drugs while driving; . Driving under influence of any drugs prohibited; . Drivers should always drive within the speed limit for a given road/street/high-way; . Drivers should always wear the seat belt whilst driving; . Drivers should always exercise patience as many accidents are caused by impatient drivers who are rushing to get where they want to be; and . Drivers should always take care to ensure that the vehicle stays in good working condition and technically fit before each planned trip. VI. DUTIES AND RESPONSIBILITIES OF UNOPS 1. UNOPS shall use the vehicles rented for its operation and not for any personal or commercial purposes; 2. Prior to the contract commencement, UNOPS will appoint a primary Focal Person and an alternate who will be in charge of coordinating all vehicle movements; 3. UNOPS shall use the vehicle according to its vehicle use policy in practice; 4. UNOPS will not bear any cost of vehicle repair or accident damage; 5. Rented vehicles will be inspected physical at the time of delivery and accepted based on the inspection results and compliance with stipulated requirements; 6.