Terms of Reference Taxi Transport Services

Taxi Transport Services

Date of issue:	20 March 2025
Deadline for submission of offers:	10 April 2024 – 23:00 Ethiopian Time
Submission to:	procurement@kua.fi
Contracting authority:	Finn Church Aid (FCA), Ethiopia Country Office TIN: 0083484836 E-mail: procurement@kua.fi
Tender Dossier	Please contact us using the email above to request a copy of the tender dossier

Introduction

Finn Church Aid (FCA) is Finland’s largest international aid organisation with more than 70 years of experience. We specialise in the world’s most fragile contexts and work with the most vulnerable people, regardless of their religious beliefs, ethnic background or political convictions.

FCA Ethiopia Country Office implements humanitarian and develoment projects in Ethiopia, working in right to quality education, right to livelihoods and right to peace.

For more information in FCA, please visit www.kua.fi.

 

Background and Purpose

Finn Church Aid (FCA) Ethiopia Country Office seeks to procure reliable taxi transport services within Addis Ababa for its daily operations. The service will cover the transportation needs of FCA staff and support administrative and logistical tasks as outlined below.

Scope of Services

The service provider will render the following services:

• Provide an English-speaking driver. Please note that one dedicated driver is required for this service, not a shared driver scheme.
• Provide an unmarked sedan vehicle (4 doors). Please note that shared-taxi vehicles are not eligible. The vehicle must not bear any commercial advertisement of the rental company.
• Operate within the city limits of Addis Ababa.
• Offer services for 6 days a week (excluding Sundays and public holidays) for up to 10 hours per day. Official working hours are from 8:00 to 18:00, which may increase due to traffic conditions but should not be subject to any extra charges.
• Ensure an average of 40 kilometers per day, with a range of up to 90 kilometers on busy days and 20 kilometers on less busy days.
• A detailed logbook of all trips and activities must be maintained and submitted regularly to FCA for verification. A monthly report must be produced providing a compilation of the total mileage per project and submitted to FCA in electronic format, no later than 5th of the preceding month.

Responsibilities of the Driver

• The driver must adhere to FCA’s safety & security guidelines.
• Fill in a logbook for each journey undertaken.
• Keep the car’s interior and exterior clean.
• Support FCA office with administrative and logistics tasks, including but not limited to transporting documents, receiving supplies, and delivering items to the office.

Parking Arrangement

• During the day, the vehicle will be stationed at FCA Office’s parking area, free of charge.
• During the night, the vehicle must remain with the driver.

Duration of contract

The service will be required for six months, starting on April 12th, 2025 and ending on April 12th, 2025

Pricing Method

Pricing Method 1 – Lump Sum cost

Bidders are invited to propose a lump sum monthly amount that comprehensively covers all costs associated with the provision of taxi services as outlined in the Scope of Services. The lump sum should include the following:

• Driver Salary: Compensation for the driver(s) engaged in delivering the services.
• Fuel Costs: All fuel expenses for the indicated usage under the Scope of Services.
• Vehicle Cleaning: Routine cleaning to maintain the vehicle in a clean and presentable condition.
• Service and Repair Costs: Regular maintenance, servicing, and repair of the vehicle to ensure uninterrupted operations.
• Parking Fees: Any parking fees incurred during the daily operation of the service.

Bidders are invited to provide the lump sum monthly amount that is all-inclusive and reflects a competitive and reasonable rate for the described services. FCA will evaluate the pricing proposal based on its completeness, competitiveness, and alignment with the specified requirements.

Pricing Method 2 – Fuel on actual use basis

Bidders may opt for bidding using Pricing Method 2 where they may choose to keep fuel costs separate and charge on actual use basis. In this case, an average of 50km per day will be used to calculate the monthly total on a 24-days of per month basis for bid evaluation purposes for the financial evaluation criterion. In this case, bidders must submit per KM cost which must include all the above mentioned costs except fuel.

Please note that Pricing Method 1 is the Contracting Authority’s preferred contract term therefore additional 10 points will be given in the evaluation for bidders which opt for Pricing Method 1.

Additional Vehicles

During the service period, the contracted service provider may be requested to provide additional vehicles depending on the needs for a certain number of days. The contracted service provider must agree to provide the additional vehicles at the same rate, calculated on pro-rata basis according to the number of days requested.

Payment Modality

Payments will be made monthly, no later than the 7th working day of the following month, upon the successful submission of the following documents:

• Invoice: A detailed and accurate invoice reflecting the agreed lump sum amount for the services provided during the preceding month.
• Electronic Usage Report: A comprehensive report detailing the usage of the taxi services, as specified in the Scope of Services.

Payments will be processed via bank transfer to the account details provided by the service provider, subject to the verification and approval of the submitted documents.

Validity

Tenders/Offers shall remain valid and open for acceptance for a period of 30 days after the closing date for the submission.

Prior to the expiry of the original tender/offer validity period, the Contracting Authority may ask bidders in writing to extend this period. Bidders that agree to do so will not be permitted to modify their offers. If they refuse, their participation in the procurement procedure will be terminated.

Selection Criteria

Bidders will first be evaluated according to the eligibility criteria. Bidders which are eligible and fulfil the minimum requirements will be allowed to proceed to the evaluation phase and their offers will be evaluated according to the contract award criteria.

Eligibility Criteria

Tenderers must provide the documents listed below. Tenderers which do not provide the documents listed below will not be qualified for the evaluation.

#	Eligibility Criteria	Means of verification and required documentation
1	Registration of business/company Valid Certificate of Incorporation or equivalent	Valid registration and business license regarding the provision of taxi or transport services in Ethiopia.   Company must be registered and providing business for a minimum of three (3) years
2	Valid tax clearance certificate	Valid tax certificate
3	Recommendation letter	Recommendations from at least one (1) corporate client who have received taxi transport services from your company in Ethiopia. Recommendation letters must be dated within the last 5 years.
4	Driver Requirements	The proposed driver must fulfil the requirements below: Speak English fluently. Hold a driving license for a minimum of 5 years. Minimum 2 years of experience in providing transport services to a corporate client. Have experience in supporting a client with admin tasks as part of transport services High-school diploma Bidders must fill in Annex 1 – Bid Submission Form
5	Vehicle Requirements	The proposed vehicle must meet the following minimum requirements Non-electric vehicle to ensure easy fuelling in the city Sedan type (4 doors) Not older than three (3) years Not more than 80,000 km Equipped with first aid kit   Bidders must fill in Annex 1 – Bid Submission Form

Contract Award Criteria

Eligible offers will be evaluated according to the evaluation criteria below.

#	Evaluation Criteria	Weight %	Scoring Method & documents required
	Financial – Monthly Total	70%	Comparison between monthly total offer. Bidders may use Pricing Method 1 or Method 2. Please refer to Section 5 – Pricing Method for more information   Lowest bidder receives full score. The scores for the rest of the bidders are calculated proportionally against the lowest bid amount.   Bidders must fill in Annex 1 – Bid Submission Form
	Pricing Method	10%	Bidders which have used Pricing Method 1 will be awarded with 10 points.
	Recommendation letters	20%	Additional recommendation letters may be submitted, maximum of two (2) additional letters, 10 points each, for a maximum total of 20 points.   Recommendation letters must be dated within the last 5 years.   By submitting recommendation letters, the tenderer gives authorization to Finn Church Aid to contact the client for verification.