TERMS OF REFERENCE (TOR)VEHICLE RENTAL SERVICES

1. Background

Reach for change intends to procure vehicle rental services to support its official operations. including transportation of staff, goods, and official visitors. The services are required to ensure reliable, safe, and cost-effective mobility during the implementation of organizational activities.

2. Objective

The objective of this TOR is to engage a qualified vehicle rental service provider to  supply well-maintained vehicle and related services in accordance with the organization’s operational needs.

3. Scope of Services

The service provider shall be responsible for the following:

• Provision of roadworthy, clean, and well- maintained vehicl
• Supply of vehicles with or without drivers (as specified)
• Fuel provision (if applicable
• Routine maintenance and repairs
• Replacement of vehicle  in case of breakdowns
• Compliance with all legal, insurance, and safety requirements
•  Availability of vehicle on a daily, weekly, or monthly basis as required

4. Types and Number of Vehicles Required

The provider may be required to supply the following vehicle types (indicative):

• Vehicle provided under this TOR must meet the following minimum specifications:
• Model year: 2020-2022 One (1) unit
• Seating capacity: 5 passengers (including driver)
• Engine capacity: Minimum 1.5L or equivalent
• Transmission: Manual or Automatic
• Fuel type: Petrol or Diesel
• Air conditioning: Fully functional
• Seat belts for all passengers
• Airbags (driver and front passenger at minimum)
• Anti-lock Braking System (ABS)
• Accessories:
• Spare tire and basic tool kit
• Fire extinguisher
• First aid ki
• Mileage condition: Good running condition with no major mechanical issues

5. Duration of Contract

The contract shall be for a period of one (1) year,

6. Service Provider Qualifications

The service provider must:

• Be a legally registered company
• Have at least 4 years of experience in vehicle rental services
• Own or have legal access to the proposed fleet
• Provide proof of valid insurance coverage 
• Demonstrate capacity to meet service demand

7. Responsibilities of the Service Provider 

•  Ensure timely availability of vehicles
• Provide experienced, licensed, and professional drivers (if required)
• Maintain vehicles in excellent working condition
• Ensure adherence to traffic laws and safety standards
• Submit invoices and documentation as required

8. Responsibilities of the Client

• Provide clear transportation schedules and requirements
• Ensure invoices timely payment of approved
• Use vehicles strictly for official purposes

9. Payment Terms

Payment shall be made based on agreed rates (daily, weekly, or monthly) upon submission of valid invoices and supporting documents, subject to verification and approval

10. Confidentiality

The service provider shall maintain confidentiality of all information related to the organization and its operations.

11. Termination

Either party may terminate the contract with [insert notice period] written notice, subject to the terms of the agreement.

12. Compliance and Ethics

The service provider must comply with all applicable laws and adhere to ethical business practices throughout the contract period.

13. How To Apply

Interested applicant can submit their proposal until , February 17,2026 on Reach for change email address:
ethiopiaprocurement@reachforchange.org