Vehicle Rental Services 290 views

Establishment of a Long-Term Agreement (LTA) for Vehicle Rental Services for The Gambia

Background

The International Organization for Migration (IOM) frequently requires vehicle rental services to support programme implementation, staff movements, airport transfers, monitoring visits, field missions, stakeholder engagements, and transportation of beneficiaries and partners across The Gambia.

To ensure timely access to safe, reliable, and cost-effective transportation services, IOM intends to establish Long-Term Agreements (LTAs) with qualified vehicle rental service providers capable of delivering transportation services from Banjul to other locations as required.

The LTA shall serve as a framework agreement and does not constitute a commitment by IOM to procure a minimum quantity of services.

Objective and Scope of Services

The objective of this LTA is to establish agreements with qualified vehicle rental service providers capable of supplying vehicles and drivers on an as-needed basis to support IOM operations in The Gambia.

The selected Service Provider shall provide transportation services upon request, including:

Airport Transfers

• Airport pick-up and drop-off services from Banjul International Airport to several locations as required;
• Transfers between airports, hotels, offices, and other designated locations.

Beneficiary Transfers (Banjul):

• One-way drop-off trips from Banjul International Airport to designated destinations (Football Hotel (FIFA)).
• Roadworthy, insured buses with seating capacity of 55–62 passengers.
• Backup buses available in case of breakdowns.

Local Transportation

• Transportation within designated Areas within Gambia;
• Transportation for meetings, workshops, trainings, and project activities.
  

Regional and Intercity Travel

• Travel across all the five (5) Regions;
• Multi-day field missions as required.
• Transportation to the following destinations:
  • West Coast Region
  • North Bank Region
  • Central River Region
  • Lower River Region
  • Upper River Region

Vehicle Categories

Bidders shall provide rates for one or more of the following categories:

Vehicle Requirements

All vehicles shall:

• Have valid registration documents;
• Possess valid roadworthiness certificates;
• Be covered by comprehensive insurance;
• Have functioning air conditioning;
• Be equipped with working seat belts for all passengers;
• Adequate luggage space;
• Suitable for operation on both paved and unpaved roads.
• Have a spare tyre and basic emergency equipment;
• Be free from major mechanical defects;
• Be maintained in accordance with manufacturer recommendations;
• Preferably not exceed ten (10) years of age.

Driver Requirements

Drivers assigned to IOM assignments shall:

• Possess valid driver’s licenses;
  
• Have at least three (3) years of professional driving experience;
• Demonstrate knowledge of routes within Ghana;
• Comply with all traffic regulations and road safety requirements;
• Refrain from alcohol or substance abuse while on duty;
• Maintain professional conduct and appearance;
• Respect confidentiality concerning IOM operations and passengers.

IOM reserves the right to request replacement of any driver whose performance is deemed unsatisfactory.

Service Requirements

The Service Provider shall ensure timely deployment of vehicles, availability of suitably qualified drivers, provision of replacement vehicles where necessary, and effective communication with designated IOM focal points throughout the assignment.

Reporting Requirements

The Service Provider shall submit trip reports for all assignments undertaken under this LTA.

Trip reports shall contain sufficient information to verify the assignment.

Responsibilities of the Service Provider

The Service Provider shall:

• Ensure continuous availability of vehicles;
• Provide qualified drivers;
• Maintain all vehicles in roadworthy condition;
• Comply with national transport regulations;
• Maintain accurate vehicle and fuel records;
• Submit required documentation when requested;
• Provide replacement vehicles promptly when necessary.

Responsibilities of IOM

IOM shall:

• Issue transportation requests;
• Communicate travel schedules and itineraries;
• Designate focal persons for coordination;
• Verify completion of services;
• Process payments in accordance with contractual terms.

Duration of the Long-Term Agreement

The LTA shall be valid for a period of three (3) years, subject to:

• Satisfactory performance;
• Annual performance and cost reviews;
• Continued operational requirements;
• Availability of funding.

IOM reserves the right to terminate the agreement in case of unsatisfactory performance.

Minimum Submission Requirements

Bidders shall submit all information and supporting documentation required under the Technical Evaluation criteria in Section 20. Failure to provide the required documentation may result in a reduced technical score or disqualification from further evaluation.

Evaluation Criteria and Scoring Methodology

The evaluation shall be conducted using a two-stage process consisting of a Technical Evaluation and a Financial Evaluation.

Only bidders achieving the minimum technical score shall proceed to the financial evaluation stage.

Technical Evaluation (70 Points)

Technical Ǫualification Threshold

Bidders must achieve a minimum score of 40 out of 70 points (70%) to qualify for financial evaluation.

Financial Evaluation (30 Points)

The financial evaluation shall consider:

• Vehicle rental rates;
• Airport transfer rates;
• Daily hire rates;
• Long-distance travel rates;
• Overall cost competitiveness.

The lowest evaluated financial proposal shall receive the maximum financial score of 30 points.

The financial scores of other proposals shall be calculated using the following formula:

Financial Score = (Lowest Evaluated Price ÷ Bidder’s Evaluated Price) × 30

Final Combined Score

The final score shall be calculated as follows:

Final Score = Technical Score + Financial Score

Bidders obtaining the highest combined score may be recommended for award of the Long-Term Agreement.

Key Performance Indicators (KPIs)

The performance of the Service Provider shall be monitored throughout the duration of the LTA and may be assessed based on service reliability, vehicle availability, responsiveness, quality of reporting and documentation, accuracy of fuel records, compliance with contractual requirements, and overall client satisfaction.

Compliance and Right to Audit

IOM reserves the right to verify and audit any records, documentation, or information related to services provided under this LTA, including vehicle, driver, trip, fuel, and maintenance records.

Failure to provide adequate supporting documentation or comply with contractual requirements may result in rejection of claims, payment adjustments, suspension of assignments, or termination of the LTA.

Deadline for Submission: 27 September, 2026. Submission Email Address: iomgambiabids@iom.int 

Any questions may be sent via iomgambiabids@iom.int