EF – Vehicle rental services with driver provision

Tender Title: Vehicle rental services with driver provision
Tender No:	Location: Baghdad
Tender Package Available from: 2024-11-14
Deadline for Offer Submission: 2024-12-07 at 23:59 (Iraqi Time)

 

Introduction:

About Expertise France:

Expertise France is a public agency part of the AFD Group, merging six agencies under the supervision of the French Ministries of Foreign Affairs and Economy and Finance with a strong inter-ministerial vocation. EF offers programme engineering and technical assistance by developing and implementing international cooperation actions worldwide. EF operates in various development and institutional cooperation fields, including safety and security reform, post-crisis/stability, public health, human rights, strengthening of institutions and NGOs, and governance.

Expertise France designs and implements projects which aim to contribute to the balanced development of partner countries, in line with the Sustainable Development Goals (SDGs) of the 2030 Agenda and the priorities of France’s external action.

 

I.  About IWEE project:

The IWEE project, launched in January 2024, aims to enhance the economic empowerment of women in Iraq by facilitating the creation and development of women-led businesses. Funded by the French Agency for Development (AFD) with a total budget of 10 million euros and managed by Expertise France, the project spans 36 months. A primary focus of the initiative is to structure and support the women entrepreneurial ecosystem, assist in the establishment of micro-businesses, and expand the growth of existing female-run businesses across Iraq.

The intention is to empower women economically by providing them the means to start and sustain businesses, thereby fostering a conducive business environment for female entrepreneurs. The strategic approach of the project encompasses three main components: structural support for the entrepreneurial ecosystem, assistance in micro-business creation, and enhancement of existing women-led businesses. The expected outcomes include a strengthened entrepreneurial framework for women, increased training and opportunities for Iraqi women to initiate micro-businesses, and reinforced business development for existing enterprises led by women.

This comprehensive support for women in Iraq not only addresses immediate economic empowerment but also aims at long-term sustainability and independence of women in the business sector. The project seeks to make a lasting impact on the economic landscape for women in Iraq, aligning with broader goals of gender equality and economic inclusivity.

Since the project operation covers most regions of Iraq apart from KRG, IWEE is looking for a service provider as a “driver along with his vehicle” to enhances team productivity by ensuring reliable and timely transportation, allowing team members to focus on their core responsibilities instead of travel logistics. Additionally, it will improve safety through professional driving and proper vehicle maintenance, and offers flexible scheduling to accommodate sudden or after-hours travel requirements, supporting efficient project operations.

II. Objectives and desired results:

IWEE is looking to hire a service provider as “driver along with his vehicle” to assist with the project operation across region of Federal Iraq, the service provider should be achieving these required results:

• Timeliness and Reliability: Ensuring all transportation is timely, allowing team members to attend meetings, events, and complete tasks according to schedule without delays.
• Safety and Maintenance: Maintaining high safety standards by practicing defensive driving, adhering to all traffic laws, and ensuring the vehicle is well-maintained and in excellent operating condition.
• Flexibility and Availability: Demonstrating flexibility in scheduling to accommodate last-minute changes and being available for after-hours or emergency travel needs, ensuring the team can reliably meet project demands at any time.
• Professionalism and Discretion: Displaying professionalism in all interactions, maintaining confidentiality where necessary, and representing the organization positively during the transportation of team members and guests.
• Route and Traffic Management: Efficiently planning routes and managing travel times by staying informed about traffic patterns and road conditions to avoid delays and ensure the fastest, safest routes.
• Vehicle Cleanliness and Presentation: Keeping the vehicle clean and well-presented at all times, creating a positive and professional impression for passengers and aligning with the organization’s standards.
• Emergency Preparedness: Being prepared to handle vehicle-related emergencies or unexpected situations, including having a well-stocked first-aid kit, knowing basic vehicle troubleshooting, and understanding the procedures for emergency services coordination.
• Record Keeping: Accurately logging travel details such as mileage, fuel consumption, and maintenance schedules, contributing to efficient fleet management and cost control.
• Communication Skills: Maintaining clear and effective communication with team members and management about schedules, routes, and any potential delays or issues, ensuring all parties are well-informed.
• Adherence to Policies: Strictly following organizational policies regarding vehicle use, driver conduct, and passenger safety to uphold standards and minimize liability.
• Adaptability: Adapting to various types of vehicles if required, managing different driving conditions and passenger needs effectively.

 
Support strategy:

In case of sickness, emergency situation, detention of the car or an accident, the service provider is expected to provide a temporary qualified alternative service provider to fill his assignment not exceeding 7 calendar days subjected to EF acceptance.

 

III.  Description of the assignment:

The service provider is expected to perform these required tasks:

Movement and logistics:

1. Ensure the transportation of EF staff and other personnel related to the project to the designated destination in all of Federal Iraq.
2. Strictly adhere to EF policies regarding vehicle use, driver conduct, and passenger safety, particularly in emergency situations, by having a clear emergency response protocol in place
3. Handle the carry of goods and mail as assigned by the project.
4. Coordinate the movements and requests according to the project
5. Arrive at destinations on schedule and use navigation applications to determine the best route.
6. Follow all rules and regulations in relation to the Road Safety Transport Authority.
7. Perform other duties as assigned by the supervisor.

 

Check and Maintenance:

1. Ensure the daily check of the state of the car (levels of oil, fuel, water, etc.).
2. The service provider shall carry all expenses related to the vehicle, including fuel (for use within Baghdad), maintenance, car wash services, and any other associated costs. Expertise France (EF), however, will cover fuel costs for missions outside Baghdad and will also handle the driver’s accommodation expenses during these missions.
3. Guarantee daily cleaning of the interior and exterior of the car.
4. Check the stocks of materials of the first aid kit in the car prior to each field trip.
5. In case of an accident during the working hours and assignment, EF will not bear the cost since the vehicle and the passengers including the driver should be fully insured.

 

Reporting:

1. A logbook, with a template provided by Expertise France, is required and must be completed on a daily basis. Entries should include details such as the passenger’s name, departure and arrival times, date, destination, starting and ending kilometer (KM) readings, along with any other pertinent information.
2. Maintenance invoices are to be submitted at each interval of 5,000 or 10,000 kilometers.
3. Additional reporting documents may be requested over the course of the assignment, as necessary.

 

IV. Place, duration and terms of performance:

The service provider will be based at the Expertise France (EF) office in Baghdad, with potential travel to various regions across Federal Iraq as required by the project. Working hours will align with EF-Baghdad’s official schedule, from 9:00 a.m. to 5:00 p.m., Sunday through Thursday.

Any additional working hours or days will qualify as overtime and be compensated with equivalent hours or days.

The contract will be structured as both a daily and monthly agreement. If the service provider works 22 days, with 8 hours each day, this will be considered a monthly contract. However, if the driver works fewer than 22 days, the agreement will be classified as a daily contract.

The assignment period for the service provider is expected to be from January 15, 2025, to December 31, 2025.

 

For further details regarding the application process, kindly refer to the following link, which contains the complete application documents: https://drive.google.com/drive/folders/1S2LonjSpVh9kCua3beuAxjJrWZAHpBNT?usp=sharing 

Tender’s Files

6735a355669d6-terms-of-reference-.pdf
6735a35567af3-sur-f011eng-v03-safety-questionnaire-confidentiel.pdf
6735a35567ea8-daj-f030eng-v04-sworn-statement-on-exclusion-criteria-the-absence-of-conflict-of-interest-.docx