Tender for the Provision of Vehicle Rental Services (Limited to Kano State Residents) at Medecins Sans Frontieres (MSF)

We invite applications for:

Title: Tender for the Provision of Vehicle Rental Services (Limited to Kano State Residents)

REF: MSF-WACA/NGW05/2026/002 VEHICLE RENTAL SERVICES
Location: Kano

Letter of Invitation

• Dear Bidders, MSF WACA in Nigeria Limited by Guarantee (MSF-WaCA) is pleased to inform you that interested companies are invited to submit a proposal for the Provision of Vehicle Rental Services. Details are listed below: 

Participation in the Tender is based on the following conditions.

• The Proposal, all bidding documents, and all related correspondence must be in English. All information and documents submitted by bidders must be accurate, correct, and duly certified.
• Bidders must regularly follow up on the issuance of further instructions and/or amendments to this invitation to tender.
• MSF-WaCA reserves the right to accept or reject any Proposal, cancel the tender process, and/or reject all Proposals at any time, without incurring any liability to bidders or any third parties.
• Only successful Bidders will be contacted, in due course, with the results of their Proposals.

Scope

• MSF WACA invites sealed bids for the rental of thirty-three (33) Toyota Hilux Double Cabin 4x4 or SUV vehicles with drivers (resident in Kano), and fuel for seven (07) days, extendable.
• The service shall include fuel, full preventive/corrective maintenance, repairs, and spare parts, valid vehicle insurance, and immediate replacement in case of breakdown, for the full duration of the agreement.
• These vehicles will be used within Kano State (Ungogo, KMC, Nassarawa, Ngwale, Bichi, Tarauni, Kumbotso, Fagge, and Dala).

Scope Of Work (SoW)

• Vehicles: Pick-up Double Cabin 4x4 or SUVs (Highlander, Hilux, Ranger, Prado, etc).
• Air-conditioning is fully functional.
• Drivers: Driver’s Licence with a minimum of two (02) years (employed by the Service Provider).
• Fuel: Included (full tank upon request).
• Maintenance: Full preventive/corrective maintenance, repairs, and spare parts included.
• Insurance: Valid vehicle insurance (theft, vandalism, third-party liability) provided by the Owner.
• Replacement: Equivalent replacement vehicle within ≤24 hours in case of immobilization.
• Mileage: Unlimited.
• MSF branding: MSF stickers/banners may be applied and removed by MSF at the end of the term.

Eligibility Criteria
Technical: 

• Interested firms are expected to provide verifiable copies of the following:  
• Company Profile.
• Copies of Certificate of Incorporation issued by the Corporate Affairs Commission (CAC).
• Valid Tax Identification Number (TIN).
• Copies of Drivers’ licenses.
• Documentary evidence showing experience in the execution of a similar project in the past.

Financial: 

• Price offers must remain valid for a minimum of 30 days from the close of this publication (10% withholding tax applies to all price offers).  
• Payment terms.
• Evidence of Tax Clearance for the last two years.
• Validity of quoted prices stated in days.

Evaluation Criteria:
Technical (60%):

• Vehicle condition and model year (15 pts) Insurance coverage provided (10 pts)
• Replacement arrangement and lead-time (10 pts) - Driver qualifications (10 pts)
• Maintenance capacity (workshops, response time) (10 pts) - References/track record (5 pts).

Financial (40%):

• Monthly rate per vehicle (30 pts)
• Payment terms and contractual flexibility (10 pts).

Administrative Requirements:
The following documents shall be submitted:

• List of available vehicles with plate numbers and VIN/chassis numbers
• Copies of drivers' valid driving licences
• Insurance certificates
• At least three (3) customer references.

Technical Offer Template:
The bidder shall provide:

• Model, year, VIN/serial number for each vehicle
• Insurance coverage details
• Driver name(s) and licence details
• Thickness
• Maintenance capacity (workshops, staffing, spare parts, maximum downtime.

Application Closing Date
31st May, 2026; 17:00 WAT.

Opening of Vendor proposal Date and Time
1st June, 2026 11:00 WAT. 

Tender Opening Date
19th June, 2026.

Submission of Tender Documents
Tender documents (Including Financial and Technical Specification) are to be submitted sealed in one envelope and addressed to "Emergency Logistics Team Lead" at:
Médecins Sans Frontières WaCA Office,
Plot 222 Shehu, Kazaure Street,
Hotoro GRA, Kano.

Bids may also be submitted via email: msfw-nigeria-tender@waca.msf.org

Note

• Interested and authorized Suppliers with cognate experience are invited to participate in this tender process
• In addition to the physical submission, the bid envelope should bear the following information: Request for tender documents, Ref: MSF/WACA/NGW05/2026-002/VEHICLE RENTAL SERVICES, and particulars of the supplier.
• All vendors are required to fill out a tender register at the point of submission at the address mentioned above.
• Vendors are encouraged to send their representatives to the various MSF-WACA offices for the Bid opening.

 Other Conditions:

• Bids submitted after the deadline for submission would be rejected unopened; All attendant costs will be borne by the bidders.
• Only pre-qualified bidders at technical evaluation will be contacted at a later date for negotiations & inspections.