Tender for the Provision of Vehicle Rental Services (Opened to the Public) at Medecins Sans Frontieres (MSF)

Médecins Sans Frontières is a private, non-profit international humanitarian organization dedicated to providing medical assistance to populations in crisis, without discrimination and regardless of race, religion, gender, creed, or political affiliation.

Médecins Sans Frontières (MSF) registered in Nigeria as MSF WACA in Nigeria Limited by Guarantee (MSF WACA) is an International Private non-governmental, non-profit, humanitarian organization created in 1971. We offer medical assistance to population in distress, victims of natural or man-made disasters and to victims of armed conflicts irrespective of race, religion, creed or political affiliation. Médecins Sans Frontières observes neutrality and impartiality in the name of universal medical ethics and the right to humanitarian assistance and demands full and unhindered freedom in the exercise of its functions. MSF works in over 70 countries globally and has been working continuously in Nigeria since 1996. Médecins Sans Frontières West and Central Africa -(MSF-WaCA) is currently operating in 5 countries of Africa. In Nigeria we are present in Kano (Northern part of the country). MSF-WaCA has its coordination office in Abuja-Nigeria.

We invite applications for:

Title: Tender for the Provision of Vehicle Rental Services (Opened to the Public)

Ref: MSF-WACA/NGW05/2026/001 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 Provision of Vehicle rental services.

Participation in the Tender is based on the following conditions:

• The Proposal, all bidding documents and all related correspondences 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, of the results of their Proposals.
• Interested and authorized Suppliers with cognate experience are invited to participate in this tender process.

Scope

• MSF WACA invites sealed bids for the rental of fifty-five (55) Toyota Hilux Double Cabin 4x4 vehicles with driver for seven (07) days renewable.
• The service shall include fuel, full preventive/corrective maintenance, repairs and spare parts, comprehensive 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, Dala...).

Scope Of Work (SOW)

• Vehicle: Toyota Hilux Double Cabin 4x4, model year ≥ 2018
• Engine: Diesel; Air-conditioning fully functional
• Driver: Minimum 5 years of proven experience; employed by the service provider
• Fuel: Included (full tank upon request)
• Maintenance: Full preventive/corrective maintenance, repairs and spare parts included
• Insurance: Comprehensive (theft, vandalism, third-party liability) provided by the Owner
• Replacement: Equivalent replacement vehicle within 24 hours in case of immobilisation
• Mileage: Unlimited
• MSF branding: MSF stickers/banners may be applied and removed by MSF at end of 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)
• Documentary evidence showing experience in the execution of a similar project in the past.

Financial:

• Price offers must remain valid for a minimum of 60 days from the close of this publication (2% withholding tax applies to all price offers).
• Payment terms
• Evidence of Tax Clearance for the last Two years.
• Validity of quoted price 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
4th March, 2026; 5:00pm WAT.

Opening of Vendor proposal Date and Time
5th March, 2026; 11:00AM WAT.

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.

Médecins Sans Frontières WaCA Abuja Office,
Plot # 722, K Close,
First Avenue, Gwarimpa Estate,
Abuja (FCT).

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

Note

• In addition to the physical submission, bid envelop should bear the following information: Request for tender documents Ref: MSF/WACA/NGW05/2026- 001/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 office for the Bid opening).

 Other Conditions:

• Bids submitted after the deadline for submission would be rejected un-opened; 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.