FOR THE PROVISION OF FRAMEWORK AGREEMENT SERVICES FOR Motor Vehicle Hire

RFP Reference Number: RFP-03/FRAMEWORK/2026

Submission Deadline: 4th September 2026

RFP — Framework Agreement for Motor vehicle Hire services | Ref: RFP-03/FRAMEWORK/2026

1. Letter of Invitation to Bid

Dear Prospective Bidder,

ADRA Uganda invites qualified and experienced service providers to submit quotations/proposals for inclusion in a Framework Agreement covering the following categories of services for a period of 12 months, renewable subject to satisfactory performance:

• Motor Vehicle Hire

A Framework Agreement does not guarantee any minimum volume of business. It establishes pre-qualified, pre-priced providers from whom the organization will place call-off orders/purchase orders as needs arise during the contract period.

Key Information	Details
RFP Reference Number	RFP-03/FRAMEWORK/2026
Issue Date	24th August 2026
Submission Deadline	4th September 2026, 4:00PM
Submission Method	Email and Physical drop to the nearest ADRA office
Contact Person	Procurement and Logistics Officer Email: plo@adrauganda.org Telephone: 256779863454 Or/ And Admin Assistant/ Field Accountant/Email:Telephone:
Bid Validity Period	90 days from the submission deadline

Late submissions will not be considered and ADRA Uganda reserves the right to accept or reject any or all proposals and without being obliged to inform the affected bidder(s) of the grounds.

2.Background and Purpose

ADRA is the global humanitarian arm of the Seventh-day Adventist Church. ADRA Uganda is committed to improving the quality of life of vulnerable and disadvantaged communities through sustainable development initiatives, emergency response, livelihoods, education, health, and other interventions

To support its operations, the organization wishes to establish Framework Agreements with reliable, qualified service providers across the categories listed in Section 1, to be called upon on an as-needed basis over the contract period.

2.1 Objectives

• Secure competitive, pre-agreed pricing and service standards for recurring operational needs.
• Reduce procurement lead time for routine and urgent requirements.
• Establish a pool of qualified, vetted providers per category.

Ensure consistent quality, safety, and compliance standards across all engagements

3. Scope of Requirements

Bidders should review the requirements they intend to bid for and complete the corresponding Price Schedule and Technical Proposal annexes.

Motor Vehicle Hire

Scope of services under this requirement includes but is not limited to:

• Hire of vehicles, i.e. Landcruiser Hardtop, Landcruiser extended (7-seater vehicle), Double cabin Pick-up, Drone vehicle, Van (14-seater) vehicle with a driver, for official travel, field missions, and events.
• Both short-term (daily) and longer-term (weekly/monthly) hire arrangements.

Information required from bidders for this

In addition to the general technical and financial proposal requirements in Section 4, bidders applying for this requirement must provide:

• Fleet list by vehicle category, make/model, year, and seating capacity.
• Rates by vehicle category: with-driver and exclusive fuel daily rates.
• Driver qualifications, licensing, and safety/defensive-driving training where drivers are provided.
• Insurance coverage (comprehensive/third-party) and breakdown/replacement-vehicle policy.
• Availability on short notice (specify minimum lead time) and geographic coverage (upcountry capability).

4. Instructions to Bidders

4.1 Eligibility

• Be a legally registered entity, with a valid business/trading license or its equivalent.
• Not be under a declaration of ineligibility, suspension, or debarment by ADRA Uganda, relevant government authority, or major donors.
• Have no conflict of interest with ADRA Uganda staff or board members.
• Be tax-compliant, with a valid Tax Identification Number and tax clearance certificate.

4.2 Clarifications

Questions regarding this RFP must be submitted in writing to plo@adrauganda.org by 13th August 2026. Responses will be shared with all bidders who received the RFP, without identifying the source of the question.

4.3 Preparation and Submission of Bids

1. Bids must be submitted in English, in the format specified in the annexes.
2. Bidders must clearly indicate services they are bidding for.
3. All prices must be quoted in local currency / Uganda Shillings, inclusive of all applicable taxes, unless otherwise specified.
4. Bids must be submitted by the deadline stated in Section 1 via email and physical document submission. Bids submitted after the deadline will not be considered.
5. Each bid must include: (a) Bid Submission Form (Annex A); (b) Price Schedule(s) for each bid for (Annex B); (c) Technical Proposal (Annex C); (d) Company Profile and Eligibility Declaration (Annex D); and supporting documents listed in Annex D.

4.4 Bid Validity, Currency, and Costs

Bids must remain valid for the period of 90 days after submission.

5. Evaluation Methodology

Evaluation will be conducted in two stages: (1) Preliminary/Eligibility screening on a pass/fail basis, and (2) Technical and Financial evaluation, scores as set out below.

5.1 Preliminary Screening (Pass/Fail)

• Completeness of submission (all required forms and documents included).
• Compliance with eligibility criteria in Section 4.1.

5.2 Technical Evaluation (indicative weighting — adjust as needed)

A minimum technical score of 70 % is required to proceed to financial evaluation. Bidders scoring below this threshold will not be considered further.

5.3 Financial Evaluation

For bidders who meet the minimum technical score, financial proposals will be evaluated for competitiveness and value for money against the market. An indicative combined scoring approach is:

ADRA Uganda reserves the right to award to a single provider or multiple providers to be called upon on a rotational or best-fit basis, at its sole discretion.

6. Key Terms of the Framework Agreement

Successful bidders will be required to sign a Framework Agreement. Indicative key terms are summarized below;

• Duration: 12 months from the date of signature, with an option to extend by mutual written agreement.
• No guaranteed minimum volume or value of orders; call-offs will be made against actual operational needs via Purchase Orders/Call-Off Orders.
• Pricing fixed for the duration of the agreement, except where a price-review clause is agreed.
• Payment terms: e.g.…within 30 days of receipt of a valid invoice and supporting documentation.
• Performance monitoring: periodic service review and ADRA has a right to terminate for persistent underperformance, within 30 days written notice.
• Confidentiality, anti-corruption/integrity, child safeguarding (where applicable), health and safety, and insurance/indemnity clauses as set out in Annex F.
• Termination for convenience by either party with in 30 days’ written notice, and termination for cause (breach, fraud, insolvency) with immediate effect.

7. List of Annexes

The following annexes form part of this RFP and must be completed and returned as indicated: