Terms of Reference for IUCN Consultancy
Title: Provision of Vehicle Rental Services
Objective of the Consultancy
This consultancy has the following objective:
1. To secure reliable transportation services for staff coordinating and supporting the implementation of the NbS4Water Africa ā Ethiopia Awash Project
Background
Project Reference: -
Donor reference: DN01983
About IUCN
IUCN is a membership Union uniquely composed of both government and civil society organisations. It provides public, private and non-governmental organisations with the knowledge and tools that enable human progress, economic development and nature conservation to take place together.
Created in 1948, IUCN is now the worldās largest and most diverse environmental network, harnessing the knowledge, resources and reach of more than 1,400 Member organisations and around 15,000 experts. It is a leading provider of conservation data, assessments and analysis. Its broad membership enables IUCN to fill the role of incubator and trusted repository of best practices, tools and international standards.
IUCN provides a neutral space in which diverse stakeholders including governments, NGOs, scientists, businesses, local communities, indigenous peoples organisations and others can work together to forge and implement solutions to environmental challenges and achieve sustainable development.
Working with many partners and supporters, IUCN implements a large and diverse portfolio of conservation projects worldwide. Combining the latest science with the traditional knowledge of local communities, these projects work to reverse habitat loss, restore ecosystems and improve peopleās well-being.
About the Project
The project focuses on promoting catchment protection through Nature-based Solutions (NbS), framed as best adaptive practices in the context of climate change and increasing land degradation. It aims to scale up NbS for watershed restoration in alignment with national basin development, land degradation neutrality, and landscape restoration goals.
The general objective is to enhance water-related ecosystem services in key watersheds of the Awash sub-basin for the benefit of both people and the environment through the application of NbS. To achieve this, the project will strengthen action-oriented partnerships among community-based organizations (CBOs), the wider public, national and local governments, and non-government actors. These partnerships will promote NbS that build knowledge, shape positive attitudes, and encourage good practices, mobilizing society as a whole to achieve large-scale watershed rehabilitation, restoration, and sustainable development and use.
The general objective of the project is to improve ground water recharge of the little Akaki catchment of the upper Awash river basin focusing on Guleel & Addis Ketema sub-cities of Addis Ababa and Sululta town of Sheger city, specifically in Bilisuma micro catchment.
Description of the Assignment
The overall objective of this procurement is to competitively select and contract qualified vehicle rental or leasing service provider(s) capable of providing reliable, safe, well-maintained, and appropriately insured vehicles to support the implementation of the NbS4Water Africa ā Ethiopia Awash Project.
The selected service provider(s) will provide vehicles based on the operational requirements of IUCN.
Scope of Work
The selected service provider shall provide vehicle rental and/or lease services to IUCN in accordance with the agreed requirements and on a call-off basis, as and when required. The services may include, but are not limited to, the following:
- Vehicle Provision
The selected service provider shall provide safe, reliable, well-maintained, and roadworthy vehicles that meet IUCNās operational and field-activity requirements. Vehicles shall be suitable for both urban and off-road travel and shall comply with all applicable Ethiopian legal, safety, registration, insurance, and roadworthiness requirements.
Vehicle Condition and Standards
The primary vehicle category required under this procurement is:
Toyota Hilux Double Cab 4x4 ā 2.8L Diesel, model year 2020 or newer.
Vehicles offered shall be in good mechanical and physical condition, regularly serviced and maintained, and equipped with all standard safety features and legally required documentation. IUCN reserves the right to inspect and approve vehicles prior to deployment and to reject any vehicle that does not meet the agreed specifications or required safety and operational standards.
2. Drivers
Where vehicles are provided with drivers, the service provider shall ensure that drivers:
- Have updated CVs and hold valid and appropriate driving licenses.
- Have relevant experience and familiarity with Ethiopian road and traffic conditions.
- Demonstrate safe and professional driving practices.
- Comply with IUCN security and safety requirements.
- Maintain professional conduct when interacting with IUCN staff, partners, consultants, and other passengers.
3. Geographic Coverage and terms of service
To establish high operational predictability and commercial confidence for the selected Vendor, IUCN defines the service framework under the following mandatory terms:
- Contract Duration: The baseline framework agreement shall remain valid for a fixed period of Six (6) months, subject to satisfactory performance and potential project timeline extensions.
- Service Frequency: Vehicle deployment will operate on an occasional, "as-needed" project basis rather than continuous, uninterrupted daily operations over the 6-month period.
- Minimum Utilization Guarantee: To secure the Vendorās revenue stability, IUCN guarantees a minimum billing and deployment commitment of four (4) operational days per week for any week in which the vehicle service is activated or called up.
- Rate Cap Consistency for Additional Days: If project demands require the vehicle to be utilized beyond the 4-day minimum in a given week (up to 7 days), the Vendor agrees to maintain the exact same pro-rated daily rate established for the baseline minimum contract days. No premium, overtime surcharge, or inflated short-term rates shall apply for these additional active days.
4. Responsibilities of the Service Provider and Work Norms
The selected service provider shall:
- Provide suitable vehicles according to agreed specifications.
- Ensure all vehicles are properly maintained and roadworthy.
- Ensure that all required legal documentation and insurance remain valid throughout the contract period.
- Provide qualified drivers where required.
- Ensure timely replacement of vehicles in case of mechanical failure or other operational issues.
- Respond promptly to IUCN transport requirements.
- Maintain appropriate communication with the designated IUCN focal person.
- Ensure compliance with applicable health, safety, security, environmental, and legal requirements.
- Provide accurate invoices and supporting documentation for services provided.
- Immediately inform IUCN of any incidents, accidents, delays, or issues affecting the delivery of services.
Duration of the Assignment
The duration of the vehicle rental/lease agreement will be Six- months. The contract may include an option for extension subject to satisfactory performance, availability of funding, and IUCN procurement procedures.
Deliverables and Activities
The consultant will provide the following deliverables and carry out the following activities:
Deliverable/Activity - Description - Timeline
Contract Signing and Mobilization - Signing of the contract and confirmation of vehicle availability - November 10th 2026
Vehicle Deployment - Deployment of vehicles according to IUCN requirements - November 15th 2026
Provision of Transport Services - Continuous provision of vehicle rental/lease services as requested - Throughout contract period
Maintenance and Replacement - Regular maintenance and timely replacement of vehicles when required - Throughout contract period and at-least on a quarterly basis
Service Reporting and Invoicing - Submission of service records and invoices - Monthly
Contract Completion - Completion of services and final reporting - April 2027
Payment Schedule
The Timetable below summarises the chronological order of deliverables and indicates milestones at which IUCN will pay the Consultant.
Deliverable - Payment Arrangement
Vehicle rental/lease services- Payment based on agreed rates and actual services provided
Monthly service provision - Subject to submission and approval of invoice and supporting documentation
Additional approved services, if any - Payment based on agreed rates and prior approval by IUCN
Skills and Experience
The consultant must have the following skills, education and experience as a minimum:
- Valid business registration and trade license authorizing vehicle rental, leasing, transport, or related services.
- Relevant experience in providing vehicle rental or leasing services.
- Availability of a suitable fleet of vehicles.
- Proven experience providing services to organizations, development partners, government institutions, NGOs, or private sector clients.
Supervision and coordination
The consultant will report to and work under the supervision of the Regional Procurement and Operations Manager.