Job description

SPLASH – ZAMBIA

REQUEST FOR QUOTATIONS (RFQ)

PROVISION OF MOTOR VEHICLE HIRE (SUVs), ACCOMMODATION AND CONFERENCE FACILITIES

Chipata • Ndola • Kitwe • Lusaka

Title of Procurement

PROVISION OF MOTOR VEHICLE HIRE (SUVs), ACCOMMODATION AND CONFERENCE FACILITIES

Issue Date

30/10/2026

Submission Deadline

14/11/2026

Submission Email / Address

procurement-zambia@splash.org

ABOUT SPLASH

Splash International is a global nonprofit organization focused on providing clean water, sanitation, and hygiene solutions for children in urban areas. As we expand our presence in Zambia, Malawi, Tanzania and Kenya invites eligible and qualified service providers to submit competitive quotations for the provision of motor vehicle hire (SUVs), accommodation, and conference facilities in Chipata, Ndola, Kitwe, and Lusaka, Zambia. The intention is to identify suitable suppliers and, subject to Splash’s procurement requirements, establish a pool or framework of service providers for use on an as-needed basis. Suppliers may quote for one service category (lots) and for one or more locations. Bidders are not required to provide all services in all four locations.

1. SERVICES REQUIRED AND MINIMUM SPECIFICATIONS

Lot 1: Motor Vehicle Hire – SUVs (Lusaka, Chipata, Ndola and Kitwe)

·      SUVs in good mechanical condition, clean, roadworthy, and suitable for official travel and field visits; minimum seating for five people including the driver.

·      4×4 vehicles are preferred for field operations; bidders must state the drive type, make, model, year of manufacture, seating capacity, and registration number of each offered vehicle.

·      Valid registration, road tax, insurance, and other legally required vehicle documentation. Insurance cover and excess/liability conditions must be stated.

·      Functional air conditioning, seat belts, spare wheel, jack, and standard safety equipment.

·      State whether self-drive, chauffeur-driven, or both options are available. Quote each option separately where applicable.

·      Clearly state daily rates; fuel policy; driver fees and allowances if any; delivery/collection charges; and any other additional costs.

·      Provide breakdown assistance and state the arrangements and response time for a replacement vehicle if a vehicle becomes unroadworthy.

Lot 2: Accommodation Services (Chipata, Ndola and Kitwe)

·      Clean, secure, well-maintained accommodation with Executive, standard single and double/twin room options.

·      Functional bathroom, reliable water and electricity, clean linen and towels, housekeeping, and appropriate guest security.

·      State Wi-Fi availability, parking, accessibility arrangements, and other relevant amenities.

·      Quote separate rates per room per night for bed only, bed and breakfast, half-board, and full-board, where available.

·      State whether rates include VAT and other applicable taxes or levies, check-in/check-out times, cancellation terms, and group/corporate discounts.

·      Provide the property name, physical address, room capacity, relevant operating licences/permits, and a contact person for bookings.

Lot 3: Conference Facilities and Related Services (Chipata. Ndola and Kitwe)

·      Conference venues in good condition with capacity options for approximately 20–30, 50, and up to 100 participants, where available.

·      State capacity for theatre, classroom, U-shape, boardroom, and other seating layouts are offered.

·      Quote separately for half-day room hire, full-day room hire, and per-person packages, as applicable.

·      Specify availability and charges for projector and screen, PA system, microphones, Wi-Fi, power outlets, and backup power.

·      Provide prices for drinking water, morning and afternoon tea/refreshments, lunch, and other meals.

·      For residential packages, state accommodation rates and meal inclusions separately.

·      State venue location, parking availability, accessibility, cancellation terms.

2. GEOGRAPHICAL COVERAGE

Quotations are invited for any of the following locations:

·      Chipata

·      Ndola

·      Kitwe

·      Lusaka

Bidders must clearly identify each location and service category covered. Splash may consider separate awards by lot and/or location.

3. QUOTATION AND PRICING REQUIREMENTS

·      Submit prices in Zambian Kwacha (ZMW.

·      Provide itemized rates and identify all applicable taxes, levies, fees, exclusions, and additional charges.

·      State the validity period of the quotation and the period for which quoted rates will remain valid.

·      State payment terms, lead time, cancellation terms, and any deposit or advance payment requirement.

·      For motor vehicle hire, daily, weekly, and monthly rates where offered, plus fuel, mileage, driver, and other charges.

·      For accommodation, include rates per room per night by room and meal plan.

·      For conference facilities, include room-only rates and package/per-person rates, clearly describing the inclusions.

4. DOCUMENTS TO SUBMIT

Bidders should submit the following documents, as applicable:

·      Completed and signed quotation on company letterhead, including the lot(s) and location(s) bid for.

·      Business registration certificate and TPIN details.

·      Valid tax clearance certificate and relevant licenses/permits, where required by applicable law.

·      Company profile and evidence of relevant experience, including at least two client references, where available.

·      For vehicle hire: fleet list and daily rate for each type of vehicle

·      For accommodation/conference providers: Company profile, physical address, available room/venue capacities, and relevant operating licenses/permits.

·      Name, telephone number, and email address of the person responsible for the quotation.

5. EVALUATION

Quotations will be assessed in accordance with Splash’s applicable procurement policies and any relevant donor requirements. The assessment may consider completeness and eligibility, compliance with minimum specifications, price and value for money, relevant experience, service quality, availability, safety, and reliability. The lowest-priced quotation may not necessarily be selected.

6. SUBMISSION INSTRUCTIONS

Submit the quotation and supporting documents to the email/address stated on the front page by the deadline shown. For email submissions, use the subject line: “RFQ – Vehicle Hire, or Accommodation and Conference Facilities – [Bidder Name]”. Late or incomplete submissions may be treated in accordance with Splash’s procurement procedures. Early submission is encouraged.

Enquiries should be directed to: procurement-zambia@splash.org.

7. CONFIDENTIALITY AND RIGHTS

·      This RFQ is an invitation to submit quotations and does not constitute a commitment to award a contract.

. Splash may verify submitted information and may request clarifications, conduct due diligence, or inspect offered vehicles and facilities where appropriate.

·      Splash may make awards by service category and/or location and may appoint more than one service provider.

·      If a framework or supplier-pool arrangement is established, services will be requested as needed through authorized bookings or purchase orders. No minimum volume of work is guaranteed unless expressly stated in a signed agreement.

·      Any resulting engagement will be subject to agreed terms, available budget, and Splash’s procurement policies and applicable laws.

·      Splash International reserves the right to accept or reject any proposal, to cancel this RFP process, and is not bound to select the lowest-priced proposal