Job description

REQUEST FOR QUOTATION/PROPOSAL

Lease of Two (2) 4×4 Double Cab Pick-Up

ABOUT SPLASH

Splash International is a global nonprofit organization focused on providing clean water, sanitation, and hygiene solutions for children in urban schools in Lusaka, Kitwe, Ndola & Chipata. As we grow our program in Zambia, we are looking for registered suppliers to submit quotations for the lease of two (2) 4×4 double cab pick-up vehicles (Self Drive Preferred) for a period of 6 months. Interested suppliers are requested to submit their quotations in accordance with the requirements and specifications contained in this Request for Quotations (RFQ).

1.   SCOPE OF SUPPLY

The successful supplier shall supply and deliver:

Item 1: 4×4 Double Cab Pick-Up | Quantity: 2

2.   MINIMUM TECHNICAL SPECIFICATIONS

Vehicle type: 4×4 Double Cab suitable for regular official travel; bidder to state make and model.

Quantity: Two (2) vehicles; price each vehicle separately.

Seating: Minimum five (5) seats

Drive system: 4×4 preferred.

Age/condition: Preferably not more than ten (10) years old at commencement; good mechanical condition and roadworthyness.

Comfort and safety: Functional air conditioning, seat belts, airbags where fitted, spare wheel, jack and standard safety equipment.

Documentation: Valid registration, road tax, insurance and all other legally required documentation.

Maintenance: Servicing and normal mechanical maintenance arrangements must be stated clearly.

Replacement: State arrangements and response time for replacement if a vehicle breaks down or is unavailable.

Security: State any tracking, roadside assistance or emergency support if included.

3. LEASE AND SERVICE OPTIONS

Bidders must take note that the quotation is for a vehicle-only (self-drive) lease. The primary requirement is for the lease rental of the vehicles;

l State whether the monthly rental includes routine servicing, repairs, replacement tyres, battery replacement, and roadside assistance.

l State whether comprehensive insurance is included, and the party responsible for insurance claims.

l State any security deposit, advance payment, setup fee, or other additional charge if needed.

l State the procedure for reporting defects, arranging maintenance, and obtaining a replacement vehicle.

4. PRICING SCHEDULE.

All prices should be quoted in Zambian Kwacha (ZMW). Bidders must itemise applicable taxes, fees, exclusions and additional charges, and indicate the validity period of their quotation.

5. ELIGIBILITY AND DOCUMENTS REQUIRED

l Quotation should be signed by an authorised representative.

l Business registration details and TPIN.

l Valid tax clearance certificate and relevant licences, where required by law.

l Company profile and relevant vehicle leasing/rental experience; client references where available.

l Details of each proposed vehicle: make, model, year, registration number (if allocated), mileage/condition, seating and drive system.

l Confirmation of vehicle availability for the full six-month term.

l Copies/details of valid vehicle registration and insurance documentation, or confirmation that these will be provided before handover.

6. EVALUATION

Quotations will be evaluated in accordance with  Splash International’s applicable procurement policies and any relevant donor requirements. Evaluation may consider compliance with the specifications, total cost for the six-month period, vehicle condition and suitability, insurance and maintenance arrangements, availability, replacement support, relevant experience, and overall value for money. The lowest-priced quotation will not necessarily be selected.

7. LEASE PERIOD AND CONTRACT CONDITIONS

l The intended lease term is six (6) months, commencing on a date agreed in writing with the successful supplier.

l The quotation must state all terms relating to payment frequency, deposit, invoicing, early termination, extension, and return of vehicles.

l The supplier must specify responsibilities for maintenance, repairs, tyres, insurance, licensing, breakdowns, damage, and vehicle replacement.

l No extension, additional charge, or change to agreed terms will be binding unless approved in writing by authorised representatives of both parties.

l The successful supplier will be required to sign a written agreement or purchase order before vehicle handover.

l Splash does not guarantee selection of any bidder and may award one or both vehicles, request clarifications, verify information, or reject quotations in accordance with its procurement procedures.

8. EVALUATION CRITERIA

·     Technical compliance and vehicle specifications: Weight: 10%

·     Vehicle condition, age and roadworthiness: Weight: 15%

·     Maintenance, repairs and replacement vehicle arrangements: Weight: 15%

·     Insurance, licensing and safety compliance: Weight: 10%

·     Supplier experience, reliability and references: Weight: 20%

·     Availability and delivery within the required timeframe: Weight: 5%

·     Financial evaluation — total cost for six months: Weight: 25%

9. CONFIDENTIALITY AND RIGHTS

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

10. SUBMISSION DETAILS

Clarification questions must be sent in writing to procurement-zambia@splash.org by the deadline above, with the subject line “Project WISE II O&M Framework – Clarification Question”. Splash will share all questions and answers, without identifying the source, with all Offerors.

 Proposals/Quotations must be emailed to procurement-zambia@splash.org with the subject line “SPL-ZM-RFP-2026-PG002 – Project WISE II Vehicle 6 Month Long Term Lease – [Offeror name]”. Total attachment size must not exceed 20 MB per email.

Deadline: Please submit your Quotation not later than the close of business on November 13, 2026. Early submissions are encouraged. Quotations/proposals submitted after this deadline may not be considered for review.

Submit to: Please send your proposals through email to the following.

l procurement-zambia@splash.org

We look forward to reviewing your proposal and potentially building a partnership that supports our shared mission.