Solidarites International purposes a Call for Tenders for the provision of Truck Rental service and transporting equipment or goods from N’Djamena to Darfur, Sudan

1.           Preamble

Solidarites International is committed to providing universal access to water and sanitation for people affected by war, epidemics and natural disasters.

Established in France in 1980, Solidarites International is a non-governmental, non-political, non-religious, non-profit organization.

2.           Purpose of the Call for Tenders

The purpose of this Call for Tenders is to solicit competitive offers for the provision of Truck Rental service and transporting equipment or goods from N’Djamena to Darfur, Sudan.

The purpose of this Call for Tenders is also to sign a 1 (one) year Framework Agreement for provision of Truck rental services in from Chad to Sudan.

The Call for Tenders aims at selecting reliable supplier(s).

Several suppliers can be rewarded with a maximum number of two suppliers.

Each service will be triggered by an External Order Form issued by Solidarites International and will be submitted to the same conditions listed in the chapters below.

3.           Call for Tenders Schedule:

* All times are in the local time of Chad

Please note all dates are provisional dates and Solidarites International reserves the right to modify this schedule.

Please note Solidarites International reserves the right to pre-select some of the received offers, based upon the criteria listed in article 13 of the present document, to enter into a competitive dialogue with the shortlisted companies.

4.           Questions and Clarifications

If Solidarites International, either on its own initiative or in response to a request from a prospective bidder, provides additional information on the tender dossier, such information will be communicated simultaneously in writing to all the bidders.

Bidders may submit questions in writing ideally by email, or by post mail, up to three (3) calendar days before the deadline for submission of tenders, specifying the publication reference and the Tender title to the following address:

By email: tender@solidarites-sudan.org

Or at the below address:

Solidarites International

N’Djamena Office – Sabangali street number 2223,  Gate number 0115,  area code 0235

Between 8:00 am- 4:00 pm.

Logistics Office

The list of all questions and answers will be available at the SI office or may be requested by email.

Any prospective tenderer seeking to arrange individual meetings with Solidarites International during the tender period may be excluded from the tender procedure.

5.           Eligibility

Participation in tendering is open on equal terms to any natural and legal person or company.

In any case, whatever the status of the participants to this call for tenders, applicants must comply with the following rules:

1. Not involved in violation of human rights (Slavery, child labor, human trafficking)
2. Not restricted to conduct business by any local, national and international legal bodies
3. Not Involvement in a criminal organization or any other illegal activity as established by a judgement, by the US Government, the EU, the UN or any other donor
4. Submission of the complete tender package as per article 6
5. Company’s valid registration and Tax certificate

6.           Instructions to submit an Offer

6.1 – Response Format / submission of tenders

Solidarites International Office

N’Djamena Office – Sabangali street number 2223,  Gate number 0115,  area code 0235

Between 8:00 am- 4:00 pm.

Logistics Office

The title of the email should be: Tender for provision of Truck Rental Services CFT_ FD-SUD-00517

Whichever format is chosen, offers must be received by no later than the 29^th  Oct 2026.

NB: Late proposals will not be accepted and will be returned to the Proponent or discarded.  Also, all proposals will be irrevocable after the Call for Tenders closing date

6.2 – Content of Tenders

The Tenderer must provide sufficient information in the proposal to demonstrate compliance with the requirements set out in each section of this request for proposal. The proposal shall include, as a minimum:

• « Supplier Questionnaire” duly completed. This questionnaire should be completed with all required information; Annex II: Supplier Questionnaire
• “Solidarites International’s Code of Conduct” filled and signed by the duly authorized person.
• “Quotation” or detailed Price offer with the stock capacity and lead time to be filled in the below table « 19.4 List of Services »
• Note that only budgets in XAF will be accepted.
• Note that only unit prices with WHT included will be accepted.
• Quotation must have a date and validity
• The Bidder shall present documentary evidence that proposed Trucks have valid registration documents as the Traffic law of Chad.
• Copy of the confirmation letter from a reputed insurance broker endorsing the Third-Party Liability Insurance to cover period of the Contract.
• Copies of proposed drivers Driving License and their resumes, the proposed drivers shall be in possession of at least 2 years of work experience as Driver
• Copies of road safety and/or First Aid training certificates/proof for the proposed drivers
• Copy of at least two (2) agreements with others INGOs and/or UN Agencies signed in the last 2 years for provision of Trucks Rental Services. As an alternative, suppliers can provide the contacts of two (2) relevant employees of such organizations as a reference.
• Proof of company registration in Chad;
• Tax Payer Registration certificate;
• Supplier shall attach vehicle ownership or power of attorney documents of the vehicle
• Copy of the ID of the owner of the company and Company profile

Failure to provide all of the above and in the formats stipulated may result in disqualification of the Tenderer’s proposal.

7.           Call for Tender Process

Bids will be evaluated in the following order of analysis steps:

1. Eligibility of the bid (Based on the criteria announced in « Section 5 Eligibility »)
2. Technical and Administrative evaluation (Based on the criteria announced in « Section 13 Opening, evaluation of tenders and selection criteria »)
3. Financial Evaluation (Based on the Financial offer)

Solidarites International reserves the right to negotiate, accept or reject any or all proposals and quotations at its sole discretion and to pursue or act further on any responses it considers advantageous.

Solidarites International does not bind itself to accept the lowest prices or any proposal. All proposals will be irrevocable after the Call for Tenders closing date.

Solidarites International reserves the right to alter the dates of the timetable.

8.           Period of validity

Suppliers shall be bound by their tenders for a period of sixty (60) days minimum from the deadline for submission of tenders.

However, the Prices and conditions defined in the framework signed with the selected supplier will be valid for a year after framework signature.

9.           Currency of tenders

Tenders must be presented in XAF.

10.      Language of offers and procedure

The offers, all correspondence and documents related to the tender exchanged by the bidder and Solidarites International must be written in English or French.

11.      Alteration or withdrawal of tenders

Bidders may alter or withdraw their tenders by written notification prior to the deadline for submission of tenders referred to in Article 3. No tender may be altered after this deadline. Withdrawals must be unconditional and will end all participation in the tender procedure.

12.      Costs of preparing tenders

All costs incurred by the bidder in preparing and submitting the tender are not reimbursable. All such costs will be borne by the bidder.

13.      Opening, evaluation of tenders and selection criteria

The opening and examination of tenders is for the purpose of checking whether the tenders are complete and whether the tenders are generally in order.

The subsequent evaluation of the tenders shall be carried out in SI-NDJ office by an Evaluation Committee made up of representatives of Solidarites International.

Tenders will be evaluated on the criteria listed below:

Compliance with Solidarites International terms and conditions. Signed Solidarites International’s Code of Conduct.

• Price 50%
• Quality_check 30 %
• Payment term 5%
• Delivery time 5 %
• NGO EXPERIENCE 10%

In the interests of transparency and equal treatment and without being able to modify their tenders, bidders may be required, at the sole written request of the evaluation committee, to provide clarifications within forty-eight (48) hours. Any such request for clarification must not seek the correction of formal errors or of major restrictions affecting performance of the contract or distorting competition.

Any attempt by a bidder to influence the evaluation committee in the process of examination, clarification, evaluation and comparison of tenders, to obtain information on how the procedure is progressing or to influence Solidarites International in its decision concerning the award of the contract will result in the immediate rejection of his tender. No liability can be accepted for late delivery of tenders. Late tenders will be rejected and will not be evaluated.

14.      Notification award and contract signature

The successful bidder(s) will be informed in writing that its tender has been accepted (notification of award).  Solidarites International will send the signed framework agreement purchase documents in two original copies to the successful bidder(s).

Within ten (10) working days following the reception, the successful bidder(s) will sign, date and send back the framework agreement.

If the successful bidder(s) fails to sign and send back the contract within ten (10) working days, Solidarites International can consider after notification the award as null and void.

The unsuccessful tenderer(s) will be informed in writing within 10 days of the finalization of the selection shortly after the award.

15.      Ownership of tenders

Solidarites International shall retain ownership of all tenders received under this tender procedure. Consequently, bidders have no right to have their tenders returned to them.

16.      Contract

The agreement that will be concluded between the successful tenderer and Solidarites International is done according to Solidarites International standard Framework Agreement. A framework agreement does not engage Solidarites International to request services for the duration of the framework agreement.

In this Agreement, the successful tenderer will be referred to as “the supplier”.

17.      Cancellation of the tender procedure

In the event of a tender procedure’s cancellation, bidders will be notified by Solidarites International.

If the tender procedure is cancelled before the outer envelope of any tender has been opened, the sealed envelopes will be returned, unopened, to the tenderers.

Cancellation may occur where:

1. The tender procedure has been unsuccessful, namely where no qualitatively or financially worthwhile tender has been received or there has been no response at all;
2. The economic or technical parameters of the project have been fundamentally altered.
3. Exceptional circumstances or force majeure render normal performance of the project impossible;
4. All technically compliant tenders exceed the financial resources available;
5. There have been irregularities in the procedure, in particular where these have prevented fair competition.

Under no circumstances will Solidarites International be liable for damages, whatever their nature (in particular damages for loss of profits) or relation with the cancellation of a tender, even if Solidarites International has been warned of the possibility of damages.

The publication of a procurement notice does not commit Solidarites International to implement the announced programme or project.

18.      Ethics

Solidarites International pays very careful attention to working with companies that commit to respect basic Ethics Rules.

The tenderers have to read and understand the Code of Conduct as defined by Solidarites International and introduced in the Annex I of this tender dossier. The tenderers will be required to fill it in and sign.

B – TECHNICAL and COMMERCIAL REQUIREMENTS

19.      Technical Description

19.1   Trucks Requirement:

1. Trucks must comply with the below Table #01 – Trucks specifications
2. The company must provide supporting documents of Trucks ownership.
3. All Company’s fleet Trucks must be covered under a full insurance policy.
4. The company bears responsibility for truck maintenance and must establish a plan to replace trucks that break down en route.
5. The trucks provided by the company must all be in a good shape & maintenance condition to serve, in the most challenging
6. All the Trucks must a standard first aid kit.

Table #01

19.2   General Requirements:

1. The rate must be inclusive of (with no limitation of the KM)

­      Costs of maintenance and repair of the Trucks

­      Fuel

­      Amount of taxes and insurances related to the use of the Trucks

­      Salary and other expenses of the driver (health and other insurances, taxes)

2. The Company must be able to mobilize a Trucks with a driver within minimum 24 hours’ notice.

19.3   List of Services

The estimated duration above are only an estimate that Solidarites International may request during the validity of the agreement signed with the successfully bidder.

Solidarites International is not committed to request the defined services through the framework agreement.

20.       Delivery/Provision of the service conditions

20.1          SOLIDARITES INTERNATIONAL expects a timely delivery of the ordered services by the Supplier.

20.2               The Supplier shall provide backup trucks in any case of emergency (break down/ stuck on the road/ accidental scenario/ etc.). Backup trucks must be available 24/7.

20.3               If the Supplier cannot fulfil all the order within the set delivery timeframe, SOLIDARITES INTERNATIONAL may, after written notification to the Supplier:

• Terminate the Agreement without paying any severance to the Supplier.
• Negotiate and sign another agreement with a third party for the remaining Supplier

The value of the remaining service will not be paid to the Supplier. Moreover, the Transporter shall support all additional costs resulting from his deficiency.

21.      Quality of the Service

• Quality Guarantee

The supplier bears the responsibility to verify the trucks/drivers they provide are according to the agreed and specified requirements detailed in the Technical and Commercial Requirements.

21.2      Delivery inspection and acceptance of the delivery

A Solidarites International representative will carry out the delivery inspection of the trucks when mobilized.

The inspection of the Vehicles will take place in NDJ by the Logistics Manager.

The objective of the delivery inspection will be to assess the compliance with the terms of contract of:

• The documentation provided by the supplier
• The Condition of the Vehicle and compliance with the requirements

Solidarites International representative will indicate any remarks or non-conformity of the trucks during the inspection. These remarks will be the ground for change of truck/driver.

If the inspection concludes that the Truck/Driver complies with the requirements of the contract, Solidarites International will accept it. Any non-compliance will result in the refusal of the Truck/Driver. Refer to article 22 for the conditions of replacement of non-conformity of Service.

22.      Non conformity of Service

22.1     Quality and condition

Should the quality or the condition of the Truck/Driver not satisfy Solidarites International requirements at the moment of the delivery inspection, Solidarites International reserves the right to demand:

• The delivery of Truck/Driver which conforms to the order. They will need to be replaced by the supplier at his/her own expenses. The replacement will be executed as soon as possible, and the supplier shall provide the replacement within 24 hours.
• or the immediate reimbursement of the payment
• or the cancellation of the order

If the supplier is not able to replace the rejected Truck/Driver within the agreed timeframe, Solidarites International reserves the right to ask for the immediate reimbursement of the payment or down payments if any, and to simply cancel the order, totally or partially if the rejected Truck/Driver were a partial delivery agreed upon by the parties.

22.2     Late Delivery

If the Supplier does not deliver all or part of the ordered Services due to a fault on the part of the Supplier, SOLIDARITES INTERNATIONAL has the right, without notification, to deduct penalties for each day of delay from the requested delivery date to the effective delivery date in the amount of 1% of the total value of the non-delivered service. However, this amount should not exceed more than 10% of the total value of the order.

The Supplier shall provide backup truck in any case of emergency (break down/ stuck on the road/ accidental scenario/ etc.). Backup vehicle must be available 24/7.

If the Supplier cannot fulfil all the order within the set delivery timeframe, SOLIDARITES INTERNATIONAL may, after written notification to the Supplier:

• Terminate the Agreement without paying any severance to the Supplier.
• Negotiate and sign another agreement with a third party for the remaining Supplier.
• The value of the remaining service will not be paid to the Supplier. Moreover, the Transporter shall support all additional costs resulting from his deficiency.

23.      Invoicing & Payment

23.1      Invoicing

Payments will occur after acceptance of the Service by a Solidarites International representative and upon receipt of one original invoice.

23.2      Payment

All payments will be exclusively made by Bank Transfer or Cheque on behalf of the supplier.

The currencies of payment are XAF.

Payment schedule:

100 % will be paid after delivery and acceptance of the service by Solidarites International

In order to claim payments, the supplier must provide Solidarites International with one original invoice.

DOWNLOAD THE APPLICATION FILES HERE

Download the Truck rental Framework agreement here