Vehicle Maintenace

TechnoServe Public Solicitation: Vehicle Maintenace Reference Number: RQ10935 Region: East Africa | Performance Location: Ethiopia Published Date: Oct 21, 2026 | Due Date: Nov 09, 2026 Notice Type: Request for Proposals Selection Criteria: - Price, inclusive of all delivery, fees, taxes, and other charges (30 pts) - Workshop facilities, equipment, and technical capacity (15 pts) - Supplier qualification and relevant experience (15 pts) - Client references and previous performance (10 pts) - Warranty and after-sales service (10 pts) - Service coverage and turnaround time (10 pts) - Quality and availability of spare parts (10 pts) Project Background: TechnoServe Ethiopia (TNS) operates various programs and projects across Addis Ababa and several regions of Ethiopia. TNS uses organizational vehicles to support project implementation, field activities, staff movement, transportation of materials, monitoring, supervision, and other operational requirements. To ensure the safety, reliability, and proper functioning of TNS vehicles, the organization intends to engage qualified and experienced vehicle maintenance service provider(s) to provide preventive maintenance, corrective repairs, diagnostics, and related automotive services for vehicles assigned to all TNS projects and offices. Vehicle Models: 32 Toyota Hilux and 4 Toyota Land Cruiser. The purpose of this TOR is to establish a framework for obtaining professional, reliable, and cost-effective vehicle maintenance and repair services for TNS vehicles. The selected service provider(s) will be responsible for maintaining vehicles in good operating condition and ensuring that all repairs and maintenance are performed in accordance with manufacturers' recommendations, applicable standards, and TNS requirements. Scope of Work: The selected service provider(s) shall provide, but not be limited to, the following services: Preventive Maintenance Preventive maintenance services shall include, but not be limited to: • A-Service: Routine inspection and servicing as recommended by the vehicle manufacturer. • B-Service: Comprehensive periodic maintenance, including replacement of required filters, fluids, and other consumables. • C-Service: Major periodic maintenance and inspection of key vehicle systems. • D-Service: Comprehensive servicing, inspection, and replacement of components as required based on the manufacturer's maintenance schedule and vehicle condition. The bidder shall clearly describe the services included under each maintenance category in its technical and financial proposal. Corrective Maintenance and Repairs The service provider shall diagnose and repair mechanical and electrical problems, including but not limited to: • Engine and engine-related repairs. • Transmission and gearbox repairs. • Clutch system repairs. • Brake system repairs. • Suspension and steering repairs. • Electrical and electronic system repairs. • Fuel system repairs. • Cooling system and air-conditioning repairs. • Differential and drivetrain repairs. • Exhaust system repairs. • Starter and alternator repairs. • Battery-related services. • Tire and wheel-related services. • Body and minor mechanical repairs, where required. Vehicle Diagnostics The service provider shall: • Conduct computerized diagnostics where applicable. • Identify the root cause of vehicle faults. • Provide diagnostic reports when requested. • Recommend appropriate corrective actions. • Avoid unnecessary replacement of parts or services. Spare Parts and Materials Where spare parts are required: • Parts shall be genuine, original-equipment, or TNS-approved equivalent-quality parts. • The service provider shall provide a quotation for spare parts before replacement. • No major spare part shall be replaced without prior approval from the authorized TNS representative. • Replaced parts shall be returned to TNS upon request. • The supplier shall clearly identify the brand, part number, quantity, unit price, and total price of all proposed spare parts. Roadside/Emergency Assistance Where required, the service provider shall provide emergency technical support for vehicles that experience breakdowns during field operations, subject to the agreed service arrangements. Required Deliverables: Vehicle Inspection and Assessment Before commencing any major repair work, the service provider shall inspect the vehicle and provide TNS with: • Description of the identified problem. • Diagnosis and recommended repair. • Required spare parts and materials. • Labor requirements. • Estimated cost. • Estimated completion time. Service Standards and Quality Requirements The service provider shall: • Employ qualified and experienced mechanics and technicians. • Use appropriate tools, equipment, and diagnostic systems. • Perform all work professionally and safely. • Follow vehicle manufacturer recommendations. • Ensure that vehicles are returned in safe and roadworthy condition. • Maintain cleanliness and protect vehicles during servicing. • Take reasonable measures to prevent loss of or damage to TNS property. • Notify TNS immediately of any additional problems identified during maintenance. Warranty on Repairs and Parts The service provider shall provide a reasonable warranty for: • Labor and workmanship; and • Spare parts supplied and installed. The bidder shall clearly state the warranty period offered for labor and spare parts in its quotation. Any failure resulting from defective workmanship or an incorrectly installed part during the warranty period shall be corrected by the service provider at no additional cost to TNS, subject to the agreed warranty terms. Service Reporting and Documentation For each maintenance or repair assignment, the service provider shall provide appropriate documentation, including: • Vehicle inspection/diagnostic report. • Work order or job card. • Details of work performed. • List of spare parts and materials used. • Quantity and unit price of parts. • Labor charges. • Total service cost. • Warranty information, where applicable. • Final service/repair report. Pricing and Quotation Requirements The bidder shall provide clear, transparent, and itemized pricing, including: • Labor rates. • Diagnostic charges, if applicable. • Preventive maintenance service charges. • Spare parts prices. • Other applicable service charges. • Emergency/roadside service charges, if applicable. • Applicable taxes. Prices shall clearly indicate whether VAT and other applicable taxes are included or excluded. The bidder shall provide a detailed labor rate schedule list as part of its financial proposal. Service Turnaround Time The service provider shall complete maintenance and repair work within the agreed timeframe. For routine maintenance, the bidder shall indicate the expected turnaround time. For major repairs, the service provider shall provide TNS with an estimated completion date before commencing the work. Any delay that may affect vehicle availability shall be communicated to TNS promptly TNS Responsibilities TNS shall: Provide the vehicle to the service provider or facilitate access to the vehicle. Clearly communicate the maintenance or repair requirement. Review and approve quotations before major repair work. Provide the necessary authorization for work to commence. Inspect completed work. Make payment in accordance with the agreed contractual terms upon satisfactory completion of services and submission of the required supporting documentation Confidentiality and Safeguarding of TNS Property The service provider shall maintain confidentiality regarding TNS information and shall ensure the security of all TNS vehicles, equipment, documents, and other property while under its custody. The service provider shall not use TNS vehicles or any vehicle-related information for purposes other than the authorized maintenance and repair services.