Request for proposal for provision of vehicle hire and airport transfers service

Date: 30th June 2026

General information about the Alliance of Bioversity International and CIAT

The Alliance of Bioversity International and the International Center for Tropical Agriculture (The Alliance) delivers research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. The Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation (https://alliancebioversityciat.org/). With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people. The Alliance a member of the CGIAR Consortium (www.cgiar.org) a global research partnership for a food-secure future.

Tender information

Tender schedule

Invitation to tender/advertisement: Request for proposal for provision of vehicle hire and airport transfers services

Request for clarification window: 30th June to 3rd July 2026

Closing date for submission: 17th July 2026

Tender opening: From 21st JULY 2026

Contract awarded: TBD

Scope of services

The objective of this tender is to establish a framework arrangement with qualified and experienced vehicle hire service providers to submit bids for the provision of transportation service, vehicle hire and airport transfers for staff, visitors, and other authorized personnel. The successful bidder(s) will provide safe, reliable, and professional transport services for airport transfers, official meetings, field activities, workshops, and other organizational assignments. in either of the following regions;- Arusha, Kilimanjaro, Dar es Salaam, Dodoma, Mbeya, Bukoba, Kigoma, Singida, Mwanza, Mtwara, Iringa, Morogoro, Babati, Karatu, Kilimanjaro, Lushoto, Tanga, Kilindi, and Sumbawanga.

The service provider shall provide transportation services on an as-needed basis, including but not limited to:

A. Airport transfers

The contractor shall provide timely and reliable airport transfer services between airports, hotels, offices, residences, and other designated locations. Services shall include:

• Pick-up and drop-off services for arriving and departing passengers.
• Meet-and-greet services where required.
• Flight monitoring to accommodate delays or schedule changes.
• Availability of transport services during weekdays, weekends, and public holidays.
• Provision of emergency transport services upon request.

B. Local transportation

Provision of vehicles for:

• Official meetings.
• Workshops and conferences.
• Site visits.
• Staff movements.
• VIP transportation.
• Other official assignments within the city and surrounding areas.

C. Field trips

Provision of suitable vehicles for field missions within urban and rural areas, including areas with difficult terrain. Vehicles shall be available for:

• Single-day assignments.
• Multi-day assignments.
• Long-distance travel.
• Projects requiring transportation of personnel and equipment.

Vehicle categories

Bidders shall submit rates for each of the following vehicle categories (or equivalent):

• Economy Sedan (4 passengers)
• Standard Sedan
• Executive Sedan
• Sports Utility Vehicle (SUV)
• 4×4 Double Cabin Pick-up
• 4×4 Station Wagon
• Luxury SUV (where applicable)
• Minibus (10–15 passengers)
• Medium Bus (16–30 passengers)
• Coach/Bus (31 passengers and above)

Bidders may propose additional vehicle categories where appropriate.

Vehicle requirements

All vehicles offered under this tender shall:

• Be roadworthy and in excellent mechanical condition.
• Be clean, comfortable, and well maintained.
• Have valid registration, insurance, road licence, and inspection certificates.
• Be fitted with functioning seat belts for all passengers.
• Be air-conditioned (where applicable).
• Be regularly serviced in accordance with manufacturer recommendations.
• Have adequate luggage capacity appropriate for airport transfers.
• Be available for inspection by the organization upon request.

Driver requirements

Drivers shall:

• Hold valid driving licences appropriate for the vehicle category.
• Have a minimum of three (3) years’ professional driving experience.
• Be courteous, professional, and appropriately dressed.
• Have good knowledge of local roads and major destinations.
• Observe all traffic laws and safety regulations.
• Maintain passenger confidentiality.
• Be reachable by mobile phone during assignments.

Pricing requirements

Bidders shall clearly describe their pricing methodology and submit a detailed schedule of rates.

The pricing proposal shall indicate whether charges are based on:

• Fixed rates per route (e.g., Airport to City Centre, Airport to Hotel, Airport to Office, etc.);
• Distance travelled (cost per kilometre/mileage);
• Daily hire rates;
• Half-day hire rates;
• Hourly hire rates;
• Multi-day field assignment rates;
• Monthly contract rates (where applicable); or
• Any other pricing model proposed.

Where mileage-based pricing is used, bidders shall specify:

• Cost per kilometre.
• Minimum chargeable distance.
• Waiting time charges.
• Driver overnight allowances (if applicable).
• Fuel policy.
• Parking charges.
• Toll charges.
• Any additional or surcharges.

Where route-based pricing is proposed, bidders shall provide a comprehensive list of standard routes and corresponding charges.

Availability

The service provider shall:

• Be available 24 hours a day, 7 days a week for airport transfers.
• Respond promptly to booking requests.
• Be capable of providing multiple vehicles simultaneously during conferences or major events.
• Have contingency arrangements in case of vehicle breakdowns.

Service standards

The successful bidder shall:

• Confirm bookings promptly.
• Ensure punctual arrival for all scheduled pickups.
• Replace any defective vehicle without delay.
• Maintain high standards of customer service.
• Provide emergency support where required.

Bid submission requirements

Bidders shall submit:

• Company profile.
• Valid business registration documents.
• Relevant operating licences.
• Insurance certificates.
• List of available vehicles indicating make, model, year of manufacture, seating capacity, and registration numbers.
• Driver qualifications.
• Evidence of similar assignments completed.
• Proposed pricing schedule for each vehicle category.
• Description of the pricing methodology, clearly indicating whether rates are route-based, mileage-based, daily, hourly, or a combination thereof.
• Any value-added services offered.

Evaluation

Bids will be evaluated based on:

• Compliance with the scope of services.
• Experience and technical capacity.
• Quality, suitability, and availability of vehicles.
• Qualifications and experience of drivers.
• Pricing competitiveness and clarity.
• Ability to respond to urgent transport requests.
• Client references and past performance.
• Compliance with legal, insurance, and safety requirements.

Essential creteria

Bidders must submit the following:-

1. Provide BRELA certificates.
2. Certificate of Incorporation
3. Valid Tax clearance certificate
4. Valid copy of business license/Permit
5. Valid Motor Vehicle Insurance
6. 3 Trade References letters ( on letter head)
7. Signed Vendor Conflict of Interest Disclosure form

Submission

Alliance of Bioversity and CIAT invites proposals to be submitted by email to The Procurement Office, Alliance of Bioversity and CIAT on the following email address:

[email protected] by 17th July 2026, not later than 5.00 p.m. (GMT+3)

Subject heading on email should read as follows: PROVISION OF HOTEL ACCOMMODATION AND CONFERENCE PACKAGE SERVICES

Fees quoted should be inclusive of all costs including administrative costs and must be expressed in Tanzania Shillings.

Correspondence

All communications from Bidders to CIAT relating to the tender must be in writing and addressed to [email protected]

Award criteria

Award of the contract will be based on fulfilment of the qualification criteria.

Anti-bribery and corruption

All Bidders are required to comply fully with Anti-Bribery and Corruption Act.

Exclusion criteria

Any Bidder is required to confirm in writing that:

• Neither it nor any related company to which it regularly subcontracts is insolvent or being wound up, is having its affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• Neither it nor a company to which it regularly subcontracts has been convicted of fraud, corruption, involvement in a criminal organization, any money laundering offence, any offence concerning professional conduct, breaches of applicable labour law or labour tax legislation or any other illegal activity by a judgment in any court of law whether national or international;
• Neither it nor a company to which it regularly subcontracts has failed to comply with its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the relevant country in which it the Bidder operates.
• Any Bidder will automatically be excluded/Disqualified from the award if it is found that they are guilty of misrepresentation in supplying the required information within their tender bid or fail to supply the required information.
• They have not been barred from participating in any tender by any of the CGIAR organizations

Conflict of interest / non-collusion

Any Bidder is required to confirm in writing:

• That it is not aware of any connection between it or any of its directors or senior managers and the directors and staff of CIAT which may affect the outcome of the selection process. If there are such connections the Bidder is required to disclose them.
• That it has not communicated to anyone other than CIAT the amount or approximate amount of the tender. That it has not and will not offer pay or give any sum of money commission, gift, inducement or other financial benefit directly or indirectly to any person for doing or omitting to do any act in relation to the tender process
• CIAT reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the procuring entity’s action.

Vendor conflict of interest disclosure form

Finance code: PO-09-FIN
Version: 00
Procurement policy: Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

All vendors interested in conducting business with International Center for Tropical Agriculture (CIAT) must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract. Please note that all vendors must comply with the Alliance’s conflict of interest policies as stated within the certification section below.

If a vendor has a relationship with a CIAT employee, member of the Alliance Board of Trustees, or an immediate family member of a CIAT employee, the vendor shall disclose the information required below.

Certification

I hereby certify that, to my knowledge, there is no conflict of interest involving the vendor named below:

1. No CIAT employee or member of the Alliance Board of Trustees or their immediate family member has an ownership interest in the vendor’s company or is deriving personal financial gain from this contract.
2. No retired or separated CIAT employee or member of the Alliance Board of Trustees or employee who has been retired or separated from CIAT and/or the Alliance for less than one year has an ownership interest in the vendor’s company.
3. No CIAT employee or member of the Alliance Board of Trustees is contemporaneously employed or prospectively to be employed with the vendor.
4. The vendor hereby declares that it has not and will not provide gifts or hospitality of any monetary value or any other gratuities to any CIAT employee or member of the Alliance Board of Trustees to obtain or maintain a contract.
5. Please note any exceptions below:

Conflict of interest disclosure

Name of CIAT employee, member of Alliance Board of Trustees, or immediate family members with whom there may be a potential conflict of interest.

• Relationship to employee/member of the Alliance Board of Trustees
• Interest in vendor’s company
• Other

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by CIAT, these vendors will be disqualified from doing business with Alliance centers.

I certify that the information provided is true and correct by my signature below:

• Printed name of vendor authorized representative
• Signature of vendor authorized representative
• Date

Procurement use only

• Yes, named employee/official was involved in bid/proposal process or decision.
• No, named employee/official was not involved in bid/proposal process or decision.

Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

RFQ/Tender Information and Attachments

For comprehensive information regarding this RFQ/tender, we invite you to download the attachments provided below. These documents contain all the necessary details, including specifications, requirements, and submission guidelines. Please review them carefully to ensure you have all the pertinent information needed to participate.

DOWNLOAD THE FULL TENDER NOTICE HERE

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