The Institute for Healthcare Improvement (IHI) is seeking competitive transport service providers for vehicle rental services to support its operations across Ethiopia.

Ethiopia Project Office

Kirkos Subcity, Woreda 02, House No. 226

Addis Ababa, Ethiopia

T 251114702354/+25111470235

[email protected]

REQUEST FOR QUOTATION (RFQ): VEHICLE RENTAL SERVICES

RFQ Ref Number: .............IHI/PRO/070/26

Date of Issue: ....................August 16, 2026

Submission Deadline:..... August 12,2026, 04:00 PM

The Institute for Healthcare Improvement (IHI) is an independent not-for-profit organization based in Boston, Massachusetts, USA. IHI is registered at the F.D.R.E Authority for Civil Societies Organization and has been closely working with the Ministry of Health since 2013.

1. Purpose

The purpose of this RFQ is to select competitive transport service providers for IHI operations in Ethiopia. Eligible bidders must be purely engaged in car rental services and meet the minimum requirements outlined in this document.

2. Vehicle Requirements

Bidders must be capable of providing the following vehicle types:

• Toyota Land Cruiser 105
• Toyota Land Cruiser Mark II
• Toyota Minibus
• Toyota Corolla
•  Suzuki Dzire
• Coaster Bus (15-seater)
• Coaster Bus (30-seater)
•  Electric Minibus
• BYD e2 EV
• BYD Seagull EV

3. Scope of Operations & Supplier Obligations

Geographic Coverage: Operations span all regions of Ethiopia. Frequent travel is required for the following hubs, where vehicles must be permanently assigned/stationed:

• Amhara Region: Assigned from Bahir Dar
• Gambella Region: Assigned from Gambella
• SNNP Region: Assigned from Hawassa
• Tigray Region: Assigned from Mekellem
• Oromia Region: Assigned from Addis Ababa or nearest place from the place of work
• For all remaining locations፡ yet to be determined, vehicles shall be dispatched/assigned from the same location or from the nearest location specified by IHI.
• Field Mobilization Policy: IHI will not cover travel rent, fuel, or return-trip costs for vehicles mobilized from Addis Ababa to field sites unless explicitly ordered in writing by IHI.
• Payment Terms: Payment will be processed via bank transfer within 15 days upon receipt of payment request with invoice and signed logbooks. No advance payments will be made.
• Driver Costs: The supplier is solely responsible for covering the salary, allowances, and per diem of the assigned drivers.
• Vehicle Condition: All vehicles must be delivered in excellent mechanical condition, with working AC, Valid annual inspection (Bollo), possess comprehensive insurance coverage, must have fully functional seatbelts for all passengers, working airbags, functional 4WD, a  spare tire, a jack, a toolkit, a fire extinguisher, and a first-aid kit.
• Maintenance & Breakdown: The service provider is solely responsible for regular maintenance, lubricants, and repairs. In the event of a mechanical breakdown or accident in the field, the provider must supply a replacement vehicle of equal standard within 24-48 hours depending on the location.
• Fuel Policy (Fuel-Powered Vehicles): IHI will cover fuel costs based on actual consumption, subject to the following minimum efficiency thresholds:

• Electric Vehicle (EV) Policy: Financial quotes for EVs must be fully inclusive of charging/battery usage costs. IHI will not manage, facilitate, or pay for EV recharging.

4. Submission & Document Requirements

All communications and submission documents must be strictly in English. Financial proposals must be submitted in Ethiopian Birr (ETB) alongside the mandatory documents.

A. Mandatory Documents

• Copy of renewed Business License for the current fiscal year (2018 E.C./2026 G.C.).
• Copy of TIN Certificate and VAT Registration Certificate.
• Company Profile outlining company asset base, fleet size, and organizational structure.
• Proof of Fleet Ownership: Copies of Libre (ownership booklets) or valid lease agreements for at least three (3) 4x4 vehicles.
• Company performance testimonies/recommendation letters from 3 to 5 organizations.

B. Financial Proposal Requirements

• Tax Breakdown: Prices must clearly separate the base rate and VAT. Failure to itemize VAT may result in immediate rejection.
• Price Validity: Prices must remain fixed for a minimum of 1 year from the date of contract signature. Bidders must explicitly indicate any anticipated price changes and percentage adjustments applicable.

5. Evaluation, Inspection, & Award

Evaluation Criteria: Financial proposals will be evaluated based on:

• Clear breakdown of price before VAT and Total including VAT
• Compliance with the minimum 1-year validity period.
• Lowest evaluated price.
• Clarity and accuracy of the price schedule.
• Inspection Rights: IHI reserves the right to inspect the supplier's offices, company profile, and physical fleet to verify compliance before contract award.
• Contract Award: The successful bidder will be formally notified.
• Disclaimer: IHI reserves the right to accept or reject any part or the entirety of any quotation submitted.

6. Application Instructions

• Format: Quotes must be submitted in a sealed and stamped envelope.
• Submission Window: Commencing from the Date advertised until August 21, 2026, at 04:00 PM. Late submissions will be rejected.
• Office Hours: In-person submissions are accepted at the IHI office during working hours (09:00 AM - 04:00 PM).

 IHI Address:

Kirkos Sub-city, Woreda 02, House No. 226

Meskel Flower Road (Behind Nazra Hotel)

Addis Ababa, Ethiopia

Telephone: +251967349906

Tender details

• Deadline: 2026-08-21
• Bid closing time: 16:00
• Bid opening: 2026-08-21 16:00
• Bid opening (note): No Specific Opening Date and Time
• Region: Addis Ababa
• Publishing entity: Institute for Health Care Improvement
• Buyer address: Meskel Flower Road, Kirkos Sub city, Woreda 02, House number 226, at the back of Nazra Hotel
• Published on: Reporter (Aug 16, 2026)
• Posted at: 2026-08-17T08:45:24.000Z