Request for Quotation (RFQ) for Full‑Term Rental of Vehicle(s) on Monthly Basis

Local Adaptation to Climate Change (LACC) Project

For Full‑Term Rental of Vehicle(s) on Monthly Basis (both option: without Driver and with Driver)

Date of first Publication: 5 May 2026

1. Introduction

The Local Adaptation to Climate Change (LACC) Project, in accordance with the Public Procurement Act, 2063 (2007) and Public Procurement Regulations, 2064 (2007) of Nepal, invites sealed bids from eligible vehicle owners/service provider for monthly rental of 4WD vehicle for project activities as per the requirement provided below.

This procurement is undertaken as part of LACC’s initiative to strengthen operational capacity in remote and climate‑sensitive regions of Nepal, ensuring safe, reliable, and timely transportation for effective coordination and implementation of project activities.

2. Bid Submission Details:

Sealed envelope hard copies must be submitted to the following address:

• Bid Submission Deadline: 18 May 2026, 17:00 hours
• Bid Opening Date: 21 May 2026 or after

Submission Address: 

Local Adaption to Climate Change (LACC) Project

House # 0141/R1343, Simtali Chowk, Birendranagar-8, Surkhet

Karnali Province, Nepal 

Contact Email: procurement@laccp.org.np , Phone: 083-590468 (for location enquiry)

3. Details of Vehicle’s Require specifications 

Type of Vehicle: 4WD vehicle, Closed body with 7 seaters including driver (no 2WD)

Model Year: Not older than 2020 model, latest modes will be preferred. 

Condition: Good running condition, road‑worthy.

Engine Capacity: Minimum 2100cm³, diesel and Radial Tubeless (235/65 R17) tyre.

Turning Radius: Maximum 5.6m

Braking System: ABS with dual airbags

Suspension: Independent front coil spring & multi-link coil rear suspension

Fuel Tank Capacity: Minimum 60 liters

Emission Standard: BS IV or above

Compliance: Valid registration documents, full insurance, road permit, and pollution certificate

Vehicle tools: Minimum tools (e.g. Shovel (Belcha), Crowbar (Sabbal), Booster/Jumper Cable, Tochan Wire)

Quantity: Approximately 5 (maybe more or less than 6) 

Contract Duration: Min 3 months, with possible extension based on performance and project needs by mutual understanding of both parties. 

Operational Area: Project implementation areas of 41 LGs of Karnali and Sudurpachim Province

Payment: Monthly basis, upon submission of invoice and verification

Expected Commencement Date: 25 May 2026

4. Driver’s Requirements: (apply to drivers hire with vehicles)

Experience: At least 3 years of experience as a safe diver in remote areas of Karnali and Sudurpaschim provinces, driving also 4x4 on earthen roads.

License: Valid driving license and PAN number

Qualification: Literate (preferred SEE pass), able to maintain vehicle logbook, prepare Travel Request, filling, status update of vehicle movement and other basic vehicle related forms.

Note: The proposed driver will be interviewed & tested in these skills.

5. Scope of Service

The rental service provider shall: 

• Provide off road‑worthy vehicle(s) with valid registration, full insurance, tax clearance, and route permits
• Provide an experienced, licensed driver.
• Having experience in similar vehicle rental services (preferred)
• Bear all costs related to maintenance, servicing, insurance, taxes, driver salary and benefits.
• Replace same types of another vehicle immediately in case of breakdown or out of order or needs for major repair.
• Vehicle to be used for official project activities & deployment in the project implementation area.
• Operation as per instructions of the project management and LACC vehicle management guideline. 
• Vehicle/Duty station shall be at PSU Surkhet, Narayan Muncipality Dailekh, Amargadi Municipality Dadeldhura.
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6. Insurance 

• Comprehensive Insurance: Coverage for both vehicle and driver must be ensured by vendor throughout the contract period

7. Rental Cost Includes:

• There are both options: - I) Monthly rental cost including all the major repair & maintenance and salary of driver & II) Monthly rental cost including all the major repair & maintenance and without salary of driver. 
• Project will cover fuel, Mobil cost during regular servicing time.
• All major repair & maintenance of the vehicle should be covered by the bidder (vehicle owner).
• LACC Project will cover only minor repair & maintenance cost maximum Rs. 3,000/ as flat tyre against bill/receipt.
• Lodging and accommodation costs of the driver will be paid to drivers directly by the Project
• No additional charges will be entertained beyond the quoted amount.

 7.1 Methods of quotations

8. Eligibility & Bid Requirements

 Interested bidders must submit the following documents along with their proposal/bid: 

• Duly signed and stamped letter of quotation/proposal submission. 
• Duly signed quotation with monthly rental rate (inclusive/exclusive driver’s salary, maintenance – clearly specified as of section 7.1)
• Valid Business Registration document & latest Tax Clearance Certificate.
• Copy of updated Blue Book (copy of vehicle ownership document & Citizenship).
• Valid Comprehensive Insurance Certificate for vehicle, passengers and driver. 
• Agreement with vehicle owners (if the bidder is not the owner)
• Driving valid license & CV of the driver, meeting criteria in Section 4
• Sample of a vehicle logbook
• Photos: Bidders should provide clear photos of the vehicle from all four sides. 
• Authorized Contact Persons: At least two authorized contact persons from the bidder, including their names, positions, phone numbers, and email addresses. 
• Experience (Proof of similar service contracts) preferred.

9. Evaluation Criteria:- Bids will be evaluated based on Lowest price technically acceptable method.

• Compliance with RFQ technical requirements
• Competitive monthly pricing/rental rate
• Vehicle condition, suitability and reliability
• Past experience (if any)
• Compliance with RFQ requirements

10. General Terms & Conditions

Rights Reserved:- The LACC project reserves the right to accept or reject wholly or partially any or all quotations without assigning any reason whatsoever.

Payment terms:- Within 2 weeks of invoice received. 

Bidders must comply with all applicable laws and regulations of Nepal.