Tender  – Provision of Vehicles with Drivers and Fuel for School Meals Distribution

Organization: SIF – Pakistan Mission

Project: School Meals Program  

Location: Malir and Keamari, Karachi, Sindh

Service Period: [one-year framework agreement]

Submission Deadline: [24^th Nov 2026 ,17:00 PM ]

1.  Background

SIF is implementing the School Meals Program in Malir and Keamari, Karachi.

To support the transportation and distribution of prepared school meals from designated kitchen facilities to targeted schools, SIF intends to identify and engage qualified transport companies or individual vehicle owners capable of providing suitable vehicles, qualified drivers and fuel.

SIF therefore invites interested and qualified companies and vehicle owners to express their interest in providing the required transportation services.

2.  Purpose of the Tender 

The purpose of this Tender is to identify reliable transport service providers who can provide vehicles with Fixed monthly rental + OGRA-based fuel adjustment.

The selected providers will be responsible for ensuring the availability, roadworthiness, cleanliness, and timely operation of the assigned vehicles throughout the service period.

The Working days will follow the school working Days ( Working hours will be assigned by SIF)

3.  Required Vehicle Types

SIF is interested in receiving offers for the following vehicle categories or equivalents:

Total vehicles needed per date ( SIF reserves the right to award the Framework Agreement to several service providers and to distribute the requirements between them according to operational needs). These are indicative planning estimates, not guaranteed quantities under the FRA.

Important requirements:

• Shehzore vehicles (or equivalent) must have a fully enclosed rear cargo compartment. Open-bed vehicles will not be accepted.
• Vehicles must be in good mechanical condition and suitable for daily operations.
• The cargo compartment must be clean, covered, weather-protected and suitable for transporting prepared food.
• Vehicles must have sufficient capacity to accommodate the assigned meal quantities without overloading.
• SIF reserves the right to inspect vehicles before selection and deployment. 

4. Scope of Services and Responsibilities

The selected service provider shall:

1. Provide the agreed vehicle type and an assigned driver for daily distribution activities.
2. Provide all fuel required for the approved transportation assignments.
3. Ensure the vehicle is available according to SIF's daily distribution schedule.
4. Ensure the vehicle is clean and hygienic before each assignment.
5. Ensure that the vehicle is maintained in good working condition.
6. Cover all vehicle maintenance, repairs, lubricants, tyres and other operating expenses.
7. Provide a qualified, experienced and licensed driver.
8. Ensure the driver follows SIF's instructions, approved routes and delivery schedules.
9. Provide a replacement vehicle in case of breakdown or unavailability, without additional cost to SIF.
10. Ensure that vehicles are not used for unauthorized purposes during SIF assignments. 

5. Driver Requirements

Each driver must:

• Hold a valid driving licence appropriate for the assigned vehicle.
• Have relevant driving experience.
• Be familiar with Karachi roads and the assigned distribution areas.
• Follow SIF's instructions and security requirements.
• Maintain professional conduct when dealing with school representatives and SIF staff.
• Do not use the vehicle for personal or unauthorized activities during assignments.

6. Payment Mechanism – Fixed Monthly Rental and Fuel Cost Adjustment

SIF intends to pay the selected service provider through a fixed monthly vehicle rental amount, with fuel costs calculated separately based on the applicable OGRA-notified fuel prices.

Interested service providers must submit their financial offers separately for the following components:

A.  Fixed Monthly Rental Amount

The proposed fixed monthly rental rate shall cover all vehicle-related costs, including:

• Vehicle rental and depreciation.
• Driver salary, allowances and benefits.
• Vehicle maintenance and repairs.
• Lubricants, tires and other operating expenses.
• Insurance, taxes and other applicable charges.

The fixed monthly rental amount shall remain unchanged throughout the contract period, except where otherwise approved through a formal contractual amendment.

B.  Fuel Cost – OGRA-Based Adjustment

Fuel costs shall be calculated separately based on the actual fuel consumption of the vehicle and the applicable OGRA-notified fuel price.

The fuel cost payable shall be calculated as follows:

Fuel Cost = (Verified Kilometres Travelled / Approved Fuel Efficiency in KM/Litre) × Applicable OGRA Fuel Rate.

The following conditions shall apply:

• The applicable OGRA-notified fuel price shall be used for each relevant billing period.
• Any increase or decrease in the OGRA fuel price shall be reflected in the fuel cost calculation accordingly.
• Fuel consumption shall be calculated based on the agreed vehicle fuel efficiency (KM/Litre), established in the contract or otherwise approved by SIF.

1. Fuel efficiency adjustment based on vehicle age

• Calculation formula

Adjusted Efficiency= Standard Efficiency * Age Adjustment

• The payable fuel consumption shall be based on verified kilometers travelled for SIFapproved assignments.
• All trips must be supported by approved vehicle movement logs and verified odometer readings.
• Only kilometers travelled for authorized SIF assignments shall be considered.
• Travel between the provider's garage or residence and the designated catering facility /Kitchen shall not be payable.
• Unapproved trips, personal journeys and unauthorized route deviations shall not be considered for payment.

C.  Monthly Payment Calculation

The monthly payment shall be calculated as follows:

Total Monthly Payment = Fixed Monthly Rental Amount + Fuel Cost Based on OGRA Rate

The service provider must submit a monthly invoice separately indicating the fixed rental amount and the calculated fuel cost, supported by verified vehicle movement records and the applicable OGRA fuel price notification.

7.  Vehicle Hygiene and Food Transportation Requirements

The service provider must ensure that:

• The vehicle's cargo compartment is clean, dry and free from unpleasant odours.
• Food containers are protected from dust, rain, direct sunlight and other contamination risks.
• Food is transported separately from chemicals, fuel containers, animals or other potentially contaminating materials.
• The cargo area is cleaned regularly and maintained in hygienic condition.
• No unauthorized goods or passengers are transported during food distribution assignments.

8.  Service Availability and Replacement

The selected provider must ensure vehicle availability according to the daily distribution plan communicated by SIF.

In case of vehicle breakdown, accident or driver unavailability, the provider must immediately inform SIF and arrange a suitable replacement vehicle and driver.

Any replacement must meet the same technical and hygiene requirements and must be provided without additional charges.

9.  Supplier Eligibility Criteria (Pass/Fail)

Other evaluation criteria will be taken into consideration, such as car model, monthly rental, and vehicle type needed.

Working hours will follow school working hours.

09. Required Supplier Submission

All suppliers should submit the information /Documents below.

ANNEX A – SUPPLIER / CONTRACTOR SUBMISSION CHECKLIST

Please complete and submit the following documents as part of your Tender Submission. 

Applications with missing documents may not be considered.