TOR for Contracted Company to Provide Casual Driving Services

Background

TNC requires reliable and flexible transportation support for its offices. To streamline operations and ensure compliance, TNC will engage a contracted company to provide casual driving services on an as-needed basis.

Objectives

The objective of this TOR is to outline the requirements and expectations for a contracted company to provide qualified drivers for official errands, intercity travel, and other transportation needs.

Scope of Work

The contracted company will provide drivers for:

·      Official office errands

·      Intercity and out-of-town travel

·      Other transportation needs as requested by TNC

Service Requirements

The company must:

·      Be able to provide a driver within 24 hours’ notice

·      Engage drivers on an as-needed basis (not as temporary staff)

·      Ensure drivers comply with safety and TNC standards

Payment Terms

TNC will pay the company based on the following terms:

·      A fixed daily rate for assignments outside the city or town, regardless of distance

·      Town shunts/office errands will be charged at the same daily rate unless the engagement is less than 4 hours, in which case the rate will be adjusted accordingly

·      Travel related expenses will be covered

Deliverables

The contracted company will deliver:

·      Qualified drivers as per requests

·      Timely response to service requests within 24 hours

·      Monthly invoices detailing services provided/ or after every service. ( see how it fits in your area)

Compliance and Standards

The company must adhere to all local laws and TNC’s internal policies, including safety and ethical standards.

Duration of Contract

The contract will be valid for one year starting May 1, 2026, with the possibility of renewal based on performance.

Reporting and Communication

The contracted company will report to the TNC operations team and maintain open communication channels for service coordination.

Proposals Submission

Vendors must submit their proposals through the email addresses africa.tenders@tnc.org on or before the submission due date and time indicated below. Any proposal received after that date and time shall be disqualified from proceeding to the evaluation stage. TNC will not accept hardcopy proposals.

If the Vendor experiences any issues sending their proposals, they should contact dominic.munkombwe@tnc.org

Key RFP Timelines

Vendor submits any clarification queries: 27th March 2026 - 5:00 PM CAT

The Conservancy’s Response to Vendor’s Queries: 30thMarch 2026 - 5:00 PM CAT

Proposal Due Date (with signed Conflict Inquiry Form): 6th April 2026 - 5:00 PM CAT