CRS Sudan Country Program

Scope of Work for Vehicle Rental Service – July 13, 2025

1. Background:

CRS Sudan’s Offices in Central and West Darfur States have repeated need to rent vehicles to support program activity implementation in the two states.

2. Objective:

The objective of this SOW is to establish framework agreements with qualified vendors to offer vehicle rental services for CRS Sudan’s program activity implementation within geographic areas of the below-listed Localities and Administrative Units of Central and West Darfur States.

3. Scope Of Work:

The vendor shall provide vehicles, with drivers, management, administration, including cellphone communication equipment, day-to-day running expenses such as fuel, oil, maintenance, and vehicle insurance (as applicable) that are required to complete planned travels to meet CRS’ program objectives.

4. Specific Requirements, Terms and Conditions:

The vehicle rental service under this SOW must be provided in accordance with information provided in an approved task order containing trip plan, shared with the vendor through designated CRS personnel based within the CRS office in Central Darfur and West Darfur.

The following specific requirements shall apply:

• Only authorized CRS Sudan’s official has the permission to enter, amend or terminate a contractual commitment with the vendor on behalf of CRS. If any change or additional service is required, only designated CRS officials must be contacted to review and or process approval of the change.
• Under this SOW, CRS requires the following types of vehicles with accompanying provision:
• All vehicles shall be:
  • Four-Wheel Drive (4WD aka 4X4), Toyota Landcruiser Hardtop or similar model,
  • with year of manufacture not earlier than 2016,
  • in excellent running condition with functioning air-conditioning and
  • in sound mechanical order.
• The vehicles must be legally owned by the vendor (NOT sub-contracted).
• The vehicles should meet the standard requirements as detailed in CRS’ vehicle checklist,
• The vendor will present the vehicles for inspection; provide the vehicle registration numbers and drivers’ information 24 hours ahead of deployment for use by CRS staff.
• The vendor shall deploy vehicles with particularly good tires to ensure performance and safety on the road. The tires should offer good handling and braking in both wet and dry conditions, ensuring a stable and controlled driving experience. 
• The vendor shall provide all vehicles with fuel, gasoline, spare tires, equipment and or materials, supplies, labor, maintenance services and supervision required for performance under this SOW.

• The vendor shall provide CRS with all the information required for drivers and licenses required to provide services requested.
• The vendor shall deploy qualified drivers for tasks to be performed under this SOW. Drivers deployed to perform services shall be experienced and competent in the execution of such services and shall possess the appropriate statutory requirements – driving permit/license, among others.
• The vendor will provide cellular phones which shall be available for official use by the drivers during CRS trips.
• The vehicle rental rates shall include all charges necessary to complete assigned travel, including vehicles, driver's wages, all managerial and administrative cost, communication equipment, and vehicle running expenses – such as fuel, oil, and vehicle maintenance. The charges shall also include third party insurance as applicable.
• The assigned vehicles shall be inspected and cleared by designated CRS staff prior to commencement of a given trip.
• The vendor shall provide a replacement vehicle equivalent to the type that requires replacement, due to accident, breakdown, or any other unforeseen reason, within 8 hours’ notice by the driver or a designated CRS staff.
• All workers assigned for the performance of tasks under this SOW shall be regular employees of the vendor.
• The drivers assigned by the vendor shall be fully aware of CRS’ program performance sites, knowing alternative routes in case primary routes are inaccessible or otherwise not the best option at any given time.
• The vendor assumes full responsibility and liability for all property damage or losses; personal injuries or fatality suffered due to negligence of the vendor’s workers in the performance of services required under this SOW.
• If applicable, the vendor, at their own cost, shall provide and maintain legally necessary insurance during the entire period of performance of tasks under this SOW.
• The vendor will ensure that vehicles are available to pick up CRS personnel at designated dispatch points listed in individual task orders, within 45 minutes before departure on a trip.
• Drivers with limited working proficiency, to satisfy routine work requirements in English language are preferred. The drivers must be able to communicate fluently in Arabic.
• The driver must be able to manage routine work-related interactions as required by CRS.
• After every trip, the vendor will ensure that the mileage logbook is filled out and signed by the driver and CRS staff in charge of the trip.
• The vendor shall be responsible for any corrective action, within the scope, which may be required by CRS as a result of confirmed poor service delivery.

5. Point of Contact

The point of contact for all issues related to this SOW is the CRS Senior Operations Manager or his/her designate in CRS Sudan’s Darfur Office.

6. Place and Period of Performance

The place of performance of assigned tasks under this SOW includes geographical locations where CRS program activities are implemented in Central and West Darfur. This comprises but is not limited to the following Localities and Administrative Units:

Place of Performance

The place of performance can vary depending on the nature of the obligations of CRS program activities in Darfur.

Unless otherwise communicated, the period of performance of tasks assigned under this SOW is from August 1, 2025, to March 31, 2026. Any adjustment of the period of performance shall be communicated to the vendor and processed through a designated CRS Official.

7. Schedule and Dispatch Points

CRS Sudan Country Program operates standard work schedule of 5 days per week and 8 hours per day (Sunday to Thursday). However, exceptions may be made to meet urgent work demands as required. Therefore, drivers deployed by the vendor are expected to follow the CRS’ work schedule.

8. Task Order and Exclusivity

• Entering into a contract with a vendor does not imply exclusivity or guarantee the receipt of all CRS rental orders
• Based on necessity, the CRS focal point will contact the vendors and allocate a task order according to the required trips.

9. Mandatory Compliance Requirement

• The vendor shall, without additional expense to CRS, be responsible for complying with all national laws, codes, ordinances, and regulations applicable to the performance of the work under this SOW, including those of the local jurisdictions, and with the lawful instructions by CRS personnel responsible for a given assignment. 
• In the event of a conflict between the driver and CRS personnel, the vendor shall promptly advise the CRS of the issue and of the vendor’s course of action to be considered by CRS to resolve the matter.

• The vendor shall be responsible for all damages to persons or property that occur as a result of the vendor’s fault or negligence and shall take proper safety and precautions to protect CRS program participants and personnel, the public, and the property of others.
• The driver must be compliant and respectful of CRS policy, regulations, and code of conduct

10. Payments and Currency

• There is no assured payable price for the vendor throughout the duration of the contract.
• The monthly payable amount to the vendor will be determined by the actual trips that occurred during the month and will be calculated according to the Agreed Fixed Prices for the locations listed in Annex 1 below.
• The Agreed Fixed Prices remain valid throughout the duration of the Contract
• The monthly payment will be paid in US dollars. In case the vendor requested the payment to be made in SDG; the SDG value will be calculated using CRS official exchange rate at the payment time.

ANNEX 1: Place of Performance