Philippines MSA for Vehicle Rental Services with Driver

RFQ-2026-055

Master Service Agreement

Vehicle Rental Services with Driver

Commodity/Service Required:	Vehicle Rental Services with Driver
Type of Procurement:	Competitive Request for Quotation
Type of Contract:	Master Service Agreement
Term of Contract:	One (1) year, with any renewal subject to documented satisfactory performance, continued operational need, availability of funds, applicable FHI 360 requirements, and a written modification signed by authorized representatives.

This Procurement supports:	FHI 360 Philippines
Submit Proposal to:	Family Health International (FHI 360) - Philippines 5/F, Tower 1, 111 Paseo de Roxas, Legaspi Village, Makati City 1229, Philippines Email: Procurement.EpiC.PH@fhi360.org
Date of Issue of RFQ:	September 3, 2026
Deadline for Submission of Technical/Finance questions:	September 7, 2026, 12:00 PM [Manila, PH Standard Time]
Deadline for Submission of Proposal:	September 11, 2026, 5:00 PM [Manila, PH Standard Time]
Anticipated Date of Award:	October 1, 2026 [Manila. PH Standard Time]

Submission Instructions:
Respond via e‐mail w/ formal proposal attached. Offeror’s Proposal must be signed, printed on company letterhead, and must include all services (or explanation for exclusions) in order to be considered for evaluation. The Bidder/Seller agrees to hold the prices in its offer firm for 90-120 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.
Solicitation Number:	RFQ-2026-055
Attachments to RFQ: All bidders are instructed to carefully review each attachment and follow any instructions that may be relevant to this procurement	1. Attachment “A” – Commodity Specifications 2. Attachment “B” – Instructions to Bidders/Sellers 3. Attachment “C” – Organizational Certification 4. Attachment “D” - standard-purchase-order-terms-conditions-english-June-2024

ATTACHMENT A

Commodity Specifications or Statement of Work

I. BACKGROUND

Family Health International (FHI 360) is an international nonprofit working to improve the health and well-being of people in the United States and around the world. FHI 360 partners with governments, the private sector, and civil society to bring about positive social change and to provide lifesaving health care, quality education, and opportunities for meaningful economic participation. FHI 360 works to address the complex challenges of human development with a unique mix of multidisciplinary, integrated solutions. Our areas of practice include civil society, communication and social marketing, economic development, education, the environment, gender, health, nutrition, research, technology, and youth.

II. PURPOSE

FHI 360 Philippines invites qualified and eligible vehicle rental service providers to submit quotations for the establishment of one or more Master Service Agreements (MSAs) for Vehicle Rental Services. The services will support official travel, field activities, meetings, trainings, workshops, conferences, airport transfers, and other authorized activities throughout the Philippines.

The resulting MSA will establish agreed rates, service standards, geographic coverage, and commercial terms under which FHI 360 may request vehicle rental services on an as-needed basis. Execution of an MSA does not guarantee any minimum number of bookings, volume of business, expenditure, or exclusivity. Services will only be authorized through an approved purchase order, work order, service request, or other written authorization issued by FHI 360.

The purpose of this RFQ is to establish a pool of qualified vehicle rental service providers that can provide safe, reliable, timely, and cost-effective transportation services in the following geographic areas. Offerors are invited to quote for the following geographic coverage where FHI 360 Philippines conducts its activities.

Lot	Geographic Coverage
Lot 1	Metro Manila
Lot 2	Region II – Cagayan Valley (Cagayan, Isabela) Region III – Central Luzon (Pampanga, Nueva Ecija) Region IVA – CALABARZON Region IVB – MIMAROPA
Lot 3	Region VII – Central Visayas (Cebu)
Lot 4	Region X – Northern Mindanao (Cagayan de Oro) BARMM – Cotabato and Tawi-Tawi

Vendors may submit quotations for one, several, or all geographic lots.

FHI 360 may award:

• One or multiple MSAs;

• Separate MSAs by geographic lot;

• MSAs for selected vehicle categories only; or

• Primary and alternate vendor arrangements within the same geographic area.

Vendors must clearly identify the lot or lots for which they are submitting a quotation. For purposes of this RFQ, vehicle rental services generally include both the vehicle and a qualified professional driver, unless FHI 360 expressly requests otherwise in writing. Quoted rates must clearly state whether the driver fee, fuel, meals, accommodation, overtime, insurance, and other driver-related costs are included or excluded.

III. DURATION

FHI 360 intends to award a Master Service Agreement to one or more qualified supplier/vendor(s). The duration of the Master Service Agreement will be one (1) year, with an option to extend based on vendor performance, continued need, availability of funds, and mutual agreement of the parties.

FHI 360 may extend the MSA subject to:

• Satisfactory vendor performance;

• Continued operational requirements;

• Availability of funding;

• Continued price reasonableness;

• Applicable donor and organizational requirements; and

• Written mutual agreement of the parties.

Any extension must be documented through a written modification signed by authorized representatives.

Before any extension, FHI 360 may review vendor performance, continuing need, funding availability, current legal and insurance documentation, eligibility, and continued price reasonableness.

IV. SCOPE OF WORK

FHI 360 is seeking qualified vehicle rental service provider(s) capable of providing safe, reliable, timely, and cost-efficient transportation services with qualified professional drivers on an as-needed basis. Services may include daily rentals, point-to-point transfers, airport transfers, long-term or project-based vehicle deployment, field travel, workshop and event transport, and emergency or short-notice transportation requirements. Unless otherwise requested in writing by FHI 360, vehicle services under this RFQ shall include both the vehicle and driver.

Services may include, but are not limited to:

a. Standard Vehicle Rental Services with Driver

• Sedan rental;

• Sport utility vehicle rental;

• Asian utility vehicle or multi-purpose vehicle rental;

• Passenger van rental;

• High-roof passenger van rental;

• Four-wheel-drive vehicle rental;

• Mini-bus rental;

• Bus or coach rental; and

• Other vehicle categories requested by FHI 360.

b. Transport Services

• Provision of qualified professional drivers for all vehicle rental and transport services, unless otherwise authorized by FHI 360 in writing;

• Airport and seaport transfers;

• Hotel and venue transfers;

• Point-to-point transportation;

• Daily vehicle rental;

• Multi-day vehicle rental;

• Intercity and interprovincial travel;

• Transportation for meetings, trainings, workshops, and conferences;

• Transportation for field visits and project activities;

• Transportation for large groups;

• Early morning, evening, weekend, and holiday transportation;

• Long-term vehicle deployment, when required; and

• Urgent or emergency transportation support, subject to availability.

c. Geographic Service Coverage

The vendor shall indicate the specific cities, provinces, islands, and municipalities it can serve under each lot.

For locations where the vendor does not maintain its own fleet, the vendor must disclose whether services will be provided through:

• Company-owned vehicles;

• Company-leased vehicles;

• Accredited subcontractors;

• Regional partner providers; or

• Another disclosed service arrangement.

The use of a subcontractor or regional partner shall not relieve the vendor of responsibility for service quality, safety, insurance, vehicle condition, driver qualifications, driver conduct, legal compliance, and performance under the MSA. Any subcontracting arrangement shall be subject to FHI 360 review and written approval.

V. MINIMUM VENDOR REQUIREMENTS

1. Provide vehicle rental services with qualified professional drivers, unless otherwise requested by FHI 360 in writing.

2. Provide vehicles suitable for official travel, including sedan, MPV, SUV, van, mini-bus, bus, and other appropriate vehicle types.

3. Ensure all vehicles are roadworthy, air-conditioned, clean, properly registered with the Land Transportation Office, and covered by valid insurance.

4. Ensure vehicles have functioning seatbelts, basic safety equipment, and current preventive maintenance records available upon request.

5. Provide drivers with valid professional driver’s licenses, appropriate vehicle restriction codes, at least three (3) years of professional driving experience, and familiarity with assigned service areas, and good safety records.

6. Ensure drivers comply with Philippine traffic regulations, maintain professional conduct, observe confidentiality, follow FHI 360 trip instructions, and are not under the influence of alcohol, prohibited drugs, or any impairing substance while on duty.

7. Maintain comprehensive vehicle insurance, third-party liability coverage, passenger liability coverage, and driver coverage in accordance with applicable Philippine laws.

8. Maintain a process for screening, assigning, replacing, and supervising drivers, including the ability to provide a replacement driver when necessary due to illness, emergency, safety concern, or service disruption.

9. State proposed service levels for booking confirmation, normal and urgent requests, replacement-vehicle deployment, incident reporting, and complaint escalation, and complete the Bidder Compliance Matrix to confirm compliance, proposed service levels, and any exceptions. Final measurable service levels and remedies for nonperformance will be incorporated into the MSA.

10. Maintain a 24/7 emergency contact number for urgent travel requirements, incidents, or changes in schedule.

11. Submit a vehicle fleet inventory or fleet capacity summary indicating vehicle type, model/year, seating capacity, plate number or sample vehicle record, area of deployment, ownership or partner arrangement, and insurance validity.

Final MSA service levels will define booking-confirmation time, replacement-vehicle response, incident-reporting deadlines, required trip and acceptance records, complaint escalation, remedies for nonperformance, and performance-review frequency.

FHI 360 may inspect any vehicle before or during an assignment and may reject a vehicle that does not meet the stated requirements.

VI. VENDOR SELECTION & CONTRACT AWARD

The final selection will be based on best value, including favorable cost, vendor qualifications, service capability, geographic coverage, fleet capacity, safety and insurance compliance, responsiveness, and ability to meet FHI 360 requirements. FHI 360 may award a Master Service Agreement to one or multiple vendors.

VII. PRICING INSTRUCTIONS

Vendors shall complete the attached pricing schedule for each geographic lot offered.

For purposes of pricing and billing, applicable rates shall start from the FHI 360-designated pick-up point or authorized start of journey and shall end at the designated drop-off point or completion of journey. Vendors shall not charge from the vendor’s garage, office, dispatch location, or vehicle holding area to the pick-up point, or from the drop-off point back to the garage, unless such positioning charge is expressly disclosed in the quotation and specifically approved in the applicable service request or purchase order.

All rates must:

• Be quoted in Philippine pesos;

• Clearly indicate price is VAT exempted;

• Identify all assumptions and exclusions;

• Remain valid for at least [120] calendar days from the submission deadline;

• Identify the number of service hours and kilometers included;

• State whether fuel and driver costs are included;

• State the applicable overtime rate;

• State excess kilometer charges;

• State overnight driver charges;

• State minimum booking requirements;

• Identify applicable weekend or holiday charges;

• Identify cancellation and no-show charges; and

• Disclose any other potential charge.

Costs not clearly disclosed in the quotation may not be reimbursed or accepted under the MSA. FHI 360 prefers transparent, all-inclusive rates. Toll fees, parking fees, ferry charges, and other authorized out-of-pocket expenses may be reimbursed at actual cost only when supported by acceptable receipts and approved under the applicable service request or purchase order.

Price Changes During the MSA Term.

The rates agreed under the MSA shall remain firm for the duration of the agreement, unless otherwise approved in writing by FHI 360 through a formal amendment. Any request for a price change must be submitted in writing at least thirty (30) calendar days before the proposed effective date and must include the reason for the change and supporting documentation. No price change shall apply unless accepted in writing by FHI 360. Approved price changes shall apply only to future service requests and shall not apply retroactively to services already ordered, completed, or invoiced.

VIII. PRICING SCHEDULE

Applicable rates shall apply only from the FHI 360-designated pick-up point/start of journey to the designated drop-off point/completion of journey, supported by actual distance travel, mileage readings where applicable, and trip records signed or acknowledged by the traveler. Garage-to-pick-up and drop-off-to-garage travel shall not be billable unless expressly disclosed as a positioning charge and approved in writing by FHI 360 in the applicable service request or purchase order. For travel exceeding one day outside the origination region, offerors shall separately indicate any applicable driver lodging, meal, per diem, or overnight charges in the pricing schedule below.

Table 1. Vehicle Rental Services with Driver

Region	City	Vehicle Category	Rate Card
			Typical Passenger Capacity	Full Day Rate (Specify time and hours applica ble)	Half Day Rate (Specify time and hours applica ble)	Full Month Rate per Hour (Specify time and hours applica ble)	Waiting charges per Hour / After First 30 Minutes	Additional Hour Rate
XXXX	XXXX	Sedan	3 to 4
		AUV/MPV	5 to 7
		SUV	5 to 7
		Passenger Van	8 to 12
		High-Roof Van	10 to 15
		Mini-Bus	16 to 25
		Bus/Coach	26 or more
XXXX	XXXX	Sedan	3 to 4
		AUV/MPV	5 to 7
		SUV	5 to 7
		Passenger Van	8 to 12
		High-Roof Van	10 to 15
		Mini-Bus	16 to 25
		Bus/Coach	26 or more

Table 2. Other Charges

Charge Description	Unit	Quoted Rate or Basis
Airport transfer	Per trip
Seaport transfer	Per trip
Driver overtime	Per hour
Excess kilometer	Per kilometer
Overnight driver allowance	Per night
Weekend surcharge, if any	Per day/percentage
Holiday surcharge, if any	Per day/percentage
Early morning or late-night surcharge, if any	Per trip/hour
Out-of-town positioning charge, if any must be pre-disclosed/pre-approved	Per trip
Cancellation charge	State conditions
No-show charge	State conditions
Long-term monthly rental	Per month
Other charge, specify	Specify

Table 3. Rate Inclusion Checklist

The vendor shall indicate whether each item is included in the quoted rate.

Cost Component	Included	Excluded	Explanation	Rate (PHP)
Driver fee
Fuel
Vehicle insurance
Passenger accident insurance
Vehicle maintenance
Driver meals
Driver accommodation
Toll fees
Parking fees
Ferry or roll-on/roll-off charges
Replacement vehicle support
Other costs

IX. FLEET CAPACITY SUMMARY

Vendors shall submit a fleet capacity summary indicating the number and type of vehicles available for deployment, ownership status, geographic coverage, and whether services will be provided through company-owned vehicles, leased vehicles, or accredited partner providers. Vendors are not required to submit a complete inventory of every vehicle at quotation stage; however, FHI 360 may request supporting documents, such as vehicle registration, insurance certificates, or sample vehicle records, for verification during evaluation, due diligence, or prior to deployment.

1. Fleet Capacity Summary

Vehicle Category	Company-Owned Units	Leased Units	Accredited Partner Units	Total Units Available
Sedan
AUV/MPV
SUV
Four-Wheel-Drive Vehicle
Passenger Van
High-Roof Van
Mini-Bus
Bus/Coach
Total Fleet

• Company-owned units: vehicles legally owned by the bidding vendor/company. These are part of the vendor’s own fleet and are usually under their direct control.

• Leased units: vehicles not owned by the vendor but rented, leased, or under a formal lease arrangement by the vendor for business use. The vendor can deploy them, but ownership belongs to another party.

• Accredited partner units: vehicles provided by approved partner providers, subcontractors, affiliates, or regional transport partners. These are useful for areas where the vendor does not have its own fleet, but the vendor remains responsible for service quality, safety, insurance, driver conduct, and compliance

2. Regional Coverage

Region or Service Area	Own Fleet Available	Partner Fleet Available	Office/Dispatcher Location	Maximum Deployable Units
Metro Manila
North Luzon
Central Luzon
South Luzon
Bicol Region
Western Visayas
Central Visayas
Eastern Visayas
Northern Mindanao
Davao Region
Soccsksargen
Caraga
BARMM, subject to security clearance
Other area, specify

X. MINIMUM VENDOR QUALIFICATIONS

The vendor shall:

• Be legally registered to conduct business in the Philippines;

• Hold current licenses, registrations, and permits required for its operations;

• Have at least three years of relevant vehicle rental or transportation service experience;

• Have sufficient fleet capacity or documented access to qualified vehicles;

• Have an established booking, dispatch, maintenance, and emergency response system;

• Have qualified drivers and a process for verifying driver credentials;

• Maintain appropriate insurance coverage;

• Demonstrate adequate financial and operational capacity;

• Have a satisfactory record of performance;

• Disclose any subcontractors, affiliates, or regional service partners;

• Disclose any actual, potential, or apparent organizational conflict of interest, including relationships with FHI 360 personnel or affiliated entities that could affect impartiality; and

• Not be debarred, suspended, or otherwise ineligible for award under applicable donor or FHI 360 requirements.

ATTACHMENT B

Instructions to Bidders/Sellers

A. SUBMISSION INSTRUCTIONS

The quotation shall be submitted electronically to:

• Email Address: Procurement.EpiC.PH@fhi360.org

• Email Subject: [RFQ Number] – MSA for Vehicle Rental Services with Driver – [Vendor Name]

• Deadline: [Insert exact date and time, Philippine Standard Time]

The quotation should be organized into four (4) separate files or folders corresponding to the submission categories listed in Section B:

1. Technical Proposal

2. Company Credentials

3. Required Legal Documents

4. Completed Pricing Schedule

Quotations received after the deadline may not be considered. Vendors are responsible for ensuring that their submissions are complete, readable, virus-free, and received before the deadline.

Refer to Section B, Required Submission Documents, for the full list of documents and information required under each submission category.

B. REQUIRED SUBMISSION DOCUMENTS

Submission Category	Required Documents
1. Technical Proposal	Signed quotation or cover letter; completed technical proposal; description of proposed vehicle rental services; service approach by geographic lot; booking and dispatch procedures; emergency and breakdown response procedure; replacement vehicle arrangement; driver qualification and screening procedure; sample driver profile and supporting documents; vehicle maintenance and safety program; fleet capacity summary; regional coverage summary; disclosure of subcontractors, affiliates, or regional partners, if any.
2. Company Credentials	Company profile; organizational structure; key contact information; years of relevant experience; list of at least three relevant clients; past performance references; description of similar transportation or vehicle rental services completed; proof of operational capacity and geographic coverage.
3. Required Legal Documents	SEC, DTI, or CDA registration, as applicable; BIR Certificate of Registration; current Mayor’s or Business Permit; latest audited financial statements or financial capacity documentation, if required; copies or samples of vehicle registration documents; copies or samples of insurance certificates; applicable licenses, permits, or accreditations required for vehicle rental/transport operations; disclosure or certification of no conflict of interest; certification that the vendor is not debarred, suspended, or ineligible for award.
4. Completed Pricing Schedule	Completed pricing schedule per geographic lot; daily rates by vehicle category; included service hours and kilometers; excess kilometer rate; additional hour/overtime rate; airport/seaport transfer rates; overnight driver charges; weekend/holiday surcharge, if any; cancellation/no-show charges; long-term monthly rental rates, if applicable; rate inclusion checklist; assumptions, exclusions, and other potential charges. Pricing must clearly confirm that rates start from the FHI 360-designated pick-up point or authorized start of journey and end at the designated drop-off point or completion of journey. Any garage-to-pick-up, drop-off-to-garage, dispatch, positioning, or similar charge must be separately disclosed and shall apply only if approved in writing by FHI 360.

FHI 360 may request original or updated documents during evaluation, due diligence, or throughout the MSA period.

C. QUESTIONS AND CLARIFICATIONS

All material questions, answers, and amendments will be issued in writing to all participating or prospective offerors on an equal basis. Oral statements do not amend this RFQ.

Questions regarding this RFQ shall be submitted in writing to:

• Email Address: Procurement.EpiC.PH@fhi360.org

• Email Subject: Clarification Request – [RFQ Number]

• Deadline for Questions: [Insert exact date and time]

FHI 360 may distribute responses to material questions to all invited or participating vendors without identifying the source of the question. Oral explanations or instructions shall not modify the RFQ unless confirmed through a written amendment issued by FHI 360.

D. EVALUATION AND AWARD PROCESS

FHI 360 will evaluate quotations by geographic lot using the criteria and weights disclosed in this RFQ. The evaluation criteria and weights will not be changed after the submission deadline unless the RFQ is formally amended and all prospective offerors are given an equal opportunity to respond. Quotations will be evaluated using the following weighted criteria:

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Selection Criteria