Terms Of Reference For The Procurement, Implementation, And Maintenance Of A Vehicle And Fuel Tracking System tender For Pelum Uganda (Participatory Ecological Land Use Management)

1.   INTRODUCTION
1.1.   About PELUM Uganda

PELUM Uganda (Participatory Ecological Land Use Management) is a network of 60 civil society organizations working with small-scale farmers in Uganda. Established in 1995, PELUM Uganda is part of the broader PELUM Association, a network of over 250 civil society organizations in 12 countries in East, Central, and Southern Africa. The organization is dedicated to promoting ecological land use management practices to improve the livelihoods of small-scale farmers and ensure environmental sustainability. PELUM Uganda achieves its mission through advocacy, capacity building, research, and knowledge sharing, working closely with local communities and partners across the country.

1.2.   Project Background and Rationale

PELUM Uganda operates a fleet of vehicles essential for its field operations, staff mobility, and program delivery across diverse geographical regions within Uganda. Effective management of this fleet is critical for operational efficiency, cost control, staff safety, and accountability to donors and stakeholders. Currently, PELUM Uganda faces challenges related to optimizing vehicle utilization, monitoring fuel consumption accurately, ensuring driver accountability, and enhancing overall fleet security. These challenges can lead to increased operational costs, potential misuse of assets, and difficulties in reporting on fleet performance.

To address these issues and enhance its operational capacity, PELUM Uganda seeks to procure, implement, and maintain a robust Vehicle and Fuel Tracking System. This system is envisioned to provide real-time visibility into fleet operations, improve fuel management, enhance driver safety and behavior monitoring, streamline maintenance scheduling, and provide comprehensive reporting capabilities. The implementation of such a system is a strategic initiative aimed at improving efficiency, transparency, and accountability within PELUM Uganda's transport operations, thereby contributing to the more effective delivery of its programmatic goals.

2.   PROJECT OBJECTIVES

The primary objective of this procurement is to acquire and implement a comprehensive Vehicle and Fuel Tracking System that will enable PELUM Uganda to enhance the efficiency, accountability, and security of its fleet operations. Specifically, the system is expected to achieve the following:

• Improve Fleet Efficiency: Optimize vehicle utilization, reduce idle times, and streamline route planning to minimize operational costs and maximize productivity.
• Enhance Fuel Management and Reduce Costs: Accurately monitor fuel consumption, detect and prevent fuel fraud, and provide data-driven insights for efficient fuel management strategies.
• Strengthen Driver Accountability and Safety: Monitor driver behavior, enforce speed limits, identify unauthorized vehicle use, and promote safer driving practices.
• Ensure Asset Security and Recovery: Provide real-time tracking and geofencing capabilities to deter theft, facilitate rapid recovery of stolen vehicles, and protect organizational assets.
• Streamline Maintenance Planning: Automate maintenance scheduling and reminders based on mileage or engine hours to ensure vehicles are well-maintained, extending their lifespan and reducing unexpected breakdowns.
• Facilitate Data-Driven Decision Making: Generate comprehensive reports and analytics on fleet performance, fuel usage, driver behavior, and operational costs to support strategic planning and resource allocation.
• Enhance Compliance and Reporting: Provide verifiable data and reporting functionalities to meet internal accountability standards and external donor reporting requirements.

3.   SCOPE OF WORK 

This Terms of Reference covers the procurement, installation, configuration, testing, training, and ongoing support for a comprehensive Vehicle and Fuel Tracking System for PELUM Uganda. The scope of work includes, but is not limited to, the following:

3.1.   In-Scope Vehicles and Assets

The system must be capable of tracking the following initial fleet of vehicles. The solution should be scalable to accommodate future additions to the fleet without significant architectural changes or prohibitive costs.

1.1.   Geographic Scope

The tracking system must provide reliable coverage and functionality across all operational areas of PELUM Uganda, including urban centers, rural districts, and potentially remote regions within Uganda. The system should account for varying network availabilities and provide data storage capabilities during periods of connectivity loss, with automatic upload once connectivity is restored.

1.2.   Services Required from the Vendor

The selected vendor will be responsible for:

• Supply of Hardware: Provision of all necessary tracking devices, sensors, and accessories.
• Professional Installation: Expert installation of all hardware components in the specified vehicles, ensuring optimal performance and minimal disruption to vehicle operations.
• System Configuration: Customization and configuration of the tracking platform to meet PELUM Uganda’s specific operational and reporting requirements.
• Data Migration (if applicable): Assistance with migrating any existing relevant data into the new system.
• User Training: Comprehensive training for PELUM Uganda staff, including administrators, fleet managers, and drivers.
• Documentation: Provision of user manuals, administration guides, and technical documentation.
• Ongoing Support and Maintenance: Provision of post-implementation technical support, system updates, and maintenance services as per agreed Service Level Agreements (SLAs).

1.3.   Out-of-Scope Items

Unless explicitly requested and agreed upon in the final contract, the following items are considered out of scope for this TOR:

• Major modifications to PELUM Uganda’s existing IT infrastructure beyond necessary network configurations for system integration.
• Procurement of new vehicles or fuel.
• Any services not directly related to the vehicle and fuel tracking system as described herein.

2.   FUNCTIONAL REQUIREMENTS

The Vehicle and Fuel Tracking System must provide the following functional capabilities to meet PELUM Uganda’s operational needs:

2.1.   Vehicle Tracking and Monitoring

• Real-time GPS Tracking: The system must provide continuous, real-time location tracking of all vehicles, displaying their current position, direction, speed, and ignition status on a map interface. The refresh rate should be configurable and allow for near-instantaneous updates.
• Historical Route Tracking and Trip Logs: The system must store comprehensive historical data, allowing for playback of past routes, identification of stops, travel duration, and mileage covered for any selected period. This data should be easily accessible for audits and investigations.
• Geofencing: The system must allow for the creation of custom geofences (e.g., depots, client sites, restricted zones) and generate automated alerts upon vehicle entry or exit from these defined areas.
• Automated Alerts and Notifications: The system must provide configurable alerts for various events, including but not limited to: speeding violations, excessive idling, geofence breaches, ignition on/off, panic button activation, and device tampering. Notifications should be deliverable via the platform, email, and SMS.
• Mileage Tracking: Accurate recording of mileage for each vehicle, essential for maintenance scheduling, cost analysis, and reporting.

2.2.   Fuel Management

• Fuel Consumption Monitoring: The system must accurately monitor and report on fuel consumption for each vehicle, ideally through integration with the vehicle’s CAN Bus or via external fuel level sensors.
• Fuel Fraud Detection: The system must be capable of detecting and reporting suspicious fuel events, such as sudden drops in fuel levels (drain events) or unusually large refills, to assist in identifying potential fuel fraud.
• Fuel Card or Fuel Receipt Integration: The system should offer capabilities to integrate with fuel card management systems or provide a mechanism for manual entry and reconciliation of fuel receipts to track fuel purchases against consumption.

2.3.   Driver Management and Safety

• Driver Identification: The system must support driver identification mechanisms (e.g., iButton, RFID) to link specific drivers to vehicle usage, enabling accountability and detailed driver performance reporting.
• Driver Behavior Monitoring: The system must monitor and report on key driver behaviors, including harsh acceleration, harsh braking, sharp cornering, and speeding, to promote safer driving practices.
• Driver Performance Reports: Generate reports that summarize individual driver performance based on monitored behaviors, mileage, and hours of operation.

2.4.   Maintenance Management

• Maintenance Scheduling and Reminders: The system must allow for the scheduling of vehicle maintenance based on mileage, engine hours, or time intervals, and generate automated reminders for upcoming services.
• Service History Logging: Maintain a comprehensive log of all maintenance activities performed on each vehicle.

2.5.   Reporting and Analytics

• Customizable Dashboards: The system must provide customizable dashboards that offer an overview of key fleet performance indicators (KPIs) such as current vehicle status, fuel levels, and alerts.
• Comprehensive Reporting: The system must generate a variety of detailed reports, including:
  • Trip Reports (routes, distance, travel time, stops)
  • Movement Reports (when and where vehicles moved)
  • Idle Time Reports
  • Speeding/Violation Reports
  • Geofence Reports (entry/exit history)
  • Vehicle Utilization Reports (asset usage, idle time, trip frequency)
  • Fuel Reports (consumption, refills, drains)
• Scheduled and On-Demand Reports: Reports should be generatable on-demand and schedulable for periodic delivery via email or other specified channels.
• Export Capabilities: All reports and raw data should be exportable in common formats (e.g., CSV, Excel, PDF).

2.6.   System Administration and User Management

• User Roles and Permissions: The system must support multiple user roles with configurable access permissions to different functionalities and data, ensuring data security and operational control.
• Audit Trails: The system must maintain a comprehensive audit trail of all user activities, system events, and data modifications for accountability and compliance purposes.
• Asset Tagging and Vehicle Identification: The system should allow for the unique identification and tagging of vehicles and associated assets within the platform.

3.   TECHNICAL REQUIREMENTS

The proposed Vehicle and Fuel Tracking System must adhere to the following technical specifications and standards:

3.1.   System Architecture

• Deployment Options: Vendors should propose either a cloud-based (Software-as-a-Service) or an on-premise solution, clearly outlining the advantages and disadvantages of each, including infrastructure requirements, maintenance overhead, and cost implications. PELUM Uganda prefers a cloud-based solution for ease of management and scalability, but will consider onpremise if compelling advantages are presented.
• Scalability: The system architecture must be scalable to accommodate an increasing number of vehicles, users, and data volume without degradation in performance.
• Reliability and Uptime: The system must demonstrate high availability and reliability, with a guaranteed uptime of at least 99.5%. Vendors must provide details on their disaster recovery and business continuity plans.

3.2.   Hardware Specifications

• Tracking Devices: In-vehicle tracking units must be compact, robust, tamper-proof, and suitable for installation in various vehicle types, including motorbikes. Devices should have:
  • GNSS + GSM Capabilities: For accurate positioning and data transmission.
  • Internal Backup Battery: To ensure continuous tracking during temporary power interruptions or tampering attempts.
  • Internal Memory (Data Storage): To store tracking records when network coverage is unavailable and automatically upload data once connectivity is restored.
  • CAN Bus Integration: Capability to read vehicle data such as fuel level, RPM, speed, odometer, and fuel consumption from supported vehicles.
  • Digital Inputs/Outputs: For monitoring ignition, panic buttons, door sensors, and for controlling immobilizers or other output-based actions.
  • Analog Inputs: For integrating external sensors (e.g., voltage-based sensors, fuel level sensors).
  • 1-Wire Interface: For driver identification (iButton) and temperature probes.
• External Sensors: Fuel level sensors must be highly accurate and compatible with various fuel tank types. Temperature/humidity sensors and other environmental monitoring accessories should be available if required.

3.3.   Software Platform

• Web-Based Access: The tracking platform must be accessible via a standard web browser (e.g., Chrome, Firefox, Edge) without requiring specialized software installations.
• Mobile Application Availability: A fully functional and intuitive mobile application must be available for both Android and iOS devices, providing key tracking and reporting functionalities for fleet managers on the go.
• User Interface (UI) / User Experience (UX): The platform should feature a user-friendly interface that is easy to navigate, with clear visualizations and intuitive controls.

3.4.   Data Security and Privacy

• Data Encryption: All data in transit and at rest must be encrypted using industry-standard protocols (e.g., TLS 1.2+, AES-256).
• Access Controls: Robust role-based access control (RBAC) mechanisms must be in place to ensure that users can only access data and functionalities relevant to their roles.
• Data Ownership: PELUM Uganda will retain full ownership of all data generated by the system. Vendors must commit to data privacy and non-disclosure agreements.
• Compliance: The system and vendor practices must comply with relevant data protection regulations (e.g., GDPR, local Ugandan data protection laws).

3.5.   Integration Capabilities

• API (Application Programming Interface): The system must provide a well-documented, secure, and robust API to facilitate integration with PELUM Uganda’s existing or future IT systems (e.g., accounting software, HR systems, other fleet management tools).
• Data Export Formats: The system should support data export in common formats such as CSV, Excel, and JSON.

3.6.   Compatibility with Existing IT Infrastructure

The proposed solution must be compatible with PELUM Uganda’s current IT environment, including:

• Operating Systems: Windows 10/11, macOS.
• Browsers: Latest versions of Google Chrome, Mozilla Firefox, Microsoft Edge.
• Network: Standard internet connectivity (3G/4G/5G).

3.7.   Data Backup and Recovery

• Backup Frequency: Vendors must specify their data backup frequency (e.g., daily, hourly) and retention policies.
• Disaster Recovery Plan: Vendors must provide a comprehensive disaster recovery plan outlining procedures for data restoration and system recovery in the event of a major outage.

4.   IMPLEMENTATION AND PROJECT MANAGEMENT

This section outlines the expected approach to project implementation and management, including phases, deliverables, and responsibilities.

4.1.   Project Phases and Deliverables

Phase 1: Project Planning and Kick-off

• Deliverables: Detailed Project Plan, Communication Plan, Resource Allocation Plan.

                •      Phase 2: System Design and Configuration

• Deliverables: System Design Document, Configuration Document, Data Migration

Strategy (if applicable).

                •       Phase 3: Hardware Installation and Software Deployment

• Deliverables: Hardware Installation Report, System Deployment Report.

                •      Phase 4: Testing and Quality Assurance

• Deliverables: Test Plan, Test Reports, User Acceptance Testing (UAT) Sign-off.

                •      Phase 5: Training and Go-Live

• Deliverables: Training Materials, Training Completion Reports, Go-Live Checklist.

                •     Phase 6: Post-Implementation Review

• Deliverables: Post-Implementation Review Report, Lessons Learned Document.

1.1.   Project Timeline

Vendors are required to propose a realistic project timeline with key milestones for each phase, from contract award to full system operationalization. The proposed timeline should demonstrate the vendor's ability to complete the project efficiently and effectively.

6.3. Roles and Responsibilities

PELUM Uganda Responsibilities

• Designate a Project Manager and a core project team.
• Provide necessary access to vehicles, facilities, and relevant personnel.
• Facilitate decision-making and provide timely feedback.
• Participate in testing and user acceptance.
• Ensure internal communication and change management.

Vendor Responsibilities

• Designate a dedicated Project Manager.
• Provide all necessary hardware, software, and services as per the agreed scope.
• Execute the project plan within the agreed timeline and budget.
• Ensure quality assurance throughout all project phases.
• Provide comprehensive training and documentation.
• Offer ongoing technical support and maintenance.

2.   TRAINING AND CAPACITY BUILDING

Successful adoption and utilization of the new system are paramount. The vendor must propose a comprehensive training and capacity-building plan that addresses the needs of various user groups within PELUM Uganda.

2.1.   Training Program

The training program should cover:

• System Administrators: In-depth training on system configuration, user management, data management, troubleshooting, and advanced reporting features.
• Fleet Managers: Training on daily operations, real-time monitoring, alert management, report generation, and data analysis for decision-making.
• Drivers: Basic training on in-vehicle device interaction (if any), panic button usage, and understanding how the system contributes to safety and accountability.

Training should be practical, hands-on, and conducted on-site at PELUM Uganda’s premises or a mutually agreed location. The vendor should provide training materials, including user manuals and quick reference guides, in an easily understandable format.

2.2.   Documentation

The vendor must provide comprehensive documentation, including:

• User Manuals: Detailed guides for end-users on how to operate the system.
• Administrator Guides: Technical documentation for system administrators.
• Troubleshooting Guides: Common issues and their resolutions.
• API Documentation: If applicable, detailed documentation for integrating with other systems.

2.3.   Change Management Support

The vendor is expected to support PELUM Uganda in developing and implementing a change management strategy to ensure smooth transition and user adoption. This includes advising on communication strategies, addressing user concerns, and highlighting the benefits of the new system to all stakeholders.

3.   SUPPORT AND MAINTENANCE

To ensure the long-term operational effectiveness and reliability of the Vehicle and Fuel Tracking System, the vendor must provide comprehensive support and maintenance services.

3.1.   Warranty and Guarantees

The vendor must provide a minimum of a one-year warranty on all supplied hardware components, covering defects in materials and workmanship. Software licenses should include guarantees for continuous functionality and performance as per agreed specifications.

3.2.   Technical Support

• Helpdesk Support: The vendor must provide a dedicated helpdesk or support channel (e.g., phone, email, online portal) for technical assistance and issue resolution.
• Service Level Agreements (SLAs): The vendor must propose clear SLAs detailing response times and resolution times for different severity levels of incidents (e.g., critical, high, medium, low). These SLAs should be measurable and enforceable.
• Availability: Support services should be available during PELUM Uganda’s operational hours, with provisions for critical issues outside these hours.

3.3.   System Updates and Upgrades

The vendor must provide regular software updates, patches, and minor upgrades to ensure system security, performance, and compatibility with evolving technologies. Major upgrades should be clearly outlined in terms of scope and cost implications.

3.4.   Preventative Maintenance

For hardware components, the vendor should outline a preventative maintenance schedule and procedures to ensure optimal device performance and longevity.

4.   VENDOR EVALUATION AND SUBMISSION GUIDELINES

This section outlines the criteria that will be used to evaluate vendor proposals and the required format for submission.

4.1.   Evaluation Criteria

• Quality and robustness of the proposed hardware and software
• Scalability and future-proofing of the solution

Vendor Experience and Reputation 20  

i. Demonstrated experience with similar projects, particularly in the NGO sector
ii. Client references and testimonials
iii. Financial stability and company background  

Implementation and Project Management 15

i.           Clarity and feasibility of the proposed implementation plan and timeline
ii.   Qualifications and experience of the proposed project team 

Support and Maintenance15

i.           Comprehensiveness of the proposed support plan and SLAs
ii.         Quality of the training program and documentation 

Cost-Effectiveness 10 

1. Total cost of ownership, including hardware, software, installation, training, and ongoing support
2. Clarity and transparency of the pricing structure

1.1.   Proposal Submission Format

Vendors are required to submit their proposals in the following format:

• Executive Summary: A concise overview of the proposed solution and its key benefits.
• Company Profile: A brief introduction to the vendor’s company, including its history, mission, and relevant experience.
• Technical Proposal: A detailed response to the functional and technical requirements outlined in this TOR, including:
  • A description of the proposed system architecture, hardware, and software.
  • A point-by-point response to each requirement, indicating compliance or explaining any deviations.
  • Product datasheets and technical specifications.
• Implementation Plan: A detailed project plan with timelines, milestones, and deliverables.
• Project Team: CVs of the key personnel who will be involved in the project.
• Support and Maintenance Plan: A description of the proposed support services, including SLAs.
• Training Plan: A detailed outline of the proposed training program.
• Client References: At least three references from clients with similar projects.
• Financial Proposal: A detailed breakdown of all costs, including one-time and recurring fees. The pricing should be valid for a minimum of 90 days.

2.      CONTRACTUAL TERMS AND CONDITIONS

The selected vendor will be expected to enter into a formal contract with PELUM Uganda. The contract will include, but not be limited to, the following terms and conditions:

• Confidentiality: The vendor must agree to maintain the confidentiality of all PELUM Uganda data and information.
• Data Ownership: PELUM Uganda will retain full ownership of all data generated by the system.
• Payment Schedule: Payments will be made based on the achievement of agreed-upon milestones.
• Termination Clause: The contract will include provisions for termination by either party in case of non-performance or breach of contract.
• Governing Law: The contract will be governed by the laws of Uganda.

3.      GOVERNANCE, COMPLIANCE & CONTROLS

The system must incorporate features and functionalities that support robust governance, ensure compliance with internal policies and external regulations, and provide effective controls against misuse and fraud.

3.1.       Accountability and Transparency

• The system must provide clear audit trails for all vehicle movements, fuel transactions, and user activities, ensuring transparency in fleet operations.
• It should facilitate easy access to historical data for accountability purposes, allowing for verification of vehicle usage against authorized trips and purposes.

3.2.       Anti-Fraud Mechanisms

• The system must include robust mechanisms for detecting and reporting potential fuel fraud, such as sudden fuel drops, unusual refueling patterns, or discrepancies between reported and actual fuel consumption.
• Features to identify unauthorized vehicle use, such as geofence breaches during non-working hours or unauthorized routes, are essential.

3.3.       Compliance with Donor Reporting Requirements

• The system must be capable of generating reports that meet the specific reporting requirements of PELUM Uganda’s donors, including detailed breakdowns of mileage, fuel consumption, and vehicle utilization per project or activity.
• It should support data aggregation and filtering to facilitate compliance with various reporting formats and frequencies.

3.4. Fleet Policy Enforcement

• The system should allow for the configuration and enforcement of PELUM Uganda’s fleet policies, such as speed limits, authorized driving hours, and designated routes.
• Automated alerts and reports should highlight deviations from these policies, enabling timely corrective action.

4. RISK IDENTIFICATION AND MITIGATION

Vendors are required to identify potential risks associated with the implementation and operation of the proposed Vehicle and Fuel Tracking System and propose comprehensive mitigation strategies. This section outlines common risks and serves as a guide for vendors in their proposal.

4.1. Potential Implementation Risks

• Poor GPS Connectivity: In certain remote areas of Uganda, GPS and GSM connectivity might be intermittent or weak, affecting real-time tracking accuracy and data transmission.
• Hardware Installation Issues: Challenges related to the physical installation of tracking devices across a diverse fleet, including potential compatibility issues or damage during installation.
• Data Integrity Risks: Potential for inaccurate or incomplete data collection from devices or human error during data entry, leading to unreliable reports.
• Vendor Lock-in: Dependence on a single vendor for proprietary hardware, software, or services, making it difficult to switch providers in the future.
• System Downtime: Unforeseen system outages or technical malfunctions that could disrupt fleet monitoring and management.
• User Adoption and Resistance to Change: Reluctance from drivers or fleet managers to adopt the new system, potentially due to perceived surveillance or lack of understanding of its benefits.

4.2. Mitigation Strategies (Vendor to Propose)

Vendors must provide detailed strategies to mitigate the identified risks, including but not limited to:

• For Poor GPS Connectivity: Propose devices with robust internal memory for offline data storage and delayed transmission, or alternative communication methods.
• For Hardware Installation Issues: Detail installation procedures, quality assurance processes, and compatibility checks for different vehicle types.
• For Data Integrity Risks: Describe data validation mechanisms, calibration procedures for sensors, and training programs to minimize human error.
• For Vendor Lock-in: Outline data export capabilities, API availability, and strategies to ensure data portability.
• For System Downtime: Provide details on system architecture redundancy, backup and disaster recovery plans, and guaranteed service level agreements (SLAs).
• For User Adoption: Propose comprehensive training programs, user-friendly interfaces, and change management support to facilitate smooth transition and acceptance.

4.3. Submission Guidelines 

Interested vendors are therefore invited to submit their comprehensive proposals addressing all aspects of these Terms of Reference electronically as 1 document to procurementpelumuganda.org by 13^th April 2026. 

Disclaimer: