Hiring a Transport Company to Provide Vehicle Rental Services to DUHAMIC-ADRI

TENDER NOTICE

TITLE: HIRING A TRANSPORT COMPANY TO PROVIDE VEHICLE RENTAL SERVICES TO DUHAMIC-ADRI

CLIENT: DUHAMIC-ADRI

BID SUBMISSION DEADLINE: Tuesday, December 24,2024

BID SUBMISSION TIME: 11:00AM

SUBMISSION DEADLINE: 11:30 AM

1. Tender background

DUHAMIC-ADRI is a prominent Non-Governmental Organization committed to fostering rural development and empowerment within Rwanda. it operates extensively across 30 districts.

 In order to ensure effective implementation of its projects, DUHAMIC-ADRI invites transportation companies in the provision of vehicle rental services to transport staff, equipment, and materials necessary for the successful implementation of its various projects and initiatives.

Reliable vehicle rental services are indispensable for reaching its goals and ensuring effective project execution and community engagement.

2. Context and justification of needs

The hired transportation company will be responsible for providing vehicles with drivers to facilitate DUHAMIC-ADRI’s activities in all 30 districts of Rwanda. This includes transporting staff, equipment, and materials as required for the successful implementation of projects and initiatives.

3. Scope of Work:

The scope of work involves the rental of vehicles, including the Toyota RAV4, SUV (Land Cruiser), Pick up Hilux double cabin, pick up Hilux single cabin for transportation purposes across the 30 districts of Rwanda departing from Kigali city as outlined below:

1. Kigali to Nyaruguru district
2. Kigali to Huye district
3. Kigali to Gisagara district
4. Kigali to Nyamagabe district
5. Kigali to Huye district
6. Kigali to Nyanza district
7. Kigali to Ruhango district
8. Kigali to Muhanga district
9. Kigali to Kamonyi district
10. Kigali to Rulindo district
11. Kigali to Gicumbi district
12. Kigali to Gakenke district
13. Kigali to Burera district
14. Kigali to Musanze district
15. Kigali to Nyabihu district
16. Kigali to Ngororero district
17. Kigali to Rubavu district
18. Kigali to Rutsiro district
19. Kigali to Karongi district
20. Kigali to Nyamasheke district
21. Kigali to Rusizi district
22. Kigali to Rwamagana district
23. Kigali to Kayonza district
24. Kigali to Ngoma district
25. Kigali to Nyagatare district
26. Kigali to Gatsibo district
27. Kigali to Bugesera district
28. From DUHAMIC-ADRI headquarters to Gasabo sectors
29. From DUHAMIC-ADRI headquarters to Kicukiro sectors
30. From DUHAMIC-ADRI headquarters to Nyarugenge sectors

The vehicles needed are the following:

1. Toyota RAV4
2. SUV (Land Cruiser)
3. Pick up Hilux double cabin
4. Pick up Hilux single cabin

Note that a vehicle can be hired to reach one or more districts within one Province

The financial quotations for vehicles have to be Rwandan Francs with taxes inclusive, Toyota RAV 4, SUV (Land Cruiser), Pick up Hilux double cabins, pick up Hilux and single cabin will be provided daily as detailed in the table below:

Quotation shall be presented using the table below:

4. Location of transport companies

Bidders interested in participating should have their location in Kigali for convenient access to vehicles.

5. Tender Process and general conditions

• Applicants for this tender must be transport companies registered in Rwanda, and all submitted documents must be in English.
• Proposals should be submitted to the DUHAMIC-ADRI headquarters located in Kicukiro, Niboye
• Late submissions will not be considered and will be returned unopened.
• DUHAMIC-ADRI reserves the right to negotiate with the next bidders if the successful bidder fails to implement the contract

6. Required documents for the tender

Interested bidders will present the following documents:

1. Company registration certificate issued by RDB
2. A valid Tax clearance certificate issued RRA
3. Valid RSSB certificate of clearance
4. Proof of using EBM (Electronic Billing Machine)
5. Valid operating license issued by RURA
6. Demonstrating the capacity to provide at least 10 vehicles simultaneously, supported by proof of ownership of 10 vehicles registered under the company’s name (Provision of Yellow cards is mandatory for verification)
7. Valid cars technical inspection certificate for the proposed 10
8. The rented vehicles should be for the year 2006 and above.
9. Provision of at least three (3) references (certificates of good completion) from NGOs and Public Institutions for similar services provided in the recent five years (at least 2 certificates issued by NGOs);

Note:

• Bidders must provide Vehicles manufactured from 2006 and above. During contract implementation DUHAMIC-ADRI reserves the right to reject and request any vehicle manufactured before this year and request the service provider to replace them with compliant vehicles.
• When proposing the prices for each district, the bidder/company should consider that the starting point is DUHAMIC-ADRI head offices located at Kigali/Kiicukiro but the vehicles may have different movements from the sectors within the district and back to Head office;
• DUHAMIC-ADRI requires vehicles with drivers.

7. Contract Duration:

The successful bidder (transport company) will enter a one-year contract (with possibility of renewal basing on the performance)

8. Safeguarding and Anti-Corruption clauses

Safeguarding and protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility who works directly or indirectly with DUHAMIC-ADRI services delivery and operations. All DUHAMIC-ADRI staff and affiliates, including volunteers and contractors; sub-contractors’ staff and implementing partners are required to adhere to DUHAMIC-ADRI’s full safeguarding and protection policy procedures and the separate Code of Conduct that always values principles of PSEA.

DUHAMIC-ADRI has a zero tolerance to Sexual Exploitation and any other form of abuse. Child and vulnerable abuse, exploitation, harassment, discrimination, and human trafficking are strongly prohibited behaviors. All implementing partners/suppliers who are contracting with DUHAMIC-ADRI must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy in addition to the code of conduct.

By applying to this Terms of Reference, the supplier, is committed to denounce and to report any safeguarding issues or fraud face to face or at the reporting email for safeguarding issues at” feedback@duhamic.org.rw”, and the FREE telephone number: 8470 or 0788305329 without delays.

By Applying to this tender as a service provider, I understand that DUHAMIC-ADRI has the rights to ensure 100% compliance with safeguarding and protection policies via spot checks or any other form of control mechanisms. If my business isn’t compliant, DUHAMIC-ADRI will take appropriate measures or immediately stop the contract of financial support depending on the nature and severity of the safeguarding incident detected.

The interested bidder shall submit their bids (both technical and financial offer) not later than Tuesday, December 24 ,2024 at 11:00AM

The public opening is scheduled on the same day at 11:30AM

For any concerns or clarifications, please contact us at procurement@duhamic.org.rw

Done at Kigali on December 17 ,2024

Best regards.

MUHIGIRWA Benjamin

Executive Secretary