Tender Notice for Car Hiring Services for the EUCORD Projects in Rwanda

EUCORD- RWANDA

KG 5 Av 13 Kimihurura

Phone: +250788355380

inforwanda@eucord.org

www.eucord.org

CAR HIRING SERVICES FOR THE EUCORD PROJECTS IN RWANDA

European Cooperative for Rural Development (EUCORD)

Website: www.eucord.org

LETTER OF INVITATION

EUCORD-PROJECTS IN RWANDA

The European Cooperative for Rural Development (EUCORD) is issuing a Request for Quotation (RFQ) for Car Hiring Services to support its PROFARM project (funded by the European Commission under the KUNGAHARA Program and implemented in partnership with RDI) and its PURE.Ag Project (funded by EnDEV/GIZ via Mercy Corps). EUCORD seeks quotations from reputable and experienced transport companies to provide these services under a one-year Framework Contract. Sealed quotations must be received by the EUCORD Procurement office at the address specified in the RFQ document no later than December 19, 2025, at 11:00 AM local time.

EUCORD-RWANDA OFFICE

Glass Building

Ground Floor

KG5 Av 13, Kimihurura

PO BOX: 131 Kigali-Rwanda

1. Summary 

2. Background 

EUCORD is an international NGO with headquarters based in Brussels (formally registered as a cooperative in the Netherlands) with offices in Africa and Kigali in particular. EUCORD’s vision is to nurture more prosperous and entrepreneurial rural communities in developing countries.Its mission is to help people living in poverty in developing countries improve their wellbeing, by increasing farmers’ capacity to sustainably grow quality crops matched to the commercial needs of the agribusiness sector and in doing so, increase food security, develop the private sector and improve the livelihoods of rural communities. To fulfil its mission, EUCORD focuses on supporting farmers increase their crop yields and to develop efficient value chains, while working with the private sector to guarantee a demand for produce and a supply of key inputs.

EUCORD helps farmers to reach their full potential while allowing businesses to rely on locally sourced crops. EUCORD provides end-to-end value chain development services, including: access to finance, capacity building, climate smart agriculture, enterprise, development, market assessment, nutrition and value chain development.

In Rwanda EUCORD has successfully implemented several projects since 2014. Currently, EUCORD is implementing three projects. Among them, PURE.Ag: Productive Use of Renewable Energy in Agriculture value Chain funded by GIZ/EnDeV (Energy Development) Via Mercy Corps. Under the European Union funded Kungahara program, EUCORD is implementing the PROFARM Project: Promoting an integrated farming system around sunflower, maize and vegetables to stimulate resilient agriculture and nutrition security for smallholder farmers in Rwanda.

To facilitate project field activities, EUCORD seeks to hire reliable and well-maintained vehicles through an established car hiring service provider.

3. Technical Specifications for Car Hiring Service

The required car hiring services must meet the minimum specifications below:

A. Type of Vehicle Required

• 4×4 Double Cabin Pickup
•  4×4 Station Wagon (e.g., Prado, Fortuner, Land Cruiser, Kia sorento 2010 version and above)
• Suitable for rough terrain and rural roads

Note: the service provider may quote other brands not listed above

B. Vehicle Condition

• Roadworthy, clean, and well-maintained
• Equipped with:
  • Functional AC
  • Good tires (including spare tire)
  • Valid insurance (Comprehensive preferred)
  • First-aid kit and fire extinguisher

C. Driver Requirements

Service provider must provide the driver

D. Hiring Terms

• Hiring will be done on a daily rate basis (full-day service)
• Fuel must be included in price.
• The company must guarantee vehicle availability when requested
• Standby replacement vehicle required in case of breakdown

E. Duration of Service

This solicitation will result in a Framework Contract for car hiring services, valid for an initial term of one (1) year. Services will be provided on an as-needed, on-demand basis throughout the contract period.

4. Quotation Requirements

All quotations must include the following information and documentation:

• Full company name, physical address, contact person, and contact details
• Valid Business Registration Certificate (RDB)
• Valid Tax Clearance Certificate from RRA
• RSSB Compliance Certificate
• VAT registration and EBM usage proof
• Detailed price schedule, including:
  • Daily rate with driver
  • Rate with fuel included / fuel excluded
  • Any additional costs (if applicable)
• Description of available vehicles (make, model, year of manufacture, seating capacity)
• Copy of vehicle insurance certificate
• Proof of experience in car hire services (minimum 3 years preferred)
• Three (3) references from reputable organizations for similar services
• Vehicle replacement policy in case of breakdown
• Confirmation of availability upon request

5. Selection Method

The selection will be based on:

• Compliance with all administrative requirements
• Vehicle condition and suitability for fieldwork
• Experience and reliability of the service provider
• Competitive pricing and overall value for money
• Positive references from past clients

6. Evaluation Criteria

7. Notification

All bidders will be notified of the tender outcome via email. The successful bidder will be invited for contract negotiation and signing.

7. Bid Validity

Quotations must remain valid for 365 days from the submission deadline. EUCORD reserves the right to cancel the tender at any stage before contract signing.

8. Tender Submission Guidelines

• Quotations must be written in English
• Submit two hard copies:
  • One (1) Original
  • One (1) Copy
• Both copies must be placed in a single sealed envelope
• The envelope must be clearly marked:
  “RFQ – CAR HIRING SERVICES FOR EUCORD-PROJECTS IN RWANDA”
• The financial quotation should be placed in a separate inner envelope labeled “Financial Quotation.”

9. Submission Deadline:
19 December 2025 at 11:00 AM (Kigali time)

Submission Address:
EUCORD – Rwanda Office
Glass Building, Ground Floor
KG 5 Ave 13, Kimihurura
P.O. Box 131, Kigali – Rwanda

10. Clarifications:
All clarification requests must be sent to: inforwanda@eucord.org

Done at Kigali, this 05th day of December 2025

EUCORD – Rwanda Office