Tender Notice for Garage and Vehicle Maintenance Services

Tender Reference Number: RTP-PROC-0006-02-2025

Service: TENDER FOR GARAGE AND VEHICLE MAINTENANCE SERVICES

Procurement Method: Brown Tender

Date of Issue: 10^th March 2025

Submission Deadline: 18^th March 2025

INTRODUCTION

Right To Play is a global organization that uses the transformative power of play to educate and empower children to rise above adversity. We pioneer a unique approach to learning, both inside and outside of the classroom, and harness play, one of the most fundamental forces in child’s life, to help children dismantle barriers and embrace opportunities to learning and development.

Right To Play is seeking to engage a registered and reputable garage or automotive service provider to deliver comprehensive maintenance and repair services for its fleet of vehicles. We invite all interested and qualified garages to submit their proposals, which will be evaluated based on compliance with the outlined technical specifications and overall value for money. All submitted proposals will undergo a thorough evaluation to ensure that the selected supplier meets our requirements and delivers the best value for our organization.

The successful bidder will be awarded a one-year contract. The contract will be awarded to the bidder who meets all minimum requirements and demonstrates a high level of experience, capability, and competency.

Category of Vehicles to be Repaired and Maintained:

• Toyota Pickup
• Toyota Fortuner
• Dacia Duster (Renault)

Service Requirements:

Please provide a detailed breakdown of the following services and associated costs, including VAT, labor fees (main d’œuvre), and quotations for original genuine spare parts:

• Service A– Every 5,000 km
• Service B– Every 20,000 km
• Service C– Every 40,000 km

Terms and Conditions:

Bid Evaluation Criteria: Proposals will be evaluated based on the following criteria:

• Compliance with Technical Specifications:Adherence to the outlined requirements and standards.
• Experience and Qualifications of the Service Provider:Proven expertise and qualifications in providing similar services.
• Cost-Effectiveness and Value for Money:Competitive pricing while ensuring quality and service standards are met.
• Quality of Service and Ability to Meet Deadlines:Demonstrated commitment to high-quality service and timely delivery
• Contract Duration:
  The successful bidder will be awarded a contract for an initial term of one (1) year, with the potential for renewal based on performance and mutual agreement.
• Payment Terms:
  Payment terms and structure will be detailed in the contract following the selection of the successful bidder. All payment milestones will be in alignment with the agreed deliverables and timelines.
• Insurance and Warranty:
  The selected garage/service provider must provide proof of valid insurance coverage, including but not limited to liability. Additionally, warranties must be offered for all parts and services provided, ensuring the quality and longevity of the work.
• Price Stability:
  The pricing provided in the proposal must remain fixed and unchanged throughout the duration of the contract term, unless otherwise agreed upon in writing.
• Right to Play’s Discretion:
  Right To Play reserves the right to reject any bid it deems inappropriate or non-compliant with the requirements. Right To Play is under no obligation to accept any particular offer and will select the bidder that best meets its needs and objectives.

Proposal Submission:
Proposals must be submitted in a single PDF document and should include all necessary documentation, including but not limited to:

• Company registration certificate
• Valid clearance certificate from RSSB
• Valid tax clearance certificate and proof of providing VAT invoices
• At least 5 years of experience in the field
• Company profile (including email, phone number, and physical address of the office)
• Three references from four former or current clients over the past 2 years
• Occupational/working parmit

Bottom of Form

Expression of interest, including both the technical and financial proposals, must be submitted in a well-prepared bid to Right To Play Rwanda via email at rwandaprocurement@righttoplay.com The subject line of the email must be titled “TENDER FOR MAINTENANCE SERVICES AND REPAIR TO RIGHT TO PLAY VEHICLES 2025. Bids must be submitted no later than 18^th March 2025 at 5:00 PM local time. Late bids will be automatically rejected.

The opening of the bids will take place in a separate session. Communication of the opening result will be shared through e-mail to the bidders.

Right to Play reserves the right to reject any bid deemed inappropriate and is not obliged to consider the lowest offer.

Done in Kigali on 10^th March 2025

Amadou Cissé

Country Director