Management Sciences for Health (MSH), a global health nonprofit organization, uses proven approaches developed over 40 years to help leaders, health managers, and communities in developing nations build stronger health systems for greater health impact. We work to save lives by closing the gap between knowledge and action in public health. Since its founding in 1971, MSH has worked in over 150 countries with policymakers, health professionals, and health care consumers to improve the quality, availability, and affordability of health services. Working with governments, donors, non-governmental organizations, the private sector, and health agencies, MSH responds to priority health problems such as HIV & AIDS; tuberculosis; malaria; maternal, newborn and child health; family planning and reproductive health; and chronic non-communicable diseases such as cancer, diabetes, and lung and heart disease. Through strengthening capacity, investing in health systems innovation, building the evidence base, and advocating for sound public health policy, MSH is committed to making a lasting difference in global health.

Website: http://www.msh.org/

TERMS OF REFERENCE and TECHNICAL SPECIFICATIONS FOR MOTOR VEHICLE SERVICING, MAINTENANCE, REPAIRS ref. Number: MSH-RWA-TENDER-20214-001

Introduction

MSH is soliciting proposals to establish a vehicle service contract for fleet of vehicles.

Scope of Work and Deliverables

The successful Bidder shall demonstrate the ability to provide routine preventative maintenance and repair service for the MSH vehicles. The routine repair service includes, but not limited to, oil change & lube; tire rotation; work on brakes; suspension; heat/air conditioning systems; electrical systems; minor engine repair; and other repairs normal and customary for maintenance.

Service Facility Locations

The Service Providers facility location will be considered for contract award. Technical Evaluation of the service providers’ facility location will include hours of operation, methodology among other criteria and the ease of access to the facility.

Preventative Maintenance Service

Service Provider will be required to use a check list for Preventive Maintenance (PM) of vehicles and maintain a log of all vehicles serviced clearly indicating observation and explanations made.

Type of Service.

Categories of services offered.

Service A (5000 15,000, 25,000,35,000,45,000, 55,000,65,000 KM,)

The Service Provider will be required to perform routine checks and repairs of the MSH vehicles under the category A for vehicles (See Appendix 1 attached). This will include.

  • Change of Engine Oil-Cleaning air filter
  • Control and adjustment brake fluid-clutch fluid-hydraulic oil for suspension-hydraulic oil for steering level
  • Warning-tire pressure-pression and wheel spare-parking light-head lamp-indicators, lights-stop light-Interior Lamp-Water blade and rear-hord-power door glass and cleaning engine.
  • Inspect wiper blades and wiper arms, replace wiper blades if worn. Fill the window wash reservoir as needed, check operation of safety equipment, seat belts and horn.
  • Inspect the exterior of vehicle for damage, check windows/mirrors for cracks or dings, and check that license plates are secured on front and rear.

Service B (10,000- 30,000, 50,000 km etc.)

The Service Provider will be required to perform routine checks and repairs of the MSH vehicles under the category B for vehicles (See Appendix 1 attached). This will include.

  • Change of engine oil, change of oil filter, cleaning air filter-greasing, control and adjustment.
  • Brake fluid-clutch, fluid-hydraulic oil for suspension-hydraulic oil for steering system-battery terminal and cable support –Jar windshield washer front and rear-switch lever warning-Tire pressure-pression and wheel spare-belt (alternator-steering pump-cooler-water pump) Steering box oil-Automatic gear box oil-gear transfer box oil front axle and rear axle housing oil-parking lights –head.
  • Greasing-Steering rod-steering knuckle-spring suspension-drive shaft-door hungers.
  • Control –parking lamps-head lamps-indicator lamp-wiper-hazard lamps-rear license plate, lamps-gauge and witness lamps-interior lamp-wiper blade front and rear-horn-power door glass-cleaning engine.
  • Control wiper blade and windshield jar front and rear-brake disc-control horse brake fluid-crack-steering box-tie rod-shaft boot-tear.
  • To grip: Engine mounting-radiator mounting-gear box mounting-transfer gear box mounting –steering box-suspension tie rods-steering tie rods-differential lock front and rear-front suspension (shock absorber, CTC, bar, spring, stabilizer bar)-Rear suspension (shock absorber, CTC, bar, spring, stabilizer bar), Transmission Shaft-Transmission boot- cleaning Vehicle in and out.

Service C (20000-30000-40000-60000 km etc.)

  • The Service Provider will be required to perform routine checks and repairs of the MSH vehicles under the category A for vehicles (See Appendix 1 attached). This will include.
  • Engine oil-change oil filter-fuel filter-primary filter-sparks plugs point condenser-vehicle body-cleaning air replace.
  • Brake fluid-clutch fluid-hydraulic oil for suspension-hydraulic. Oil for screening system-distilled water for battery terminals and cable support-jar windshield washer front and rear-switch level warning-control tyres pression and wheel spare-belts (alternator, steering pump, cooler, water pump).
  • Accelerator –Gear box oil, gear box automatic oil, transfer gear box oil, front differential oil, rear differential oil (Pression and spare wheel).
  • Greasing –Steering rod, steering hub, tie rod end, spring of suspension, shackle kit, transmission Shafter-door hingers.
  • Control –Parking lamps, head lamps, hazard lamps, gauges, cooler system, glass door interior, lamps control hydraulic pump system, wiper blade front and rear horn-control.
  • Air conditioner system –Control cord set, coll and system control radiator (cap radiator, hose, radiator, clamp and clip).
  • Control exhaust –Charge system, fuel system, clutch pedal and wheel boot and tie rod control and creasing bearing and hub-engine mounting radiator.
  • Support –Gear box support, steering rack, rod suspension, differential rack, transmission.
  • Shaft –Control front guard, foot steep, sport lights, control spare wheel support, wheel nuts.
  • Top grip –Steering box, steering rack, suspension rod, tie rod end, differential lock front. Suspension (shock absorber, CTC, bar, spring, stabilizer bar)-Rear suspension (shock absorber, CTC, bar, spring, stabilizer bar), Transmission Shaft-Transmission boot- cleaning Vehicle in and out.

Accidents

In the Event of an accident The Service Provider will ensure to.    

  • Provide a breakdown to transport the vehicles to the garage.
  • Provide detailed assessment report with price quote for spares and repairs.

 Unscheduled Repair Service

As a result of the PM Service the contractor may make recommendations for further repair service. Contractor shall support their recommendations for such repair work by using diagnostic statistics, Job Card and other customary means. The contractor shall obtain prior authorization before completing any further repair work that is identified as a result of PM Service.

 Delivery Period. 

The required turnaround time for PM Service plus routine repair services done as a result of the PM inspection shall not exceed forty-eight hours (48). Unless contractor has notified MSH Operations Manager and advised of delay and anticipated completion time. The replacement will be issued when the work exceeds 48hrs.

Contact Information

For any inquiries regarding this TOR, please contact: rwprocurement@msh.org  

Submission Procedure and deadline for submission

Interested bidder can conduct site visit to MSH Rwanda country office to the address below before submitting their proposal. KG 5 Ave 48, Urugwiro Village, Kamatamu Cell, Kacyiru Sector, Gasabo district, Kigali City.

All proposals must be submitted by both technical and financial must be submitted by October 28 ,2024 through procurement email: rwhssbids@msh.org . 

APPENDIX I. TECHNICAL EVALUATION CRITERIA

After reception of bids, an onsite visit will be carried, and the technical evaluation criteria will be based on this.

Administrative Requirements

  • Letter of Introduction
  • Technical proposal for method of supply or provision of services.
  • RDB registration (minimum 2 years registered as a business)
  • Copy of recent valid tax clearance document.
  • References of related past work (at least 3 provided)
  • One financial proposal
  • Technical proposal
  • Signed Bidder’s Signature form

Methodology

  • Administrative flow of activities prior to servicing
  • Process of inspection before service or repairs (Repair assessment, fault report)
  • Repairs and maintenance workmanship and processes
  • Timelines for onsite repairs as well as offsite emergency response
  • Documentation – Customer vehicle data records

Organization Capabilities

  • General location of the workshop
  • Service provider setup (administration and workshop areas)
  • Layout, availability of space and sufficient lighting in the work area.
  • Available Infrastructure (pit, spray, electrical, mechanical)
  • Perimeter wall and general security and guards plus firefighting equipment
  • Workshop stores with access to essential parts for general service
  • Organized workforce with clear reporting lines
  • Qualified workforce.

TABLE INDICATING THE TECHNICAL EVALUATION OF COMPANIES TO CARRY OUT VEHICLE REPAIR AND MAINTENANCE SERVICE OF MSH RWANDA VEHICLES ON LONG TERM AGREEMENT.

CRITERIA

DETAILS

WEIGHT

Administrative Requirements

The required documentation by bidders. All criteria under this MUST be met to be considered

15 MARKS

Methodology

Details the different sets of complementary activities done by in the workplace

35 MARKS

Organisation Capabilities

Details the company’s resources, employees and environment that will set it apart.

40 MARKS

Financial Proposal

Detailed and competitive financial proposal showing taxes applicable

20

TOTAL WEIGHT

 

100 MARKS

APPENDIX II: FINANCIAL EVALUATION CRITERIA

  • Vehicle maintenance and repair service pricing shall include all costs for the services described.
  • Prices shall remain in effect for the term of the contract. Prices shall be in Rwandan Francs with VAT inclusive.

Vehicle Type: TOYOTA Landcruiser Hardtop model 2023, (5) doors

 

Service A

Service B

Service C

Car Type

Category Details

Action

Price

Category

 Details

Action

Price

Category

 Details

Action

Price

Toyota Land cruiser (Hard Top) model 2023

Engine oil 10 liter –

Replace

 

 

Engine oil 10 liter –

Replace

Engine oil 10 liter

Replace

Engine oil filter

Inspect

Engine oil filter

Replace

Engine oil filter

Replace

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

Inspect

Fuel filter

inspect

Fuel filter

inspect

Fuel filter

replace

Air filter

Clean

5.Air Filter

Clean

Air Filter

Replace  

Engine Belt

Inspect

Engine Belt

Inspect

Engine Belt

Inspect

Air conditioner

Check

Air conditioner

Check

Fluid and greasing

Fluids refill and greasing

Full diagnostic

Brake inspection, alignment, tires

Air conditioner

Check

VEHICLE TYPE: TOYOTA HULIX Pickup

 

Service A

Service B

Service C

Car Type

Category Details

Action

Price

Category

 Details

Action

Price

Category

 Details

Action

Price

TOYOTA HULIX Pickup

Engine oil 7 liter –

Replace

 

 

Engine oil 7 liter

Replace

Engine oil 7 liter

Replace

Engine oil filter

Inspect

Engine oil filter

Replace

Engine oil filter

Replace

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

inspect

Fuel filter

inspect

Fuel filter

Inspect

Fuel filter

replace

Air filter

Clean

Air Filter

Clean

Air Filter

Replace  

Engine Belt

Inspect

Engine Belt

Inspect

Engine Belt

Inspect

Air conditioner

Check

Air conditioner

Check

Fluid and greasing

Fluids refill and greasing

Full diagnostic

Brake inspection, alignment, tires

Air conditioner

Check

VEHICLE TYPE: TOYOTA PRADO VX

 

Service A

Service B

Service C

Car Type

Category Details

Action

Price

Category

 Details

Action

Price

Category

 Details

Action

Price

TOYOTA PRADO VX

Engine oil 7 liter

Replace

 

 

Engine oil 7 liter

Replace

Engine oil 7 liter

Replace

Engine oil filter

Inspect

Engine oil filter

Replace

Engine oil filter

Replace

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

Inspect

Engine drain plus gasket –

Replace

Fuel filter

inspect

Fuel filter

replace

Fuel filter

replace

Air filter

Clean

Air Filter

Clean

Air Filter

Replace

Engine Belt

Inspect

Engine Belt

Inspect

Engine Belt

Inspect

Air conditioner

Check

Air conditioner

Check

Fluid and greasing

Fluids refill and greasing

Full diagnostic

Brake inspection, alignment, tires

Air conditioner

Check

 APPENDIX III: ADDITIONAL SPARE PARTS.

The bidder is required to provide a quotation for additional spare parts that the client can order and install in the vehicle as needed.

TOYOTA Land Cruiser Hardtop Model 2023

No 

Spare parts  

 Unit

Unit Price (RWF) 

1

Air filter

1pc

2

Alternate Belt

1pc

3

Battery good quality –12v 70amp

1pc

4

Brake bulb

1pc

5

Brake oil / brake fluid

1liter

6

Brake pad

1 set

7

CAC Belt

1pc

8

Clutch disc

1pc

9

Clutch plate

1pc

10

Clutch thrust bearing

1pc

11

CTC spring

1pc

12

Dumper

1pc

13

Engine oil

1 liter

14

Front brake disc

1pc

15

Front main spring

1pc

16

Front main spring

1pc

17

Front platelets

1 set

18

Front shock absorber

1pc

19

Gear main spring

1pc

20

Glow plug

1pc

21

Head lamp bulb

1pc

22

Housing(cover) of seats

1pc

23

Hub bearing front axis

1pc

24

Hydraulic oil

1 liter

25

Lubrication

1pc

26

Metal oil filter

1pc

27

Oil Filter

1pc

28

Powder Batteries

1pc

29

Pre filter

1pc

30

Rear brake disc

1 set

31

Rear platelets

1 set

32

Rear shock absorber

1pc

33

Spark plug

1pc

34

Stabilizer bar rod CTC

1pc

35

Stabilizer rod (Tige stabilizer)

1pc

36

T. Belt

1pc

37

Tyres size 7.50 /R-16 AND 245/70/RI6  , 265/70/R16

1pc

TOYOTA HILUX Pick UPs, engine: 2KD7821764, Chassis No: MROFR22GX90548589

No 

Spare Part description

Unit

Unit Price (RWF)

1

Air filter

1 pc

2

Brake band (Bande de frein) Brake shoue

1 pc

3

Brake oil / Brake fluid

1 liter

4

Clutch plate (Plateau d’embrayage)

1 pc

5

CTC Spring (CTC de resort) spring rubber

1 pc

6

Distilled water

1 pc

7

Dumper (CTC d’amortisseur)

1 pc

8

Engine oil

 1 liter

9

Hydraulic oil

1 liter

10

Lubrication

1 pc

11

Metal oil filter (Filtre à mazout métallique)

1 pc

12

Oil filter

 1 pc

13

Pre filter

1 pc

14

Spark plug (Bougie d’allumage) heater plug

1 pc

15

Stabiliser Ruber (CTC de barre stabilisatrice)

1 pc

16

Alternate Belt

1 pc

17

Brake bulb

1 pc

18

Brake disc

1 pc

19

CAC Belt

1 pc

20

Clutch disc (Disque d’embrayage)

1 pc

21

Clutch thrust bearing (Butee d’embrage)

1 pc

22

Front main spring

1 pc

23

Front Shock absorber (Amortisseur avant)

1 pc

24

Gear main spring

1 pc

25

Head lamp bulb

1 pc

26

Hub bearing front axis

1 pc

27

Labor cost (Main d’oeuvre)

1 pc

28

Platelets (Plaquettes) Brake pad

1 pc

29

Rear Shock absorber (Amortisseur arriere)

1 pc

30

Rod (Biellette)

1 pc

31

Suspension nozzle (busilure de suspension)

1 pc

32

T. Belt

1 pc

33

Tyres 225R70X16 ,245R70X17 225R70X17

1 pc

34

Wiper (Essuie-glace)

1 pc

 TOYOTA PRADO TX, Engine: 5L6258690, Chassis No: JTEBD9FJ7FK017307

No 

Spare Part description 

Unit

Unit Price (RWF) 

1

Air filter

1 pc

2

Alternate Belt

1 pc

3

Brake band (Bande de frein)

 1 set

4

Brake bulb

1 pc

5

Brake oil

1 liter

6

CAC Belt

1 pc

7

Clutch plate (Plateau d’embrayage) for auto and Manuel

1 pc

8

CTC Spring (CTC de resort)

1 pc

9

Distilled water

1 liter

10

Dumper (CTC d’amortisseur)

1 pc

11

Engine oil

1 liter

12

Front main spring

1 pc

13

Gear main spring

1 pc

14

Head lamp bulb

1 pc

15

Hub bearing front axis

1 pc

16

Hydraulic oil

1 liter

17

Lubrication

1 pc

18

Oil filter

1 pc

19

Pre filter

1 pc

20

Spark plug (Bougie d’allumage)

1 pc

21

Stabiliser bar CTC (CTC de barre stabilisatrice)

1 pc

22

T. Belt

1 pc

23

Tyres size 265r70 x17,245R70 X

1 pc