Terms of Reference and Technical Specifications for Motor Vehicle Servicing, Maintenance, Repairs

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.

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

VEHICLE TYPE: TOYOTA HULIX Pickup

VEHICLE TYPE: TOYOTA PRADO VX

 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

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

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