Terms of Reference (TOR) for the Provision of Transport Services to REFAC 

TERMS OF REFERENCE (TOR) FOR THE PROVISION OF TRANSPORT SERVICES TO REFAC 

1. Introduction

The Rwanda Education for All Coalition (REFAC) is a national education coalition comprising 27 civil society organizations that work together to promote inclusive education in Rwanda. It was established in November 2013 and legally registered under No. 383/RGB/NGO/OC/01/2018. REFAC works closely with the Ministry of Education via the Education Sector Working Group (ESWG), the Rwanda Civil Society Platform, towards the promotion of inclusive and quality education for all in Rwanda

 REFAC posits that by fostering inclusive, evidence-based, and community-driven interventions, local education governance to become more transparent, accountable, and responsive, leading to improved education outcomes.

To facilitate smooth implementation, monitoring, and coordination of TWIYUBAKIRE PROGRAMME activities, REFAC seeks to hire a qualified and reliable transport company to provide safe, efficient, and consistent transport services for staff.

2. Overall Objective

The purpose of this assignment is to contract a professional transport service provider to support the movement of staff, partners, and materials in the three target districts (Bugesera, Kamonyi and Rusizi). The services will ensure timely field visits, coordination meetings, and activity supervision are effectively conducted.

3. Scope of Work:

The scope of work involves the rental of vehicles, including the Toyota RAV4, Jeep (Land Cruiser) and Taxi cars (taxi voiture), for transportation purposes across the 3 districts of Bugesera (Eastern province), Kamonyi (Southern Province and Rusizi (Western province) from Kigali city as outlined below:

1.Kigali to Kigali

2.Kigali to Bugesera district

3.Kigali to Kamonyi district

4.Kigali to Rusizi district

The vehicles needed are the following:

• Toyota RAV4
• Jeep (Land Cruiser)

Note:

• A vehicle can be hired to reach one or more sectors within a district
• For districts outside Kigali city, the amount proposed are quoted from Kigali to each district.

Quotation shall be presented using the table below:

2. Quotation 2

For working within Kigali City, REFAC requires a vehicle to transport staff, various items, or documents within Kigali City, either departing from REFAC headquarters or from different areas back to REFAC.

The proposed prices for taxi cars will be presented in the table below.

Note: Interested bidders must provide new vehicles. During the contract implementation with the selected bidder, REFAC reserves the right to reject older vehicles and request the service provider to replace them with new ones.

4. Tender Process:

This will be a public tender, where all interested transport companies are invited to submit their prices for hiring the mentioned vehicles. Bidders will be evaluated based on the least prices offered and other relevant documents. The successful bidder will be awarded the contract to provide the needed vehicles to REFAC.

5. Location of transport companies

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

6. Submission Requirements and eligibility criteria:

Interested bidders must provide the following documents:

• Financial Quotation inclusive of all applicable taxes;
• Company registration certificate;
• Proof of using EBM (Electronic Billing Machine);
• A valid tax clearance certificate;
• A valid social Security certificate clearance;
• Valid cars technical inspection certificate;
• Valid cars insurance;
• The rented vehicles should be in the company’s names/ Minimun 10 vehicles;
• The rented vehicles should be of year 2010 and above;
• Three certificates of good completion for providing transport services;
• Transport Authorization issued by RURA

7. Contract Duration:

The successful bidder (transport company) will enter into a 5 months contract (with possibility of renewal basing on the performance)

8. Application submission

Interested candidates should submit a well-sealed envelope of the technical and financial proposals addressed to the National Coordinator should be dropped at REFAC’s offices located at Remera KG 175, ST 44, near Polyfam Clinic not later than 11th November 2025 or email at: info@refac.rw  and copy at rukabu@gmail.com. Or contact Tel: 0785486251.