The Institute for Community Based Sociotherapy (ICBS) is a Non-Governmental Organization (NGO) registered in the Netherlands. The institute works as a global expertise network, uniting professionals, and organizations from different parts of the world that implement community-based sociotherapy (CBS). CBS has been developed in 2005 in Rwanda, as an integrated Mental Health and Psychosocial Support (MHPSS) and Peacebuilding (PB) approach.

Website: https://iicbs.org/

Terms of References (ToRs): Vehicles and Motor-Cycles maintenance services to

the Center for Community Based Sociotherapy

(CBS) Rwanda

CBS Rwanda is a non-governmental organization (NGO) legally established in 2016; originating from the implementation of the Community Based Sociotherapy approach in Rwanda since 2005. Community Based Sociotherapy is an approach that uses the group as a therapeutic medium in the establishment of trust, the creation of an open environment for discussion and the formation of peer-support structures.

In order to implement the program mandate, CBS Rwanda needs to hire an eligible garage that will provide maintenance and repair services to its all risks insured vehicles and motor-cycles including sourcing of spare parts, when necessary. CBS Rwanda currently has two vehicles (Toyota hilux DC of 2011 and Toyota LC Hardtop of 2008) and Four  motorcycles (Yamaha/AG 100 of 2013).

Interested garages will submit their bids (technical and financial offers for cars and motorcycles), indicating details on  intermediate maintenance, preventive maintenance (performance of regularly scheduled maintenance procedures of a vehicle to prevent the possibility of malfunctions) and (or) any scheduled (regular) vehicle inspection (test), repair, tests, replacement or any modifications needed to CBS Rwanda vehicles and motor-cycles ; and their respective bids.

Below are some requirements that bidders should take as guidelines for the bid:

  • Bid submission letter, addressed to the Executive Director, CBS Rwanda
  • Certificate of Full Company Registration (RDB Certificate)
  • Clear physical address of the garage, including the Google map.
  • Valid RRA Tax Clearance Certificate;
  • A proof of similar current or performed services (at least 3 Company or organizations recommendation letters);
  • Technical and  Financial Proposals (estimated costs); see attached a list of services
  • Ready to provide warranties for service performed (Clearly indicate this in your bid)
  • The bidder(s) should have expertise(s) in repair and maintenance of TOYOTA products (Vehicles and Motorcycles);
  • Normal hours shall be from 08:00 AM to 05:30 PM daily, but the service provider should be capable to provide 24/7 rescue/emmergency services and supports;
  • Ready to provide the same maintenance services to CBS Rwanda as a priority;
  • The bid evaluation will also consider the satisfaction on previous related services rendered by the garage; if any.

Evaluation Criteria

Bids will be evaluated in two parts: The technical proposal shall be awarded 40% of the total marks while the financial proposal shall bear 60% of the total marks.

  • The bid should be clear about the relevant skills, experience and capacity in respect of this ToR.
  • The bid must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the ToR.
  • The bid should clearly indicate whether or not bid participants have the capacity to meet the requirements of the ToR.
  • The evaluation will consider individual service cost (intermediate maintenance, preventive maintenance and (or) any scheduled (regular) vehicle inspection (test), repair, tests, replacement or any modifications needed) and the total bid as a whole

FUNCTIONALITY EVALUATION CRITERIA

S/N

Description

Weight

Technical Proposal

 

 

1

 

Experience, Skills and Ability of Service Provider

15%

 

Past experience in similar work of this nature

Team member experience (accompanied by brief CV’s)

Bidders ‘track record

Ability of the bidder to fulfill the CBS RWANDA’s requirements

 

2

 

Technical Approach and Execution Plan

10%

 

Proposals must contains the details of the proposed approach to be adopted in order to deliver the service in accordance with the TOR

3

References: Did the bidder submit at least three relevant and contactable clients that were serviced in the past 12 months

5%

 

4

 

Capacity

10%

 

Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the TOR

Sub-Total

40%

Financial Proposal

 

Motorcycle

20%

1

Service

3%

2

SPARE PARTS

17%

Sub-Total

 

 

Vehicles

40%

1

Simple service a (5,000km)

10%

2

Simple service b (10,000km)

10%

3

General service c (at 15, 000km)

7%

4

Brake system and suspension

5%

5

Cluch system/ system d’embrayage

5%

6

Engine repair

3%

Sub-Total

60%

 

General-Total

100%

DETAILED – FINANCIAL PROPOSAL

MOTORCYCLES (YAMAHA  AG -100)

SERVICE

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

Huile moteur

1

2

Huile à 2 temps

1

3

Main d’oeuvre

1

Sub-Total

 

 

SPARE PARTS

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

Ammortisseur arrière

1

2

Ammortisseur avant

1

3

Ampoule avant et arrière

1

4

Arbre à came

1

5

Arbre secondaire et primaire

1

6

Bande frein avant

1

7

Bande frein arrière

1

8

Batterie

1

9

Bielle de piston

1

10

Bobine bas et haut

1

11

Boite clignotante

1

12

Bouchon moteur

1

13

Bougie d’allumage

1

14

Bourrage de soupape

1

15

Bourrage

1

16

Butée d’embrayage

1

17

Cable de kilometrage

1

18

Cable de frein

1

19

Cable d’embrayage

1

20

Cable d’accélérateur

1

21

Cable de kilomètrage

1

22

Cales de pignon

1

23

Casque du chauffeur

1

24

Chaine de transmission

1

25

Chambre à air

1

26

Chassis

1

27

Clignon

1

28

Commande vitesse

1

29

Commutateur

1

30

Contacteur

1

31

Couvercle commande vitesse

1

32

Couvercle magneton

1

33

CTC d’échappement (grand)

1

34

CTC d’échappement (petit)

1

35

Culbuteur

1

36

Culasse

1

37

Cylindre ou allesage

1

38

Disque d’embrayage

1

39

Fermeture de pignon d’avant et arrière

1

40

Feu arrière

1

41

Feu clignotant

1

42

Filetage d’arbre primaire

1

43

Flacheur

1

44

Frasque

1

45

Garde boue

1

46

Garde chaine

1

47

Guidon (Amahembe)

1

48

Housing de phare

1

49

Huile moteur SAE 40

1

50

Jante de pneu arrière

1

51

Jante de pneu avant

1

52

Kit bourrage

1

53

Kit joint

1

54

Levier de vitesse

1

55

Machine de kilomètrage

1

56

Moyeu

1

57

Petit échappement

1

58

Phare avant complet

1

59

Pignon  arbre à came

1

60

Pignon avant ou arrière

1

61

Pignon de boite vitesse

1

62

Piston

1

63

Segment

1

64

Pneu arrière

1

65

Pneu avant

1

66

Poignet

1

67

Porte outillage

1

68

Porte couvercle d’outillage

1

69

Porte disque

1

70

Porte retroviseur

1

71

Pose à pied chauffeur

1

72

Pressage de bielle

1

73

Rayon

1

74

Reglage de frein

1

75

Regulateur

1

76

Remplacement huile

1

77

Réparation ampoule

1

78

Réparation chaine

1

79

Réparation pneu

1

.

Réparation siège

1

81

Retroviseur

1

82

Revier de vitesse

1

83

Robine à essence

1

84

Rondelle de bielle

1

85

Roulement

1

86

Roulement avant et arrière

1

87

Sedeï

1

88

Silencieux

1

89

Soudage d’échappement

1

90

Soufflet d’amortisseur

1

91

Suppapes

1

92

Support de rétroviseur

1

93

Tambour arrière

1

94

Tambour avant

1

95

Tête de bougie

1

96

Vilbrequin

1

97

Vis relenti

1

Sub-Total

 

General-Total

 

VEHICLES

SIMPLE SERVICE A (5,000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

2

1L

Distilled water /Eau distillée

3

1/4L

Brake fluid /Huile de frein

4

1L

Labor / Main d’oeuvre

 Sub-Total

SIMPLE SERVICE B (10,000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

2

1L

Distelled water /Eau distillée

3

1L

Brake fluid /Huile de frein

4

1L

Oil filter / Filter à huile

5

1L

Cleaning air filter

6

1L

Greasing/Graissage

7

1L

Labor/Main d’oeuvre

 Sub-Total

GENERAL SERVICE C (at 15, 000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

2

1L

Distelled water /Eau distillée

3

1L

Brake fluid /Huile de frein

4

1L

Oil filter / Filter à huile

5

1L

Gear box oil/Huile de boite de vitesse

6

1L

Cleaning air filter

7

1L

Greasing/Graissage

8

1L

Huile hydraulique

9

1L

Diesel filter /Filter à mazout

10

1L

Air filter/ Filter à air

11

1L

Bougie de prechauffage/Preheating plug

12

1L

Ampoule special à iode

13

1L

Ampoule ordinaire

14

1L

Ampoule de clignotant

15

1L

CTC de ressort

16

1L

CTC de triangle

17

1L

CTC de barrestabilisateur

18

1L

Altenator belt/ Courroie d’alternateur

19

1L

Courroie de climatiseur

20

1L

Courroie de pompehydraulique

21

1L

Courroie de distribution

22

1L

Labor/Main d’oeuvre

 Sub-Total

BRAKE SYSTEM AND SUSPENSION

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Brake band/ Bandefrein

2

1

Brake pad/ Plaquette de frein

3

1

Front shock absorber/ Amortissement avant

4

1

Rear shock absorber/Amortissement arrière

5

1

Disque de frein

6

1

Tambour de frein

7

1

Buserule de barre tirant

8

1

Buserule de barre stabilisateur

9

1

Buserule de barre de tosion

10

1

Tige stabilisateur avant

11

1

Tige stabilisateur arrière

12

1

Roture de triangle

13

1

CTC d’amortissement avant

14

1

CTC d’amortissement arrière

15

1

Roture de suspension

16

1

Couppelle de frein

17

1

Roulement de cardan

18

1

Buserule de barre avant

19

1

Roture de direction

20

1

Kit moyen

21

1

Maitre Cylindre de frein

22

1

Cylindre Recepteur de frein

23

1

Cable – frein a main

24

1

Cale de plaquette

25

1

Roulement de moyen Avant

26

1

Roulement de moyen Arriere

27

1

Bourrage de moyen Avant

28

1

Bourrage de moyen Arriere

29

1

Bourrage de Boite vitesse

30

1

Bourrage de Diff

31

1

Ressort a Lame

32

1

Croisillon de Cardan

33

1

Klaxon

34

1

ABS

 

 

35

1

Etrier dr freinage

 

 

36

1

Cremallere de direction

 

 

 Sub-Total

CLUCH SYSTEM (SYSTEM D’EMBRAYAGE)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Disque d’embrayage

2

1

Plateau d’embrayage

3

1

Butee d’embrayage

4

1

Couppelle d’embrayage

5

1

Maitre Cylindre d’embrayage

6

1

Cylindre Recepteur d’embrayage

 Sub-Total  

ENGINE REPAIR (Spare Parts & Service)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Croix d’ admission

2

1

Piston

3

1

Segment bloc moteur

4

1

Segment piston

5

1

Culasse

6

1

Soupape

7

1

Coussinet

8

1

Parier

9

1

Bielle

10

1

Vilebrequin

11

1

Pompe injecteur

12

1

Pompe a eau

13

1

Bougie de profecharge

14

1

Filtre a air

15

1

Filtre a huile

16

1

Filtre de mazout

17

1

Kit Joint Moteur

18

1

Joint de Culasse

19

1

Nez Injecteur

20

1

Tete hydraulique Pompe Injecteur

21

1

Pompe a Huile

22

1

Demarreur

23

1

Alternateur

24

1

Charbon de Demarreur

25

1

Turbon

 Sub-Total

BREAKDOWN SERVICE

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Round – Kigali

2

1

Eastern Province

3

1

Western Province

4

1

Southern Province

5

1

Northern Province

Sub-Total

General – Total

Interested Garages will send their offers no later than 31st October 2024 @ 04:00PM, Kigali time; in a sealed envelope, to CBS Rwanda Head office at the address in the letterhead. Once selected, the garage will be contacted for site visit to review service performance.

Done at Kigali; 04th October 2024

Dr. Marie Chantal Ingabire; PhD

Executive Director, CBS Rwanda

E-mail: info@cbsrwanda.org

Website: www.cbsrwanda.org

 

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