Quotation Are Invited For Provision Of Car Rental Service

Quotation are invited for Provision of Car Rental Service for 2027. Location: Kigali Deadline: Thursday, 15/10/2026 23:59 1. About SNV and Background of the assignment SNV SNV Netherlands Development Organization is a not-for-profit international development organization founded in the Netherlands in 1965 with a global presence in 30 countries across Africa, Asia, and Latin America. As an organization, SNV focuses on the Agriculture, WASH, and Energy sectors with the belief that no one should have to live in poverty and that all people should have the opportunity to pursue their own sustainable development. SNV contributes to these sectors by strengthening the capacity of targeted partners and communities at the field level to realize increased skill sets and sustainable performance; reduce poverty levels and expand employment; and improve food security while paying special attention to gender equity, social inclusion of marginalized groups and stakeholder accountability. 1.2. Background of the Assignment To support the activities of the organization, SNV Rwanda is currently requesting quotations for a vehicle rental service as detailed in section 3 of this RFQ,for facilitating its activities for the next 12 months from January 1, 2027, to December 31, 2027. SNV works in all districts of Rwanda and as per the below requirements you should quote based on the said vehicles and any other electric Vehicle you may have, Offers are responsible for ensuring that their applications are received by SNV Rwanda, in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to instructions described in this RFQ may lead to disqualification of an offer from consideration. This request is for quotations only. Issuance of this RFQ does not in any way obligate the project to make an award or pay for costs incurred by potential offerors in preparation and submission of an offer. 1. Technical Specifications: Section 1 and 2 contains the technical specifications of the services that may be ordered under the service agreement. At this time, specific accommodation or event services to be procured under any Service agreement resulting from this RFQ are unknown. Specific needs will depend on the needs of SNV. Individual procurement requests will be issued under the BPA agreement, as the need arises for additional services. This is a request for Quotations only. Issuance of this RFQ does not in any way obligate to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. Please note the following terms and conditions will apply: Any award resulting from this RFQ will be in the form of the local purchase order. Delivery of the product will include delivery, Packaging, waiting, unloading, and installation. All materials and equipment delivered will be subjected to inspection and approval, notwithstanding prior payment. The offeror will be responsible for transportation and changes both ways on rejected materials and equipment. SNVs standard payment shall be made within thirty (30) calendar days of the receipt of an invoice and acceptance of any commodities or deliverables Release of payment is conditional on the written acceptance of the product based on Full compliance with RFQ requirements and resulting local purchase order, Section 3: Terms of reference and Price Schedule As part of SNV activities, the organization needs a local contractor to provide vehicle rental services to all 30 districts of Rwanda A. Requirement of the contractor Minimum experience of 3 years in the provision of the vehicle rental service Assignment of a dedicated contact person who will manage the Framework vehicle hiring requests Respond to the vehicle request with one days advance notice There will not be any limitation of minimum or Maximum running KM of the vehicle on day-to-day basis. Vehicles are to be provided even on Sundays and Holiday depending on the requirements Generally, Vehicles are required during the period from 08:00 hours to 20:00 hours; in case of urgency, however, the vehicle will be utilized continuously, without any time limit. The vehicle must be available at any time limit. In case of a breakdown of any vehicle during official duty, it shall be the responsibility of the contractor to provide a substitute vehicle immediately. In case the substitute vehicle does not report on time/does not report at all Fuel must be provided by the contractor Vehicle maintenance to be carried out by the contractor Ensure the vehicle is registered for operation during the period of contract with registration documentation in the vehicle and registration /number plates affixed to the vehicle as required by law Ensure the vehicle is compliant with applicable insurance, safety, and other motor vehicle requirements Must represent all Invoices with EBM receipt Maintain (in each assigned vehicle) an up-to-date logbook of all rented vehicles to be signed by SNV staff members Food and accommodation for the driver during field travel should be provided by the contractor B. Conditions for the vehicles Road- worthy vehicles, In good running condition (Model 2013 and above). This may include the following illustrative vehicles: Landcruiser VX/GX Prado TXL RAV 4 New Model 2015 Minibus 14 seats Coaster Bus 28 seats+ Coaster Bus 25 seats a.k.a Drone Hilux Pick up (Simple cabin) Hilux pick up (Double cabin) Dyna Daihatsu FUSO Vehicles equipped with necessary safety items (Eg. Fire extinguisher, Health tool kits and others), seat-belt restraints in the front and rear of the vehicle, spare tires, Mechanical jack, 1 set of jumper cables and basic hand tools. The vehicle shall have comprehensive insurance The vehicle shall have good tires The vehicle shall have a logbook The vehicle shall be clean, inside and outside, and free from unpleasant odor C. Requirements for the drivers Have a valid and current license and minimum 5 years of work experience as a driver; a safe and clean driving rules and regulations and skills in minor vehicle repair Be able to communicate and write in English Not consume alcohol or smoke while on duty Be properly trained in the operation and maintenance of the vehicle Be licensed for operating the motor vehicle which is on duty Be familiar with local routes and destinations Properly dressed during hours of operations Always observe the rules of the road, including respecting speed limits and other local traffic laws Always observe basic courtesy to passenger(s) fellow motorists and road authorities Refrain from using a cell phone while driving or engaging in any other form of electronic data or electronic communication device while driving is not permitted 2. Quotations: Quotations in response to this RFQ must be priced at a fixed price. Pricing must be presented in Rwandan Francs. Offers must remain valid for not less than forty-five (45) calendar days after the offer deadline. Prices quoted must remain fixed for a minimum of 12 months. Unless if it is agreed by both parties depending on the Prices changes on the market. Offerors are requested to provide quotations on their official quotation format or letterhead. a copy of their official registration or business license, including clearance from the Rwanda Social Security Board; RRA Tax clearance RDB Registration certificate Cover letter with complete contact details of person/s to whom further correspondence must be sent, including name, position, email address and phone number; 3. Taxes: The quotations (per unit) must be inclusive of all applicable taxes, charges, tariffs, duties and levies. 4. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the Rwandan laws and International. SNV will not award a contract to any firm that is debarred, suspended, or considered to be ineligible 5. Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below: Criteria Maximum score Compliance with the specified vehicle requirements, per district including vehicle type and model year, and all provision, fuel provision, replacement vehicles in case of breakdown, and qualified drivers. 20 Minimum 3 years experience in car rental services, supported by evidence of at least 3 similar contracts or assignments. 40 Complete and competitive financial proposal with prices provided per district and per vehicle type, inclusive of all applicable costs and taxes. 40 Price: The overall cost presented in the offer. Technical responsiveness/Full compliance to the terms of reference: the overall ability of the vendor to provide the services required in the terms of reference and the quality of those services Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed non-responsive and thereby disqualified from consideration. SNV reserves the right to waive immaterial deficiencies at its discretion. It is anticipated that the award will be made solely on the basis of these original quotations. However, SNV reserves the right to conduct any of the following: SNV may conduct negotiations with and/or request clarifications from any offeror prior to award. While preference will be given to offerors who can address the full technical requirements of this RFQ, SNV may issue a partial award or split the award among various suppliers, if in the b Tender Link : https://www.jobinrwanda.com/job/expression-interest-provision-car-rental-service-2027