SOCIETY FOR FAMILY HEALTH (SFH) RWANDA

Service Tender: Vehicles Hire Services Tender

Type of Contract: Framework Agreement for Two (2) years

Procurement Method: National Open Competitive Tender

Tender Reference N#: 004/ Vehicles Hire/Transport Services Tender /SFH/2025

May 2025

Tender for Vehicles Hire (Transport) Services

SOCIETY FOR FAMILY HEALTH RWANDA (SFH Rwanda) wishes to engage a registered Transport company in Rwanda to provide vehicle hire services to SFH Rwanda; all in a service agreement for two years with renewable possibility under indefinite Service contract (ISC).

Bidders are encouraged to respond with their best price initially, as there may not be an opportunity to submit revised bids. All offers should be on a fixed prices basis, and should be submitted in a sealed envelope to SFH Rwanda reception at the Head Office.

General Information about SFH Rwanda

SFH is a national non-profit organization, established in 2012 under the laws of the Republic of Rwanda. SFH is organized exclusively for social marketing and behavior change communication purposes, with primary focus on public health.

Society for Family Health (SFH) Rwanda, P.O Box.3040, Kigali is currently Headquartered on Plot 99, King Faisal Hospital Road, KG543 Street Kacyiru, Gasabo

PART I: TENDER SUMMARY

SFH Rwanda invites bidders to bid through a competitive tender process on equal ground; please read the tender package carefully and comply with all submission guidelines using the tender reference number above for all correspondences. Failure to comply with submission guidelines may prompt SFH Rwanda to disqualify your submission.

The table below provides basic information about the Vehicles Hire services required; including the proposed type of award contract should the Company be selected from this process.

PART II: BID SUBMISSION GUIDELINES

II.1 Format and Content of Bids 

Bidders MUST comply with the format and content instructions in the table below. Failure to comply with the submission format and content below may disqualify your offer.

II.2 Submission and Handling of Bids

(a) Bids are to be delivered by hand delivery/courier in a sealed envelope at SFH Rwanda reception desk to the submission address above in section II.1.

(b) In order to be considered, the original bid must be received at the above address (as applicable) no later than the submission deadline in Part 1. Bidders are solely responsible to ensure the timely receipt of their bids. No Bids shall be received after the date and time unless no other bids are received.

(c) Bids must follow the format and content described in section II.1. Incomplete bid or bids which do not follow the submission guidelines may be disqualified from consideration. Each bid must include a manually signed, stamped fully binding one original Bid, and one (1) copy, valid for ninety (90) days after the Last Bid Receipt Date.

(d) Bids will be opened in public on the Public Opening Date and Location in Part 1.

(e) Once opened, bids will be held secure and intact. Reasonable efforts will be made to protect them from loss, alteration, or disclosure to any person other than SFH Rwanda, or any person unauthorized by SFH Rwanda. However, SFH Rwanda will not be liable to any bidder for any failure to comply with this Section 2.4(f).

(f) Bids may not be altered, corrected or withdrawn after the Last Bid Receipt Date. In exceptional cases, SFH Rwanda may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical minor mistakes. This is only possible in cases where SFH Rwanda can clearly identify the mistake and where the intended bid can be established conclusively on the face of the submission.

Beyond arithmetic errors, transposition errors, or other clerical minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected.

PART III: TERMS OF REFERENCES FOR THE VEHICLE HIRE SERVICES

SFH has a need for Vehicle Hireservices for two years contract for its field operations’ transport needs varying categories and models as shown thereafter: Fill in the space the vehicles hire rates in the below tables without modification.

NB:

• The vehicles said above should be free from any mechanical or body faults/damages.
• All bidders should be registered to pay 18% VAT
• LPOs will be submitted with Taxes of 18% VAT Inclusive to the Transport company

PART V: STANDARD PROVISIONS

V.1 Definitions and Headings

Except otherwise provided contrary to what is herein, all time periods specified shall be consecutive calendar days. The term “Tender Package” refers to the entire document, including all attachments thereto. Any headings contained in the text of the Tender Package are for reference only, and do not alter, limit, or waive the content of the full provisions.

V.2 Donor Guidelines and Policies

(a) The procedures followed by SFH Rwanda in making any award and contract resulting from this Tender Package, as well as the terms and conditions of such award and contract, will be based on the SFH Rwanda Procurement Manual.

(b) Prospective companies providing this service should also note that a primary requisite for SFH Rwanda is to obtain the most valuable offer on the current market. Whenever possible, bids are sought on a competitive basis, and all prices offered will be subject to detailed scrutiny and, possibly, negotiation if necessary to ensure reasonable contract price is obtained.

V.3 Tender Package

This Tender Package should not be considered an award or contract as it is intended solely for the provision of information to prospective service providers.

V.4 Review of Tender Package

Prospective service providers are solely responsible for examining carefully all of the terms and conditions of this Tender Package. Failure to do so will be at the prospective Service Provider’s risk and expense, and any items requested by SFH Rwanda but not submitted by bidder are grounds for disqualification from the tender.

Any ambiguities in the technical specifications and standards or inconsistencies between or among the various provisions of the Tender Package shall be resolved against the prospective Service provider if she/he fails to seek clarification prior to award.

V.5 Probity and Ethics

In the purchasing efforts SFH Rwanda follows, and by virtue of the submission of their bids, all bidders commit to follow the guidelines contained in the SFH Rwanda Procurement Manual.

V.6 Language

All documents submitted in response to this Tender Package, as well as all correspondences in connection with the Tender Package, shall be in the language specified in Section II.1, always in English. The final contract will be written and signed in English.

V.7 Inquiries

Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing five days before the submission deadline to permit a thorough and accurate response by SFH Rwanda. Such inquiries shall be sent by telephone at +250(0) 788305685 or by email through procurement@sfhrwanda.org using the contact information included in Section II.1. SFH Rwanda is under no obligation to consider or respond to questions that are not received in a timely manner.

V.8: Evaluation of Bids.

Evaluation of bids submitted pursuant to this IFB will be carried out by SFH-Rwanda Evaluation Team based on the following criteria as all the bidders are pre-qualified in this category.

ADMINISTRATIVE CRITERIA

The bidders must provide the following administrative documents:

• MUST HAVE Office: Proof of physical address in Kigali City (share Office address)
• Copy of Business Registration certificate or Certificate of domestic Company Registration from RDB
• Copy of VAT certificate from RRA
• At least 5 years of Experience in the same transport sector offering Transport service
• Valid Original Contribution clearance certificate from RSSB
• Valid Original tax clearance certificate (attestation de non-creance)/ Certificate of Arrears for Public tendering from RRA
• The transport Company should provide proof of Registration with RURA for offering transport business in Rwanda at least in the last 2 years (ranging from 2023 to 2025)
• Proof of payment of a non-refundable fee of fifty thousand Rwandan francs (50,000Rwf) paid into :

Bank Name: Access Bank (Rwanda) Ltd

Account Name: SOCIETY FOR FAMILY HEALTH RWANDA

Account Number: 1002190101953001

Currency: RWF

The Company that will not have filled any of aforesaid conditions will be eliminated and their bids will not be considered for the next evaluation stage.

TECHNICAL CRITERIA: (total marks 60%)

• Five (5) Reference certificates submitted from clients (Former or current) for similar transport services offered with related copies of contracts (Embassies, Banks, ministries, Gov projects…) 20 marks
• Having a Service Contract with an NGO operating in Rwanda is an added advantage scoring 10 marks

Submission of a financial bid guaranteeequal to 200,000Rwf from a reputable financial institution (bank; Insurance Company…) 5 marks

• Proof of at least 10 vehicles with contracts of hire agreement /Yellow cards (Carte Jeune) as proof of ownership for vehicles at the disposal of the Service provider (both company and Partners) 10 marks
• Having a partnership to provide transport services in urgent orders from Different provinces upcountry (Provide agreement) scoring 5 marks
• Technical visit to verify the capacity (10 marks): Having at least an established office with staff to complete the work on time (Please provide location and full address).

FINANCIAL OFFER (Total marks 40%)

The financial criteria to be followed will be based on the lowest price that will be most preferred after the Technical criteria score. The overall winner will be determined after combining both Technical and Financial Scores for companies that have been prequalified.

V.9 AMENDMENTS

If at any time prior to award SFH Rwanda deems there to be a need for a significant modification to the terms and conditions of this Tender Package, SFH Rwanda will issue such a modification as a written Tender Package amendment to all competing bidders using an addendum posted through all the channels used in sending out the tender package. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any Tender Package term or condition, and no bidder shall rely on any such statement.

V.10 PRICE VERIFICATION 

If adequate competition is not achieved in the tendering process, the right is reserved for any otherwise compliant bid to be referred to SFH Rwanda who may, at their discretion, authorize a price verification exercise to be undertaken on their behalf by an organization or delegated SFH Staff. In such an eventuality, the bidder will be required to give details of the services tendered for, together with details of any costing used or undertaken in preparing the bid.

V.11 EXTENSION OF BID VALIDITY DATES

When necessary and appropriate under the circumstances, SFH Rwanda may request bidders, in writing, to extend the validity period of their bids and Bid Securities (if any). A bidder may refuse to extend its bid; however, its bid will be disqualified. A bidder agreeing to extend will not generally be permitted or required to modify their bid in any manner other than to extend it.

V.12 REJECTION OF TENDERS

(a) SFH Rwanda is not bound to accept the lowest bid and reserves the right to reject any tender in whole or in part and to reject any or all tenders without assigning any reason. Circumstances in which rejection of all bids may occur include, without limitation, the following:

• none of the bids is adequately responsive to the specifications,
• there is evidence of insufficient competition,
• the lowest bid exceeds the estimated value or funds available and cannot be reduced by negotiation,
• the quality of the tender is deemed insufficient
• the technical or financial bases of procurement have changed materially prior to the award, or
• The prices of the bid are obviously and clearly high.

V.13 TERMS OF AWARDS

(a) All awards are subject to the availability of adequate funds from SFH Rwanda and the receipt of all required approval from SFH Rwanda and the donors.

(b) Upon receipt of SFH Rwanda and/or the indenter’s approval of the recommended award, to the extent required, SFH Rwanda will send a Notice of Award to the winning bidder and will inform unsuccessful bidders that they have not been selected.

IV.14. Notification of Tender Award

The bidder whose proposal attains the highest score, in accordance with the evaluation criteria in the present request for proposals shall be selected for award, subject to satisfactory conclusion of negotiations if deemed necessary.

The procuring entity shall notify the successful bidder of its selection results and at the same time inform other unsuccessful bidders of the decision. In the absence of a challenge by any other bidders within seven (7) days of the notice, the contract shall be signed by both parties.

IV.15. PAYMENT TERMS

SFH Rwanda undertakes to pay 100% of invoice after service report to its satisfaction and this will be paid within 15 working days upon reception of an invoice.

SFH Rwanda welcomes your bid in this competitive process,

Sincerely,

Janepher TURATSINZE

CHIEF OPERATING OFFICER