1. About Ecofleet Solutions Ltd.

Ecofleet Solutions Ltd is a government-owned company mandated to transform and modernize public transport service delivery in the City of Kigali. Its mission is to enhance efficiency, reliability, and accessibility of the transport system through data-driven planning, route optimization, fleet management, and close coordination with stakeholders. By setting and enforcing service standards, Ecofleet ensures that Kigali’s growing population has access to safe, reliable, and commuter-friendly transport services.

The company plays a strategic role in managing the city’s bus fleet, including planning renewals to maintain a modern and efficient system, while embracing green mobility solutions such as electric buses to align with Rwanda’s climate goals. Technology underpins Ecofleet’s operations through intelligent transport systems (ITS), GPS tracking, digital performance dashboards, and automated inspections that improve transparency and responsiveness. In addition, Ecofleet oversees shared transport infrastructure—depots, terminals, and bus stops—and manages a unified digital fare collection system that promotes cashless payments, standardizes fares, and ensures accountability. Together, these efforts position Ecofleet as a central driver of Kigali’s sustainable, smart, and integrated public transport future.

 2. Objectives Terms of References

The objective of these ToR is to select a qualified and experienced Insurance company who will provide uninterrupted, high-quality Insurance Services to Ecofleet Solutions Ltd, ensuring operational efficiency and cost-effectiveness.

3. Required Terms of References 

2) TERMS OF REFERENCE (TOR) FOR PROVISION OF INSURANCE SERVICES TO ECOFLEET SOLUTIONS LTD.

Ecofleet seeks to secure insurance coverage to protect its fleet and facilities against risks that may disrupt operations or lead to financial loss. Specifically, Ecofleet is seeking insurance services to cover:

• Third-Party Insurance for 190 buses to ensure compliance with legal requirements and safeguard against liabilities arising from accidents or damages caused to third parties.

• Fire Insurance for seven (7) depots located in the City of Kigali, providing protection against fire-related risks and associated damages to infrastructure and equipment.

I. Objectives

The objective of this engagement is to obtain insurance services that:

• Ensure adequate protection of Ecofleet’s buses and depot assets against identified risks.
• Provide responsive and transparent claims management processes in case of accidents, fire, or other insured incidents.
• Offer professional risk management advice to minimize potential losses.
• Support Ecofleet in achieving operational continuity and financial sustainability through reliable insurance coverage.

II. Scope of Services

The selected insurance service provider will be required to:

1. Motor Vehicle Insurance

• Provide third-party insurance coverage for 190 buses operating within Kigali.
• Ensure compliance with Rwandan insurance regulations and transport sector requirements.
• Provide accident reporting and claims settlement mechanisms tailored for fleet operators.

2. Property/Fire Insurance for Depots

• Provide fire insurance coverage for seven (7) depots located in the City of Kigali.
• Cover risks associated with fire, explosion, and related damages.
• Provide inspection and risk prevention advisory services to reduce fire hazards.

3. Claims Management

• Offer efficient claims reporting and settlement processes with clear timelines.
• Provide a dedicated claims officer/contact person to handle Ecofleet’s cases.

4. Risk Advisory & Support

• Advise Ecofleet on risk management practices relating to fleet safety and depot fire prevention.
• Provide periodic risk assessment reports and recommendations.

III. Deliverables

The insurance provider will be expected to deliver:

• Valid insurance policies covering 190 buses and 7 depots.
• Proof of registration with Rwanda’s insurance regulatory authorities.
• Claims management procedures and assigned contact persons.
• Quarterly risk advisory updates and an annual claims performance report.

IV. Duration of Engagement

The insurance coverage will initially be for a period of 12 months, renewable based on performance and Ecofleet’s operational requirements.

V. Reporting & Coordination

The insurance provider will coordinate closely with the Chief Financial Officer (CFO) and the Chief Operations Officer (COO) as necessary.

VI. Eligibility & Qualification Requirements

Interested insurance service providers must meet the following requirements:

Legal & Regulatory Compliance

• Must be duly licensed and accredited by the National Bank of Rwanda (BNR) to provide insurance services.

Relevant Experience

• Proven track record in providing fleet motor insurance and fire/property insurance for large organizations or public institutions.
• Minimum of 5 years’ experience in the Rwandan insurance market.

Financial Capacity

• Demonstrated financial capacity to underwrite high-value insurance policies (evidence of solvency margins or reinsurance arrangements).

Claims Management

• Evidence of robust claims handling processes with a history of timely settlements.
• Availability of a dedicated claims management team.

Customer Support

• Ability to assign a dedicated account manager to Ecofleet.
• Capacity to provide 24/7 support for emergency cases.

VII. Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

• Relevant experience and corporate track record (25%)
• Technical proposal including claims management and risk advisory approach (25%)
• Financial capacity and reinsurance arrangements (20%)
• Qualifications of key staff (15%)
• Financial proposal (15%)

How to Apply

Interested, qualified, and competent suppliers are requested to submit their technical and financial proposals by 5:00 PM CAT on September 15, 2025, to the email address info@ecofleet.rw