Expression of Interest for Provision of Car Rental Service for 2027 Tender at SNV

1. About SNV and Background of the assignment

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:

1. Any award resulting from this RFQ will be in the form of the local purchase order.
2. 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.
3. SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice and acceptance of any commodities or deliverables
4. 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

1. Minimum experience of 3 years in the provision of the vehicle rental service
2. Assignment of a dedicated contact person who will manage the Framework vehicle hiring requests
3. Respond to the vehicle request with one day’s advance notice
4. 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
5. 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.
6. 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
7. Fuel must be provided by the contractor
8. Vehicle maintenance to be carried out by the contractor
9. 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
10. Ensure the vehicle is compliant with applicable insurance, safety, and other motor vehicle requirements
11. Must represent all Invoices with EBM receipt
12. Maintain (in each assigned vehicle) an up-to-date logbook of all rented vehicles to be signed by SNV staff members
13. Food and accommodation for the driver during field travel should be provided by the contractor

B. Conditions for the vehicles

1. 1. 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

1. 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.
2. The vehicle shall have comprehensive insurance
3. The vehicle shall have good tires
4. The vehicle shall have a logbook
5. The vehicle shall be clean, inside and outside, and free from unpleasant odor

C. Requirements for the drivers

1. 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
2. Be able to communicate and write in English
3. Not consume alcohol or smoke while on duty
4. Be properly trained in the operation and maintenance of the vehicle
5. Be licensed for operating the motor vehicle which is on duty
6. Be familiar with local routes and destinations
7. Properly dressed during hours of operations
8. Always observe the rules of the road, including respecting speed limits and other local traffic laws
9. 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:

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 best interest of SNV.
• SNV may cancel this RFQ at any time.

6. Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate SNV to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to SNV’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

• SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice
• Any award resulting from this RFQ will be in the form of a Blanket Purchase Agreement (BPA). SNV anticipates issuing a BPA (or multiple BPAs). Any BPA issued as a result of this RFQ will have a minimum duration of at least 12 months. 

7. Technical Specifications 

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:

1. Any award resulting from this RFQ will be in the form of the local purchase order.
2. 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.
3. SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice and acceptance of any commodities or deliverables
4. 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 2: Offer Checklist

To assist offerors in the preparation of proposals, the following checklist summarizes the documentation to include an offer in responses to this RFQ

• Official quotation, including a statement acknowledging acceptance of the terms of reference, and completion of the price schedule table (See section 3)
• Copy of offeror’s registration or Business licence (Certificate of domestic company registration)
• VAT certificate
• Tax clearance certificate

Here below is the template:

8. Price validity

The selected company/supplier/vendor shall keep the same price for a period of 12 months

9, Offer Deadline and Protocol: Complete offers must be received no later than 17:00 Kigali, Rwanda time on November 8, 2022, Offers should be delivered by email to rwandaprocurement@snv.org , with the subject line “Your company name-vehicle Rental service.”

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of SNV.

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than November 8, 2022, 17:00 Kigali, Rwanda time by email to rwandaprocurement@snv.org.  Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that SNV believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by SNV will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of SNV or any other entity should not be considered as an official response to any questions regarding this RFQ.

Completed quotations, together with all required supporting documentation, shall be submitted by email to rwandaprocurement@snv.org no later than 15 October 2026. The email subject line shall clearly state “Provision of Car Rental Services”

4. Key compliance issues 

Consultant must comply with SNV’s environmental and Social Safeguarding policies and procedures as well as take into consideration donor-specific requirements. 

5. Data Protection assurance 

SNV will not retain your Personal Data for longer than is allowed by law or is necessary for the Purposes.

If you are selected and offered consultancy assignment, the Personal Data you have provided will be used by SNV for the purpose of this bidding administration. If you are unsuccessful on this occasion to secure tender with SNV, SNV will retain your Personal Data for required period for the purpose of any future internal or external audit.