AFR
is a Rwandan not for Profit Company, established in March 2010 by the
governments of the United Kingdom (UK) and Rwanda and with support from the UK
Department for International Development (DFID), and the World Bank. Existing
funders of AFR include DFID, The MasterCard Foundation, Sweden, USAID, and KfW.
is a Rwandan not for Profit Company, established in March 2010 by the
governments of the United Kingdom (UK) and Rwanda and with support from the UK
Department for International Development (DFID), and the World Bank. Existing
funders of AFR include DFID, The MasterCard Foundation, Sweden, USAID, and KfW.
REQUEST
FOR QUOTATION CAR RENTAL SERVICES
FOR QUOTATION CAR RENTAL SERVICES
Date
issued: September
17,
2018
issued: September
17,
2018
Deadline
for submission of
clarifications: September 21, 2018,
8:00 AM Rwanda Time
for submission of
clarifications: September 21, 2018,
8:00 AM Rwanda Time
Closing
Date:
September
28, 2018
Date:
September
28, 2018
Closing
Time:
05:00
PM SHARP, Rwanda Time
Time:
05:00
PM SHARP, Rwanda Time
Description
of
service: Car Rental Services
of
service: Car Rental Services
Currency
of bidding: Rwanda Francs
of bidding: Rwanda Francs
Point
of
contact: procurement@afr.rw or
+250 782 507 751
of
contact: procurement@afr.rw or
+250 782 507 751
SUBJECT: Request for
Quotation for Car Rental Services
Quotation for Car Rental Services
Access
to Finance Rwanda seeks quotations for car rental services for the year 2018 –
2019. AFR plans to award a single contract to one successful offeror through a
full and open competition.
to Finance Rwanda seeks quotations for car rental services for the year 2018 –
2019. AFR plans to award a single contract to one successful offeror through a
full and open competition.
Offerors
are invited to submit a quotation in accordance with requirements of the
enclosed RFQ. Quotations must be received by AFR no later than the date and
local time stated above and in this RFQ. AFR requires that offers remain valid
for a minimum of 90 calendar days.
are invited to submit a quotation in accordance with requirements of the
enclosed RFQ. Quotations must be received by AFR no later than the date and
local time stated above and in this RFQ. AFR requires that offers remain valid
for a minimum of 90 calendar days.
The
offerors should read the entire solicitation, which includes all pertinent
technical sections and the terms, conditions and instructions required for
submitting a Quotation. Prior to submission of Quotations, any amendments to
this solicitation will be made available on AFR website: www.afr.rw.
It is the offeror’s responsibility to check this site periodically for updates
and amendments to the solicitation. This solicitation in no way obligates
AFR to award a contract, nor does it commit AFR to pay any cost incurred in the
preparation and submission of a proposal in response hereto.
offerors should read the entire solicitation, which includes all pertinent
technical sections and the terms, conditions and instructions required for
submitting a Quotation. Prior to submission of Quotations, any amendments to
this solicitation will be made available on AFR website: www.afr.rw.
It is the offeror’s responsibility to check this site periodically for updates
and amendments to the solicitation. This solicitation in no way obligates
AFR to award a contract, nor does it commit AFR to pay any cost incurred in the
preparation and submission of a proposal in response hereto.
Furthermore,
AFR reserves the right to reject any and all offers, if such action is
considered to be in the best interest of AFR.
AFR reserves the right to reject any and all offers, if such action is
considered to be in the best interest of AFR.
By
email only, please submit all questions regarding this RFQ no later than September
21, 2018, at 8:00 AM (Rwandan Time) to jacqueline@afr.rw Head
of Finance and Administration with CC: procurement@afr.rw . Oral instructions,
answers, or guidance from any AFR source prior to the award of the contract
will not be binding.
email only, please submit all questions regarding this RFQ no later than September
21, 2018, at 8:00 AM (Rwandan Time) to jacqueline@afr.rw Head
of Finance and Administration with CC: procurement@afr.rw . Oral instructions,
answers, or guidance from any AFR source prior to the award of the contract
will not be binding.
Follow
the link: http://afr.rw/resources/procurement/bid-document-car-rental-services to
access detailed bid document.
the link: http://afr.rw/resources/procurement/bid-document-car-rental-services to
access detailed bid document.
Sincerely,
Access
to Finance Rwanda.
to Finance Rwanda.
TERMS
OF REFERENCE: REQUEST FOR QUOTATION FOR CAR RENTAL SERVICES
OF REFERENCE: REQUEST FOR QUOTATION FOR CAR RENTAL SERVICES
About
Access to Finance Rwanda
Access to Finance Rwanda
Access
to Finance Rwanda (AFR) is a Rwandan company established in 2010 by the DFID
and the Ministry of Finance and Economic Planning. AFR is funded by DFID,
USAID, Sweden and The MasterCard Foundation. AFR is guided by the making
markets work (M4P) for the poor approach recognizing that efforts to increase
financial inclusion have to be market-led and profitable for sustainability.
to Finance Rwanda (AFR) is a Rwandan company established in 2010 by the DFID
and the Ministry of Finance and Economic Planning. AFR is funded by DFID,
USAID, Sweden and The MasterCard Foundation. AFR is guided by the making
markets work (M4P) for the poor approach recognizing that efforts to increase
financial inclusion have to be market-led and profitable for sustainability.
Section
1: Instructions to Offerors
1: Instructions to Offerors
To
support the activities of the projects of AFR, AFR is currently requesting
quotations for Car Rental Services, as detailed in Section 3 of this RFQ.
support the activities of the projects of AFR, AFR is currently requesting
quotations for Car Rental Services, as detailed in Section 3 of this RFQ.
Offers
are responsible for ensuring that their applications are received by AFR in
accordance with the instructions, terms, and conditions described in this RFP.
Failure to adhere with instructions described in this RFQ may lead to
disqualification of an offer from consideration.
are responsible for ensuring that their applications are received by AFR in
accordance with the instructions, terms, and conditions described in this RFP.
Failure to adhere with instructions described in this RFQ may lead to
disqualification of an offer from consideration.
This
is a Request for Quotations only. Issuance of this RFQ does not in any way
obligate AFR to make an award or pay for costs incurred by potential offerors
in the preparation and submission of an offer.
is a Request for Quotations only. Issuance of this RFQ does not in any way
obligate AFR to make an award or pay for costs incurred by potential offerors
in the preparation and submission of an offer.
- Offer
Deadline and Protocol
Offers
must be received no later than 17:00 Kigali, Rwanda time on Friday,
September 28, 2018 by email to procurement@afr.rw in PDF or
word/Excel formats only.
must be received no later than 17:00 Kigali, Rwanda time on Friday,
September 28, 2018 by email to procurement@afr.rw in PDF or
word/Excel formats only.
Submissions
received after this time will not be opened nor accepted. Please include in the
subject line: “Your company name – Car Rental Service.”
received after this time will not be opened nor accepted. Please include in the
subject line: “Your company name – Car Rental Service.”
- Terms
of Reference and Price Schedule Format
Section
3 contains the terms of reference required and the price schedule format for
submitting a quotation.
3 contains the terms of reference required and the price schedule format for
submitting a quotation.
- Quotations
Quotations
in response to this RFQ must be priced in Rwandan Francs on a fixed-price,
all-inclusive basis, including delivery and all other costs. Offers must remain
valid for not less than Ninety (90) calendar days after the offer deadline.
Prices quoted must remain fixed for a minimum of 12 months. Offerors are
requested to provide quotations on their official quotation format or letterhead.
in response to this RFQ must be priced in Rwandan Francs on a fixed-price,
all-inclusive basis, including delivery and all other costs. Offers must remain
valid for not less than Ninety (90) calendar days after the offer deadline.
Prices quoted must remain fixed for a minimum of 12 months. Offerors are
requested to provide quotations on their official quotation format or letterhead.
- Taxes
and VAT
The
quotations (per unit) must be inclusive of all applicable taxes, VAT, charges,
tariffs, duties and levies.
quotations (per unit) must be inclusive of all applicable taxes, VAT, charges,
tariffs, duties and levies.
- 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 GoR. AFR will not award a contract to any firm
that is debarred, suspended, or considered to be ineligible by GoR.
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 GoR. AFR will not award a contract to any firm
that is debarred, suspended, or considered to be ineligible by GoR.
- 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 application of the following evaluation
criteria. The relative importance of each individual criterion is indicated by
the number of points below:
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 application of the following evaluation
criteria. The relative importance of each individual criterion is indicated by
the number of points below:
|
Selection
Criteria |
Score |
|
Price
(daily rate for rental per category of vehicle) |
40 |
|
Company
experience & completion certificates |
20 |
|
Technical
responsiveness/full compliance to terms of reference |
30 |
|
List
of all Categories of vehicles available for hire |
10 |
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.
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. AFR reserves the right to waive immaterial
deficiencies at its discretion.
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. AFR reserves the right to waive immaterial
deficiencies at its discretion.
It
is anticipated that award will be made solely on the basis of these original
quotations. However, AFR reserves the right to conduct any of the following:
is anticipated that award will be made solely on the basis of these original
quotations. However, AFR reserves the right to conduct any of the following:
- 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, AFR may issue a partial award or split the award
among various suppliers, if in the best interest of AFR. - AFR
may cancel this RFQ at any time.
Section
2: Offer Checklist
2: Offer Checklist
To
assist offerors in preparation of proposals, the following checklist summarizes
the documentation to include as part of an offer in response to this RFQ:
assist offerors in preparation of proposals, the following checklist summarizes
the documentation to include as part of an offer in response 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 license ( Certificate of Domestic
Company registration) - VAT
Certificate - Tax
Clearance Certificate from the Rwanda Revenue Authority - RSSB
clearance
Section
3: Terms of Reference and Price Schedule
3: Terms of Reference and Price Schedule
As
part of project activities, AFR needs a local contractor to provide car rental
services in Kigali and OTHER districts of the country (including Kigali City).
part of project activities, AFR needs a local contractor to provide car rental
services in Kigali and OTHER districts of the country (including Kigali City).
A.
Requirement of the contractor
Requirement of the contractor
- Minimum
experience of 3 years in provision of car rental service; - Assignment
of dedicated contact person who will manage AFR vehicle
hiring requests; - Respond
to AFR vehicle request within one-day advance notice; - There
will not be any limitation of minimum or maximum running Km of vehicle on
day-to-day basis. The vehicles are to be provided even on Sunday and
Holiday depending on the requirements; - Generally,
vehicles are required from 07:00 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 on any day as desired by
AFR; - In
case of 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, AFR would have the right to hire a vehicle from the
market and the additional cost incurred by the customer will be borne by
the Contractor; - Fuel
should be provided by the Contractor; - Vehicle
maintenance to be carried out by Contractor; - Ensure
vehicle is compliant with applicable insurance, safety and other motor
vehicle requirements; - Ensures
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; - Must
present the invoices with VAT; - Maintain
(in each of assigned vehicles) an up-to-date logbook of all rented
vehicles to be signed by AFR staff members; - Food
and accommodation for the driver during field travel should be provided by
the Contractor;
B.
Conditions for the vehicles
Conditions for the vehicles
1.
Road-worthy vehicles, in good running condition (Model 2013 and above). This
may include the following illustrative vehicles:
Road-worthy vehicles, in good running condition (Model 2013 and above). This
may include the following illustrative vehicles:
- Land
Cruiser VX/GX - Prado
TXL - RAV
4 New Model 2015 - Minibus
14 seats - Coaster
Bus 28 seats + - Hilux
Pick up (Simple Cabin) - Hilux
Pick up (Double Cabin)
2.
Vehicles equipped with necessary safety items (e.g. fire extinguisher,
health toolkits, 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;
Vehicles equipped with necessary safety items (e.g. fire extinguisher,
health toolkits, 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 well-maintained Log Book; - The
vehicle shall be clean, inside and outside, and free from unpleasant odor; - The
vehicle shall be available for inspection at the discretion of AFR
assigned staff;
C.
Requirements for the Drivers:
Requirements for the Drivers:
- Have
a valid and current license and minimum 5 years’ work experience as a
Driver; a safe and clean driving record; knowledge of 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 operation; - Observe
the rules of the road at all times, including respecting speed limits and
other local traffic laws; - Observe
at all times basic courtesy to passenger(s), fellow motorists and road
authorities; - Refrain
from using cellphone while driving or engaging in any other form of
electronic data retrieval or electronic data communication device while
driving ;
The
above mentioned requirements are just illustrative, and detailed terms and
conditions will be stated in Contract to be signed after selection
above mentioned requirements are just illustrative, and detailed terms and
conditions will be stated in Contract to be signed after selection
- Price
Schedule Format
|
Ref
# |
Car
Type |
Daily
rate for travel to each district |
|
|
List
any vehicle available with your company that meets the “Conditions for Vehicle” in the terms of reference |
Please
provide a quotation of the daily rate per vehicle for travel to districts of Kigali city and all districts of the country including remote places |
|
1
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2
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3
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4
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7
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