Study for Development of Government Fleet System(Consultant)Job Vacancy in Rwanda

CONSULTANCY
STUDY FOR DEVELOPMENT OF GOVERNMENT FLEET MANAGEMENT SYSTEM FOR RWANDA

MINISTRY
OF INFRASTRUCTURE

SOURCE
OF FUNDS: GOVERNMENT OF RWANDA REQUEST
FOR EXPRESSION OF INTEREST N° 2001 /PO / 014 Date: 24″ OCTOBER 2014 1.

BACKGROUND:

The
Zero Fleet Policy, which was introduced in February/ March 2005, was designed
to improve operational mobility and efficiency of the Government officials in
partnership with the private se

The
Government of the Republic of Rwanda through the Ministry of Infrastructure
(MININFRA) intend to engage a consultant to carry out a review of the current
management system of the implementation of the Fleet Policy to assess its
strengths and weaknesses and hence to develop act., appropriate Government
Fleet Management System for Rwanda and to develop a database for the same.

2.
OBJECTIVE OF THE ASSIGNMENT:

The
study objectives are:

In
line with the policy directives as stated above, the specific objectives of the
study are as follows:

i.
To conduct a detailed analytical review of existing fleet management system
including Government vehicle procurement, operation and management system and
different categories of vehicle loan/ transport facility schemes under the
Government Fleet Policy of Rwanda;

ii.
To conduct a detailed inventory of Government fleet with respect to type, size,
composition, age, condition and operational characteristics, etc.

iii.
To develop an appropriate management system of in accordance with the
Government Fleet Policy of 2014;

vi.,
To develop a standard fleet database and information management system; and

v.
To prepare an Action Plan for management of Government Fleet in Rwanda.

Consistent
with the objectives listed below (Para 3.2), the assignment will be composed of
a number of specific tasks as outlined in following sections. The Consultant
shall perform all tasks as described herein with due care and diligence to
attain the objectives of the assignment.

3.
DESCRIPTION OF THE DEVELOPMENT OF GOVERNMENT FLEET MANAGEMENT SYSTEM FOR
RWANDA:

a.
Task-1: review of the government vehicle operation and management system In
Rwanda In order to assess the strengths and weaknesses of the existing
Government fleet and vehicle loan scheme management system, the consultant
shall conduct both qualitative and quantitative assessment of the existing
fleet management system.

b.
Task 2: Inventory of Government fleet The Consultant shall conduct a detailed
physical as well as on-record inventory of Government fleet including project
vehicles with respect to type, size, composition, age, condition and
operational characteristics, etc. The on-record inventory will include annual
composition of Government Fleet at least for the last five years.

c.
Task 3: development of an appropriate fleet management system for Rwanda. Based
on the review and inventory carried out under Task 1 and Task 2, various
indicative but not exhaustive sub-tasks/ activities under Task 3 are listed
below:

—
Identify local operational and transport needs for government motor vehicles at
agency level;

—
Develop appropriate management system for the remnant government vehicles
fleet, fuel, maintenance, replacement and procurement;

—
Develop an appropriate system for the management of transport beneficiary
schemes, local and mission hires in accordance with the current fleet policy;

—
Develop a well-coordinated and consolidated system for preparation of Annual
Fleet Plan and the national budget for the acquisition, replacement, and
disposal of vehicles,

—
Formulate appropriate planning, monitoring and evaluation systems (M&E) for
Government Fleet management that would be required at central, provincial and
district levels;

—
Develop an independent technical and financial auditing system to ensure
compliance with official policies and procedures;

—
Formulate methods and systems for data collection & collation, data
transfer and report production; — Develop appropriate system for undertaking
economic and financial analysis of the impacts on both annual and life cycle
fleet management costs due to the changes of policy variables and cost of input
parameters;

—
Develop strategy to improve institutional and human resources capacity of the
Fleet Management Team;

—
Develop institutional framework for the management of the Government Fleet.

d.
Development of an improved fleet database & information systems The
Consultant shall undertake a detailed analytical review of the current Fleet
database of MININFRA and to find out key weaknesses of the database. The review
shall include but not limited to:

—
Identify inconsistencies and inaccuracy of the database if any;

—
Identify the process of data recording, storing and formatting:

—
Assess the accuracy and security level of the database;

—
Identify updating and addition process in the database;

—
Assess the communication and information exchange and reporting system of the
database.

On
the basis of the review, the Consultant shall develop a comprehensive Database
Management System (DBMS), which include, inter alia, a number of key tasks as
follows:

—
DBMS Design and Development Process including (i) Data collection, (ii) Data
naming and grouping, (iii) interlinking of various vehicle registration and
licensing database and (iii) Physical Database;

—
Information Flow Process and Database Architecture;

—
Database tools;

—
DBMS Features and Capabilities;

—
Dynamic and Expansion Capability;

—
User-friendliness;

—
Flexibility;

—
Database data validation, Backup and Security;

—
Reporting facilities and provisions.

e.
Action plans for management of government vehicle fleet

After
developing the strategies and programs for the Government Fleet Management
system, the Consultant shall provide detailed action plans including all key
components of this assignment within the planning period of 5 years (2014-
2018) for the development of a Government Fleet Management system including a
database in accordance with the policy directives of the Government Fleet
Policy, 2014.

4.
DELIVERABLE:

The
Consultant shall submit all the deliverables/reports in English. The details of
deliverables for this study will include:

—
The Inception Report

—
The Monthly Progress Report

—
The7ask Specific Reports

—
The Draft Final Report

—
The Final Report

5.
METHODOLOGY:

The
study will explore appropriate approach to facilitate public participation
involving all stakeholders, with particular emphasis upon participation of the
private sector. In addition. the participatory approach should include all
donors operating within the country. To ensure effective consultations with all
stakeholders, the consultant shall hold a number of stakeholder-based
consultation meetings and workshops.

6.
CONTRACT DURATION:

The
assignment shall be completed within six (6) months, which consist of the
Detailed Analytical Review Existing Government Vehicle Operation and Management
System in Rwanda, Inventory of Government Fleet, Development an Appropriate
Fleet Management System for Rwanda and Development of An Improved Fleet
Database & Information System in the Region.

7.
FUNDING:

The
funding will come from Government of Rwanda and selected development Partners.

8.
LOCATION:

The
selected firm will provide services from the headquarters of the Ministry of
Infrastructure located at Kacyiru, Kigali, Rwanda. However, there will be need
to engage with other agencies outside the headquarters in accordance with the
participatory approach.

9. REPORTING:

The
firm will report to the Permanent Secretary in the Ministry of Infrastructure.
Day to day coordination of the assignment will be provided a staff to be
assigned by the Permanent Secretary.

10.
TIMING:

The
selected consultant is expected to start the assignment no later than December
29th, 2014 and complete according to the set deadlines in the
contract.

11.
SELECTION AND EXPERIENCE REQUIREMENTS:

A)
Methodology:

1.
The Ideal firm must demonstrate a clear methodology appropriate for the terms
of reference and Rwanda

2.
The Proposal must provide a clear outline of the key elements of development of
government fleet management system for Rwanda

3.
A key requirement for this engagement is knowledge transfer and capacity
building to enable the Ministry to sustain the Framework In future.

B) Firm:

1.
The ideal firm will demonstrate knowledge and familiarity with Rwanda and the
region, and capacity to provide the required services on an-ongoing basis.

2.
The successful firm must have demonstrated technical experience of similar
assignments in Africa and the region, preferably in the Infrastructure sector.

3.
The ideal firm must have carried out a similar assignment in Rwanda.

C) Team:

In
order to successful completion of the assignment, the Consultant’s core staff
to be evaluated will include;

1.
A Team Leader (Head of Mission: Fleet Operation and Management Expert)
coordinator of the activities of the consultant’s experts, with at least a
post-graduate degree in (i) Transport Planning & Engineering, (ii)
Automobile Engineering (iii) Transport Economics or equivalent 01(i), (ii) and
(iii) and seven (7) years of professional experience

2.
A Transport Economist with at least a postgraduate degree in Transport
Economics/ Transport Planning and seven (7) years of experience.

3.
An ICT and programming Expert with at least a postgraduate degree in ICT,
Information Technology, Computer & Communication Engineering or its
equivalent and seven (7) years of experience.

4.
A Corporate Management Expert with at least a postgraduate degree in corporate
management, finance or other relevant area and seven (7) years of experience.

D)
Experience:

1.
Specific experience and at least 5 references for similar work must be
provided.

12. MODE
OF APPLICATION

The
Ministry of Infrastructure now invites eligible consultants (Companies) to
indicate their interest in providing the services. Interested consultants must
provide information indicating that they are qualified to perform the services
including an expression of interest, curriculum vitae and description of
similar assignments. The expression of interest shall include a methodology and
a draft work plan on how the assignment shall be carried out. Detailed terms of
references can be found on ministry’s website at www.mininfra.gov.rw
and dgmarket.

A
consultant will be selected in accordance with the procedures set out in the,
Law No 12/2007 of 27/03/2007 on Public Procurement, LAW N°05/2013 OF 13/02/2013
Modifying And Completing The Law N°12/2007 OF 27/03/2007 on public procurement
and ministerial order N°001/14/10/TC of 19/02/2014 Establishing Regulations On
Public Procurement, Standard Bidding Documents And Standard Contracts.
Participation is open on equal conditions to all specialized companies.

Expressions
of interest must be delivered to the address below on or before 24 November
2014 not letter than 5:00 p.m. local time. Electronic submissions are
acceptable.

Ministry
of Infrastructure

Boulevard
de l’Umuganda, Kacyiru; Gasabo District,

Kigali-RWANDA

Tel:
+250 252585503

Procurement
office located on floor, Room 305

Email
procurement( mininfra.gov.rw with a copy to

gakunzi.bisengimana@mininfra.gov.rw,
alphonse.karangwa@minifra.gov.rw and info@minifra.gov.rw

Christian
RWAKUNDA

Permanent
Secretary

REPUBLIC
OF RWANDA MINISTRY OF INFRASTRUCTURE P.O. Box 24 Tel: +250252585503 Boulevard
de I’Umuganda Kigali-Rwanda

ADVERTISEMENT
OF THE REQUEST FOR EXPRESSIONS OF INTEREST

TITLE:

CLIENT:

CONSULTANCY
STUDY FOR DEVELOPMENT OF GOVERNMENT FLEET MANAGEMENT SYSTEM FOR RWANDA

MINISTRY
OF INFRASTRUCTURE

SOURCE
OF FUNDS: GOVERNMENT OF RWANDA REQUEST FOR EXPRESSION OF INTEREST N° 2001 /PO /
014 Date: 24″ OCTOBER 2014 1.

BACKGROUND:

The
Zero Fleet Policy, which was introduced in February/ March 2005, was designed
to improve operational mobility and efficiency of the Government officials in
partnership with the private sector. The Rwandan Government’s Zero Fleet policy
was designed to align the interest of civil servants/officials with the
interests of the government. As such this policy was designed to reduce capital
cost, maintenance and running costs and minimize waste, misuse and abuse of
public facilities. It also intends to reduce the task of the government to
manage, maintain and oversee a fleet of vehicles and to delegate the
responsibility to the private sector for ensuring transparency, efficiency and
competitiveness in the in the allocation and use of government resources. In
line with the basic philosophy of the Zero Fleet policy, the latest Fleet
Policy was adopted in 2014. However, the cost savings from the policy have
largely nullified or even overturned due to expansion of both the scope and the
number of the beneficiaries. In addition there is some inefficiency associated
with the management of the Fleet Policy, which is one of the causes of the
below par performance of the same.