Car Rental Services Tender, Rwanda - 26902519

Procurement Summary

Country : Rwanda

Summary : Car Rental Services

Deadline : 28 Sep 2018

Other Information

Notice Type : Tender

TOT Ref.No.: 26902519

Document Ref. No. :

Competition : ICB

Financier : Self Financed

Purchaser Ownership : -

Tender Value : Refer Document

Purchaser's Detail

Purchaser : ACCESS TO FINANCE RWANDA (AFR)
Tel +250 782 507 751
Rwanda
Email :procurement@afr.rw

Tender Details

Quotation are invited for Car Rental Services.

Sector:

Finance and investment

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.

Website:

http://www.afr.rw

REQUEST FOR QUOTATION CAR RENTAL SERVICES

Date issued: September 17, 2018

Deadline for submission of clarifications: September 21, 2018, 8:00 AM Rwanda Time

Closing Date: September 28, 2018

Closing Time: 05:00 PM SHARP, Rwanda Time

Description of service: Car Rental Services

Currency of bidding: Rwanda Francs

Point of contact: procurement@afr.rw or +250 782 507 751

SUBJECT: Request for 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.

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.

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.

Furthermore, 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.

Follow the link: http://afr.rw/resources/procurement/bid-document-car-rental-services to access detailed bid document.

Sincerely,

Access to Finance Rwanda.

TERMS OF REFERENCE: REQUEST FOR QUOTATION FOR CAR RENTAL SERVICES

About 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.

Section 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.

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.

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.

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.

Submissions 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.

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.

Taxes and VAT
The 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.

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:

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.

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.

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:

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

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:

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

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).

A. 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

1. 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 C

Documents

 Tender Notice