(RFQ) for Provision of Car Rental Services to VSF-Belgium in Rwanda under Prism Project: (Deadline: 15 March 2021)

(RFQ) for Provision of Car Rental Services to VSF-Belgium in Rwanda under Prism Project: (Deadline: 15 March 2021)

RFQ No: VSF-B/ PR/SER/2021/01

1.Introduction.

VSF-Belgium is an International NGO based in Belgium whose vision is Healthy Animal, Healthy Human while its mission is “to strengthen the capacities of disadvantaged, livestock dependent communities to improve their well-being”.  Created in 1985, VSF-Belgium currently work in 10 African Countries and has been working in Rwanda since the year 2001 in different facets of community mobilization and development, through implementation of various projects/programmes ranging from education, different aspects of animal health & improved animal management, agriculture, food security & livelihood, income generation & access to finance , green energy and different aspects of integrated environmental & natural resources management; across 13 districts of Rwanda (for more information visit www.VSF-Belgium.org).

Since November 2020, VSF-Belgium is implementing a multi-actors project called PRISM (Partnership for Resilience and Inclusive for Small Stock Market) under its action titled: ‘’Support to Local Proximity Private Veterinary Services Delivery in 10 districts of Rwanda’’, namely Nyamagabe, Gisagara, Muhanga, Bugesera, Rwamagana, Gicumbi, Rulindo, Musanze, Rubavu and Rusizi. The project is funded by Enabel (Belgian Development Agency) and is led by Rwanda Agriculture and Animal Resources Development Board (RAB). VSF-B Belgium implement this project in partnership with IMBARAGA: Farmer Organization in Rwanda.

Terms of reference for car rental services to VSF-Belgium.

VSF-Belgium Rwanda intends to select the qualified firms to provide car rental services for its personnel, partners and guests for a period of 29 months, from April 2021 to December 2023.

2.The objective of the assignment.

To provide car rental services for transportation of its personnel, partners and guests from, either VSF-Belgium’s satellite Office in Huye District or VSF-Belgium’s Head Office in Nyarugenge District of Kigali City, to 10 Districts of Rwanda which constitute PRISM Project Intervention Zone as highlighted above. The duration of the assignment is for a period of 29 months, from April 2021 to December 2023.

Therefore, VSF-Belgium Rwanda invites by present invitation to tender from eligible, qualified, and authorized companies to submit their responses to this request for quotation number No: VSF-B/ PR/SER/2021/01.

Description of needs:

The required car rental services is dived in two lots as indicated in the following tables:

 Lot 1. Initial travel departure from Huye District.

Lot 2. Initial travel departure from Kigali City

Notice:

• The bidder must show the daily rental price of each area destination package all costs inclusive.
• The gasoline, driver, and other services that the vehicle may require are the responsibility of the contracting bidder.
• If it will happens to pass many days on the field, day and night (s) related expenses (accommodation, dinner,…) for the driver (s) will be the responsibility of the contacting company.
• The bidder must show the capacity to avail needed vehicles at the time the order is done.
• Each bidder has the right to bid on all lots.
• The technical and financial proposal should be either in English or French.

3.Technical Proposal to include:

1. Submission letter including a brief outline of the company and services offered, including a full legal name, jurisdiction of incorporation, and address of the company
2. Business registration from RDB
3. Valid Tax clearance certificate from RRA
4. Transport certificate/licence issued by RURA
5. Present justification(s) of the possession or rental of vehicles to do the assigned task.
6. Present at least one proof of agreement or contract with a driver and a copy of driver’s license  for each category of vehicle.
7. Having at least three references accompanied by their respective contracts (one of them must have been delivered by an international NGO or public institution)
8. Include a contact name, email address, and telephone number to facilitate communication between VSF-BELGIUM and the vendor

4.Financial Proposal

• Unit price for every Trip area destination package computed in Rwandan Francs and inclusive all taxes and costs.
• Expected payment method
• The validity of the offer.

5.Evaluation Criteria

The tender will be awarded to the bidder that receives the highest score as set out in the criteria below.

The currency of the bid will be in Rwandan Francs (Frw) and will be inclusive of all applicable Taxes.

6.Terms and conditions

• The Request for Quotes is not and shall not be considered an offer by VSF-Belgium.
• All responses must be received on or before the date and time indicated on the RFQ.  All late responses will be rejected.
• All unresponsive quotes will be rejected.
• All quotes will be considered binding offers.  Prices quoted must be valid for the entire period provided by respondent.
• All procurement will be subject to VSF-BELGIUM contractual terms and conditions and contingent on the availability of donor funding.
• VSF-Belgium reserves the right to accept or reject any quotation or cancel the procurement process at any time, without assigning any reason, and shall have no liability to any vendors submitting RFQs for such rejection or cancellation of the procurement.
• The bidders are solely obligated to pay for all costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of VSF-Belgium.

 7.Questions & bid submission deadline.

1. Questions regarding this request may be addressed to VSF-Belgium in Rwanda by email: brgl.procurement@vsf-belgium.org and must be received no later than March 10, 2021.  Responses to questions will be distributed to all interested parties no later than  12 March  2021. 
2. The bid submission dossier to this RFQ should be submitted scanned, signed and stamped   documents  in PDF format, addressed to Rwanda Office Coordination and Great Lakes Regional Monitoring and Evaluation Officer and sent to the email address: brgl.procurement@vsf-belgium.org ,clearly indicating the subject line: “ Supply of Fuel to VSF-Belgium in Rwanda under PRISM Project”, and no later than 15^th March 2021 at 24:00 p.m. (Due to the COVID-19 pandemic prevention measures, only soft copies will be accepted at the email mentioned above).

Done at Kigali, on 1^st March 2021

Expedith MUSENGIYAREMYE

Rwanda Office Coordination and Great Lakes Regional Monitoring and Evaluation Officer.

VSF-B Belgium

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