Clearing & Forwarding Services for Rwanda Institute for Conservation Agriculture (RICA)

EOI Reference No. EOI/001/02/2025

Introduction

The Rwanda Institute for Conservation Agriculture (RICA) invites Expressions of Interest from qualified and experienced companies to provide comprehensive logistics and customs clearance services. RICA seeks to establish a long-term partnership with a reliable service provider capable of handling complex international shipments while ensuring compliance with all relevant regulations.

Scope of Services

The selected service provider will be responsible for delivering end-to-end logistics solutions including, but not limited to:

1. International Freight Forwarding

• Air freight services
• Sea freight services
• Land transportation
• Multi-modal transport solutions
• Consolidation services when required (preferred)

2. Customs Clearance and Documentation

• Preparation and submission of customs documentation
• Processing of duty exemptions and zero-rated items
• Handling of controlled substances
• Management of special permits and licenses
• Documentation verification and compliance checks

3. Risk Management and Insurance

• Cargo insurance arrangements
• Claims handling and processing
• Risk assessment and mitigation strategies (preferred)

4. Shipment Management

• Real-time tracking and tracing capabilities
• Regular status updates and reporting
• Proactive problem resolution
• Last-mile delivery coordination

5. Advisory Services

• Consultation on customs regulations
• Guidance on compliance requirements
• Updates on policy changes and import/export procedures
• Best practice recommendations

Minimum Requirements

Experience

Minimum 5 years of demonstrated experience in international freight forwarding and customs clearance

Proven track record handling shipments from around the world, including:

•   North America
•   Western Europe
•    China, India, Japan
•   East African Community (EAC) and COMESA member states
•   Mombasa and Dar Es Salaam ports

Technical Capabilities

• Demonstrated expertise in handling 20ft and 40ft containers
• Experience with tax-exempt and zero-rated items
• Competency in managing controlled substances
• Established networks with key shipping lines and airlines

Compliance and Certification

• Valid clearing and forwarding license
• Membership in relevant professional bodies
• ISO certification would be an advantage

Financial Capacity

• Demonstrated financial stability
• Professional indemnity insurance

Submission Requirements

Interested firms should submit:

• Company profile including ownership structure and organizational capacity
• Detailed track record of similar services provided in the last 3 years
• Copies of relevant licenses and certifications, particularly from RRA
• Reference letters from at least three current clients
• Overview of technical capabilities and systems
• Evidence of financial capacity

Submission Details

Deadline: cob 11^th February 2025

Submission Method: Email to tenders@rica.rw 

Evaluation Process

Shortlisted firms will be invited to submit detailed technical and financial proposals. Selection will be based on technical capability, experience, track record, and competitive pricing.

RICA reserves the right to accept or reject any or all EOIs without