Introduction

Bidders shall adhere to all the requirements of this Tender documents, including any amendments made in writing by RICH.

Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the acceptance of the Bid by RICH.

RICH is under no obligation to award a contract to any Bidder as a result of this Tender.

RICH reserves the right to cancel the procurement process at any stage without any liability of any kind for RICH, upon notice to the bidders or publication of cancellation.

Deadline for the Submission of

Quotation

14^th September 2023 @05:00 Kigali time

Method of Submission

All bids shall be submitted online via the following email:

procurement@rwandainterfaith.org

Cost of preparation of quotation

RICH shall not be responsible for any costs associated with a bidder’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.

Supplier Code of Conduct, Fraud,

Corruption

RICH strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and requires all bidders/bidders to observe the highest standard of ethics during the procurement process and contract implementation.

Gifts and Hospitality

Bidders shall not offer gifts or hospitality of any kind to RICH staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches, dinners or similar. In pursuance of this policy, RICH: (a) Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question; (b) Shall declare a bidder ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the bidder has engaged in any corrupt or fraudulent practices in competing for, or in executing a RICH contract.

Conflict of Interest

RICH requires every procurement team member, staff and prospective supplier to avoid and prevent any things that may lead to the conflicts of interest.

Bidders must disclose their knowledge of the following: If the owners, part-owners, officers, directors of the bidding entity or key personnel who are family members of RICH staff involved in the procurement process under this tender.

Duties and taxes

All prices must be tax included

Language of quotation

English

Requirements of the service provider

• Ensure the 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
• Ensure the vehicle is compliant with applicable insurance, safety, and other motor vehicle requirements.
• Respond to the vehicle request at any time
• The cost should be charged on a daily basis
• Vehicles are to be provided any day including weekends and holidays
• In case of a breakdown of any vehicle during official duty, it shall be the responsibility of the supplier to provide a substitute vehicle immediately or cover extra charges.
• Vehicle maintenance to be carried out by the service provider

Requirements for the drivers

• Have a valid and current license and minimum 1 years of work experience as a driver.
• Not consume drug and alcohol while on duty
• Be licensed for operating the motor vehicle which is on duty
• Be familiar with local routes and destinations
• Properly dressed during hours of operations
• Always observe the rules of the road, including respecting speed limits and other local traffic laws
• The drive should avoid and prevent unethical practices such child abuse, sexual abuse and explotation, and ensure safeguarding and confidentiality while on duty.

Documents to be submitted

• Official bidding documents
• Submission letter
• Registration certificate of the company
• Reference for similar services executed
• Tax Identification Number certificate
• Valid tax clearance certificate
• Proof of electronic billing machine receipt

Clarifications

• Requests for clarification from bidders will not be accepted any later 4^th September 2023.

Evaluation criteria

Technical evaluation

Maximum score 30%

Only bidders who attain a minimum score of 25% in the technical specifications will be qualified for financial proposal opening.

Financial evaluation

Maximum score 70%

The bidder has to develop their financial proposal strictly by using format related to financial proposal (Table 1)