Invitation for bids: Provision of fuel for vehicles in Kigali, Rusizi, Nyamasheke, Karongi and Rubavu
The Swiss Tropical and Public Health Institute (Swiss TPH) is a world-leading institute in global health with a particular focus on low- and middle-income countries. Swiss TPH Rwanda has been operating in Rwanda for more than 20 years working on health system strengthening by combining research, education and services in collaboration with the Ministry of Health (MOH) and the districts.
Swiss TPH hereby invites sealed bids from eligible and competent national authorized dealers/suppliers to supply automotive fuel (Petrol & Diesel for vehicles).

Objective
The aim is to achieve a reliable supplier of Diesel and Petrol fuel for Swiss TPH at a reasonable cost. The supplier should submit an expression of interest (EOI) and be ready for a framework agreement for a period of one year (1) with an option to review subject to satisfactory service.

1. Scope
To provide fuel at fueling points/stations to support our project within Kigali and provinces (Rusizi, Nyamasheke, Karongi and Rubavu).

2. Output
Diesel and Petrol are available any time on demand by the Swiss TPH. Availability of fuel at different fueling stations in Kigali and Rusizi District is a must.

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3. Specific Tasks/Activities
To have robust and reliable procedures to ensure fuel/diesel is supplied to Swiss TPH vehicles; we require access to fuel during normal working hours and occasionally outside normal working hours. A voucher or electronic car containing details of the vehicle being fueled, and a kilometre display at the time of fueling shall be maintained by the fuel supplier.

4. Methodology of reporting
A monthly invoice will be submitted with copies of vouchers/ summary containing vehicle number, driver name and signature, kilometre, date and quantity of petrol or diesel supplied. Changes in prices of fuel shall be reported in writing and should be commensurate to the announcement by RURA. Prices quoted should be net inclusive of all taxes, must be expressed in Rwandan Francs, and shall remain valid for at least one (1) year from the closing date of the tender.

6. Instruction of bidders
A.Eligible Tenderers
This invitation for Bids is open to all tenderers eligible as described in the invitation to bidders. This call for application is open to all qualified suppliers with authorized companies registered in Rwanda and Swiss TPH has an equal opportunity for suppliers and companies. All the applicants will receive equal consideration for the submitted application.

B.Terms of Reference
• Bidder must provide a license authorizing them to perform fuel business in Rwanda
• Bidders must submit a valid/updated Tax clearance from RRA
• Bids must be stated in Rwanda Francs;
• Bids must be in the unit price (per litre).
• Bids must be specified if VAT is included or not;
• Bidder must have EBM to facilitate payment as per RRA regulations;
• Bidders must show key information they put on the monthly fuel report
• Bids must demonstrate the supplier’s capacity to deliver the stated scope of items;

C. Participation to the competition is open on equal conditions to all companies that supply automotive fuel;
The successful bidder will sign a one-year contract renewable (upon satisfaction with the quality of service).
Successful Bidder is expected to keep the same price for one year (period of contract).

1. Documents Comprising the Bid:
The Bids shall comprise of the following:
• Brief company profile
• Technical proposal
• Financial proposal
• Full address of bidding company indication Country, Province, District, Sector, Cell, Village, Street number, E-mail, telephone number, Post office box and Bank account details.
• Copy of RDB certificate;
• Original or a certified copy of a valid RAA tax clearance certificate
• Valid VAT certificate offered by RRA;

Submission Procedure
Well written bids, written in English, properly arranged should be submitted in a sealed envelope to The Swiss Tropical and Public Health Institute, Kigali office, Gasabo District, Kimihurura Sector, Kamukina Cell, Nyenyeli village, house no 09 / KG501 street or sent to the Swiss TPH email address on stph.recrutment@gmail.com no later than Wednesday, September 30, 2022 at 10: 00 Am.
On the envelope should be marked in capital letters: BID FOR SUPPLYING HOSPITALITY/HOTEL SERVICES. The Internal tender committee will evaluate the bids and the Successful Bidder will be contacted by email.
Clementine Tumukunde
Swiss TPH Kigali Office
Administrative Manager