Terms of Reference to Hire Vehicles to be Used in Transportation Services for Rwanda Chamber of Tourism- RCOT Officials Countrywide
The Rwanda Chamber of Tourism is one of the 10 professional chambers that currently exist under the umbrella of the Private Sector Federation (PSF), which is dedicated to promoting and representing the interests of the Rwandan business community. It was established in December 1999, replacing the former Rwanda Chamber of Commerce and Industry.

Background and Context.
The Rwanda Chamber of Tourism was established in 2006, with a mandate of enhancing business opportunities through effective lobbying and advocacy for the tourism and hospitality industry in Rwanda.
The Chamber of Tourism now boasts major players in the industry including SIX associations namely: i) Rwanda Hospitality Association (RHA), ii) Rwanda Tours and Travel Association (RTTA), iii) Rwanda Safari Guides Association (RSGA), iv) Rwanda Hospitality and Tourism Educators Association (RHTEA), v) Rwanda Association of Travel Agencies (RATA), vi) Rwanda Community Tourism Association (RCTA) and one Destination Management Unit Kivu Belt (DMU).

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Invitation for Tender to Hire Vehicles
The Rwanda Chamber of Tourism (RCOT) with the mandate of executing its day-to-day core business, is intending to recourse the provision of transport services from external services providers legally recognized as transport services providers’ companies operating in Rwanda.
Tender obvsective
In order to facilitate easy and smooth monitoring and supervision of RCOT activities across the country and City of Kigali, the objective of this tender is to find a qualified professional transport company, Agency or Society selected via normal procedures of procurement to provide the transport services for a period of one year’ subject of renewal based on the performance

Geographical Coverage for the Tender
No limited area within the country including the City of Kigali and the departure will always start from Kigali to the designated area in case of inter-districts, RCOT has an obligation to inform the vendor at least 24 hours before the travel date.

Criteria of Eligilibility for Bidder
• Being a legally registered company, agency, society and authorized to operate in Rwanda.
• Having the proven experience in transportation services both rural and urban areas.
• The company, Agency or Society must have the capacity to provide at least 5 vehicles at once if required.

Key Information to Note
• All documents submitted in response to this bid, as well as all related correspondence, will be in English.
• All quoted prices shall be in Rwandan Francs currency
• At any time prior to award of the contract, should RCOT deem it necessary to change the bid provisions, it will provide such amendment(s) in writing. No oral instructions by any person will in any way be considered to limit, exclude, modify, or otherwise affect any terms or conditions of this solicitation, and no supplier shall rely on any such instructions.
• Responses to technical questions will be distributed to all bidders.
• The successful bidder/s will provide vehicles with drivers and the vehicle will be hired per day
• Vehicles shall be supplied with insurance. RCOT assumes no Insurance or Safety Liability whatsoever.
• No advance payment is expected after winning the contract and successful bidder/ shall be paid on regular intervals as agreed before the signing of the contract.
• Vehicles must be in very good operating condition. Proof of technical inspection certificate issued by Rwandan Police is a compulsory requirement.
• By submitting an offer and response to this bid, the offeror guarantees to replace any defective vehicle during the transport services period within 24 hours at no extra cost. If no replacement is made within the agreed time frame, the vendor will accept cancelation of the contract with RCOT with no penalty or cover any rental cost.
• Fueling, maintenance and other vehicle repairs are under the responsibility of the Vendor/ Transport Company,
• All vehicles must be insured with passenger’s insurance.
• Bids must be signed by a duly authorized representative of the bidder, and must contain the bidder’s full address, and contact details.
• The successful bidder/s will provide vehicles with drivers and the vehicle will be hired per day/s.
• The vendor shall be responsible for drivers’ daily expenses such as: Salary, per diem, lodging, and other expenses related to this agreement.

Requirements
Bidding companies for the mentioned tender proposal are supposed to submit bids with the required certifications and should be valid at the date of submission of the bid document;
• Letter of interest addressed to the Rwanda Chamber of Tourism
• Valid tax clearance
• Certificated of incorporation
• RURA Certification
• Proof of being able to provide electronically generated bill (EBM);).
• Minimum of 3 years of experience in the provision of similar experience.
• Provision of at least 6 certificates of completion from both private and public institutions in the last 3 three years.

Evaluation
A shortlist will be established and the companies on the shortlist will be judged on the following criteria;
• Technical Proposal at 60%
• Financial Proposal at 40%
Desired Categories of Cars
Category: 1, 2, 3
Location Of Operational: Kigali to all districts


Submission Procedure
Proposals (both Technical and Financial) should be strictly submitted to the Rwanda Chamber of Tourism Secretariat office located at M&M Plaza – 5th Floor, 6, KG 8 Avenue – Gishushu no later than 4th July 2022. For any clarification, please contact the Administration department on 0788304524 or email info@rwandatourismchamber.org
The deadline for submissions is 4th July 2022