Provision of Garage Services to GIZ Rwanda
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH has been working in Rwanda for more than 40 years.
Rwanda is a country with a turbulent and, at times, tragic history, and the impact of the 1994 genocide is still felt today. Nevertheless, Rwanda has achieved progress at a number of levels since 2000. Stability, security, steady economic growth and low corruption are some of the key successes. The country is also regarded as a pioneer in Africa in environmental protection, digitalisation and gender equality.
Despite these encouraging developments, however, Rwanda is still a very poor country that continues to rely on international support. This support is in virtually all sectors and is coordinated by the Rwandan Government. As a reliable partner in an efficient task-sharing system, GIZ works in three priority areas on behalf of the German Government:
• Economic development and employment
• Governance and democracy
• Digitalisation

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Reference Number: 83434251
0. Context
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. GIZ has worked in Rwanda for over 30 years. The primary objectives agreed to between the Government of Rwanda and the Federal Republic of Germany are poverty reduction and promotion of sustainable development. To achieve these objectives, GIZ Rwanda is active in the sectors of Decentralization and Good Governance, Economic Development and Employment Promotion, Energy and Information and Communications Technology.
The GIZ office in Kigali, Rwanda is responsible for financial, administrative, and human resource management functions covering the GIZ activities in Rwanda and Burundi.
GIZ intends to hire a reputed and experienced garage to provide car maintenance services as and when need arises.
1. Scope of services
The selected garage is expected to perform the following scope of works:
Provision of maintenance and repair GIZ vehicles
The contractor is responsible for provision of the following garage services as per the demand received from GIZ Rwanda:
• General services A, B and C
• Diagnostic of car issue and issue a report.
• Preparation of the car before technical inspection
• Replacement of damaged spare parts on request
• Intervention on field on request
• Evaluation for a car value on request
The service will be requested under our framework agreement and only through valid service order issued by GIZ Rwanda. GIZ will issue a service order indicating the type of service requested. The format of the service order will be agreed upon after the tender procedure has been finalized. Once a service order is issued, company must accept must accept the order and vehicle is taken to garage by GIZ. The garage will then provide the service as requested and inform GIZ when it is done. Vehicle will be checked by a GIZ driver who will confirm the service provision as per service order.

Reporting
The Contract shall provide GIZ with six monthly management information reports consisting, of service delivery showing detailed analysis service requested and the value in RWF. The reports shall be submitted to Procurement and Contracting Unit. Based on GIZ’s feedback, the format or content of the report must be adjusted for subsequent reports.
The Contractor shall hold meetings with GIZ’s authorized personnel at regular intervals to address any issues which may arise and to discuss opportunities for improved cooperation. These meetings shall take place at a minimum every 4 months.

Contract Period
The service provision shall commence as soon as possible, latest in April 2023. The framework agreement will be concluded for an initial one (1) year, with the option to extend the contract for a further one (1) year.
The contract can be terminated by GIZ by giving a three (3) months’ notice at any time without providing any justification. However, any service commitment or payment shall be fulfilled by both parties placed/or in pipeline prior to the issuance of termination notice.
In case of gross misconduct/unfair practices the GIZ will have the right to cancel the contract with immediate effect.

Payment procedure
The Contractor may submit invoices to GIZ after the provision of service requested. The payment will be done upon certifying of satisfactory completion as per the service order issued within a period not later than 15 days.
GIZ will not issue any advance payments at any time throughout the contract period.
2. Bid procedure
The assessment is divided into three stages: Eligibility check, technical assessment, and financial evaluation:

Eligibility criteria
Participating companies must meet the following eligibilty criteria:
• The company must have a minimum experience of 3 years in Rwanda providing garage services to major multinationals / corporates / international organisations. 3 Letters of Reference from such institutions must be provided (Only institutions which has 35 cars). The company must have the capacity to maintain and take care of operational activities for longer duration.
• The company must possess a valid registration certificate (issued by RDB), VAT certificate (issued by RRA and tax clearance certificate (issued by RRA).
• The company must have an annual turnover of at least 200,000,000.00 RWF over the last 03 years.
• The company must have an average number of employees of at least 5 persons over the past three calendar years.
• The company must have insurance policy of the garage.
Please submit the documentary evidence for the above criteria.
Non-submission/Partial submission of commercial/technical documents mentioned above by any supplier could lead to a rejection of offer.

Technical assessment
The contractor is required to show how the services defined in Chapter 2 are to be provided. In addition, the bidder must describe the project management system for service provision. The following key points must be addressed in the technical proposal:
• Technical& Methodological concept for provision of the service A, B and C
• Timeline for the provision of each service
• Approach for coordination with the GIZ project in terms of contract management.
• Service delivery control system
The bidder should provide the following information about his garage:
• Size of the garage
• Number of technicians (qualified technicians and their CVs)
• Pictures of the garage (workshop, offices, toilet, and exchange rooms for workers)
Financial evaluation
Bidders must submit their financial bid in the given format “Annex 2 – Form of Price Sheet and List of Cars”. The prices must be in Rwandan Francs (RWF) and VAT exclusive.
Any deviation from the bid format or the quantities can lead to an exclusion of the entire bid.

3. Personnel concept
A personnel concept where individual staff members are evaluated is not foreseen under this tender. However, bidders are encouraged to include a company profile (incl. team composition number and CVs of the technicians) in their technical proposal.
Additionally, the contract shall nominate a focal point who shall be available for overarching queries by GIZ, resolve issues as they arise as well as participate in regular exchanges with GIZ as and when necessary. Furthermore, GIZ shall be informed of the focal points absence and an alternate nominee shall always be accessible.

4. Requirements on the format of the bid
The structure of the bid must correspond to the structure of the ToRs and drawn up in English (language). The complete bid shall not exceed 10 pages (excluding CVs). The CVs shall not exceed 4 pages. If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment.

5. Submission of offer
Please submit electronically your EoI (technical & Financial offer) in 2 separated emails and should be in PDF files to this email ONLY: RW_Quotation@giz.de until latest 28th March 2023
Please you must write on each email subject this sentence: 83434251-Technical/financial offer, without this sentence, your offer may not be considered.
Hard copies are not allowed this time.
GIZ reserves all rights.
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