Re-Advertisement- Invitation To Tender For Provision Of Motor Vehicle Servicing, Maintenance, Repair at Alight Rwanda

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Re-Advertisement- Invitation To Tender For Provision Of Motor Vehicle Servicing, Maintenance, Repair.
Tender Reference Number: Alight Rwanda Pr-Rwa-Kgl-2022-2650
Kigali, Rwanda
Re-advertisement Invitation to Tender (ITT)
Subject: Invitation to Tender for the provision of vehicle maintenance, Servicing and repairs. Re-advertised.
ALIGHT RWANDA wishes to enter into a framework agreement with a garage (s) to provide vehicle maintenance, servicing and repairs to Alight Rwanda. The service includes normal service, diagnosis, repair and maintenance of Alight vehicles. The Garage must have the required equipment and personnel to provide the aforementioned service.
This tendering process will result in entering into a one-year (1) Year framework agreement with the selected company, with an option of extension for an additional one year based on satisfactory performance.
To enable you to submit your proposal for these services, the following are attached
1. Timetable
3. Background for the tender
4. Instructions to Bidders
5. Submission of Tenders
6. Selection Criteria
7. Information Required
8. Payment Terms
9. Conditions of Tender
10. Bidders Signature
11. Terms of Reference
Your offer comprising of both a technical and financial proposal in a sealed envelope, must be submitted in hard copy to the following address no later than Friday February 3, 2023 at 1 PM.
The Chairperson
ALIGHT RWANDA Rwanda Tender Committee
M&M Plaza KG 8 Avenue (Remera)
P.O Box 2680, Kigali Rwanda
Any additional information or clarification regarding this tender can be channeled through email to: [email protected]
Yours Sincerely
Eunice Mwende Kiteme
Country Director
Rwanda Program
Issue of Tender: Monday January 23, 2023
Deadline for Submission: Friday February 3, 2023 at 1 PM
2. About Alight Rwanda:
The Alight Rwanda (ALIGHT RWANDA) is an international humanitarian agency working with refugees, displaced people, and those at risk to help them survive crises and rebuild lives of dignity, health, security and self-sufficiency.
Today, ALIGHT RWANDA works in 9 countries around the world helping victims of war and civil conflict rebuild their lives. ALIGHT RWANDA programs in Africa and Asia provide health care, clean water, shelter repair, legal aid, trauma counseling, microcredit, community development services, and repatriation assistance to two million people, annually. ALIGHT RWANDA bases its relationship with uprooted peoples on mutual respect and a compassionate exchange of knowledge and values.
ALIGHT RWANDA works with refugee and local communities to build programs that:
• Utilize the knowledge and experience of the people it serves
• Improve the lives of people in the community
• Train survivors and build the capacity of the community
• Sustain themselves years into the future
3. Background
The Alight Rwanda is a registered INGO in Rwanda. As part of the operations of the organization, ALIGHT RWANDA is looking for suitable, professional and experienced garages in Rwanda that has at least two years’ experience in providing vehicle servicing, maintenance and repairs to the ALIGHT RWANDA when required.
ALIGHT RWANDA works with reputable suppliers/Service providers that provide quality service and products to clients. Reputable suppliers/ Service Provider to be considered are those that:
• Adhere to agreed contract terms.
• Provide timely provision of services and delivery of products as per contract or purchase order or other agreed upon terms.
• Operate in an ethical and professional manner.
• Provide stable prices for services over a period of time.

Instructions To Bidders
• Participation is open, on equal conditions, to all qualified entities specialized in the field.
• By submitting a tender, the Bidder accepts in full the conditions of this tender, waiving his/her own conditions of sale.
• Please read carefully all instructions and conditions. Please ensure that all relevant information and documentation is provided on time as failure to do so may result in rejection of your bid.
Order of requested documents in proposal:
• Letter of Introduction
• RDB Certificate of Registration as transport Provision Company. (Minimum 2 years registered as a business)
• Copy of recent valid tax clearance document and proof of last declaration.
• VAT Certificate of Registration
• References of related past work (at least 3 provided)
• Signed “Section 10” - Bidder’s Signature
4. Technical Proposal
Technical Proposals must offer services for the total requirement. The bidder is expected to provide all required information under this ITT and clearly and concisely respond to all points set out in the Terms of reference.
The Financial proposal.
The bidder shall prepare an appropriate price schedule using the template provided in the terms of reference for services covering the total requirement. This must be submitted in a separate envelope from the rest of the ITT response. All prices/rates quoted must be clearly indicated as either tax inclusive or exclusive.
Any amounts for cost-reimbursable items, such as out of pocket expenses or travel and should be listed separately.
5. Submission Of Tenders
The tender must be in a plain sealed envelope bearing the Tender Reference Number: ALIGHT RWANDA PR-RWA-KGL-2022-2650
The tender must arrive to the address below on or before the Deadline of Friday February 3, 2023 at 1PM:
The Chairperson
ALIGHT RWANDA Rwanda Tender Committee
M&M Plaza KG 8 Avenue (Remera)
P.O Box 2680, Kigali Rwanda
6. Selection Criteria:
When analyzing the Bids, Alight Rwanda will take into account the following criteria:
• Technical evaluation results (under terms of reference)
• Offered prices of services identified as per TOR (basing on template under terms of reference)
• Review of requested documents as given in section 4.4

7. Information Required
All Sections below must be completed and included in the Bid.
Specification Of Items
Please read carefully the attached Terms of Reference being offered for guidance in bidding.
1. Prices must be expressed only in Rwandan francs,
2. Any VAT and customs duties (if applicable) and transport to the camp must be included in the prices quoted and clearly indicated;
3. Any discount offered to ALIGHT RWANDA must be clearly indicated as a percentage of the overall cost.
8. Payment Terms
1. Payment shall be made by check or bank transfer within 30 days from receipt by ALIGHT RWANDA of the delivery, documentation and an associated invoice, in accordance with the contract and delivery schedule.
2. No advance payments will be processed for the services offered in this tender.
9. Conditions Of Tender
1. ALIGHT RWANDA is not bound to accept the lowest offer or any offer
2. ALIGHT RWANDA reserves the right to select and deal with any bidder(s) necessary to provide ALIGHT RWANDA with the best value of money
3. This request of the tender is not a contract or an offer into a contract, but an invitation to tender for the services indicated in this document
4. Bidders are bound by their offer for a period of three months from the date of submission
5. ALIGHT RWANDA is not responsible for any costs associated with preparing the tender response.
6. ALIGHT RWANDA reserves the right to alter the dates of the timetable.
7. Canvassing of ALIGHT RWANDA staff in Rwanda or elsewhere in relation to this tender will result in disqualification of that individual or company.
8. ALIGHT RWANDA will inform each bidder of the outcome of the selection as it relates to their specific submission.
9. ALIGHT RWANDA does not do business with companies or individuals that meet any of the following criteria:
• They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• They have been convicted of an offence concerning their professional conduct by a judgement that has the force of res judicata;
• They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify;
• They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or with those of the country of the contracting authority or those of the country where the contract is to be performed;
• They have been the subject of a judgement that has the force of res judicator for fraud, corruption, involvement in a criminal organisation or any other illegal activity;
• Following another procurement procedure or grant award procedure, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations.
If you submit an offer based on this request, it shall constitute a guarantee that neither your company nor any affiliate or a subsidiary controlled by your company or yourself is in breach of any of the above provisions. A contract clause confirming this will be included in an eventual contract based on this request.
In addition to the ineligibility criteria applied by ALIGHT RWANDA, negotiation with potential vendors may be severed at any stage during a procurement process if it is found that they are subject to a conflict of interest or are guilty of misrepresentation in supplying the information required by ALIGHT RWANDA as a condition of participation in the contract procedure, or fail to supply all of the information requested.
Any queries about this tender should be addressed in writing to secretary at
[email protected]
Eunice Mwende Kiteme
Country Directora