Request for Quotations (RFQ)

ETHICAL AND BUSINESS CONDUCT REQUIREMENTS 

SNV is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

SNV does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to justice.

Employees and agents of SNV are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to justice

Offerors responding to this RFQ must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with SNV or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting
• Certify that all information in the proposal and all supporting documentation are authentic and
• Certify understanding and agreement to SNV’ prohibitions against fraud, bribery and

Please contact SNV Procurement, rwandaprocurement@snv.org, with any questions or concerns regarding the above information or to report any potential violations.

Section 1: Instructions to Offerors

Background

SNV the Netherlands Development Organization is a global development partner working in more than 25 countries in Asia and Africa. In Rwanda, SNV has been working for more than 40 years to improve people’s livelihoods by strengthening the capacities of public and private sector organizations and catalyzing partnerships. It does so by helping to realize the national development goals in three sectors: Agri-Food, Renewable Energy, and Water. SNV supports development in these sectors by working with the government, civil society, and private sector organizations.

To support the activities of the organization, SNV Rwanda is currently requesting quotations for a Motorbike rental service as detailed in section 3 of this RFQ

Offers are responsible for ensuring that their applications are received by SNV Rwanda, in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to instructions described in this RFQ may lead to disqualification of an offer from consideration.

This request is for quotations only. Issuance of this RFQ does not in any way obligate the project to make an award or pay for costs incurred by potential offerors in preparation and submission of an offer.

Offer Deadline and Protocol: Complete offers must be received no later than 17:00 Kigali, Rwanda time on February 9, 2025, Offers should be delivered by email to rwandaprocurement@snv.org, with the subject line “Your company name-Motorbikes Rental service.”Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of SNV.

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than February 9, 2025, 17:00 Kigali, Rwanda time by email to rwandaprocurement@snv.org.  Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that SNV believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by SNV will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of SNV, or any other entity should not be considered as an official response to any questions regarding this RFQ.

Technical Specifications: Section 1 and 2 contains the technical specifications of the services that may be ordered under the BPA. At this time, specific accommodation or event services to be procured under any BPA resulting from this RFQ are unknown. Specific needs will depend on the needs of SNV. Individual procurement requests will be issued under the BPA agreement, as the need arises for additional services.

Quotations: Quotations in response to this RFQ must be priced at a fixed price. Pricing must be presented in Rwandan Francs.Offers must remain valid for not less than forty-five (45) calendar days after the offer deadline. Prices quoted must remain fixed for a minimum of 12 months. Offerors are requested to provide quotations on their official quotation format or letterhead.

• a copy of their official registration or businesslicense, including tax clearance from the Rwanda revenue Authority.
• VAT Certificate
• RDB Registration certificate
• Cover letter with complete contact details of person/s to whom further correspondence must be sent, including name, position, email address and phone number.

Taxes and VAT:

The quotations (per unit) must be inclusive of all applicable taxes, VAT, charges, tariffs, duties and levies.

Eligibility: By submittingan offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the Rwandan laws. SNV will not award a contract to any firm that is debarred, suspended, or considered to be ineligible

Evaluationand Award:

The award will be given to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

• Technical responsiveness/full compliance to requirements, Category of the motorbike and administrative documents -30 Points
• Lowest price – 40 points
• Company experience and track record in undertaking contracting arrangements similar to the requirements (please provide evidence of existing or previous similar contracts/similar services) – 30 points

Price: The overall cost presented in the offer.

Technical responsiveness/Full compliance with the terms of reference: the overall ability of the vendor to provide the services required in the terms of reference and the quality of those services

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. SNV reserves the right to waive immaterial deficiencies at its discretion.

It is anticipated that the award will be made solely based on these original quotations. However, SNV reserves the right to conduct any of the following:

• SNV may conduct negotiations with and/or request clarifications from any offeror prior to
• While preference will be given to offerors who can address the full technical requirements of this RFQ, SNV may issue a partial award or split the award among various suppliers, if in the best interest of
• SNV may cancel this RFQ at any

Terms and Conditions: This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate SNV to make an award or pay for costs incurred by potential offerors in the preparation and submission of an

This solicitation is subject to SNV’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

• SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice
• Any awardresulting from this RFQ will be in the form of framework agreement. SNV anticipates issuing FA (or multiple FAs). Any FA issued as a result of this RFQ will have a minimum duration of at least 12

Technical Specifications

This is a request for Quotations only. Issuance of this RFQ does not in any way obligate to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. Please note the following terms and conditions will apply:

• Any award resulting from this RFQ will be in the form of the local purchase order.
• Delivery of the product will include delivery, Packaging, waiting, unloading, and installation. All materials and equipment delivered will be subjected to inspection and approval, notwithstanding prior payment. The offeror will be responsible for transportation and changes both ways to rejected materials and equipment.
• SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice and acceptance of any commodities or deliverables
• Release of payment is conditional on the written acceptance of the product based on Full compliance with RFQ requirements and resulting local purchase order,

Section 2: Offer Checklist

To assist offerors in the preparation of proposals, the following checklist summarizes the documentation to include an offer in responses to this RFQ

• Official quotation, including a statement acknowledging acceptance of the terms of reference, and completion of the price table (See section 3)
• Copy of offeror’s registration or Business licence (Certificate of domestic company registration)
• VAT certificate
• Tax clearance certificate

Section 3: Terms of reference and Price Schedule

As part of SNV activities, the organization needs a local contractor to provide Motorbike rental services to all 30 districts of Rwanda

Requirement of the contractor

• Minimum experience of 2 years in the provision of the Motorbikes fleet rental service
• Assignment of a dedicated contact person who will manage the framework motorbikes hiring requests
• Respond to the motorbikes request with one day’s advance notice
• There will not be any limitation of minimum or Maximum running KM of the motorbike on day-to-day basis. Motorbikes are to be provided even on Sundays and Holiday depending on the requirements
• Generally, motorbikes are required between 07:00 AM and 06:00 PM. However, in case of urgency, the Motorbike may be used continuously without any time limit. Additionally, for half-day rentals, motorbikes should be available from 07:00 AM to 01:00 PM. The motorbike must always be accessible, regardless of the specified hours.
• In case of a breakdown of any Motorbike during official duty, it shall be the responsibility of the contractor to provide a substitute motorbike immediately. In case the substitute motorbike does not report on time/does not report at all
• Fuel must be provided by the contractor
• Motorbike maintenance to be carried out by the contractor
• Ensure the motorbike is registered for operation during the period of contract with registration documentation in the Motorbike and registration /number plates affixed to the Motorbike as required by law
• Ensure the motorbike is compliant with applicable insurance, safety, and other motor Motorbike requirements
• Must represent all Invoices with EBM receipt
• Maintain (in each assigned Motorbike) an up-to-date logbook of all rented motorbikes to be signed by SNV staff members
• Food and accommodation for the driver during field travel should be provided by the contractor

Conditions for the Motorbikes

• Road-worthy motorbikes, In good running condition (Model 2013 or above).
• Motorbikes equipped with necessary safety items (Eg. Helmet, Health tool kits and others
• The Motorbike shall have comprehensive insurance
• The Motorbike shall have good tires
• The motorbike shall have a logbook
• The motorbike shall be clean,

Requirements for the drivers

• Have a valid and current license and minimum 2 years of work experience as a driver; a safe and clean driving rules and regulations and skills in minor motorbike repair
• Be able to communicate.
• Not consuming alcohol or smoking while on duty
• Be properly trained in the operation and maintenance of the motorbike
• Be licensed for operating the motorbike 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
• Always observe basic courtesy to passenger(s) fellow motorists and road authorities
• Refraining from using a cell phone while driving or engaging in any other form of electronic data or electronic communication device while driving is not permitted

Price validity

The selected company/supplier/vendor shall keep the same price for a period of 12 months

Quotation Submission

Companies/Suppliers/Vendor meeting the above criteria are requested to submit their proposals at rwandaprocurement@snv.org not later than February 9, 2025, 17:00 Kigali time.