REQUEST FOR QUOTATION

PROVISION OF TRANSPORTATION SERVICES

RFQ AGRA-RW-1090

CLIENT: AGRA

Synopsis of the Request for Proposal

Background

AGRA is a not-for-profit organization formed in 2006. AGRA’s mission is to catalyze agricultural transformation in Africa through innovation-driven and sustainable, productivity increases and access to finance that improves the livelihoods of smallholder farmers. 

Bidders must possess the necessary professional competence, financial resources, physical facilities, managerial capability, experience in the provision of Transportation services, reputation, and the personnel to perform the contract. They should also have legal capacity to enter into a contract and demonstrate that they have continuously fulfilled obligations to pay taxes as required by the Rwanda law. 

Objective

The purpose of this request for Quotaiton (RFQ) is to identify and engage a specialized transport service provider (Taxi and Car Hire) for AGRA Rwanda, who will be contracted under a Framework agreement for a maximum of two years’ renewable annually. Through the local transport service provided, AGRA Rwanda will obtain the most competitive, qualified, responsive and high-quality service, representing the best value for money, for all of AGRA Rwanda local transport requirements. 

The service provider should have a performing fleet with experienced personnel and management to provide AGRA Rwanda with taxi and car hire service that represents cutting-edge technology, processes and systems for the benefit of its users

The compulsory documents required

Project Timeframe

This contract shall be valid for a period of one (1) year, with effect from (date will be specified after the award). The contract will be renewable subject to performance and availability of budget.

Evaluation Criteria

The bidders must select the Lot within which they must have evidence of capacity to provide quality services. The proof of capacity may be confirmed through physical verification. Tender will be awarded per lot and only bidder’s whose bid is competitive

• Guidelines for Quotation Submission
• Proposals shall be submitted in oracle system before the deadline.
• Proposals shall be submitted in local currency (RWF).

Evaluation Criteria

The bids received shall be evaluated in the stages detailed below:

Stage 1. Administrative / Mandatory Requirements 

The following administrative / mandatory documents / requirements MUST be met not withstanding other requirements in the RFQ:

Stage 3: Financial Evaluation 

Only bidders who PASS the Technical Evaluation will be considered for financial evaluation. 

1. Financial evaluation shall involve arithmetic checking financial bids, 
2. AGRA Rwanda shall offer award to the bidder with the most reasonable rate per lot, 

Supply Requirement 

You are invited to submit your financial proposals for provision of the local transport services. Bidder MUST select the area of coverage within which they have capacity to provide Taxi services. The schedule shall be filled for each procurement lot selected by the bidder. (MANDATORY).

Supply Requirement : Lot 1 - Transport Services for AGRA Staff within and outside Kigali.

All quoted prices must be inclusive of VAT and in Rwandan Francs (RWF). All vehicles under LOT 1 shall be model year 2019 or newer, fully insured, air-conditioned, mechanically sound, clean, roadworthy, and equipped with functional seat belts for all passengers.

Supply Requirement 2: LOT 2 - Transport Services for VIP, VVIP

All quoted prices must be inclusive of VAT and in Rwanda Francs (RWF). All vehicles under LOT 2 shall be model year 2022–2026. fully insured, air-conditioned, mechanically sound, clean, roadworthy, and equipped with functional seat belts for all passengers.

Terms and Conditions

1. 1. PRICES to be quoted in local currency inclusive of all applicable taxes. 
   2. PAYMENT for your invoice will be made 100% against delivery of service with complete documents required. 

• SERVICE DELIVERY SCHEDULE: Fleet or Cars shall be ordered within three (3) working days through purchase order or email Confirmations.

1. QUALITY: Ordered cars should be in perfect condition and fully fueled with a disciplined driver. However, self-drive orders fueling shall be done by the Client.
2. VALIDITY of your quotation should be for a period of 60 days from the date of your quotation. 
3. PAYMENT for your invoice will be made 100% against service delivery.
4. AGRA Payment terms are 30 days from invoice date.

COLLUSIVE BEHAVIOUR

Any Bidder who:

1. Fixes or adjusts the amount of its Bid by or in accordance with any agreement or arrangement with any other party; or
2. Communicates to any party other than AGRA or, as applicable, the amount or approximate amount of its proposed Bid or information which would enable the amount or approximate amount to be calculated (except where such disclosure is made in confidence in order to obtain quotations necessary for the preparation of the Bid or insurance or any necessary security); or 
3. Enters into any agreement or arrangement with any other party so that such other party shall refrain from submitting a Bid; or
4. Offers or agrees to pay or give or does pay or give any sum or sums of money, inducement or valuable consideration directly or indirectly to any party for doing or having done or causing or having caused to be done in relation to any other Bid or proposed Bid, any act or omission, shall (without prejudice to any other civil remedies available to AGRA and without prejudice to any criminal liability which such conduct by a Bidder may attract) be disqualified.

AMENDMENTS TO BID DOCUMENTS

At any time prior to the deadline for the receipt of Bids, AGRA may modify the RFQ by amendment. Any such amendment will be numbered and dated and issued by the Authority to all prospective Bidders. In order to give prospective Bidders reasonable time in which to take the amendment into account in preparing their Bids, the Authority may, at its discretion, extend the Deadline for receipt of Bids.

LATE BIDS

All bids must be submitted exclusively through the Oracle system within the stipulated deadline. Submissions via email or any other medium will not be accepted. Once the RFQ is closed in the Oracle system, bidders will no longer be able to submit their bids. 

RIGHT TO REJECT/DISQUALIFY

AGRA reserves the right to reject or disqualify a Bidder where

1. The Bidder fails to comply fully with the requirements of this Request for Quote or is guilty of a serious misrepresentation in supplying any information required in this RFQ document; and/or
2. The Bidder is guilty of serious misrepresentation in relation to its Bid; and/or
3. There is a change in identity, control, financial standing or other factors impacting on the selection and/or evaluation process affecting the Bidder.

RIGHT TO WITHDRAW RFQ AND CHANGE DELIVERY TIMETABLE

AGRA reserves the right to (i) withdraw the RFQ without prior notice (ii) to change this tender timetable at any time without notice and reserves the right to withdraw this tender at any time, without prior notice and without liability to compensate and/or reimburse any party. 

• Further information can be obtained by writing to: RwandaProcurement@agra.org or https://ekjd.fa.em2.oraclecloud.com/fscmUI/redwood/negotiation-abstracts/view/abstractlisting?prcBuId=300000001758758 .

• Please confirm by email the receipt of this invitation and whether or not you will submit your price quotations.

Sincerely,

AGRA Procurement