INVITATION FOR BIDS FOR PROVISIONAL OF VEHICLE MAINTENANCE AND REPAIR SERVICE

Reference Number: TN 020/Jhpiego-RW/FY26

INTRODUCTION

Jhpiego’s Mission

Jhpiego enhances the health and saves the lives of women and families in limited-resource settings. For nearly four decades, we have put evidence-based health innovations into everyday practice to overcome barriers to high-quality health care services for the world’s most vulnerable populations. From our origins as technical experts in reproductive, maternal and child health, Jhpiego has grown to embrace new challenges, including HIV/AIDS, malaria, GHS and cervical cancer prevention, reflecting the increasing interconnectedness of global health.

Jhpiego’s Values

At Jhpiego, we value our customers who have our respect, responsiveness, and commitment to excellence; our staff and global network of colleagues who bring cultural diversity, innovation, and a wealth of world experience; and our work culture, which is reflected in our team spirit, transparent communication, mutual respect, flexibility, and dedication.

Jhpiego hereby is seeking quotations from qualified and authorized garages to provide comprehensive vehicle maintenance and repair services for its fleet of vehicles.

2 .Scope of Work

The garage shall provide routine maintenance and mechanical repair services for the organization’s vehicles, as detailed in Annex 2 attached to this document.

The service should cover the following types of vehicles:

4. Garage Requirements

• Bidders must meet the following mandatory requirements:

1. 1. RDB Registration Certificate (with the main activity relevant to the subject of this tender).
   2. Valid RRA Tax clearance 
   3. Valid RSSB Certificate 
   4. Valid RSB Certificate 
   5. RSB license 
   6. Valid garage Insurance 
   7. Qualified technical staff with proven experience in vehicle service (attach 3 CVs or certificates).
   8. Warranty on spare parts (minimum 6 months or 10,000 km).
   9. Availability of genuine spare parts or partnership with authorized parts suppliers
   10. Signed and stamped four (4) good completion related to our tender
   11. List of Key Personnel with Qualifications

• Technical Specifications for Garage Services

The successful bidder must operate a garage facility that is safe, spacious and well‑equipped, capable of delivering efficient vehicle maintenance and repair services.

Bidders are required to clearly indicate compliance with the specifications listed below by completing a technical comparison table and confirming availability of each item at the time of quotation submission.

1.Building and Layout Requirements

Spacious working area with adequate ventilation

Strong concrete flooring resistant to oil and chemicals

Proper drainage system

Adequate lighting (natural and LED workshop lighting)

Clearly designated areas for:

Mechanical repair works

Electrical and diagnostic services

Washing and detailing

Spare parts storage

Painting works

Engine overhaul activities

2. Lifting and Handling Equipment

Vehicle lifts (4‑post or 6‑post lifts)

Engine hoist/crane

3. Diagnostic and Electrical Equipment

Vehicle diagnostic scanner

Battery charger and battery tester

4. Tire and Wheel Equipment

Tire changer machine

Wheel balancing machine

5. Duration of Contract

• The contract period shall be one (1) year, renewable subject to satisfactory performance and mutual agreement between the parties.

6. Expected Deliverables

• Detailed job card for each vehicle serviced
• Inspection checklist after each maintenance
• Cost breakdown per service category (labor, parts, VAT, etc.)
• Monthly service summary report
• Record of replaced parts and warranty tracking
• Fully equipped workshop with diagnostic tools, lifting equipment, and specialized instruments
• Capacity to provide services for multiple vehicles simultaneously.

7 .Evaluation Criteria

Evaluation will be based on the following:

1. Mandatory Administrative Documents
2. Technical Specification Capacity (completing a technical comparison table)
3. Financial Offer Based on the shared Spare Parts and Services Price List (Annex 2)

8. Quotation Format Bidders are requested to submit quotations containing:

8.1. Submission Details

• Quotations should be submitted electronically in two separate parts: Technical and Financial. The Financial Quotation must be protected. The password will be requested during the evaluation process. When submitting the offer, bidders must also provide the name, email address, and telephone number of the designated contact person, who will be requested to share the password when required. 
• Bidders are required to submit their Financial Offer using only the exact item descriptions and item numbers as provided in the attached Spare Parts and Services Price List (Annex 2). All items listed must be priced accordingly. No modification, deletion, addition, renaming, or numbering of items shall be permitted. Failure to comply with this requirement will render the bid non‑responsive and may result in rejection.

Submission Address (Electronic Submission Only):

Quotations shall be submitted electronically only.

Attention: Senior Finance & Operations Manager

Organization: Jhpiego Rwanda Country Office

Location: Gasabo District, Kacyiru, KG 5 St Road, House No. 48

P.O. Box: 6952, Kigali, Rwanda

Email Address for Submission and Inquiries:

📧Rwanda.Procurement@jhpiego.org

Telephone: (+250) 788 381 18810. 

Terms and Conditions

• Prices must be in local currency (RWF) and inclusive of all applicable taxes.
• Jhpiego reserves the right to accept or reject any quotation without obligation to justify its decision.

Submission Deadline:

Submit your signed and stamped document electronically with hidden Password that will be asked during evaluation. no later than Monday 18thMay 2026, 4:00 PM Kigali time.

All inquiries must be submitted in writing at least two (2) business days before the submission deadline.

Note: Jhpiego reserves the right to accept or reject any quotation, to annul the bidding process, and to reject all proposals at any time prior to contract award, without thereby incurring any liability to the affected bidder(s) or any obligation to inform the affected bidder(s) of the grounds for Jhpiego’s action.

Done on 8/5/2026

Valens Ndonkeye,
Sr. Finance and Operations Manager
Jhpiego