Terms of References (ToRs): Vehicles and Motor-Cycles maintenance services to
the Center for Community Based Sociotherapy
(CBS) Rwanda
CBS Rwanda is a non-governmental organization (NGO) established in 2016; originating from the implementation of the Community Based Sociotherapy approach in Rwanda since 2005. Community Based Sociotherapy is an approach that uses the group as a therapeutic medium in the establishment of trust, the creation of an open environment for discussion and the formation of peer-support structures.
To reach its mandate, CBS Rwanda needs to hire an eligible garage that will provide maintenance and repair services to its all risks insured vehicles and motor-cycles including sourcing of spare parts, when necessary. CBS Rwanda currently has two vehicles (Toyota Hilux DC of 2011 and Toyota LC Hardtop of 2008) and Four motorcycles (2 Yamaha/AG 100 of 2013 and 2 Yamaha/AG 100 of 2026).
Interested garages will submit their bids (technical and financial offers) for vehicles and motorcycles, indicating details on intermediate maintenance, preventive maintenance (regularly maintenance schedule and procedures) and (or) regular inspection (test), repair, replacement or any modifications needed to CBS Rwanda vehicles and motor-cycles ; and their respective bids.
Below are some requirements that bidders should take as guidelines for the bid:
- Bid submission letter, addressed to the Executive Director, CBS Rwanda.
- Certificate of Full Company Registration (RDB Certificate).
- Clear physical address of the garage, including the Google map.
- Valid RRA Tax Clearance Certificate.
- A proof of similar current or performed services (at least 3 Company or organizations recommendation letters).
- Technical and Financial Proposals (estimated costs); see attached a list of services.
- Ready to provide warranties for service performed (Clearly indicate this in your bid).
- The bidder(s) should have expertise(s) in repair and maintenance of TOYOTA products (Vehicles and Motorcycles).
- Working hours of CBS Rwanda is from 08:00 AM to 05:30 PM from Monday to Friday, but the service provider should be capable to provide 24/7 rescue/emergency services and supports.
- Ready to provide the same maintenance services to CBS Rwanda as a priority.
- The bid evaluation will also consider the satisfaction on previous related services rendered by the garage; if any.
Evaluation Criteria
Bids will be evaluated in two parts: The technical proposal shall be awarded 40% of the total marks while the financial proposal shall bear 60% of the total marks.
- The bid should be clear about the relevant skills, experience and capacity in respect of this ToR.
- The bid must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the ToR.
- The bid should clearly indicate whether or not bid participants have the capacity to meet the requirements of the ToR.
- The evaluation will consider individual service cost (intermediate, preventive maintenance and (or) scheduled (regular) vehicle inspection (test), repair, replacement or any modifications needed) and the total bid as a whole.
FUNCTIONALITY EVALUATION CRITERIA
| S/N | Description | Weight |
| Technical Proposal | ||
1 |
Experience, Skills and Ability of Service Provider | 15% |
| Past experience in similar work of this nature ( Providing the Garage Service to Toyota Vehicles and Motorcycles) | ||
| Team member experience (accompanied by brief CV's) | ||
| Bidders 'track record | ||
| Ability of the bidder to fulfill the CBS Rwanda's requirements | ||
2 |
Technical Approach and Execution Plan | 10% |
| The proposals must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the TOR | ||
| 3 | References: Did the bidder submit at least three relevant and contactable clients that were serviced in the past 12 months | 5% |
4 |
Capacity | 10% |
| Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the TOR | ||
| Sub-Total | 40% | |
| Financial Proposal | ||
| Motorcycle | 20% | |
| 1 | Service | 3% |
| 2 | SPARE PARTS | 17% |
| Sub-Total | ||
| Vehicles | 40% | |
| 1 | Simple service a (5,000km) | 10% |
| 2 | Simple service b (10,000km) | 10% |
| 3 | General service c (at 15, 000km) | 7% |
| 4 | Brake system and suspension | 5% |
| 5 | Cluch system/ system d’embrayage | 5% |
| 6 | Engine repair | 3% |
| Sub-Total | 60% | |
| General-Total | 100% | |
DETAILED - FINANCIAL PROPOSAL
- MOTORCYCLES (YAMAHA AG -100)
| SERVICE | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | Huile Moteur | 1 | ||
| 2 | Huile à 2 temps | 1 | ||
| 3 | Main d'oeuvre | 1 | ||
| Sub-Total | ||||
| SPARE PARTS | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | Ammortisseur arrière | 1 | ||
| 2 | Ammortisseur avant | 1 | ||
| 3 | Ampoule avant et arrière | 1 | ||
| 4 | Arbre à came | 1 | ||
| 5 | Arbre secondaire et primaire | 1 | ||
| 6 | Bande frein avant | 1 | ||
| 7 | Bande frein arrière | 1 | ||
| 8 | Batterie | 1 | ||
| 9 | Bielle de piston | 1 | ||
| 10 | Bobine bas et haut | 1 | ||
| 11 | Boite clignotante | 1 | ||
| 12 | Bouchon moteur | 1 | ||
| 13 | Bougie d'allumage | 1 | ||
| 14 | Bourrage de soupape | 1 | ||
| 15 | Bourrage | 1 | ||
| 16 | Butée d'embrayage | 1 | ||
| 17 | Cable de kilometrage | 1 | ||
| 18 | Cable de frein | 1 | ||
| 19 | Cable d'embrayage | 1 | ||
| 20 | Cable d'accélérateur | 1 | ||
| 21 | Cable de kilomètrage | 1 | ||
| 22 | Cales de pignon | 1 | ||
| 23 | Casque du chauffeur | 1 | ||
| 24 | Chaine de transmission | 1 | ||
| 25 | Chambre à air | 1 | ||
| 26 | Chassis | 1 | ||
| 27 | Clignon | 1 | ||
| 28 | Commande vitesse | 1 | ||
| 29 | Commutateur | 1 | ||
| 30 | Contacteur | 1 | ||
| 31 | Couvercle commande vitesse | 1 | ||
| 32 | Couvercle magneton | 1 | ||
| 33 | CTC d'échappement (grand) | 1 | ||
| 34 | CTC d'échappement (petit) | 1 | ||
| 35 | Culbuteur | 1 | ||
| 36 | Culasse | 1 | ||
| 37 | Cylindre ou allesage | 1 | ||
| 38 | Disque d'embrayage | 1 | ||
| 39 | Fermeture de pignon d'avant et arrière | 1 | ||
| 40 | Feu arrière | 1 | ||
| 41 | Feu clignotant | 1 | ||
| 42 | Filetage d'arbre primaire | 1 | ||
| 43 | Flacheur | 1 | ||
| 44 | Frasque | 1 | ||
| 45 | Garde boue | 1 | ||
| 46 | Garde chaine | 1 | ||
| 47 | Guidon (Amahembe) | 1 | ||
| 48 | Housing de phare | 1 | ||
| 49 | Huile moteur SAE 40 | 1 | ||
| 50 | Jante de pneu arrière | 1 | ||
| 51 | Jante de pneu avant | 1 | ||
| 52 | Kit bourrage | 1 | ||
| 53 | Kit joint | 1 | ||
| 54 | Levier de vitesse | 1 | ||
| 55 | Machine de kilomètrage | 1 | ||
| 56 | Moyeu | 1 | ||
| 57 | Petit échappement | 1 | ||
| 58 | Phare avant complet | 1 | ||
| 59 | Pignon arbre à came | 1 | ||
| 60 | Pignon avant ou arrière | 1 | ||
| 61 | Pignon de boite vitesse | 1 | ||
| 62 | Piston | 1 | ||
| 63 | Segment | 1 | ||
| 64 | Pneu arrière | 1 | ||
| 65 | Pneu avant | 1 | ||
| 66 | Poignet | 1 | ||
| 67 | Porte outillage | 1 | ||
| 68 | Porte couvercle d'outillage | 1 | ||
| 69 | Porte disque | 1 | ||
| 70 | Porte retroviseur | 1 | ||
| 71 | Pose à pied chauffeur | 1 | ||
| 72 | Pressage de bielle | 1 | ||
| 73 | Rayon | 1 | ||
| 74 | Reglage de frein | 1 | ||
| 75 | Regulateur | 1 | ||
| 76 | Remplacement huile | 1 | ||
| 77 | Réparation ampoule | 1 | ||
| 78 | Réparation chaine | 1 | ||
| 79 | Réparation pneu | 1 | ||
| 80 | Réparation siège | 1 | ||
| 81 | Retroviseur | 1 | ||
| 82 | Revier de vitesse | 1 | ||
| 83 | Robine à essence | 1 | ||
| 84 | Rondelle de bielle | 1 | ||
| 85 | Roulement | 1 | ||
| 86 | Roulement avant et arrière | 1 | ||
| 87 | Sedeï | 1 | ||
| 88 | Silencieux | 1 | ||
| 89 | Soudage d'échappement | 1 | ||
| 90 | Soufflet d'amortisseur | 1 | ||
| 91 | Suppapes | 1 | ||
| 92 | Support de rétroviseur | 1 | ||
| 93 | Tambour arrière | 1 | ||
| 94 | Tambour avant | 1 | ||
| 95 | Tête de bougie | 1 | ||
| 96 | Vilbrequin | 1 | ||
| 97 | Vis relentie | 1 | ||
| Sub-Total | ||||
| General-Total | ||||
- VEHICLES
| SIMPLE SERVICE A (5,000KM) | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1L | Engine oil/Huile de moteur | ||
| 2 | 1L | Distilled water /Eau distillée | ||
| 3 | 1/4L | Brake fluid /Huile de frein | ||
| 4 | 1 | Labor / Main d’oeuvre | ||
| Sub-Total | ||||
| SIMPLE SERVICE B (10,000KM) | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1L | Engine oil/Huile de moteur | ||
| 2 | 1L | Distelled water /Eau distillée | ||
| 3 | 1L | Brake fluid /Huile de frein | ||
| 4 | 1 | Oil filter / Filter à huile | ||
| 5 | 1 | Cleaning air filter | ||
| 6 | 1 | Greasing/Graissage | ||
| 7 | 1 | Labor/Main d’oeuvre | ||
| Sub-Total | ||||
| GENERAL SERVICE C (at 15, 000KM) | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1L | Engine oil/Huile de moteur | ||
| 2 | 1L | Distelled water /Eau distillée | ||
| 3 | 1L | Brake fluid /Huile de frein | ||
| 4 | 1 | Oil filter / Filter à huile | ||
| 5 | 1 | Gear box oil/Huile de boite de vitesse | ||
| 6 | 1 | Cleaning air filter | ||
| 7 | 1 | Greasing/Graissage | ||
| 8 | 1 | Huile hydraulique | ||
| 9 | 1 | Diesel filter /Filter à mazout | ||
| 10 | 1 | Air filter/ Filter à air | ||
| 11 | 1 | Bougie de prechauffage/ Preheating plug | ||
| 12 | 1 | Ampoule special à iode | ||
| 13 | 1 | Ampoule ordinaire | ||
| 14 | 1 | Ampoule de clignotant | ||
| 15 | 1 | CTC de ressort | ||
| 16 | 1 | CTC de triangle | ||
| 17 | 1 | CTC de barrestabilisateur | ||
| 18 | 1 | Altenator belt/ Courroie d’alternateur | ||
| 19 | 1 | Courroie de climatiseur | ||
| 20 | 1 | Courroie de pompehydraulique | ||
| 21 | 1 | Courroie de distribution | ||
| 22 | 1 | Labor/Main d’oeuvre | ||
| Sub-Total | ||||
| BRAKE SYSTEM AND SUSPENSION | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1 | Brake band/ Bandefrein | ||
| 2 | 1 | Brake pad/ Plaquette de frein | ||
| 3 | 1 | Front shock absorber/ Amortissement avant | ||
| 4 | 1 | Rear shock absorber/Amortissement arrière | ||
| 5 | 1 | Disque de frein | ||
| 6 | 1 | Tambour de frein | ||
| 7 | 1 | Buserule de barre tirant | ||
| 8 | 1 | Buserule de barre stabilisateur | ||
| 9 | 1 | Buserule de barre de tosion | ||
| 10 | 1 | Tige stabilisateur avant | ||
| 11 | 1 | Tige stabilisateur arrière | ||
| 12 | 1 | Roture de triangle | ||
| 13 | 1 | CTC d’amortissement avant | ||
| 14 | 1 | CTC d’amortissement arrière | ||
| 15 | 1 | Roture de suspension | ||
| 16 | 1 | Couppelle de frein | ||
| 17 | 1 | Roulement de cardan | ||
| 18 | 1 | Buserule de barre avant | ||
| 19 | 1 | Roture de direction | ||
| 20 | 1 | Kit moyen | ||
| 21 | 1 | Maitre Cylindre de frein | ||
| 22 | 1 | Cylindre Recepteur de frein | ||
| 23 | 1 | Cable – frein a main | ||
| 24 | 1 | Cale de plaquette | ||
| 25 | 1 | Roulement de moyen Avant | ||
| 26 | 1 | Roulement de moyen Arriere | ||
| 27 | 1 | Bourrage de moyen Avant | ||
| 28 | 1 | Bourrage de moyen Arriere | ||
| 29 | 1 | Bourrage de Boite vitesse | ||
| 30 | 1 | Bourrage de Diff | ||
| 31 | 1 | Ressort a Lame | ||
| 32 | 1 | Croisillon de Cardan | ||
| 33 | 1 | Klaxon | ||
| 34 | 1 | ABS | ||
| 35 | 1 | Etrier dr freinage | ||
| 36 | 1 | Cremallere de direction | ||
| Sub-Total | ||||
| CLUCH SYSTEM (SYSTEM D’EMBRAYAGE) | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1 | Disque d’embrayage | ||
| 2 | 1 | Plateau d’embrayage | ||
| 3 | 1 | Butee d’embrayage | ||
| 4 | 1 | Couppelle d’embrayage | ||
| 5 | 1 | Maitre Cylindre d’embrayage | ||
| 6 | 1 | Cylindre Recepteur d’embrayage | ||
| Sub-Total | ||||
| ENGINE REPAIR (Spare Parts & Service) | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1 | Croix d’ admission | ||
| 2 | 1 | Piston | ||
| 3 | 1 | Segment bloc moteur | ||
| 4 | 1 | Segment piston | ||
| 5 | 1 | Culasse | ||
| 6 | 1 | Soupape | ||
| 7 | 1 | Coussinet | ||
| 8 | 1 | Parier | ||
| 9 | 1 | Bielle | ||
| 10 | 1 | Vilebrequin | ||
| 11 | 1 | Pompe injecteur | ||
| 12 | 1 | Pompe a eau | ||
| 13 | 1 | Bougie de profecharge | ||
| 14 | 1 | Filtre a air | ||
| 15 | 1 | Filtre a huile | ||
| 16 | 1 | Filtre de mazout | ||
| 17 | 1 | Kit Joint Moteur | ||
| 18 | 1 | Joint de Culasse | ||
| 19 | 1 | Nez Injecteur | ||
| 20 | 1 | Tete hydraulique Pompe Injecteur | ||
| 21 | 1 | Pompe a Huile | ||
| 22 | 1 | Demarreur | ||
| 23 | 1 | Alternateur | ||
| 24 | 1 | Charbon de Demarreur | ||
| 25 | 1 | Turbon | ||
| Sub-Total | ||||
| BREAKDOWN SERVICE | ||||
| S/N | Quantity | Items | Unit Price (RWF) | Total price (RWF) |
| 1 | 1 | City of Kigali | ||
| 2 | 1 | Eastern Province | ||
| 3 | 1 | Western Province | ||
| 4 | 1 | Southern Province | ||
| 5 | 1 | Northern Province | ||
| Sub-Total | ||||
| General - Total | ||||
Interested Garages will send their offers no later than 18th June 2026 @ 04:00PM, Kigali time; in a sealed envelope, to CBS Rwanda Head office. Once selected, the garage will be contacted for site visit to review service performance.
Done at Kigali; 28th May 2026
Executive Secretariat of CBS Rwanda
E-mail: info@cbsrwanda.org
Website: www.cbsrwanda.org