RFP No. 001/03/2025FT

IPA - Rwanda

Request for Proposals (RFP)

RFP No. 001/03/2025FT

Title of the procurement: Field vehicle transport

Issue Date: March 13, 2025

WARNING: Prospective Offerors who have received this document from a source other than from IPA Rwanda should immediately contact iparwandaprocurement@poverty-action.org and provide their name and mailing address in order that amendments to the RFP or other communications can be sent directly to them. Any prospective Offeror who fails to register their interest assumes complete responsibility in the event that they do not receive communications prior to the closing date. Any amendments to this solicitation will be issued and posted in jobinrwanda.com

RFP No. 001/03/2025FT

Synopsis of the RFP

RFP No.

001/03/2025FT

Issue Date

March 13, 2025

Title: Field Vehicle Transport

Issuing Office: Innovations for Poverty Action (IPA), Rwanda Plot 1123, KK23/KK387, Kicukiro (IPA Rwanda office map).

Deadline for Receipt of Questions

• The deadline for receiving the questions is March 21, 2025,

Point of Contact for Questions

• For any question, please send your email to: iparwandaprocurement@poverty-action.org

Deadline for Receipt of proposal: March 24, 2025, no later than 5PM

Proposal Submission Address

• The proposal will be received via IPA Rwanda email address:

RWA_proposals@poverty-action.org

please include the RFP number in the subject line.

Anticipated Award Type

Blanket Purchase Agreement.

Basis for Award

The award will be issued to the responsible and reasonable offeror who provides the best value to IPA and its client using a combination of technical and cost/price factors.

Introduction and Purpose

Purpose

Innovations for Poverty Action (IPA) is a research and policy non-profit that discovers and promotes effective solutions to global poverty problems. IPA brings together researchers and decision-makers to design, rigorously evaluate, and refine these solutions and their applications, ensuring that the evidence created is used to improve the lives of the world’s poor.

IPA Rwanda invites qualified offerors to submit proposals to Rend vehicles to IPA Rwanda in support of IPA office operations and program implementation.

Issuing Office

The Issuing Office and Contact Person noted in the above synopsis is the sole point of contact at IPA for purposes of this RFP. Any prospective offeror who fails to register their interest with this office assumes complete responsibility in the event that they do not receive direct communications (amendments, answers to questions, etc.) prior to the closing date.

Type of Award Anticipated

IPA anticipates awarding a Firm Fixed Price. This award type is subject to change during the course of negotiations.

General Instructions to Offerors

General Instructions

“Offeror”, “Subcontractor”, and/or “Bidder” means a firm proposing the work under this RFP. “Offer” and/or “Proposal” means the package of documents the firm submits to propose the work.

Offerors wishing to respond to this RFP must submit proposals, in English, in accordance with the following instructions. Offerors are required to review all instructions and specifications contained in this RFP. Failure to do so will be at the Offeror’s risk. If the solicitation is amended, then all terms and conditions not modified in the amendment shall remain unchanged.

Issuance of this RFP in no way obligates IPA to award a subcontract or purchase order. Offerors will not be reimbursed for any costs associated with the preparation or submission of their proposal. IPA shall in no case be responsible for liable for these costs.

Proposals are due no later than 5 pm, March 24, 2025, to be submitted to IPA Rwanda email RWA_proposals@poverty-action.org. Late offers will be rejected except under extraordinary circumstances at IPA’s discretion.

The submission of a proposal to IPA in response to this RFP will constitute an offer and indicates the Offeror’s agreement to the terms and conditions in this RFP and any attachments hereto. IPA reserves the right not to evaluate a non-responsive or incomplete proposal. Proposal Cover Letter

A cover letter shall be included with the proposal on the Offeror’s company letterhead with a duly authorized signature and company stamp/seal using the Proposal Cover Letter template (see Attachments) for the format. The cover letter shall include the following items:

The Offeror will certify a validity period of 12 months for the prices provided. Acknowledge the solicitation amendments received.

Questions regarding the RFP

Each Offeror is responsible for reading and complying with the terms and conditions of this RFP. Requests for clarification or additional information must be submitted in writing via email or in writing to the Issuing Office as specified in the Synopsis above. No questions will be answered by phone. Any verbal information received from an IPA Rwanda employee or other entity shall not be considered as an official response to any question regarding this RFP.

Copies of questions and responses will be distributed in writing to all prospective bidders who are on record as having received this RFP after the submission date specified in the Synopsis above.

Instructions for the Preparation of Technical Proposals

Participation is open on equal terms to all natural and legal persons working in the above- mentioned fields having legal authorizations to exercise the activity and any eligible natural, legal person or companies fulfilling the required conditions highlighted in this offer. The selection criteria that will be used to establish potential supplier are the follows:

Professional capacity of the offeror which shows that:

• All the Vehicles to be hired should have a valid RURA license to perform the public transport.
• Demonstrates satisfactory past performance with supporting evidence.
• Holds the legal documents to exercise the activity (RBD certificate, VAT certificate and EBM machine)
• Vehicles must be used everywhere in Rwandan territory, unlimited kms and hours.
• Complies with the general rules, regulations and conditions of IPA Rwanda
• Having adequate financial resources to finance and perform the work or deliver goods or the ability to obtain financial resources without receiving advance funds from IPA.
• Ability to comply with required or proposed delivery or performance schedules.
• Have the necessary organization, experience, accounting and operational controls and technical skills.
• Have the necessary production, sufficient stock as well as known physical address.

Financially

• Has adequate financial resources to execute the contract.
• Respects the general rules and conditions of IPA, namely: the supplier must process orders based on a signed purchase order from IPA and accept payment after services delivery, by bank transfer.
• Issuing for every payment IBM invoice and provide proof of filling (declaration) of Income tax.
• Willing to accept to be paid for the consumed services in not more than 15 days after delivering a fully compliant invoice.

Technical proposals shall include the following:

• The proposed vehicles which meet or exceed the stated technical specifications or scope of work. The proposal must show how the Offeror plans to complete the work and describe an approach that demonstrates the achievement of timely and acceptable performance of the work.
• Provide a list of at least five (5) recent awards of similar scope and duration. The information shall be supplied as a table (template provided in Attachments), and shall include the legal name and address of the organization for which services were performed, a description of work performed, the duration of the work and the value of the contract, description of any problems encountered and how it was resolved, and a current contact phone number of a responsible and knowledgeable representative of the organization. See Attachments.

Services Specified

For this RFP, IPA is in need of the services described here below:

Instructions for the Preparation of Cost/Price Proposals

Cost/Price Proposals

Provided in the Attachments section of this RFP is a template for the Price Schedule for firm- fixed price awards. For cost-reimbursable or time & material awards, the offeror shall provide a fully detailed budget. Offerors shall complete the template including as much detailed information as possible. Any required payment terms must be included in the cost proposal.

It is important to note that Value Added Tax (VAT) should be included on a separate line. The Subcontractor is responsible for all applicable taxes and fees, as prescribed under the applicable laws for income, compensation, permits, licenses, and other taxes and fees due as required.

Basis of Award

Evaluation Criteria

Each proposal will be evaluated and scored against the evaluation criteria and evaluation sub- criteria, which are stated in the table below.

Evaluation criteria	Evaluation Sub-criteria (if needed)	Maximum Points
The evaluation of the eligibility and the conformity of the documents submitted as stated in article 5.3 of this offer	assessment of the company profile, administration document, type of vehicle to be rented as well as the duration for availing needed vehicle since the reception of purchasing order	10 points
Corporate    Capabilities   or                    Past Performance	At least 5 past performances from NGOs or government institutions	10 points
Financial capacity	List of vehicles falling under requested category with RURA license owned by the transporter (Minimum 15 vehicles exclusive sedans and Mini-vans and buses)	10 points
Cost	The bidder must indicate both total prices including the taxes and excluding the taxes.	70 points
Total Points		100 points

• Noncompliance with the requirement of the tender may lead to automatic disqualification from farther evaluation. In addition, if any bidders do not prove they are legally compliant they will be disqualified from farther evaluation.
• Any attempt to contact IPA or an IPA staff member to attempt to influence the outcome of the tender will not be accepted and will lead to automatic disqualification from further evaluation.
• All supplies indicated in the tender document will be covered by the unity price as given by the bidder.

Best Value Determination

IPA will review all proposals and make an award based on the eligibility and cost evaluation criteria stated above and select the offeror whose proposal provides the best value to IPA. IPA may also exclude an offer from consideration if it determines that an Offeror is "not responsible", i.e., that it does not have the management and financial capabilities required to perform the work required.

IPA may award an Offeror without discussions. Therefore, the initial offer must contain the Offeror’s best price with best past performance proof.

Responsibility Determination

IPA will not enter into any type of agreement with an Offeror prior to ensuring the Offeror’s responsibility. When assessing an Offeror’s responsibility, the following factors are taken into consideration:

• A Letter of Submission duly signed by the legal representative and stamped with full detail address indicating Country, Province, Sector, Cell, Village, Street, E-mail, post office box number and bank account details.
• The certified copy or original commercial register from RDB
• A certificate of non-receivable or receivable from the Rwandan Revenue Office (RRA) notified / online in color or original valid.
• A certificate of non-royalty or royalty towards the “Rwanda Social Security Board RSSB” notified or original valid
• Proof of having registered EBM
• Have 5 satisfactory past performance certificates from NGOs and government institutions.
• List of owned vehicles with RURA licenses (with at least 6 months of viridity) proposed to be rented as per this RFP.

Inspection & Acceptance

The designated IPA staff will inspect from time to time the goods requested to determine whether the activities are being performed in a satisfactory manner, and that all equipment or supplies are of acceptable quality and standards. The subcontractor shall be responsible for any countermeasures or corrective action, within the scope of this RFP, which may be required by the IPA Country Director/Representative as a result of such inspection.

Minimum technical check list for any vehicle proposed to be hired by IPA.

The following checklist is intended to assist staff in determining the safety of the vehicle they use for IPA work-related travel.

1. Vehicle Make:
2. Vehicle Model:
3. Vehicle Year:
4. Plate Number:

	Yes	Comments / Observations
External Inspection	yes
Windshield with no cracks	yes
Tires in good condition- adequate tread and pressure	yes
Working lights (headlights, directional signals, 4-way flashing lights, brake lights)	yes
Functioning side mirrors	yes
No visible leaks under vehicle	yes
Nobody damage impacting the functioning of vehicle		Note any existing body damage.
Internal Inspection	yes
Working fuel gauge	yes
Functional speedometer and odometer	yes
Seats secured to the frame of the car	yes
Functional seatbelts	yes
Brakes working, including the parking brake	yes
Functioning rearview mirror	yes
No check engine lights displayed	yes
Supplies in Vehicle	yes
Spare tire, jack, wrench	yes
Warning Triangle	yes
Fire extinguisher	yes
First aid kit	yes
Jumper cables	yes
Other	yes
Driver has a valid driver’s license	yes
Proof of valid RURA registration	yes
Proof of insurance coverage in the vehicle	yes
Valid RNP vehicle inspection certificate (Contrôle technique)	Yes

Compliance with Terms and Conditions

5.1 General Terms and Conditions

Offerors agree to comply with the general terms and conditions for an award resulting from this RFP. The selected Offeror shall comply with all Terms and Conditions listed in the accompanying Attachment.

Procurement Ethics

Neither payment nor preference shall be made by either the Offeror, or by any IPA staff, in an attempt to affect the results of the award. IPA treats all reports of possible fraud/abuse very seriously. Acts of fraud or corruption will not be tolerated, and IPA employees and/or subcontractors/grantees/vendors who engage in such activities will face serious consequences. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Offeror or the IPA staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at +1 844 837 5445. IPA ensures anonymity and an unbiased, serious review and treatment of the information provided. Such practice may result in the cancellation of the procurement and disqualification of the Offeror’s participation in this, and future, procurements.

By submitting an offeror, Offerors certify that they have not/will not attempt to bribe or make any payments to IPA employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted.

Attachments

Scope of work and Services or Technical Specifications

In order to achieve our Vision of “A world with more evidence and less poverty” and our Mission of “Discovering and advancing what works to improve the lives of people living in poverty”

IPA Rwanda is looking for qualified transport service provider, as follow:

Scope of Work for Vehicle for Field Transport

Introduction

This Scope of Work (SOW) defines the responsibilities, specifications, and requirements for the vehicle(s) intended for field transport. These vehicles will be used to transport personnel, equipment, and supplies to and from the field in a safe, efficient, and timely manner. The vehicles must meet the operational and safety requirements needed for the nature of the IPA Rwanda fieldwork.

Purpose of the Vehicle

• To transport field staff, survey teams, or other personnel to and from designated field locations.
• To transport equipment, supplies, and materials required for field activities.
• To provide safe, reliable, and efficient transportation in remote or challenging environments.

Vehicle Specifications

• Type of Vehicle and capacity as listed in the table of Price Schedule

• Vehicle Age and Condition: The vehicle must be in good working condition and free from defects. It must pass a safety inspection and maintenance check before being used in the field.
• Safety Equipment: Seat belts for all passengers, Fire extinguisher, first aid kit, and emergency tools, Spare tire, jack and tools, warning triangles, and other safety gear for vehicle breakdowns.

Responsibilities of the Vehicle Operator

• Driver Qualifications: The driver must possess a valid driver’s license for the appropriate vehicle class and have experience operating vehicles in field conditions.
• Operational Hours: Vehicles may be required to operate during standard working hours, as well as during evening or weekend hours depending on field requirements.

Maintenance and Inspection:

• The vehicle must undergo routine inspections and maintenance (e.g., oil changes, tire checks, brake checks) as per the manufacturer’s recommendations or at the required intervals.
• Emergency maintenance must be reported and addressed immediately. Vehicle logs must be kept to record fuel consumption, maintenance, repairs, and any other incidents.

Transport Requirements

• Route Planning: The vehicle operator will be responsible for planning safe routes to and from field sites. This includes identifying potential hazards or detours and ensuring the vehicle is suitable for the terrain.
• Transporting Personnel: The vehicle will be used to transport personnel safely to designated field locations. The vehicle should ensure comfort, safety, and accessibility for all passengers.
• Transporting Equipment and Supplies: The vehicle must be able to safely transport equipment, tools, and other necessary materials to field locations. This includes securing loads to prevent damage and ensure the safety of all items being transported.

Field Environment and Terrain

• Terrain Conditions: The vehicle must be capable of handling rugged, off-road terrain (if applicable). This may include dirt roads, mud, steep inclines, and areas with limited infrastructure.
• Weather Conditions: The vehicle should be equipped to handle a variety of weather conditions, including rain, or extreme heat.
• Emergency Situations: The vehicle should be equipped with emergency gear, and the driver should be trained in how to respond to emergencies such as accidents, vehicle breakdowns, or other unforeseen issues.

Vehicle Usage

• Fuel Management: Vehicles will be refueled as necessary and should be availed for the assignments with a full tank to ensure they are ready for the use.
• Daily Log: The driver will complete a daily log documenting any incidents, and the condition of the vehicle. This log will be approved by IPA field manager or FOs.
• Vehicle Cleanliness: The vehicle should be maintained in a clean and orderly condition, both internally and externally.

Safety and Risk Management

Emergency Protocols: In the event of an emergency, the driver should be familiar with emergency evacuation procedures, communication methods, and first aid practices.

Communication: A driver should be equipped with a reliable communication system (mobile phone) to stay in contact with base IPA staff on the field or the main office during field activities.

Personal Protective Equipment (PPE): All field transport vehicles should carry the necessary PPE, including first aid kit, and any additional safety gear required for specific field operations.

Reporting and Documentation

Incident Reporting: Any accidents, breakdowns, or delays caused by the vehicle must be immediately reported to the supervisor and documented in the vehicle log.

Vehicle Condition Reports: If any issues or concerns about the vehicle’s condition arise during its use, the driver must complete a vehicle condition report and notify the IPA field Manager or IPA operation department for action.

Duration and Availability

Availability: The vehicle(s) will be available for field use during specified days in purchasing order and must be readily accessible departure site on time.

Duration of Service: The vehicle(s) will remain in service for the duration of the fieldwork as per the LPO issued.

Proposal Cover Letter

[On                                                       Firm’s                                                       Letterhead]

<Insert date>

TO:      Innovations for Poverty Action

Plot 1123, KK23/KK387, Kicukiro (IPA Rwanda office map).

We, the undersigned, provide the attached proposal in accordance with RFP No. 001/03/2025FT issued on March 13, 2025. Our attached proposal is for the total price of (Sum in Words).

I certify a validity period of 13 months for the prices provided in the attached Price Schedule. Our proposal shall be binding upon us subject to the modifications resulting from any discussions.

We understand that IPA is not bound to accept any proposal it receives. Yours sincerely,

Authorized Signature:

Name and Title of Signatory: Click here to enter text. Name of Firm: Click here to enter text.

Address: Click here to enter text. Telephone: Click here to enter text. Email: Click here to enter text.

Company Seal/Stamp:

8.2. Price Schedule

S/N	Type of vehicle	Seating capacity	Year of manufacturing	Seating capacity Fixed price per day with driver, fuel, unlimited KM and hours and VAT inclusive	Number of company’s vehicles with RURA license available
1	Corolla or similar in Kigali (Electric or Hybrids ones are highly preferred in order to protect environment)	5	2015
2	Corolla or similar out of Kigali (Electric or Hybrids ones are highly preferred in order to protect environment)	5	2015
3	RAV4 or Similar (Electric or Hybrids ones are highly Preferred in order to protect environment)	5	2015 and above
4	4x4 landcruiser/prado or similar (if any be specific on model)	8	2008 and above
5	4x4 landcruiser/prado or similar (if any be specific on model)	9	2008 and above
6	Toyota MINIVAN or similar (Electric or Hybrids ones are highly encouraged in order to protect environment )	14	2015 and above
7	Large Coaster or similar	29	2015 and above
8	Large bus	Min 45	2015 and above

Delivery Period after receiving purchasing order: Payment terms:

Past Performance Form

Include projects that best illustrate your work experience relevant to this RFP, sorted by decreasing order of completion date.

Projects should have been undertaken in the past three years. Projects undertaken in the past six years may be taken into consideration at the discretion of the evaluation committee.

#	Description                       of Activities	Location Province/ District	Client Name/Tel No/ email address	Cost	Start-End Dates	Complete d            on schedule (Yes/No)	Completion Letter Received? (Yes/No)	Type           of Agreement (fixed   price, cost reimbursable )
1
2
3
4
5

Terms and Conditions

• The Request for Proposal is not and shall not be considered an offer by IPA.
• All responses must be received on or before the date and time indicated on the RFP.
• All proposals will be considered binding offers. Prices proposed must be valid for the entire period provided by respondent.
• All awards will be subject to IPA contractual terms and conditions contingent on the availability of donor funding.
• IPA reserves the right to accept or reject any proposal or cancel the solicitation process at any time and shall have no liability to the proposing organizations submitting proposals for such rejection or cancellation of the request for proposals.
• IPA reserves the right to accept all or part of the proposal when an award is provided.
• All information provided by IPA in this RFP is offered in good faith. Individual items are subject to change at any time, and all bidders will be provided with notification of any changes. IPA is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
• IPA reserves the right to require any bidder to enter into a non-disclosure agreement.
• The bidders are solely obligated to pay for any costs, of any kind whatsoever, which may be incurred by the bidder or any third parties, in connection with the Response. All responses and supporting documentation shall become the property of IPA, subject to claims of confidentiality in respect of the response and supporting documentation, which have been clearly marked confidential by the bidder.

Done at Kigali on March 13, 2025

Procurement Department

IPA Rwanda