REQUEST FOR PROPOSALS FOR TRANSPORT SERVICES PROVIDERS

RFP Number: 006/TCPA/2026

Date: 23rd June 2026

1. Background.

The Commons Project Foundation, Africa (TCP-Africa) is driving a person-centered health revolution across the continent. As part of The Commons Project Foundation, TCP Africa was established to build and operate digital platforms that enhance healthcare accessibility and empower individuals with secure, verifiable access to their health data. Founded in 2022, TCP Africa is developing and promoting interoperable digital health tools and open standards that enable individuals to access, oversee, and share their records seamlessly. In partnership with governments, foundations, and other stakeholders, TCP Africa is working to digitize healthcare, build a skilled digital health workforce, and strengthen personal ownership of health data. The organization is headquartered in Kigali, Rwanda.

2. Objectives of the RFP

TCP Africa is seeking proposals from qualified bidders for the provision of reliable and efficient transport services over a period of One year. TCP Africa reserves the right to award Framework Agreements to one or more service providers as a result of this procurement process. The number of Framework Agreements awarded will depend on the quality of proposals received, pricing, capacity, and organizational needs.

The selected service provider will be tasked with delivering safe, well-maintained, and fully insured vehicles, along with qualified drivers, to assist program implementation and operational activities in all 30 Districts of Rwanda.

3. Scope of work

TCP Africa invites proposals from eligible service providers for the provision of vehicle rental services with fuel and driver. The selected provider(s) will be required to deliver reliable transportation services within Kigali and across all districts of Rwanda.

The quotation should include rates for the following service categories:

• Full-day vehicle hire (12 hours) with driver and fuel.
• Half-day vehicle hire with driver and fuel.
• One-way transfers within Kigali.
• One-way transfers from Kigali to destinations outside Kigali.
• Transportation services across all 30 districts of Rwanda.

The required vehicle category is 4x4 SUVs/jeeps. Service providers operating hybrid or electric vehicles are strongly encouraged to apply, as this aligns with TCP Africa's commitment to cost efficiency and environmentally sustainable transport solutions.

The service provider shall make sure that all vehicles are clean, roadworthy, well-maintained, and in good operating condition at all times. All vehicles must have valid and up-to-date insurance coverage, including liability coverage for both the vehicle and passengers.

Each vehicle must be equipped with:

• Fully functional air conditioning;
• Airbags;
• A fire extinguisher;
• A complete toolkit; and
• Tires and other critical vehicle components maintained in safe working condition.

All drivers assigned to the service must hold valid driving licenses and comply with all applicable traffic laws and road safety regulations.

Pricing Requirements

All prices must be quoted in Rwandan Francs (RWF) and should clearly indicate the applicable VAT.

Service providers are requested to submit a detailed pricing schedule that includes:

• Full-day (12-hour) rates;
• Half-day rates;
• One-way transfer rates within Kigali;
• One-way transfer rates from Kigali to destinations outside Kigali;
• Daily transportation rates from Kigali to each of the 30 districts of Rwanda, with a separate rate provided for each route (e.g., Kigali–Rusizi, Kigali–Musanze, Kigali–Karongi, etc.);
• Daily rates applicable when a vehicle remains stationed and operates within the same district for multiple consecutive days without returning to Kigali (e.g., a vehicle deployed in Karongi for two or more days); and
• Any additional charges that may apply, clearly stated and justified.

Quoted rates shall be inclusive of fuel, driver costs, vehicle maintenance, insurance, and all other operational expenses unless otherwise specified.

4. Administrative Documents

Bidders must submit:

• Company registration certificate 
• Valid tax clearance certificate (RRA) 
• Valid RURA Operating License
• Professional references from other organizations.

5. Evaluation criteria

The evaluation will be conducted using a combined technical and financial scoring methodology, with the following weighting

• Technical Evaluation: 70%
• Financial Evaluation: 30%

Only bidders that achieve the minimum technical score of 70% will qualify for the financial evaluation.

Financial Evaluation (30%)

Financial proposals of technically qualified bidders will be evaluated based on competitiveness, completeness, and overall value for money. The lowest evaluated financial proposal will receive the maximum score of 30%, with other proposals scored proportionately.

Submission of Proposal

Interested and qualified service providers are invited to submit their proposals electronically to procurement@thecommonsproject.org no later than 30 June 2026 at 5:00 PM (Kigali Time). Proposals received after the deadline will not be considered.

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