Request for Quotation for Vehicles (Ev Minibus, Diesel Minibus, Ev Minivan, Plug-in Hybrid SUV & Ev SUV)

Bid Document for Goods and Services

1. DEFINITIONS AND INTERPRETATION

1.1 In this tender document, unless the context indicates otherwise:

• "RICA" means the Rwanda Institute for Conservation Agriculture
• "Bidder" means any entity submitting a bid in response to this tender
• "Contract" means the agreement to be entered into between RICA and the successful bidder
• "Goods" means the items to be supplied as specified in the Schedule of Requirements
• "Services" means any related services required in connection with the supply of goods
• "Day" means calendar day

2. INVITATION TO BID

2.1 RICA invites electronic bids from eligible bidders for the supply of Vehicles – EV Minibus (Coaster-type), Diesel Minibus (Coaster-type), EV Minivan, Plug-in Hybrid (PHEV) SUV, and EV SUV – as detailed in the Technical Specifications Sheets (Annexes A–E).

2.2 Bid Submission:

Deadline: 28/09/2026

Method: Electronic submission to tenders@rica.rw 

Format: All bids must be consolidated into a single ZIP file and submitted in English. (The ZIP file should contain all required documents, forms, and supporting materials organized in clearly labeled folders. The Zip file name should follow the convention: [YOURCompanyName]Bid[Date: YYYYMMDD].zip)

Documents within the ZIP file must be in the following formats:

Technical proposals and written documents: PDF format

Financial spreadsheets: Microsoft Excel format (.xlsx)

Completed forms: PDF format with signatures where required

Supporting documents: PDF format

The total size of the ZIP file should not exceed 30MB. For submissions exceeding 30MB, please upload your ZIP file to a secure cloud storage service (such as Google Drive, OneDrive, or Dropbox) and include the shareable link in your email to  tenders@rica.rw Ensure the link permissions are set to "View only" and remain active for at least 30 days after the submission deadline.

Upon successful submission, you will receive an automated confirmation email. If you do not receive this confirmation within one hour of submission, please contact feedback@rica.rw

3. BIDDER ELIGIBILITY

3.1 This tender is open to all qualified bidders who:

• Are legally registered businesses
• Have the required licenses and permits
• Have the technical and financial capability to deliver the required goods/services
• Are not under any procurement suspension or debarment from RICA or the Rwanda Public Procurement Agency (for local vendors)

For the full terms and conditions for eligibility, please refer to RICA Bidding Guidelines in this link https://www.rica.rw/documents/ 

3.2 Joint Ventures:

• Are permitted with clear designation of guide partner
• Must deliver joint venture agreement
• All partners are jointly and severally liable

4. BID PREPARATION AND SUBMISSION

4.1 Required Documents:

Completed Bid Submission Form. (https://www.rica.rw/documents/)

• Completed Technical Specifications Sheet (where applicable)
• Completed Price Schedule (Annex F)
• Company Registration Documents indicating company shareholders
• Tax Clearance Certificate
• Manufacturer's Authorization (where applicable)
• Quality Certifications (where applicable)
• References for Similar Contracts
• Templates for required documents can be found in the annexes attached

4.2 Pricing Requirements:

• Prices shall be quoted in Rwandan Francs (RWF)
• Bidders shall quote two prices for each item: (i) the Duty-Free Price, and (ii) the Price Inclusive of All Duties and Taxes (VAT, import duty, etc.)
• All quoted prices shall include delivery to RICA, Gashora Campus, Bugesera District
• Prices shall remain fixed for the duration of the contract
• Detailed breakdown of prices must be provided for both pricing options above
• Prices shall be submitted using the Price Schedule Template at Annex F
• Full terms and conditions of pricing requirement can be found in RICA Bidding Guidelines

4.3 Technical Requirements:

• Full compliance with the specifications in the Technical Specification Sheets (Annexes A–E)
• Clear statement of delivery timeframes
• After-sales service provisions
• Quality assurance measures

5. BID EVALUATION CRITERIA

Below is a summary of bid evaluation criteria. For a more detailed explanation, please refer to https://www.rica.rw/documents/

5.1 Preliminary Examination:

• Verification of eligibility documents
• Completeness of bid
• Compliance with submission requirements

5.2 Technical Evaluation:

• Compliance with technical specifications
• Quality standards
• Delivery timeline
• After-sales service capability
• Experience and track record

5.3 Financial Evaluation:

• Total bid price
• Price breakdown analysis
• Payment terms
• Financial capability

6. SCHEDULE OF REQUIREMENTS

Detailed specifications of the required vehicles are provided in Annexes A–E (Technical Specification Sheets for the EV Minibus, Diesel Minibus, EV Minivan, Plug-in Hybrid (PHEV) SUV and EV SUV).

7. CONDITIONS OF CONTRACT / PURCHASE ORDER

7.1 Award of Contract / Purchase order:

•  RICA will award the contract / purchase order to the bidder whose bid offers the best value
• RICA reserves the right to accept or reject any bid
• The successful bidder will be notified in writing

7.2 Contract / Purchase Order Terms:

• Duration: Up to delivery of the goods
• Payment Terms: Within 45 days of accepted delivery
• Delivery Location: RICA Campus, Bugesera District, Gashora Sector

8. ANNEXES

• Annex A: EV Minibus – Technical Specification Sheet
• Annex B: Diesel Minibus – Technical Specification Sheet
• Annex C: EV Minivan – Technical Specification Sheet
• Annex D: Plug-in Hybrid (PHEV) SUV – Technical Specification Sheet
• Annex E: EV SUV – Technical Specification Sheet
• Annex F: RICA Price Schedule Template (Vehicles – to include both Duty-Free and Duty-Inclusive prices)

For any clarifications, contact:

Rwanda Institute for Conservation Agriculture

Bugesera District, Rwanda

Please indicate “Procurement Question” followed by Tender reference number in subject line

Email: feedback@rica.rw

ANNEX A: EV MINIBUS – TECHNICAL SPECIFICATION SHEET

This refers to a mid-size, Coaster-type passenger bus (i.e. similar in size, configuration, and body style to the Coaster or equivalent).

Bidders must state their offered specification against each item in their technical proposal and confirm compliance with the minimum requirement below.

ANNEX B: DIESEL MINIBUS – TECHNICAL SPECIFICATION SHEET

This refers to a mid-size, Coaster-type passenger bus (i.e. similar in size, configuration, and body style to the Coaster or equivalent).

Bidders must state their offered specification against each item in their technical proposal and confirm compliance with the minimum requirement below.

ANNEX C: EV MINIVAN – TECHNICAL SPECIFICATION SHEET

Bidders must state their offered specification against each item in their technical proposal and confirm compliance with the minimum requirement below.

ANNEX D: PLUG-IN HYBRID (PHEV) SUV – TECHNICAL SPECIFICATION SHEET

This refers to a plug-in hybrid electric vehicle (PHEV) SUV – i.e. a vehicle with both an internal combustion engine and a high-voltage battery that can be recharged from an external power supply. Conventional (non plug-in) hybrids and mild hybrids will not be accepted under this Annex.

Bidders must state their offered specification against each item in their technical proposal and confirm compliance with the minimum requirement below.

ANNEX E: EV SUV – TECHNICAL SPECIFICATION SHEET

Bidders must state their offered specification against each item in their technical proposal and confirm compliance with the minimum requirement below.

ANNEX F: RICA PRICE SCHEDULE TEMPLATE (VEHICLES)

Bidders must complete this Price Schedule in full and submit it in Microsoft Excel format (.xlsx) as well as signed PDF. All prices shall be quoted in Rwandan Francs (RWF) and shall include delivery to RICA, Gashora Campus, Bugesera District. For every item, bidders must quote both (i) the Duty-Free Price and (ii) the Price Inclusive of All Duties and Taxes (VAT, import duty, withholding and any other applicable levies). Prices shall remain fixed for the duration of the contract. Where an item is not offered, enter “N/A” – do not leave cells blank.

Table F.1 – Vehicles

Table F.2 – Related items and services (quote where offered)

Table F.3 – Bid price summary

Notes to bidders

• Quantities shown in Tables F.1 and F.2 are as stated by RICA in this tender; bidders shall not vary them.
• Duty-Free prices are for RICA's use in assessing exemption-based procurement; the Price Inclusive of All Duties and Taxes must show the full landed cost payable if no exemption applies.
• A detailed breakdown of each price (ex-works or FOB value, freight, insurance, clearing, inland transport, duties, VAT, margin) must be attached for both pricing options, as required by clause 4.2.
• Prices shall remain valid for a minimum of ninety (90) days from the submission deadline and fixed for the duration of the contract.
• Payment terms are within forty-five (45) days of accepted delivery, in accordance with clause 7.2. Any alternative payment terms proposed must be stated separately and may affect evaluation.
• Where a vehicle is offered in more than one variant, submit a separate copy of this Price Schedule for each variant, clearly labelled.

Bidder's declaration

I confirm that the prices quoted above are complete, include delivery to RICA, Gashora Campus, Bugesera District, and are valid for the period stated. I further confirm that the vehicles offered comply with the technical specifications in Annexes A–E.

Name of authorised representative: ________________________________

Position / title: ________________________________

Name of bidding company: ________________________________

Signature: ________________________________

Company stamp: ________________________________

Date: ________________________________