Service: PREQUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES (2025-2028)

TENDER NOTICE FOR TAXI, CAR HIRE/LEASE SERVICES – INCLUDING CAR RENTALS FOR SUVS AND SALOON CARS, REFRIGERATED TRUCKS, AND CARGO TRUCKS

Date: May 15th, 2025

Issued by: Zipline Rwanda Ltd
EOI Number: ZR-EOI-2025-03
Issue Date: May 15th, 2025
Response Deadline: May 25th, 2025

1. Company Overview

Zipline Rwanda Ltd. is a global leader in autonomous logistics, delivering innovative solutions to improve access to healthcare, consumer products, and food. Operating across multiple countries, Zipline is committed to reducing emissions, expanding economic opportunities, and enhancing life-saving logistics services.

To enhance its operational efficiency, Zipline Rwanda Ltd. invites qualified suppliers and service providers to express interest in prequalification for the supply of goods and services for the period 2025-2028.

2. Purpose

The prequalification process aims to establish a vetted pool of suppliers and service providers who can partner with Zipline Rwanda Ltd. to ensure the highest quality standards while achieving competitive pricing and sustainable procurement.

3. Scope of Prequalification

SECTION I: CATEGORIES

Zipline Rwanda Ltd. seeks to prequalify suppliers for the following categories:

Category : Provision of Services

Service Category	Examples of Services
Taxi, Car Hire/Lease Services	Car rentals ( SUV and Saloon Cars), Refrigerated Truck and Cargo Trucks.

SECTION II: INSTRUCTIONS TO RESPONDENTS

Scope of pre-qualification

This covers prequalification of suppliers for the supply of goods and provision of services. It is expected that prequalification applications will be submitted to be received by Zipline Rwanda no later than Sunday 25^th May 2025.

The prequalification period is from 1^st June 2025 to 31^st March 2028 on an “as-and-when” required basis.

Submission of Application

1. Interested suppliers legally eligible to implement the various service provisions in Rwanda are requested to submit their proposals as well as their telephone and email contact information.
2. Submissions must be in English and typed, with a complete set of appendices/attachments as applicable. All pages must be numbered and include the category reference on the cover page, and the name of the organization at the bottom of each page.

The duly signed proposals will be accepted as a soft copy through the procurement email bids@flyzipline.com with the subject line “Prequalification of (preferred category)” to not later than Sunday, 25^th May 2025.

• The category description must be clearly indicated in the subject line.
• Applicants are encouraged to ensure their application packages are duly completed and attached in one single email with the subject on the email well defined. Any email with undefined subject as directed above will not be considered.
• All inquiries and requests for information regarding this EOI must be submitted by email to bids@flyzipline.comno later than Sunday, 25^th May 2025.
• Proposals received after the submission deadline will not be considered. Applicants are responsible to ensure their proposals are submitted according to the instructions stated herein

Previous suppliers in the listed categories must re-apply if they wish to be retained.

• Vendors may be invited to make a presentation to the evaluation committee before the final selection.
• Failure to provide information that is essential for effective evaluation of the applicant’s qualifications or to provide timely clarification or substantiation of the information supplied may result in the applicant’s disqualification.
• Zipline Rwanda retains the right to terminate this EOI or modify the requirements upon notification to the Offerors.
• Zipline Rwanda also reserves the right to accept or reject any application either in part or wholly and is not bound to give reasons whatsoever for its decision.
• The applicant shall bear all costs associated with the preparation and submission of their proposals. Zipline Rwanda will not compensate applicants for their preparation of responses to this supplier request regardless of the conduct or outcome of the solicitation

NOTE:

Companies interested in applying for more than one category will be required to submit separate proposals via email where the subject matter of the email clearly identifies the category of application. Application to multiple categories is allowed strictly for companies that have these additions covered on their RDB certificate and are allowed by Rwanda’s Laws to do such businesses. Failure to comply will lead to disqualification on all categories applied for.

SECTION III: LETTER OF APPLICATION

The applicant will fill the letter of application provided herein clearly indicating full postal address, telephone numbers and email address. The letter of application will be signed by a duly authorized representative of the applicant.

LETTER OF APPLICATION

Date ……………………………

To: Zipline Rwanda,

Kacyiru, Gasabo, Umujyi wa Kigali, Rwanda

P.O. Box 6381, Kigali

From: ----------------------------------------------------------

P.O BOX ------------------------------------------------------

Telephone: ----------------------------------------------------

Ladies and/or Gentlemen,

1. Being duly authorized to represent and act on behalf of

------------------------------------------------------------------------------------------------------- (name of

firm) (hereinafter referred to as “the Applicant”), and having reviewed and fully understood all of the pre-qualification information provided, the undersigned hereby apply to be prequalified by Zipline Rwanda as a bidder for the following contract(s) under Prequalification of Suppliers: 2025-2028  and the following category:

NO CATEGORY

ITEM DESCRIPTION

2. Attached to this letter are copies of original documents defining the Applicant’s legal status, the principal place of business, place of incorporation/registration and duly filled forms 1-4.

3. This application is made with the full understanding that zipline Rwanda reserves the right to reject or accept any application, cancel the prequalification process, and reject all applications and shall not be liable for any such actions and shall be under no obligation to inform the Applicant of the grounds for them

4. The undersigned declare that the statement made and the information provided in the duly completed application are complete, true, and correct in every detail.

Signature: --------------------------------------------------------------------------------

Name: -------------------------------------------------------------------------------------

Position in company: --------------------------------------------------------------------

OFFICIAL RUBBER STAMP OF THE SUPPLIER

SECTION IV: EVALUATION CRITERIA

Mandatory Requirements for Pre-Qualification

You shall be required to attach the following mandatory documents where applicable

• Certificate of Incorporation/Registration/RDB certificate
• Current Trade License or business permit
• Tax Pin Certificate
• Valid current Tax Compliance certificate
• Detailed company profile

The mandatory pre-qualification documents mentioned above will determine consideration to proceeding to the technical evaluation phase. Missing any of the documents above will mean automatic disqualification to the supplier.

General Requirements

• The documents that do not meet the above mandatory requirements will not be evaluated.
• Zipline Rwanda will examine and evaluate the document to determine completeness, general orderliness and sufficiency in responsiveness.
• Pre-qualification will be based on meeting the following minimum criteria regarding the applicant’s legal status, general and experience, personnel and financial position as demonstrated by the responses in the attached forms.
• The applicants should have registered offices and Zipline Rwanda reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the said goods/services.
• Suppliers who qualify according to the selection criteria will be invited to submit their quotations for the supply of goods/services as and when required depending on satisfactory performance.
• Unsuccessful applicants will be provided with feedback on their application depending on the number of applications received. A very large number of applicants may not allow us to give detailed feedback reports to every applicant.

Additional Requirements

• Agents/distributors shall provide copies of letters of appointment by the manufacturers to be dealers.
• Rwanda standards board certifications /or equivalent where applicable.
• Attach catalogues and brochures for the items you wish to supply
• Trade certifications from approving bodies where applicable example Pharmacies should have an FDA license e.t.c.

Evaluation Criteria

The documents submitted will be scrutinized by a committee and evaluated by completing Evaluation Criteria 1 to 4. Recommendations will be made accordingly. This may include phone and e-mail communications, as well as site visits to assess and seek clarification of all requirements described in the Evaluation Criteria.

DESCRIPTION OF	REFERENCE	MAXIMUM	MINIMUM SCORE
NO.	CRITERIA	APPLICATION	SCORE	TO AVOID
FORM	DISQUALIFICATION
Responsiveness of the	Form 1
1	candidate to company	40	30
	details and General information
Responsiveness of the		Form 2
2	candidate on financial	20	10
	information and its ability
Technical capability of the		Form 3
3	candidate and information	20	15
	on goods/services to be offered
Relevant Experience and		Form 4
4	other related information.	20	15
	Include three reference letters

Scores distribution per response

Form	Particulars	Score to be Awarded
Form 1	Company Details and General Information
Form 1	F1.1 Full name of organization	3
Form 1	F1.2 Type of Organization	5
Form 1	F1.3 Date of Registration	2
Form 1	F1.4 Full physical address	3
Form 1	F1.5 Registered address (if different)	2
Form 1	F1.6 Telephone number	2
Form 1	F1.7 Email address	2
Form 1	F1.8 Website address	3
Form 1	F1.9 Company Tax PIN	3
Form 1	F1.10 VAT Registration number	3
Form 1	F1.11 Period in business	2
Form 1	F1.12 Shareholders/Directors	3
Form 1	F1.13 Associated companies	2
Form 1	F1.14 Most recent annual return	4
Form 1	F1.15 Ultimate parent company	2
Form 1	F1.16 Registry number of parent company	2
Form 1	F1.17 Consortium details	2
Form 1	F1.18 Contact person for inquiries	2
Form 2 Total	Total for Company Details and General Information	40
Form 2	Financial Information
Form 2	Annual Value of Total Sales (last 2 Years)	10
Form 2	Bank details - Bank details must be of a business and not personal account number	5
Form 2	Credit period - minimum 30days after invoicing	5
Form 3 Total	Total for Financial Information	20
Form 3	Technical Capability & Information on Goods/Services
Form 3	Quality Assurance Certification if any	7
Form 3	Goods/Services conformity to Standards	7
Form 3	Core Goods/Services Offered	6
Form 3 Total	Total for Technical Capability	20
Form 4	Experience and References
Form 4	Relevant Projects	10
Form 4	References (at least three required)	5
Form 4	Contract value and description	5
Form 4 Total	Total for Experience and References	20
Grand Total	Total for All Forms	`

Solicitation

Once the prequalification process is completed; all applicants shall be notified of the outcome thereof not later than 60 days after the submission closing date. Request for Quotations (RFQ) including scope of works (SOW)/Terms of reference (TOR) and or specifications will only be released to those suppliers that are pre-qualified on a need basis.

Conflict of Interest

The applicant shall not be associated or be a relative of a current staff of Zipline Rwanda. Any such association must be disclosed in the application failure to which may result in the disqualification of the applicant. A conflict of interest declaration is attached within the document.

SECTION V: STANDARD FORMS

FORM 1: COMPANY DETAILS AND GENERAL INFORMATION

No.	PARTICULARS	RESPONSE
F1.1	Full name of organization:
F1.2	Is your	i) A public limited
organization	company? yes,
(Please tick	please attach copies
one)	of the company’s
RDB
ii) Public listed
company? If yes,
attach copies as (i)
above
ii) A limited
company? If yes,
attach copies as (i)
above
iii) A partnership?
Yes attach
partnership deed
iv) A sole trader?
Yes attach business
certificate

v) other (please
specify)
F1.3	Date of Registration:
F14	Full physical address of principal place
of business: Full postal of the principal
place of business:
F1.5	Registered address if different from the
above: Post Code:
F1.6	Telephone number:
F1.7			E-mail address:
F1.8	Website address (if any):
F1.9			Company Tax PIN: (Kindly provide a
copy of the PIN Certificate)
F1.10	VAT Registration number: (Kindly
provide a copy of the VAT Certificate)
F1.11	Period in which you have been in the
specific business for which you wish to
be pre-qualified
F1.12	Names of the Shareholders, Directors
F1.13	Associated companies (if any)
F1.14			Please provide a copy of the most recent
annual return together with a filing
receipt.
F1.15	Name of (ultimate) parent/holding
company (if this applies):
F1.16	Companies Registry number of
parent/holding company (if this applies):
F1.17	If a consortium is expressing interest,
please give the full name of the other
organization (the proposed consortium

partners should also complete this
questionnaire in its entirety)
Contact person within the organization	NAME:
F1.18		to whom enquiries about this bid should
be directed:
TITLE
TEL:
EMAIL:
FORM 2: FINANCIAL INFORMATION
1. Annual Value of Total Sales for the last 2 Years:
Year 2024: RWF. ----------------------------------------		Year 2023: RWF. -----------------------

2. Bank Name: -----------------------------------------------------------------------------------------

Address and Branch: ----------------------------------------------------------------------------------

Bank Account Number: --------------------------------------

Account Name: ------------------------------------------

3. Credit period

Please indicate the credit period you are willing to offer Zipline Rwanda, -------------

-------------------

FORM 3: TECHNICAL CAPABILITY AND INFORMATION ON GOODS / SERVICES OFFERED

1. Quality Assurance Certification if available (e.g. ISO 9000 or Equivalent) (please provide a Copy of your latest Certificate):

2. For Goods providers only: Do the Goods offered for supply conform to National/International Quality Standards?

Yes

N0

3. List below five (5) of your Core Goods/Services offered in order of importance to your business enterprise:

Item description

1

2

3

4

5

FORM 4: EXPERIENCE AND REFERENCES

Please provide in the table below details of at least ten (5) projects you have undertaken relevant to the job you are bidding for over the last three (3) years, or that are relevant to this prequalification document. (Please attach copies of LPOs/contracts to support the information given in the table)

No	Customer	Customer	Contract	Date	Value of
Organization	contact name	reference and	contract	businesses
(name)	and phone	brief	awarded	transacted:
number	description:	(RWF/USD)
1
2
3
4
5

FORM 5: BUSINESS PROBITY & LITIGATION MANAGEMENT

Please confirm whether any of the following criteria applies to your organization: Note that failure to disclose information relevant to this section may result in your exclusion as a potential Zipline Rwanda supplier

NO.	PARTICULARS	RESPONSE
10.1	Is the organization bankrupt or being wound up,
having its affairs administered by the court, or have
you entered into an arrangement with creditors,
suspended business activities or any analogous
situation arising from similar proceedings in Rwanda
or the country in which it is established?
10.2	Please provide a statement of any material pending
or threatened litigation or other legal proceedings
where the claim is of a value in excess of Kshs
5,000,000RWF
10.3	Has any partner, director, or shareholder been the
subject of corruption or fraud investigations by the
police, Ethics & Anti-Corruption Commission, or
similar authority in the country in which your
organization is established?
10.4	Has the organization not fulfilled obligations
relating to the payment of any statutory deductions
or contributions including income tax as required
under Rwandan law or the laws of the country in
which is established?
10.5	Please state if any Director shareholder/ Partner
and/or Company Secretary of the Organization is
currently employed or has been employed in the
past three years by Zipline Rwanda
106	Please state if any Director / Partner and/or
Company Secretary of the Organization has a close
relative who is employed by Zipline Rwanda and
who is in a position to influence the award of any
supply. For purpose of the pre-qualification process
close relative refers to parents, siblings, spouses or
children

CONFLICT OF INTEREST DECLARATION FORM

SUPPLIER PREQUALIFICATION EXERCISE

This form must be completed by all suppliers participating in the prequalification process. Failure to declare any conflicts of interest may result in disqualification.

SECTION A: SUPPLIER INFORMATION

1. Supplier Name: ____________________________________________
2. Business Registration Number: ____________________________
3. Address: _________________________________________________
4. Contact Person: __________________________________________
5. Phone Number: ___________________________________________
6. Email: _________________________________________________

SECTION B: DECLARATION OF CONFLICT OF INTEREST

Please indicate whether you or any of your company representatives have any actual, potential, or perceived conflicts of interest in relation to this prequalification exercise.

A conflict of interest arises when an individual’s personal or business interests could improperly influence their professional duties and responsibilities. This includes situations where:

• A company representative has a close family relationship (e.g., spouse, sibling, parent, or child) with an employee, board member, or official of Zipline Rwanda Ltd..
• A company representative has a financial interest (e.g., shares, loans, or other investments) in Zipline Rwanda Ltd or is involved in a business that competes for the same tender.
• A company representative has previously worked for Zipline Rwanda in a capacity that may give them undue influence over the procurement process.
• A company representative has given gifts, favors, or preferential treatment to any employee or official of Zipline Rwanda Ltd.

Examples of Conflicts of Interest:

• A supplier offers gifts or incentives to an evaluation committee member to influence the outcome of the prequalification process.
• A company representative was employed by Zipline Rwanda within the past year and still maintains close professional ties.
• A supplier’s director is a sibling of the procurement officer evaluating the bids.
• Do you, your employees, or any company representatives have any family, financial, or personal relationships with any employee, board member, or official of [Zipline Rwanda Ltd] that could improperly influence the prequalification process?
• If yes, please provide details:
• Are you aware of any other circumstances that may create a conflict of interest, even if not listed above?

If yes, please provide details:

SECTION C: DECLARATION & SIGNATURE

I, the undersigned, certify that the information provided in this form is true, complete, and accurate to the best of my knowledge. I understand that failure to disclose any conflict of interest may result in disqualification from the prequalification process.

Name: ____________________________________________
Designation: ______________________________________
Company Stamp (if applicable): ____________________
Signature: _______________________________________
Date: ____________________________________________

FOR OFFICIAL USE ONLY

Reviewed by: __________________________________________________________
Designation: ___________________________________________________________
Decision:

Signature: __________________________
Date: _____________________________

Declaration

I declare that to the best of my knowledge the answers submitted in this prequalification questionnaire (and any supporting documentation) are correct. I understand that any misrepresentation will render my organization ineligible to participate in any future business activities with Zipline Rwanda.

FORM COMPLETED BY:

Name:

Position (Job Title):

Date:

Telephone number:

Email:

Signature:

Stamp/Seal

FORM WITNESSED BY:

Name:

Position (Job Title):

Date:

Telephone number:

Email:

Signature:

Stamp/Seal

5. Evaluation Criteria

Proposals will be evaluated based on the following criteria:

• Responsiveness to company details & general requirements (40%)
• Financial information (20%)
• Technical capability & experience (20%)
• Reference checks & compliance (20%)

Only firms that achieve a minimum score of 70% will be prequalified.

6. Confidentiality

All submitted information will be treated as confidential and used solely for the purpose of evaluating proposals. Zipline Rwanda Ltd. reserves the right to accept or reject any application, modify requirements, and terminate this EOI process without prior notice.

For inquiries, contact:

Zipline Rwanda Ltd
Address: Kacyiru, Gasabo, Umujyi wa Kigali, Rwanda
PO Box: 6381 Kigali
Email:  rwanda.bids@flyzipline.com   

We look forward to your submissions and potential collaboration.

Sincerely,

Pierre Kayitana

General Manager

Zipline Rwanda Ltd