Call for Bids for the Provision of Vehicle Hire Services to GiveDirectly Rwanda, Covering
Operations Within Kigali and across Other Regions of Rwanda.

1. Introduction & General Conditions

GiveDirectly (GD) invites competent and reputable companies to submit their quotations for the provision of goods/services as described in this Request for Quotations (RFQ).

About GiveDirectly:

GiveDirectly is a nonprofit that lets donors send money directly to the world's poorest, with no strings attached. As part of our program activities, we require the purchase of various items/services to be used during implementation.
 

Purpose of this Bidding Template:

The purpose of this Bid is to solicit competitive quotations with a unit price per item/service, inclusive of all applicable taxes, to ensure Best Value for Money for GiveDirectly.

Guiding Principles:

All procurements at GiveDirectly are conducted fairly, transparently, with strong competition, and clear segregation of duties, prioritizing Best Value for Money (BVM). BVM considers competitive price, quality, timeliness, safety, sustainability, and compliance with donor requirements.

2. Quotation Submission Instructions & Requirements

Please submit your quotation via email to procurement.rwanda@givedirectly.org by10th April 2026 at 3:00 PM

Your quotation must include the following:

1. Company Information:

• Legal Name of Company:
• Physical Address:
• Contact Person Name:
• Contact Person Email:
• Contact Person Phone Number:
• Website (if any):

2.Required Documents:

• Copy of Certificate of Registration/Incorporation (valid and active).
• Copy of Tax Clearance Certificate (e.g., RRA Tax Clearance Certificate for Rwanda).
• Evidence of at least 2 similar contracts or ongoing services completed within the last 3 years for reputable organizations in Rwanda. Evidence can be Letters of Notification of Award, or Certificates of Completion.

3. Acceptance of Terms:

• Confirmation of agreement to bank transfer as mode of payment.
• Confirmation of acceptance of GD's credit terms (payment within 30 days).
• Agree to provision of vehicles that are not more than10 years.

• When required, agree to mechanical checks using a GiveDirectly check list.

4. Description of Services: Vehicle Hire Services

The Contractor shall provide vehicle hire services to GiveDirectly Rwanda, both within Kigali and across other regions of Rwanda.

Bidders are required to indicate the vehicle model and daily unit rate applicable in Kigali and upcountry locations. Rates must be quoted in Rwandan Francs (RWF) and shall be all-inclusive, covering fuel, a driver, and the driver’s meals and accommodation for the full duration of the assignment. The quoted rate shall be fixed, with no additional charges.

Vehicle Categories and Daily Rates

The table below lists the required vehicle categories. Bidders should provide the corresponding fixed daily rate (RWF), inclusive of all associated costs and unlimited mileage.

Important Notes:

Quotations must be signed and stamped by an authorized representative, confirming that the information provided is accurate and complete, and that the organization agrees to the terms and conditions outlined in this Request for Quotations (RFQ). 

All communications regarding this RFQ should be directed to the designated Point of Contact email provided above. Bidders are requested not to contact GiveDirectly staff members directly. 

GiveDirectly reserves the right to accept or reject any quotation and to cancel the RFQ process at any stage without incurring liability to any bidder. 

GiveDirectly conducts business under the strictest ethical standards. We do not tolerate corruption, bribery, collusion, or conflicts of interest. Any requests for payment or favors by GD employees should be reported immediately to legal@givedirectly.org

Evaluation Criteria

Bidders will be evaluated primarily on the following:

• Financial Comparison: To establish the most competitive price (Best Value for Money).
• Compliance with Specifications: Ability to meet all detailed requirements for the vehicle hire services.
• Qualifying Conditions: Adherence to all submission requirements (e.g., valid registration, tax clearance, payment terms).
• Past Performance/Experience: Demonstrated ability to complete similar contracts successfully.
• Compliance with laws, regulations and ethical standards regarding the sourcing or origin of goods.