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Request for Proposals (RFP) for Supply of Buses to Carnegie Mellon University Africa

Carnegie Mellon University

With a century-long history that has hosted 19 Nobel Laureates, Carnegie Mellon University is renowned as one of the worlds leading engineering institutions. We have played critical roles on breakthroughs in areas such as artificial intelligence, driverless cars and WiFi.

Carnegie Mellon University recently extended its global reach into Africa with its Center of Excellence in Information and Communication Technology. Focused on one of the fastest growing economic regions of the world, the Center of Excellence is creating a new generation of graduates able to take advantage of Africa’s unique opportunities.

Based in Rwanda, the Center of Excellence benefits from the country’s bold ICT strategy and our own culture of innovation to provide a platform for students to become technology thought leaders in emerging markets. Masters’ degrees from Carnegie Mellon University are awarded in two comprehensive programmes, each taught by globally renowned faculty to the same rigorous standards as the main Pittsburgh campus.

The Master of Science in Information Technology provides students with critical skills, focusing on practical applications in areas such as cyber security, mobile applications, wireless networking and strategic business planning. In internships and practicums, students get the opportunity to develop real-world ICT solutions with international companies like IBM, Microsoft and Visa.

The Master of Science in Electrical and Computer Engineering has a more technically focused curriculum, equipping students with skills in energy systems, mobile computing and telecommunications. 

Our programs provide a unique opportunity for students to gain a balanced international perspective with an option to spend semesters at Carnegie Mellon’s Pittsburgh and Silicon Valley campuses.

Carnegie Mellon’s academic programs extend across countries and continents. They are rooted in an academic philosophy that develops our students into the responsible global leaders.

Now in Africa, Carnegie Mellon is excited to be pioneering a culture of inspiring innovations that change the world.

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Education
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http://www.cmu.edu/rwanda

REQUEST FOR PROPOSALS (RFP)

1. Overview

Carnegie Mellon University Africa (CMU-Africa), based in Kigali Innovation City, is the only U.S. research university offering graduate engineering and technology programs on the continent. Established in partnership with the Government of Rwanda, CMU-Africa is committed to driving Africa’s digital transformation through world-class training in ICT, AI, data science, and smart systems. Our innovations extend beyond the classroom through initiatives like the Industry Innovation Lab, applied research in smart mobility, and partnerships with industry to co-create solutions for Africa’s challenges. To accommodate our rapid student growth and expanding community, CMU-Africa is procuring modern, sustainable buses to enhance campus mobility and operational efficiency

2. Scope of Supply

Buses Required

  • Quantity: 4 (Four) units
     
  • Capacity: Minimum 30-seater each
  • Fuel Type: Multiple. Suppliers may provide alternative options (electric, hybrid, or diesel) if supported by clear cost-benefit analysis and compliance with environmental standards.
  • Condition: Brand New
     
  • Compliance: Must meet all Rwandan transportation and emissions regulations
     
  • Warranty: Minimum 3 years
     

Required Specifications

  • Air conditioning systems
     
  • Comfortable seating with safety belts. Each bus must have a minimum seating capacity of 30 passengers. Proposals should specify seat configuration (rows, aisle layout) and include accessibility features such as wheelchair access, ramps/lifts, and priority seating.
     
  • Secure luggage storage
     
  • Fire extinguisher
     
  • First aid kit
     
  • Spare tire and basic tools
  • If electric- installation of charging stations.

3. Delivery and Commissioning

  • Delivery Location: CMU-Africa Campus, Kigali Innovation City, Bumbogo, Kigali
     
  • Delivery Timeline: Within 60 days of contract signing
     
  • Supplier Responsibilities: Pre-delivery inspection and user training upon handover

4. Proposal Timeline 

  • Issuance of RFP:7th October 2025
     
  • Submission Deadline:28th October 2025
     
  • Selection & Notification:11th November, 2025
     
  • Contract Implementation:Tentative December 1,2025

5. Proposal Requirements

  • Company profile (history, core values, capabilities)
     
  • Experience in supplying similar vehicles, including references
  • Detailed product specifications for each bus offered. Buses must comply with all Rwanda National Police safety requirements and RURA public transport regulations. Proposals must clearly list safety certifications (e.g., braking systems, stability control, seatbelts for all seats, and fire safety standards).
     
  • If electric or hybrid: battery range specification and manufacturer name and country of origin
     
  • Warranty terms and after-sales service plan. Suppliers must provide evidence of an authorized service center in Kigali and guarantee availability of spare parts locally or regionally. Proposals without proof of after-sales support will not be considered responsive.
     
  • Year of manufacture
     
  • Delivery time to CMU-Africa
  • Financial Proposal: Provide a detailed cost breakdown:
    • Cost per bus (in RWF) including unit price, delivery costs, initial spare parts kit, tools, training, and commissioning including but not limited to after sales inspections, and for electric vehicles installation and maintenance of electric charging hubs.

Include product brochures, part numbers, and sample images where available.

6. Mandatory Attachments

  • Audited financial statements (last 3 years)
     
  • RDB registration certificate
     
  • Valid Tax Clearance Certificate from RRA. Proposals must include an authorized dealer/manufacturer letter confirming the supplier is officially licensed to distribute the buses offered. Suppliers must also provide at least 2 references for similar fleet deployments in East Africa or comparable markets.

7. Additional Information

  • Indicate whether your company has previously done business with CMU-Africa
     
  • Highlight competitive advantages (pricing, availability, servicing, innovation)

8. Submission Instructions

All proposals must be submitted via email in PDF format with the subject line “CMU Africa RFP Vehicle Procurement”; no later than 28th October 2025, 5:00 PM CAT to:

📧africa-finance@andrew.cmu.edu 

All questions or requests for clarification must be submitted via email by October 18th, 2025. Communication with any university staff or third parties outside this process will result in automatic disqualification.

9. Evaluation Criteria

Criteria: All proposals will be graded against the weighted criteria below:

  1. Technical Proposal (40%)-
  2. Cost Reasonableness and Financial Proposal (35%)
  3. Delivery and After Sales Service (15%)
  4. Vendor History and Past Perfomance: (10%)

10. Contact Person
📧  africa-finance@andrew.cmu.edu 

11. Terms & Conditions

  • The University reserves the right to accept or reject any or all proposals.
     
  • Proposals must remain valid for 60 days.
     
  • No costs associated with proposal preparation will be reimbursed. All costs must be fully itemized and included in the submitted proposal. The University will not be responsible for any additional, unforeseen, or unquoted costs, including but not limited to customs duties, taxes, VAT, levies, surcharges, delivery charges, insurance, or compliance-related fees. Any costs not expressly included in the final agreed contract price shall be deemed to be borne by the supplier.
     
  • Suppliers must agree to CMU-Africa’s standard terms and conditions upon contract award.
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