Bid Document for Goods and Services

Title of the Tender:	RFQ for Vehicles (EV Minibus, Diesel Minibus, EV Minivan, Plug-in Hybrid SUV & EV SUV)
Tender Reference Number:	RICA11/08/2026
Procurement Method:	Open Tender
Date of Issue:	14/09/2026
Cut off Date for Queries	21/09/2026
Submission Deadline:	28/09/2026

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 lead partner
• Must provide 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.

No.	Specification Item	Minimum/Required Specification	Unit
A. Vehicle Type & Body
1	Make	Latest model	-
2	Seating capacity	30 Seats	seats
3	Tyre size	215/75R17.5	-
4	Body dimensions (L x W x H)	State exact dimensions offered	mm
5	Exterior colour options	State available body colour options	-
B. Performance
6	Maximum speed	Minimum 80	km/h
7	Motor power output	State total power offered	kW
8	Engine torque output	State maximum torque offered	N·m
9	Gradeability	State maximum gradient the vehicle can climb	%
C. Battery, Range & Charging
10	Battery continuous mileage	Minimum 300	km
11	Battery capacity	State battery capacity offered	kWh
12	Charging time (DC fast charge)	State fast-charge duration offered	hours
13	Charging time (AC standard charge)	State standard charge duration offered	hours
14	Charging interface/connector	State charging standard offered	-
D. Chassis, Suspension, Steering & Braking
15	Drive type	Left Hand Drive (LHD)	-
16	Steering system	Hydraulic power steering	-
17	Suspension system	State front/rear suspension type offered	-
18	Braking system	ABS with EBD	-
19	Ground clearance	State minimum ground clearance offered	mm
E. Safety Systems
20	ABS+EBD	ABS+EBD	-
21	Fire suppression system	Required	-
22	Emergency exits/windows	Required, state number and location	-
23	Reverse camera/parking sensors	Required	-
24	Driver & Front Passanger safety belts	Ordinary three-point type	-
25	Passenger belts	Two-point belts	-
F. Interior & Comfort
26	Air conditioning	Roof-mounted electric AC system	-
27	Seat type	Cushioned, adjustable	-
28	Interior/exterior lighting	Required, state the types offered	-
G. Warranty, Compliance & After-Sales
29	Vehicle warranty	State minimum period offered	years/km
30	Battery warranty	State minimum period/km offered	years/km
31	After-sales service network	Availability of authorized service center(s) in Rwanda	-
32	Spare parts availability	Local availability, minimum stocking commitment	-
33	Delivery lead time	State maximum delivery period from date of order	weeks

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.

No.	Specification Item	Minimum/Required Specification	Unit
A. Vehicle Type & Body
1	Make	Latest model	-
2	Seating capacity	30 Seats	seats
3	Tyre size	215/75R17.5	-
4	Body dimensions (L x W x H)	State exact dimensions offered	mm
5	Exterior colour options	State available body colour options	-
B. Performance
6	Maximum speed	Minimum 80	km/h
7	Engine power output	State maximum power offered	kW/hp
8	Engine torque output	State maximum torque offered	N·m
9	Gradeability	State maximum gradient the vehicle can climb	%
C. Engine & Fuel System
10	Engine type	Diesel, turbocharged, state number of cylinders offered	-
11	Engine displacement	State engine displacement offered	cc/litres
12	Fuel tank capacity	State fuel tank capacity offered	litres
13	Fuel consumption	State average fuel consumption offered	km/l
14	Cooling system	Water-cooled with radiator	-
D. Chassis, Suspension, Steering & Braking
15	Drive type	Left Hand Drive (LHD)	-
16	Steering system	Hydraulic power steering	-
17	Suspension system	State front/rear suspension type offered	-
18	Braking system	ABS with EBD	-
19	Ground clearance	State minimum ground clearance offered	mm
E. Safety Systems
20	Fire suppression system	Required	-
21	Emergency exits/windows	Required, state number and location	-
22	Driver & Front Passanger safety belts	Ordinary three-point type	-
23	Passange Seatbelts	Two-point belts	-
F. Interior & Comfort
24	Air conditioning	Roof-mounted AC system	-
25	Seat type	Cushioned, adjustable	-
26	Interior/exterior lighting	LED headlights, taillights, and interior lighting	-
G. Warranty, Compliance & After-Sales
27	Vehicle warranty	State minimum period offered	years/km
28	Engine warranty	State minimum period/km offered	years/km
29	After-sales service network	Availability of authorized service center(s) in Rwanda	-
30	Spare parts availability	Local availability, minimum stocking commitment	-
31	Delivery lead time	State maximum delivery period from date of order	weeks

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.

No.	Specification Item	Minimum/Required Specification	Unit
A. Vehicle Type & Body
1	Make	Latest Version	-
2	Body colour	White	-
3	Door configuration	4 Door with 1 sliding door	-
4	Seating/Load capacity	16+1 seats (state exact seating configuration offered)	seats
B. Performance (Motor)
5	Rated/Max Power	More than or equal to 60/120	kW
6	Rated/Max Torque	More than or equal to 160/350	N·m
C. Battery, Range & Charging
7	Battery continuous mileage	More than or equal to 300	km
8	Charging port	B-pillar charging ports (slow on the left and fast on the right)	-
9	Auxiliary battery (12V system)	Maintenance-free lead-acid battery (60Ah, 12V)	-
D. Chassis/Suspension/Steering & Braking
10	Drive type	Left Hand Drive (LHD)	-
11	Brake	Front Disc / Rear Drum	-
12	Rear axle ratio	State exact rear axle ratio offered	-
13	Tyre	More than or equal to 205/65R15	-
14	Ground clearance	State minimum ground clearance offered	mm
E. Safety Systems
15	ABS+EBD	ABS+EBD	-
16	Fire suppression system	Required	-
17	Emergency exits/windows	Required, state number and location	-
18	Reverse camera/parking sensors	Required	-
19	Driver & Front Passanger safety belts	Ordinary three-point type	-
20	Passenger belts	Two-point belts	-
F. Interior & Comfort
21	Seat arrangement	16+1 seats, middle co-driver seat (state exact seating configuration offered)	-
22	A/C (air conditioner)	Front AC	-
23	Heater	Front Heater	-
24	Interior/exterior lighting	Required, state the types offered	-
G. Warranty, Compliance & After-Sales
25	Vehicle warranty	State minimum period offered	years/km
26	Battery warranty	State minimum period/km offered	years/km
27	After-sales service network	Availability of authorized service center(s) in Rwanda	-
28	Spare parts availability	Local availability, minimum stocking commitment	-
29	Delivery lead time	State maximum delivery period from date of order	weeks

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.

No.	Specification Item	Minimum/Required Specification	Unit
A. Vehicle Type & Body
1	Make	Latest Version	-
2	Body colour	State available exterior colour options	-
3	Seating capacity	6-7 Seats (e.g. 2+2+2 or 2+3+2 configuration)	seats
4	Body dimensions (L x W x H)	State exact dimensions offered	mm
5	Wheelbase	State wheelbase offered	mm
6	Boot/cargo volume	State minimum and maximum cargo volume offered	litres
B. Performance
7	Maximum speed	More than or equal to 170	km/h
8	Total system power (engine + electric motor)	More than or equal to 120	kW
9	Total system torque	State combined torque offered	N·m
10	Powertrain configuration	Plug-in hybrid electric (PHEV) – internal combustion engine plus externally rechargeable electric motor(s)	-
C. Engine, Battery, Range & Charging (Plug-in Hybrid)
11	Battery capacity (usable, externally rechargeable)	More than or equal to 40	kWh
12	Total range (combined)	More than or equal to 1100	km
13	Electric-only range	More than or equal to 100 (state test cycle applied, e.g. WLTP/CLTC)	km
14	Charging time (DC fast charge, 10-80%)	Less than or equal to 30	minutes
15	Charging time (AC standard charge, 0-100%)	Less than or equal to 4	hours
16	Fuel tank volume	More than or equal to 60	litres
17	Fuel grade	Minimum RON 92	-
18	Engine type & displacement	Petrol, state displacement and number of cylinders offered	cc/litres
19	Charging interface/connector	State charging standards offered (e.g. Type 2 AC and CCS2 DC)	-
20	Charging equipment supplied	Battery rechargeable from an external AC and DC supply; portable AC charging cable and wall-box charger to be supplied with each vehicle	-
D. Chassis/Suspension/Steering & Braking
21	Suspension system	Front and rear independent suspension with continuously variable damping	-
22	Braking system	Front ventilated disc / Rear ventilated disc with EPB	-
23	Tyre & rim size	State tyre and alloy rim size offered	-
24	Drivetrain (wheel drive system)	State drivetrain configuration offered (2WD / 4WD / AWD)	-
25	Drive modes	Multiple selectable drive modes (e.g. Eco/Comfort/Sport/Snow/Off-road)	-
E. Safety Systems
26	Airbags	Minimum 6 airbags (front, side, curtain)	-
27	ABS+EBD	Required	-
28	Electronic Stability Control (ESC)	Required	-
29	Driver assistance systems	Required (e.g. lane keep assist, blind spot detection, forward collision alert, rear cross-traffic alert)	-
30	Parking assist	360° camera with ultrasonic radar and automatic parking assist	-
31	ISOFIX child seat interface	Required	-
F. Interior & Comfort
32	Seat adjustment	Power-adjustable front seats with heating/ventilation	-
33	Climate control	Multi-zone automatic climate control with rear vents	-
34	Infotainment/display	Digital instrument cluster and central touchscreen display, state sizes offered	-
35	Connectivity	Smartphone mirroring (e.g. CarPlay/Android Auto), Bluetooth, wireless charging	-
G. Warranty, Compliance & After-Sales
36	Vehicle warranty	State minimum period offered	years/km
37	High-voltage battery warranty	State minimum period/km offered and minimum guaranteed battery state of health	years/km
38	After-sales service network	Availability of authorized service center(s) in Rwanda	-
39	Spare parts availability	Local availability, minimum stocking commitment	-
40	Delivery lead time	State maximum delivery period from date of order	weeks

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.

No.	Specification Item	Minimum/Required Specification	Unit
A. Vehicle Type & Body
1	Make	Latest Version	-
2	Body colour	State available exterior colour options	-
3	Seating capacity	6-7 Seats (e.g. 2+2+2 or 2+3+2 configuration)	seats
4	Body dimensions (L x W x H)	State exact dimensions offered	mm
5	Wheelbase	State wheelbase offered	mm
6	Boot/cargo volume	State minimum and maximum cargo volume offered	litres
B. Performance
7	Maximum speed	More than or equal to 170	km/h
8	Total motor power output	More than or equal to 120	kW
9	Total motor torque	State combined torque offered	N·m
C. Battery, Range & Charging (Battery Electric)
10	Battery capacity (usable)	More than or equal to 60	kWh
11	Battery type	State battery chemistry offered (e.g. LFP or NMC)	-
12	Electric range (combined)	More than or equal to 400 (state test cycle applied, e.g. WLTP/CLTC)	km
13	Charging time (DC fast charge, 10-80%)	Less than or equal to 30	minutes
14	Charging time (AC standard charge, 0-100%)	Less than or equal to 8	hours
15	Charging interface/connector	State charging standards offered (e.g. Type 2 AC and CCS2 DC)	-
16	Charging equipment supplied	Portable AC charging cable and wall-box charger to be supplied with each vehicle	-
D. Chassis/Suspension/Steering & Braking
17	Drive type & drivetrain	Left Hand Drive (LHD); state drivetrain configuration offered (2WD / 4WD / AWD)	-
18	Suspension system	Front and rear independent suspension with continuously variable damping	-
19	Braking system	Front ventilated disc / Rear ventilated disc with EPB, including regenerative braking	-
20	Tyre & rim size	State tyre and alloy rim size offered	-
21	Drive modes	Multiple selectable drive modes (e.g. Eco/Comfort/Sport/Snow/Off-road)	-
E. Safety Systems
22	Airbags	Minimum 6 airbags (front, side, curtain)	-
23	ABS+EBD	Required	-
24	Electronic Stability Control (ESC)	Required	-
25	Driver assistance systems	Required (e.g. lane keep assist, blind spot detection, forward collision alert, rear cross-traffic alert)	-
26	Parking assist	360° camera with ultrasonic radar and automatic parking assist	-
27	ISOFIX child seat interface	Required	-
F. Interior & Comfort
28	Seat adjustment	Power-adjustable front seats with heating/ventilation	-
29	Climate control	Multi-zone automatic climate control with rear vents; heat-pump system preferred	-
30	Infotainment/display	Digital instrument cluster and central touchscreen display, state sizes offered	-
31	Connectivity	Smartphone mirroring (e.g. CarPlay/Android Auto), Bluetooth, wireless charging; state vehicle-to-load (V2L) output offered	-
G. Warranty, Compliance & After-Sales
32	Vehicle warranty	State minimum period offered	years/km
33	High-voltage battery & electric motor warranty	State minimum period/km offered and minimum guaranteed battery state of health	years/km
34	After-sales service network	Availability of authorized service center(s) in Rwanda with EV-trained technicians	-
35	Spare parts availability	Local availability, minimum stocking commitment	-
36	Delivery lead time	State maximum delivery period from date of order	weeks

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

No.	Item description	Annex ref.	Qty	Unit price Duty Free	Total Duty Free	Unit price Duty Incl.	Total Duty Incl.
1	EV Minibus (Coaster-type), 30 seats	Annex A	1
2	Diesel Minibus (Coaster-type), 30 seats	Annex B	1
3	EV Minivan, 16+1 seats	Annex C	1
4	Plug-in Hybrid (PHEV) SUV, 6-7 seats	Annex D	1
5	EV SUV, 6-7 seats	Annex E	1
Subtotal – Vehicles

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

No.	Item description	Unit	Qty	Unit price Duty Free	Total Duty Free	Unit price Duty Incl.	Total Duty Incl.
6	Wall-box AC charger, supplied and installed	per unit
7	Portable AC charging cable	per unit
8	DC fast charger, supplied and installed (if offered)	per unit
9	Extended vehicle warranty beyond standard (state period offered)	per vehicle
10	Extended high-voltage battery warranty (state period offered)	per vehicle
11	Scheduled maintenance package (state duration/mileage covered)	per vehicle
12	Registration, number plates and statutory first-year costs	per vehicle
13	Driver and maintenance-technician training on EV/PHEV systems	lump sum
14	Recommended spare parts and consumables package (attach itemised list)	lump sum
Subtotal – Related items and services

Table F.3 – Bid price summary

Description	Amount Duty Free	Amount Duty Incl.
Subtotal – Vehicles (Table F.1)
Subtotal – Related items and services (Table F.2)
TOTAL BID PRICE
Of which VAT (18%)	N/A
Of which import duty and other levies	N/A
Total bid price in words (duty-inclusive)

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: ________________________________