TERMS OF REFERENCE (ToR)

Provision of Transport Services for WaterAid Rwanda

Background:

WaterAid is an international non-governmental organization working in over 30 countries to transform lives by improving access to clean water, decent toilets, and good hygiene. WaterAid Rwanda has been operational since 2010 and is committed to strengthening WASH (Water, Sanitation, and Hygiene) systems and advocating for inclusive, sustainable services, particularly in rural and underserved areas.

In the course of implementing its programs, WaterAid Rwanda frequently conducts field visits, stakeholder meetings, and monitoring missions across various districts, including hard-to-reach locations. Safe, efficient, and reliable transport services are therefore critical for timely project delivery, team mobility, and operational safety.

To enhance logistical effectiveness and ensure timely response to programmatic needs, WaterAid Rwanda is looking to prequalify one or more professional, legally registered, and experienced transport service providers to support its operational and field activities.

Purpose of the Assignment:

The main objective of this procurement is to identify and contract reliable and experienced transport companies that can provide flexible, cost-effective, and secure transport services to WaterAid Rwanda.

The selected service provider(s) will support WaterAid Rwanda’s mobility needs, including:

• Staff transport to project sites, meetings, and workshops.
• Transport to rural and off-road areas.
• Short-term and on-call transport needs.

The transport service must align with the organization’s safety and accountability standards while remaining responsive to changing field conditions and operational requirements.

Scope of Services:

The selected company(ies) will be expected to:

• Provide timely and dependable transport for WaterAid Rwanda staff, visitors, consultants, and occasionally light materials.
• Offer access to a variety of vehicles, including Salon cars, TXL, Cargo Vehicles, and others.
• Ensure all vehicles are insured, roadworthy, and serviced regularly.
• Provide experienced and licensed drivers with knowledge of Rwandan roads and traffic regulations.
• Maintain compliance with safety standards and national transport laws.
• Respect WaterAid Rwanda’s safeguarding protocols.

Minimum Eligibility Criteria:

Interested companies must meet the following minimum requirements:

• Be a legally registered company in Rwanda.
• Hold a valid Tax Clearance Certificate from the Rwanda Revenue Authority.
• Have a minimum of five (5) years of relevant experience in providing professional transport services to NGOs, international organizations, or corporate clients.
• Employ qualified and licensed drivers with clean driving records.
• Demonstrate the capacity to provide on-demand services, including on weekends or holidays.
• Submit at least three (3) references or recommendation letters from past or current clients.

Required Submission Documents:

Eligible companies are invited to submit the following:

• Valid Rwandan company registration certificate.
• Valid tax clearance certificate.
• Filed form of prices for different destinations as per proposed clusters: signed, stamped and saved as PDF (Refer to the attached Excel form)
• Three (3) references or recommendation letters from past clients.

Submission Guidelines:

• Deadline for submission: July 20^th, 2025.
• How to apply: Submit your bid documents to:
• Subject line: “Application for Provision of Transport Services – WaterAid Rwanda”
• Submit via email to: WARwanda@wateraid.org, and keep in cc: JeanPaulMbarushimana@wateraid.org 
• and JeanNyiringabo@wateraid.org 

Evaluation Criteria:

All proposals will be evaluated based on the following weighted criteria:

Disclaimer:

WaterAid Rwanda reserves the right to:

• Accept or reject any or all applications without providing justification.
• Conduct visits or interviews to verify information.

Only shortlisted applicants will be contacted for further engagement, discussions including price negotiations and potential site visits.

Issued by:
WaterAid Rwanda Procurement Unit
Date of Issue: July 9^th, 2025.