1. About Ecofleet Solutions Ltd.

Ecofleet Solutions Ltd is a government-owned company mandated to transform and modernize public transport service delivery in the City of Kigali. Its mission is to enhance efficiency, reliability, and accessibility of the transport system through data-driven planning, route optimization, fleet management, and close coordination with stakeholders. By setting and enforcing service standards, Ecofleet ensures that Kigali’s growing population has access to safe, reliable, and commuter-friendly transport services.

The company plays a strategic role in managing the city’s bus fleet, including planning renewals to maintain a modern and efficient system, while embracing green mobility solutions such as electric buses to align with Rwanda’s climate goals. Technology underpins Ecofleet’s operations through intelligent transport systems (ITS), GPS tracking, digital performance dashboards, and automated inspections that improve transparency and responsiveness. In addition, Ecofleet oversees shared transport infrastructure—depots, terminals, and bus stops—and manages a unified digital fare collection system that promotes cashless payments, standardizes fares, and ensures accountability. Together, these efforts position Ecofleet as a central driver of Kigali’s sustainable, smart, and integrated public transport future.

 2. Objectives Terms of References

The objective of these ToR is to select a qualified and experienced Intelligent Transport System Supplier who will provide uninterrupted, high-quality Intelligent Transport System to Ecofleet Solutions Ltd, ensuring operational efficiency and cost-effectiveness.

3. Required Terms of References 

5) TERMS OF REFERENCE FOR THE PROVISION OF AN INTELLIGENT TRANSPORT SYSTEM TO ECOFLEET SOLUTIONS LTD.

To further improve operational efficiency, ensure high-quality service delivery, and reduce operational costs, and establish comprehensive Service Level Agreement (SLA) monitoring capabilities, Ecofleet Solutions Ltd intends to engage a qualified private company (supplier) to supply an Intelligent Transport System (ITS). This system will be instrumental in modernizing and streamlining Ecofleet’s operations, supporting the company’s objectives for sustainable urban transport management and contributing to Rwanda’s green economy initiatives.

The selected supplier will be responsible for delivering a comprehensive ITS solution tailored to Ecofleet’s needs. This solution will enable enhanced operational control, real-time monitoring, and data-driven decision-making automated SLA compliance tracking, and full GTFS (General Transit Feed Specification) static and dynamic data generation for integration with third-party applications and passenger information systems. It will also support Ecofleet’s strategic goals by improving service quality, optimizing resource utilization, and ensuring cost-effective management of urban public transport in Kigali.

I. Features and Functions of the Intelligent Transport System

The table presents the functional requirements of the Intelligent Transport System (ITS) structured around five key pillars: the bus information system, bus fuel monitoring system, driver performance monitoring system, fare evasion monitoring system, and bus cost monitoring system. Each pillar encompasses essential features that contribute to the overall effectiveness of the ITS by enabling real-time vehicle tracking, monitoring fuel consumption, assessing driver behavior, detecting fare evasion, and managing operational expenses. The ecofleet staff in the control room will be able to visualize and produce related reports remotely in real time. These integrated functions leverage advanced sensors, data analytics, and communication technologies to enhance operational efficiency, improve service quality, reduce costs, and support sustainable public transport management. This comprehensive approach ensures that Ecofleet Solutions Ltd can optimize fleet operations while maintaining high standards of safety and reliability.

2. Specifications of MDVR, fare evasion monitoring camera, and wall screen in the control room

3.1. Mobile Digital Video Recorder (MDVR)

The Mobile Digital Video Recorder (MDVR) shall have the following minimum specifications:

Quantity: 295

3.2 Fare evasion monitoring camera

The Fare evasion monitoring camera must meet the following minimum requirements and provide real-time communication with wall screens installed in the control room. Its images should be in full color, with white balance capability. 

Quantity: 295

3.3 Desktops, and Wall screens in the control room

The following are the minimum requirements for both desktop and wall screens in the control room. Most importantly, they must be capable of real-time remote communication with bus onboard devices and able to support all related software. 

Specifications for laptops

Quantity: 4
3.  GTFS Requirements

4.1. GTFS Static Data Generation

The system must generate and maintain GTFS static data files including:

• agency.txt - Transit agency information
• routes.txt - Route definitions and details
• trips.txt - Trip schedules and service patterns
• stops.txt - Stop locations and details
• stop_times.txt - Arrival and departure times for each stop
• calendar.txt - Service periods and schedules
• calendar_dates.txt - Service exceptions
• fare_attributes.txt - Fare information
• fare_rules.txt - Fare application rules
• shapes.txt - Route geometry data

4.2. GTFS Real-time Data Feeds

The system must provide real-time GTFS feeds including:

• Trip Updates - Real-time arrival/departure predictions
• Vehicle Positions - Real-time vehicle locations
• Service Alerts - Disruptions and service changes
• Km Travelled-Number of KM travelled by bus on route, and off route

 4.3. Data Standards and API Requirements

• GTFS data must be updated automatically and made available via REST
• Real-time feeds must be updated at minimum every 30 seconds
• Data must comply with current GTFS and GTFS-realtime specifications
• APIs must support authentication and rate limiting
• Data export capabilities in standard formats (JSON, XML, CSV)

4. Service Level Agreement (SLA) Monitoring Requirements

 5.1. Key Performance Indicators (KPIs) to Monitor

The system must track and report on the following SLAs:

Service Reliability:

• On-time 
• Compliance with maximum time to spend at bus stop. 
• Service frequency adherence 
• Trips completion rate 
• Route completion rate 
• Sticking on the assigned route. 
• Number of KM travelled per bus in a given period of time (both onroute, and off-route)

Operational Efficiency:

• Vehicle utilization rate 

Financial Performance:

• Fare evasion rate 

Safety and Quality:

• Accident rate per 100,000 km 
• Customer complaint resolution time 
• Vehicle breakdown frequency 

 5.2. SLA Reporting Requirements

• Real-time dashboard showing current SLA status

• Real time alert if the driver violates SLA 

• Daily automated reports on SLA compliance

• Weekly trend analysis reports

• Monthly comprehensive SLA reports

• Quarterly performance reviews with recommendations

• Annual benchmarking against industry standards

5. System Installation, Capacity Building and Validation

The solution provider will play a critical role in the successful deployment and operationalization of the Intelligent Transport System (ITS) for Ecofleet Solutions Ltd.

6.1 System Installation Phase

The provider is responsible for delivering and integrating all necessary hardware and software components aligned with the TWO pillars. This includes:

• Installing advanced sensors, communication devices, and data analytics platforms
• Setting up GTFS data generation and API infrastructure
• Configuring SLA monitoring dashboards and alert systems
• Ensuring local hosting capabilities with cloud backup options
• Implementing cybersecurity measures and data protection protocols

6.2 Capacity Building Phase

The solution provider will design and conduct comprehensive training programs including:

• System operation and administration
• GTFS data management and API usage
• SLA monitoring and performance analysis
• Report generation and data interpretation
• Incident response and troubleshooting procedures
• Data analytics and business intelligence training

6.3 Validation Phase (Extended to 4 months)

A four-month validation period to ensure comprehensive testing of:

• All system functionalities under real-world conditions
• GTFS data accuracy and API reliability
• SLA monitoring system effectiveness
• Integration with existing Ecofleet systems
• Performance benchmarking against defined KPIs
• User acceptance testing and feedback incorporation

7. Required Capabilities of the Supplier

7.1 Core Technical Requirements

• • Proven expertise in delivering comprehensive ITS solutions covering all specified pillars
  • Demonstrated experience with GTFS static and real-time implementation
  • Track record in SLA monitoring system development and deployment
  • Capability to host solutions locally with robust backup and disaster recovery

• Cybersecurity expertise and compliance with international standards

7.2 GTFS and Standards Compliance

• Certified experience in GTFS implementation and maintenance

• Knowledge of transit industry standards and best practices

• API development and management expertise

• Data integration and interoperability capabilities

7.3 SLA Monitoring Expertise

• Experience in developing KPI monitoring and reporting systems

• Business intelligence and data analytics capabilities

• Dashboard development and visualization expertise

• Automated alerting and notification system implementation

7.4 Additional Requirements

• Minimum 5 years of experience in transit technology solutions
• supplier can be one company or a Joint Venture of Companies
• References from at least 3 similar implementations
• Local technical support presence or partnership in Rwanda
• Commitment to ongoing system updates and maintenance

8. Data Management and Integration Requirements

8.1 Data Architecture

• • Centralized data warehouse with real-time processing capabilities
  • Integration with existing Ecofleet systems and databases

• Data backup and disaster recovery protocols

• Compliance with Rwanda's data protection regulations

8.2 Integration Requirements

• Integration with existing ticketing systems
• Compatibility with third-party transit apps
• Open data initiative compliance for public GTFS feeds
• Integration with city-wide smart city initiatives
• Ability to integrate with Google Maps to enable passengers to track buses in real time on the platform,

9. Start of system operationalisation 

The operationalisation of the Intelligent Transport System (ITS) is scheduled to commence with the full deployment of the system by October 01, 2025. This phase marks the transition from installation and testing to active use, where the system will be fully integrated into Ecofleet Solutions Ltd’s daily operations. 

10. Supplier Responsibilities 

The Supplier shall be responsible for the full provision and implementation of Intelligent Transport System (ITS) solutions, including but not limited to the Bus Information System and Fare Evasion Monitoring System as specified in this agreement. The key responsibilities include:

1. Supply and installation of bus onboard devices required for accurate bus tracking.
2. Provision of Mobile Digital Video Recorder (MDVR) units and compatible cameras specifically designed for fare evasion monitoring.
3. Delivery and integration of smart card technology compatible with the ITS.
4. Provide wall screens to be installed in the control room that can accommodate the ITS software and communicate in real-time with the onboard bus devices.
5. Responsibility for the installation and setup of these wall screens in the control room environment.
6. Provide sufficient data storage capacity necessary to support the operation and recording requirements of the system.
7. Provision of all related software necessary for the operation of the ITS, including acquisition and maintenance of all software licenses.
8. Ensure that all hardware and software components supplied operate seamlessly and reliably within the system.
9. Provide 24/7 technical support services continuously for a period of two years from the date of commissioning.
10. Carry out all necessary repair and maintenance activities on both software and hardware components throughout the first two years of operation.
11. Promptly repair or replace any defective hardware or software that impedes system operation during the warranty period (Two years).
12. Cover the cost and manage the internet subscription required for system connectivity for a period of one year, and any other required subscription related to the system. 
13. Maintain comprehensive records of maintenance, repairs, and support activities, and provide timely reports to Ecofleet upon request.
14. Ensure compliance with all applicable industry standards, regulations, and best practices throughout the contract duration.

The Supplier shall also assume full responsibility for training Ecofleet personnel and contracted Public transport operators on the proper use and basic troubleshooting of the provided ITS solutions and equipment to ensure smooth ongoing operations.

How to Apply

Interested, qualified, and competent suppliers are requested to submit their technical and financial proposals by 5:00 PM CAT on September 15, 2025, to the email address info@ecofleet.rw