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Terms of References (TORS):Vehicles and Motor-Cycles maintenance services the Center for Community Based Sociotherapy (CBS) Rwanda

Centre For Community Based Sociotherapy Rwanda

CENTRE FOR COMMUNITY BASED SOCIOTHERAPY (CBS Rwanda) is non-governmental organization created by legal status No 109/RGB/NGO/2017. The mission of CBS Rwanda is to contribute to the psychosocial well-being of people affected by a painful past and/or on-going daily stressor, restoring the social fabric and promoting peace. The objectives of the organization are to promote psychosocial wellbeing in Rwanda through interventions focusing on healing, reconciliation and social cohesion.

CBS Rwanda facilitates people to identify, acknowledge, share, and manage together their everyday psychosocial problems; to contribute to socio-economic development; to generate and share knowledge about sociotherapy and related fields; to promote the sociotherapy approach in the Great Lakes Region and beyond; to contribute to the promotion of mental health, family, and community wellbeing and to contribute to the national efforts for peace building and national unity.

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Terms of References (ToRs): Vehicles and Motor-Cycles maintenance services to

the Center for Community Based Sociotherapy

(CBS) Rwanda

CBS Rwanda is a non-governmental organization (NGO) legally established in 2016; originating from the implementation of the Community Based Sociotherapy approach in Rwanda since 2005. Community Based Sociotherapy is an approach that uses the group as a therapeutic medium in the establishment of trust, the creation of an open environment for discussion and the formation of peer-support structures.

In order to implement the program mandate, CBS Rwanda needs to hire an eligible garage that will provide maintenance and repair services to its all risks insured vehicles and motor-cycles including sourcing of spare parts, when necessary. CBS Rwanda currently has two vehicles (Toyota hilux DC of 2011 and Toyota LC Hardtop of 2008) and Four  motorcycles (Yamaha/AG 100 of 2013).

Interested garages will submit their bids (technical and financial offers for cars and motorcycles), indicating details on  intermediate maintenance, preventive maintenance (performance of regularly scheduled maintenance procedures of a vehicle to prevent the possibility of malfunctions) and (or) any scheduled (regular) vehicle inspection (test), repair, tests, replacement or any modifications needed to CBS Rwanda vehicles and motor-cycles ; and their respective bids.

Below are some requirements that bidders should take as guidelines for the bid:

  • Bid submission letter, addressed to the Executive Director, CBS Rwanda
  • Certificate of Full Company Registration (RDB Certificate)
  • Clear physical address of the garage, including the Google map.
  • Valid RRA Tax Clearance Certificate;
  • A proof of similar current or performed services (at least 3 Company or organizations recommendation letters);
  • Technical and  Financial Proposals (estimated costs); see attached a list of services
  • Ready to provide warranties for service performed (Clearly indicate this in your bid)
  • The bidder(s) should have expertise(s) in repair and maintenance of TOYOTA products (Vehicles and Motorcycles);
  • Normal hours shall be from 08:00 AM to 05:30 PM daily, but the service provider should be capable to provide 24/7 rescue/emmergency services and supports;
  • Ready to provide the same maintenance services to CBS Rwanda as a priority;
  • The bid evaluation will also consider the satisfaction on previous related services rendered by the garage; if any.

Evaluation Criteria

Bids will be evaluated in two parts: The technical proposal shall be awarded 40% of the total marks while the financial proposal shall bear 60% of the total marks.

  • The bid should be clear about the relevant skills, experience and capacity in respect of this ToR.
  • The bid must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the ToR.
  • The bid should clearly indicate whether or not bid participants have the capacity to meet the requirements of the ToR.
  • The evaluation will consider individual service cost (intermediate maintenance, preventive maintenance and (or) any scheduled (regular) vehicle inspection (test), repair, tests, replacement or any modifications needed) and the total bid as a whole

FUNCTIONALITY EVALUATION CRITERIA

S/N

Description

Weight

Technical Proposal

 

 

1

 

Experience, Skills and Ability of Service Provider

 

 

15%

 

Past experience in similar work of this nature

Team member experience (accompanied by brief CV's)

Bidders 'track record

Ability of the bidder to fulfill the CBS RWANDA's requirements

 

2

 

Technical Approach and Execution Plan

 

10%

 

Proposals must contains the details of the proposed approach to be adopted in order to deliver the service in accordance with the TOR

3

References: Did the bidder submit at least three relevant and contactable clients that were serviced in the past 12 months

 

5%

 

 

4

 

Capacity

 

10%

 

Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the TOR

Sub-Total

40%

Financial Proposal

 

Motorcycle

20%

1

Service

3%

2

SPARE PARTS

17%

Sub-Total

 

 

Vehicles

40%

1

Simple service a (5,000km)

10%

2

Simple service b (10,000km)

10%

3

General service c (at 15, 000km)

7%

4

Brake system and suspension

5%

5

Cluch system/ system d’embrayage

5%

6

Engine repair

3%

Sub-Total

60%

 

General-Total

100%

DETAILED - FINANCIAL PROPOSAL

MOTORCYCLES (YAMAHA  AG -100)

SERVICE

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

Huile moteur

1

 

 

2

Huile à 2 temps

1

 

 

3

Main d'oeuvre

1

 

 

Sub-Total

 

 

 

 

 

 

SPARE PARTS

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

Ammortisseur arrière

1

 

 

2

Ammortisseur avant

1

 

 

3

Ampoule avant et arrière

1

 

 

4

Arbre à came

1

 

 

5

Arbre secondaire et primaire

1

 

 

6

Bande frein avant

1

 

 

7

Bande frein arrière

1

 

 

8

Batterie

1

 

 

9

Bielle de piston

1

 

 

10

Bobine bas et haut

1

 

 

11

Boite clignotante

1

 

 

12

Bouchon moteur

1

 

 

13

Bougie d'allumage

1

 

 

14

Bourrage de soupape

1

 

 

15

Bourrage

1

 

 

16

Butée d'embrayage

1

 

 

17

Cable de kilometrage

1

 

 

18

Cable de frein

1

 

 

19

Cable d'embrayage

1

 

 

20

Cable d'accélérateur

1

 

 

21

Cable de kilomètrage

1

 

 

22

Cales de pignon

1

 

 

23

Casque du chauffeur

1

 

 

24

Chaine de transmission

1

 

 

25

Chambre à air

1

 

 

26

Chassis

1

 

 

27

Clignon

1

 

 

28

Commande vitesse

1

 

 

29

Commutateur

1

 

 

30

Contacteur

1

 

 

31

Couvercle commande vitesse

1

 

 

32

Couvercle magneton

1

 

 

33

CTC d'échappement (grand)

1

 

 

34

CTC d'échappement (petit)

1

 

 

35

Culbuteur

1

 

 

36

Culasse

1

 

 

37

Cylindre ou allesage

1

 

 

38

Disque d'embrayage

1

 

 

39

Fermeture de pignon d'avant et arrière

1

 

 

40

Feu arrière

1

 

 

41

Feu clignotant

1

 

 

42

Filetage d'arbre primaire

1

 

 

43

Flacheur

1

 

 

44

Frasque

1

 

 

45

Garde boue

1

 

 

46

Garde chaine

1

 

 

47

Guidon (Amahembe)

1

 

 

48

Housing de phare

1

 

 

49

Huile moteur SAE 40

1

 

 

50

Jante de pneu arrière

1

 

 

51

Jante de pneu avant

1

 

 

52

Kit bourrage

1

 

 

53

Kit joint

1

 

 

54

Levier de vitesse

1

 

 

55

Machine de kilomètrage

1

 

 

56

Moyeu

1

 

 

57

Petit échappement

1

 

 

58

Phare avant complet

1

 

 

59

Pignon  arbre à came

1

 

 

60

Pignon avant ou arrière

1

 

 

61

Pignon de boite vitesse

1

 

 

62

Piston

1

 

 

63

Segment

1

 

 

64

Pneu arrière

1

 

 

65

Pneu avant

1

 

 

66

Poignet

1

 

 

67

Porte outillage

1

 

 

68

Porte couvercle d'outillage

1

 

 

69

Porte disque

1

 

 

70

Porte retroviseur

1

 

 

71

Pose à pied chauffeur

1

 

 

72

Pressage de bielle

1

 

 

73

Rayon

1

 

 

74

Reglage de frein

1

 

 

75

Regulateur

1

 

 

76

Remplacement huile

1

 

 

77

Réparation ampoule

1

 

 

78

Réparation chaine

1

 

 

79

Réparation pneu

1

 

 

.

Réparation siège

1

 

 

81

Retroviseur

1

 

 

82

Revier de vitesse

1

 

 

83

Robine à essence

1

 

 

84

Rondelle de bielle

1

 

 

85

Roulement

1

 

 

86

Roulement avant et arrière

1

 

 

87

Sedeï

1

 

 

88

Silencieux

1

 

 

89

Soudage d'échappement

1

 

 

90

Soufflet d'amortisseur

1

 

 

91

Suppapes

1

 

 

92

Support de rétroviseur

1

 

 

93

Tambour arrière

1

 

 

94

Tambour avant

1

 

 

95

Tête de bougie

1

 

 

96

Vilbrequin

1

 

 

97

Vis relenti

1

 

 

Sub-Total

 

General-Total

 

VEHICLES

SIMPLE SERVICE A (5,000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

 

 

2

1L

Distilled water /Eau distillée

 

 

3

1/4L

Brake fluid /Huile de frein

 

 

4

1L

Labor / Main d’oeuvre

 

 

 Sub-Total

 

 

 

 

 

 

SIMPLE SERVICE B (10,000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

 

 

2

1L

Distelled water /Eau distillée

 

 

3

1L

Brake fluid /Huile de frein

 

 

4

1L

Oil filter / Filter à huile

 

 

5

1L

Cleaning air filter

 

 

6

1L

Greasing/Graissage

 

 

7

1L

Labor/Main d’oeuvre

 

 

 Sub-Total

 

 

 

 

 

 

 

 

 

 

 

GENERAL SERVICE C (at 15, 000KM)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1L

Engine oil/Huile de moteur

 

 

2

1L

Distelled water /Eau distillée

 

 

3

1L

Brake fluid /Huile de frein

 

 

4

1L

Oil filter / Filter à huile

 

 

5

1L

Gear box oil/Huile de boite de vitesse

 

 

6

1L

Cleaning air filter

 

 

7

1L

Greasing/Graissage

 

 

8

1L

Huile hydraulique

 

 

9

1L

Diesel filter /Filter à mazout

 

 

10

1L

Air filter/ Filter à air

 

 

11

1L

Bougie de prechauffage/Preheating plug

 

 

12

1L

Ampoule special à iode

 

 

13

1L

Ampoule ordinaire

 

 

14

1L

Ampoule de clignotant

 

 

15

1L

CTC de ressort

 

 

16

1L

CTC de triangle

 

 

17

1L

CTC de barrestabilisateur

 

 

18

1L

Altenator belt/ Courroie d’alternateur

 

 

19

1L

Courroie de climatiseur

 

 

20

1L

Courroie de pompehydraulique

 

 

21

1L

Courroie de distribution

 

 

22

1L

Labor/Main d’oeuvre

 

 

 Sub-Total

 

 

 

 

 

 

 

 

 

 

 

BRAKE SYSTEM AND SUSPENSION

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Brake band/ Bandefrein

 

 

2

1

Brake pad/ Plaquette de frein

 

 

3

1

Front shock absorber/ Amortissement avant

 

 

4

1

Rear shock absorber/Amortissement arrière

 

 

5

1

Disque de frein

 

 

6

1

Tambour de frein

 

 

7

1

Buserule de barre tirant

 

 

8

1

Buserule de barre stabilisateur

 

 

9

1

Buserule de barre de tosion

 

 

10

1

Tige stabilisateur avant

 

 

11

1

Tige stabilisateur arrière

 

 

12

1

Roture de triangle

 

 

13

1

CTC d’amortissement avant

 

 

14

1

CTC d’amortissement arrière

 

 

15

1

Roture de suspension

 

 

16

1

Couppelle de frein

 

 

17

1

Roulement de cardan

 

 

18

1

Buserule de barre avant

 

 

19

1

Roture de direction

 

 

20

1

Kit moyen

 

 

21

1

Maitre Cylindre de frein

 

 

22

1

Cylindre Recepteur de frein

 

 

23

1

Cable – frein a main

 

 

24

1

Cale de plaquette

 

 

25

1

Roulement de moyen Avant

 

 

26

1

Roulement de moyen Arriere

 

 

27

1

Bourrage de moyen Avant

 

 

28

1

Bourrage de moyen Arriere

 

 

29

1

Bourrage de Boite vitesse

 

 

30

1

Bourrage de Diff

 

 

31

1

Ressort a Lame

 

 

32

1

Croisillon de Cardan

 

 

33

1

Klaxon

 

 

34

1

ABS

 

 

35

1

Etrier dr freinage

 

 

36

1

Cremallere de direction

 

 

 Sub-Total

 

 

 

 

 

 

 

 

 

 

 

CLUCH SYSTEM (SYSTEM D’EMBRAYAGE)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Disque d’embrayage

 

 

2

1

Plateau d’embrayage

 

 

3

1

Butee d’embrayage

 

 

4

1

Couppelle d’embrayage

 

 

5

1

Maitre Cylindre d’embrayage

 

 

6

1

Cylindre Recepteur d’embrayage

 

 

 Sub-Total  

 

 

 

 

 

 

 

 

ENGINE REPAIR (Spare Parts & Service)

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Croix d’ admission

 

 

2

1

Piston

 

 

3

1

Segment bloc moteur

 

 

4

1

Segment piston

 

 

5

1

Culasse

 

 

6

1

Soupape

 

 

7

1

Coussinet

 

 

8

1

Parier

 

 

9

1

Bielle

 

 

10

1

Vilebrequin

 

 

11

1

Pompe injecteur

 

 

12

1

Pompe a eau

 

 

13

1

Bougie de profecharge

 

 

14

1

Filtre a air

 

 

15

1

Filtre a huile

 

 

16

1

Filtre de mazout

 

 

17

1

Kit Joint Moteur

 

 

18

1

Joint de Culasse

 

 

19

1

Nez Injecteur

 

 

20

1

Tete hydraulique Pompe Injecteur

 

 

21

1

Pompe a Huile

 

 

22

1

Demarreur

 

 

23

1

Alternateur

 

 

24

1

Charbon de Demarreur

 

 

25

1

Turbon

 

 

 Sub-Total

 

 

 

 

 

 

BREAKDOWN SERVICE

S/N

Quantity

Items

Unit Price (RWF)

Total price (RWF)

1

1

Round – Kigali

 

 

2

1

Eastern Province

 

 

3

1

Western Province

 

 

4

1

Southern Province

 

 

5

1

Northern Province

 

 

Sub-Total

 

General - Total

 

 

 

 

 

 

Interested Garages will send their offers no later than 31st October 2024 @ 04:00PM, Kigali time; in a sealed envelope, to CBS Rwanda Head office at the address in the letterhead. Once selected, the garage will be contacted for site visit to review service performance.

Done at Kigali; 04th October 2024

Dr. Marie Chantal Ingabire; PhD

Executive Director, CBS Rwanda

E-mail: info@cbsrwanda.org

Website: www.cbsrwanda.org

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