Terms of References (Tors) for Vehicles and Motor-cycles Maintenance Services to the Center for Community Based Sociotherapy (CBS) Rwanda (Re-advertised)

Re-Advertised

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) 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.

To reach its 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 (2 Yamaha/AG 100 of 2013 and 2 Yamaha/AG 100 of 2026).

Interested garages will submit their bids (technical and financial offers) for vehicles and motorcycles, indicating details on intermediate maintenance, preventive maintenance (regularly maintenance schedule and procedures) and (or) regular inspection (test), repair, 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).
• Working hours of CBS Rwanda is from 08:00 AM to 05:30 PM from Monday to Friday, but the service provider should be capable to provide 24/7 rescue/emergency 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, preventive maintenance and (or) scheduled (regular) vehicle inspection (test), repair, replacement or any modifications needed) and the total bid as a whole.

FUNCTIONALITY EVALUATION CRITERIA

S/NDescriptionWeightTechnical Proposal
1Experience, Skills and Ability of Service Provider
15%Past experience in similar work of this nature ( Providing the Garage Service to Toyota Vehicles and Motorcycles)Team member experience (accompanied by brief CV's)Bidders 'track recordAbility of the bidder to fulfill the CBS Rwanda's requirements
2Technical Approach and Execution Plan
10%The proposals must contain the details of the proposed approach to be adopted in order to deliver the service in accordance with the TOR3References: Did the bidder submit at least three relevant and contactable clients that were serviced in the past 12 months
5%
4Capacity
10%Proposals should clearly indicate whether or not bid participants have the capacity to meet the requirements of the TORSub-Total40%Financial ProposalMotorcycle20%1Service3%2SPARE PARTS17%Sub-TotalVehicles40%1Simple service a (5,000km)10%2Simple service b (10,000km)10%3General service c (at 15, 000km)7%4Brake system and suspension5%5Cluch system/ system d’embrayage5%6Engine repair 3%Sub-Total60%General-Total100%

DETAILED - FINANCIAL PROPOSAL

• MOTORCYCLES (YAMAHA AG -100)

SERVICES/NQuantityItemsUnit Price (RWF)Total price (RWF)1Huile Moteur 12Huile à 2 temps 13Main d'oeuvre1Sub-TotalSPARE PARTSS/NQuantityItemsUnit Price (RWF)Total price (RWF)1Ammortisseur arrière12Ammortisseur avant13Ampoule avant et arrière14Arbre à came15Arbre secondaire et primaire16Bande frein avant17Bande frein arrière18Batterie19Bielle de piston110Bobine bas et haut111Boite clignotante112Bouchon moteur113Bougie d'allumage114Bourrage de soupape115Bourrage116Butée d'embrayage117Cable de kilometrage118Cable de frein 119Cable d'embrayage120Cable d'accélérateur121Cable de kilomètrage122Cales de pignon123Casque du chauffeur124Chaine de transmission125Chambre à air126Chassis127Clignon128Commande vitesse129Commutateur130Contacteur131Couvercle commande vitesse132Couvercle magneton133CTC d'échappement (grand)134CTC d'échappement (petit)135Culbuteur136Culasse137Cylindre ou allesage138Disque d'embrayage139Fermeture de pignon d'avant et arrière140Feu arrière141Feu clignotant 142Filetage d'arbre primaire143Flacheur144Frasque145Garde boue146Garde chaine147Guidon (Amahembe)148Housing de phare149Huile moteur SAE 40150Jante de pneu arrière151Jante de pneu avant152Kit bourrage153Kit joint154Levier de vitesse155Machine de kilomètrage156Moyeu157Petit échappement158Phare avant complet159Pignon arbre à came160Pignon avant ou arrière161Pignon de boite vitesse162Piston 163Segment164Pneu arrière165Pneu avant166Poignet167Porte outillage168Porte couvercle d'outillage169Porte disque170Porte retroviseur171Pose à pied chauffeur172Pressage de bielle173Rayon 174Reglage de frein175Regulateur176Remplacement huile177Réparation ampoule178Réparation chaine179Réparation pneu180Réparation siège181Retroviseur182Revier de vitesse183Robine à essence184Rondelle de bielle185Roulement186Roulement avant et arrière187Sedeï188Silencieux189Soudage d'échappement190Soufflet d'amortisseur191Suppapes192Support de rétroviseur 193Tambour arrière194Tambour avant195Tête de bougie196Vilbrequin197Vis relentie1Sub-TotalGeneral-Total

VEHICLES

SIMPLE SERVICE A (5,000KM)S/NQuantityItemsUnit Price (RWF)Total price (RWF)11LEngine oil/Huile de moteur21LDistilled water /Eau distillée31/4L Brake fluid /Huile de frein41Labor / Main d’oeuvre Sub-TotalSIMPLE SERVICE B (10,000KM)S/NQuantityItemsUnit Price (RWF)Total price (RWF)11LEngine oil/Huile de moteur21LDistelled water /Eau distillée31LBrake fluid /Huile de frein41Oil filter / Filter à huile51Cleaning air filter 61Greasing/Graissage71Labor/Main d’oeuvre Sub-TotalGENERAL SERVICE C (at 15, 000KM)S/NQuantityItemsUnit Price (RWF)Total price (RWF)11LEngine oil/Huile de moteur21LDistelled water /Eau distillée31L Brake fluid /Huile de frein41Oil filter / Filter à huile51Gear box oil/Huile de boite de vitesse61Cleaning air filter71Greasing/Graissage81Huile hydraulique91Diesel filter /Filter à mazout101Air filter/ Filter à air111Bougie de prechauffage/ Preheating plug121Ampoule special à iode131Ampoule ordinaire141Ampoule de clignotant151CTC de ressort161CTC de triangle171CTC de barrestabilisateur181Altenator belt/ Courroie d’alternateur191Courroie de climatiseur201Courroie de pompehydraulique211Courroie de distribution221Labor/Main d’oeuvre Sub-TotalBRAKE SYSTEM AND SUSPENSIONS/NQuantityItemsUnit Price (RWF)Total price (RWF)11Brake band/ Bandefrein21Brake pad/ Plaquette de frein31Front shock absorber/ Amortissement avant41Rear shock absorber/Amortissement arrière51Disque de frein 61Tambour de frein 71Buserule de barre tirant81Buserule de barre stabilisateur91Buserule de barre de tosion101Tige stabilisateur avant111Tige stabilisateur arrière121Roture de triangle131CTC d’amortissement avant141CTC d’amortissement arrière151Roture de suspension161Couppelle de frein171Roulement de cardan181Buserule de barre avant191Roture de direction201Kit moyen211Maitre Cylindre de frein221Cylindre Recepteur de frein231Cable – frein a main241Cale de plaquette251Roulement de moyen Avant261Roulement de moyen Arriere271Bourrage de moyen Avant281Bourrage de moyen Arriere291Bourrage de Boite vitesse301Bourrage de Diff311Ressort a Lame321Croisillon de Cardan331Klaxon341ABS351Etrier dr freinage361Cremallere de direction Sub-TotalCLUCH SYSTEM (SYSTEM D’EMBRAYAGE)S/NQuantityItemsUnit Price (RWF)Total price (RWF)11Disque d’embrayage21Plateau d’embrayage31Butee d’embrayage41Couppelle d’embrayage51Maitre Cylindre d’embrayage61Cylindre Recepteur d’embrayage Sub-TotalENGINE REPAIR (Spare Parts & Service)S/NQuantityItemsUnit Price (RWF)Total price (RWF)11Croix d’ admission 21Piston31Segment bloc moteur41Segment piston51Culasse61Soupape71Coussinet81Parier91Bielle101Vilebrequin111Pompe injecteur121Pompe a eau131Bougie de profecharge141Filtre a air151Filtre a huile161Filtre de mazout171Kit Joint Moteur181Joint de Culasse191Nez Injecteur201Tete hydraulique Pompe Injecteur211Pompe a Huile221Demarreur231Alternateur241Charbon de Demarreur251Turbon Sub-TotalBREAKDOWN SERVICES/NQuantityItemsUnit Price (RWF)Total price (RWF)11City of Kigali21Eastern Province31Western Province41Southern Province51Northern ProvinceSub-Total General - Total

Interested Garages will send their offers not later than 17th September 2026 @ 04:00Pm, Kigali time; in a sealed envelope, to CBS Rwanda Head office. Once selected, the garage will be contacted for site visit to review service performance. 

Done at Kigali; 20th August 2026 

Executive Secretariat of CBS Rwanda 

E-mail: info@cbsrwanda.org

Website: www.cbsrwanda.org