Request for proposal for provision of vehicle maintanance service

Date: 30th June 2026

General information about the Alliance of Bioversity International and CIAT

The Alliance of Bioversity International and the International Center for Tropical Agriculture (The Alliance) deliver research-based solutions that harness agricultural biodiversity and sustainably transform food systems to improve people’s lives. The Alliance solutions address the global crises of malnutrition, climate change, biodiversity loss, and environmental degradation (https://alliancebioversityciat.org/). With novel partnerships, the Alliance generates evidence and mainstreams innovations to transform food systems and landscapes so that they sustain the planet, drive prosperity, and nourish people. The Alliance is a member of the CGIAR Consortium (www.cgiar.org), a global research partnership for a secure future.

Tender information

Tender schedule

Invitation to tender/advertisement: Request for proposal for provision of vehicle maintanance services

Request for clarification window: 30th June to 3rd July 2026

Closing date for submission: 17th July 2026

Tender opening: From 21st JULY 2026

Contract awarded: TBD

Scope of services

The successful bidder(s) shall provide comprehensive garage services including but not limited to the following:

A. Preventive maintenance

• Manufacturer scheduled servicing
• Minor service
• Major service
• Oil and filter replacement
• Air filter replacement
• Fuel filter replacement
• Cabin filter replacement
• Fluid replacement
• Brake inspection
• Steering inspection
• Suspension inspection
• Cooling system inspection
• Battery inspection
• Tyre inspection
• Multi-point vehicle inspection

B. Mechanical repairs

The contractor shall diagnose and repair:

• Engine systems
• Transmission systems
• Differential systems
• Clutch systems
• Steering systems
• Suspension systems
• Brake systems
• Exhaust systems
• Fuel systems
• Cooling systems
• Wheel bearings
• Drive shafts

The garage shall provide written diagnostic reports before undertaking major repairs.

C. Auto electrical repairs

Services shall include:

• Starter motors
• Alternators
• Battery charging systems
• Wiring repairs
• Lighting systems
• ECU diagnostics
• Sensors
• Electronic control systems
• Window motors
• Central locking systems

D. Air conditioning

• Diagnosis
• Leak detection
• Gas refilling
• Compressor replacement
• Condenser replacement
• Evaporator repairs

E. Tyre services

• Wheel balancing
• Wheel alignment
• Tyre replacement
• Tyre repair
• Tyre rotation

F. Body repairs

• Panel beating
• Spray painting
• Dent removal
• Accident repairs
• Chassis alignment
• Windscreen replacement

G. Emergency breakdown services

The contractor shall provide:

• Roadside assistance
• Vehicle recovery
• Towing arrangements
• Mobile repair services where feasible

Emergency support shall be available 24 hours a day.

H. Supply of spare parts

The contractor shall:

• Supply genuine OEM spare parts where available.
• Clearly identify alternative parts where OEM parts are unavailable.
• Obtain written approval before installing substitute parts.

Vehicle categories

The contractor shall be capable of servicing:

• Toyota Land Cruiser
• Toyota Hilux
• Toyota Prado
• Toyota Fortuner
• Nissan Patrol
• Isuzu D-Max
• Ford Ranger
• Mitsubishi L200
• SUVs
• Double Cab Pick-ups
• Station Wagons
• Saloon Vehicles

Equivalent vehicle categories may also be serviced.

Service requirements

The contractor shall:

• Carry out inspections before repairs.
• Submit repair quotations before work begins.
• Obtain written approval before additional repairs.
• Complete servicing within agreed turnaround times.
• Notify CIAT immediately of any major defects discovered.
• Return replaced spare parts upon request.
• Maintain service history records.

Workshop requirements

The bidder shall demonstrate that it has:

• A permanent workshop.
• Vehicle lifts.
• Diagnostic scanners.
• Wheel alignment equipment.
• Wheel balancing machine.
• Engine repair equipment.
• Auto electrical section.
• Air conditioning servicing equipment.
• Welding equipment.
• Qualified mechanics.
• Qualified auto electricians.
• Adequate security arrangements.
• Fire safety equipment.

Service standards

The contractor shall:

• Respond to service requests within 24 hours.
• Provide emergency assistance where required.
• Deliver quality workmanship.
• Guarantee repairs for a minimum agreed period.
• Maintain confidentiality.
• Follow manufacturer service standards.

Pricing requirements

Bidders shall submit:

• Labour rates.
• Service charges for minor and major services.
• Diagnostic charges.
• Wheel alignment charges.
• Wheel balancing charges.
• Air conditioning service charges.
• Breakdown recovery charges.
• Towing rates.
• Discount structure for spare parts.
• Price list for commonly used spare parts.
• VAT status.

Bid submission requirements

Bidders shall submit:

Legal documents

• Company Profile
• BRELA Certificate
• Certificate of Incorporation
• Valid Business Licence
• Valid Tax Clearance Certificate
• TIN Certificate
• VAT Certificate (where applicable)
• WCF Registration
• NSSF/PSSSF Registration (where applicable)

Technical documents

• Workshop profile
• List of equipment
• List of qualified mechanics
• List of diagnostic equipment
• List of available service bays
• Evidence of manufacturer certifications (if any)
• Emergency response arrangements
• Spare parts sourcing arrangements

Experience

• Three reference letters from corporate clients.
• Evidence of servicing at least three corporate fleets.
• List of current fleet maintenance contracts.

Evaluation criteria

Bids will be evaluated based on:

• Compliance with mandatory requirements.
• Technical capacity.
• Workshop facilities.
• Qualified personnel.
• Fleet maintenance experience.
• Availability of diagnostic equipment.
• Response time.
• Pricing competitiveness.
• References and past performance.

Essential creteria

Bidders must submit the following: –

1. Provide BRELA registration certificates.
2. Certificate of Incorporation
3. Valid Tax clearance certificate
4. Valid copy of business license/Permit
5. 3 Trade References letters ( on letter head)
6. Company profile/fact sheet
7. Signed Vendor Conflict of Interest Disclosure form

Submission

Alliance of Bioversity and CIAT invites proposals to be submitted by email to The Procurement Office, Alliance of Bioversity and CIAT on the following email address:

[email protected] by 17th July 2026, not later than 5.00 p.m. (GMT+3)

Subject heading on email should read as follows: PROVISION OF HOTEL ACCOMMODATION AND CONFERENCE PACKAGE SERVICES

Fees quoted should be inclusive of all costs including administrative costs and must be expressed in Tanzania Shillings.

Correspondence

All communications from Bidders to CIAT relating to the tender must be in writing and addressed to [email protected]

Award criteria

Award of the contract will be based on fulfilment of the qualification criteria.

Anti-bribery and corruption

All Bidders are required to comply fully with Anti-Bribery and Corruption Act.

Exclusion criteria

Any Bidder is required to confirm in writing that:

• Neither it nor any related company to which it regularly subcontracts is insolvent or being wound up, is having its affairs administered by the courts, has entered into an arrangement with creditors, has suspended business activities, is the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• Neither it nor a company to which it regularly subcontracts has been convicted of fraud, corruption, involvement in a criminal organization, any money laundering offence, any offence concerning professional conduct, breaches of applicable labour law or labour tax legislation or any other illegal activity by a judgment in any court of law whether national or international;
• Neither it nor a company to which it regularly subcontracts has failed to comply with its obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the relevant country in which it the Bidder operates.
• Any Bidder will automatically be excluded/Disqualified from the award if it is found that they are guilty of misrepresentation in supplying the required information within their tender bid or fail to supply the required information.
• They have not been barred from participating in any tender by any of the CGIAR organizations

Conflict of interest / non-collusion

Any Bidder is required to confirm in writing:

• That it is not aware of any connection between it or any of its directors or senior managers and the directors and staff of CIAT which may affect the outcome of the selection process. If there are such connections the Bidder is required to disclose them.
• That it has not communicated to anyone other than CIAT the amount or approximate amount of the tender. That it has not and will not offer pay or give any sum of money commission, gift, inducement or other financial benefit directly or indirectly to any person for doing or omitting to do any act in relation to the tender process
• CIAT reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the procuring entity’s action.

Vendor conflict of interest disclosure form

Finance code: PO-09-FIN
Version: 00
Procurement policy: Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

All vendors interested in conducting business with International Center for Tropical Agriculture (CIAT) must complete and return the Vendor Conflict of Interest Disclosure Form in order to be eligible to be awarded a contract. Please note that all vendors must comply with the Alliance’s conflict of interest policies as stated within the certification section below.

If a vendor has a relationship with a CIAT employee, member of the Alliance Board of Trustees, or an immediate family member of a CIAT employee, the vendor shall disclose the information required below.

Certification

I hereby certify that, to my knowledge, there is no conflict of interest involving the vendor named below:

1. No CIAT employee or member of the Alliance Board of Trustees or their immediate family member has an ownership interest in the vendor’s company or is deriving personal financial gain from this contract.
2. No retired or separated CIAT employee or member of the Alliance Board of Trustees or employee who has been retired or separated from CIAT and/or the Alliance for less than one year has an ownership interest in the vendor’s company.
3. No CIAT employee or member of the Alliance Board of Trustees is contemporaneously employed or prospectively to be employed with the vendor.
4. The vendor hereby declares that it has not and will not provide gifts or hospitality of any monetary value or any other gratuities to any CIAT employee or member of the Alliance Board of Trustees to obtain or maintain a contract.
5. Please note any exceptions below:

Conflict of interest disclosure

Name of CIAT employee, member of Alliance Board of Trustees, or immediate family members with whom there may be a potential conflict of interest.

• Relationship to employee/member of the Alliance Board of Trustees
• Interest in vendor’s company
• Other

*Disclosing a potential conflict of interest does not disqualify vendors. In the event vendors do not disclose potential conflicts of interest and they are detected by CIAT, these vendors will be disqualified from doing business with Alliance centers.

I certify that the information provided is true and correct by my signature below:

• Printed name of vendor authorized representative
• Signature of vendor authorized representative
• Date

Procurement use only

• Yes, named employee/official was involved in bid/proposal process or decision.
• No, named employee/official was not involved in bid/proposal process or decision.

Annex 3.2 Vendor Conflict of Interest Disclosure Form (CIAT)

RFQ/Tender Information and Attachments

For comprehensive information regarding this RFQ/tender, we invite you to download the attachments provided below. These documents contain all the necessary details, including specifications, requirements, and submission guidelines. Please review them carefully to ensure you have all the pertinent information needed to participate.

DOWNLOAD THE FULL TENDER NOTICE HERE

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