REQUEST FOR PROPOSAL
FOR THE PROVISION OF FRAMEWORK AGREEMENT SERVICES
For:
Vehicle & Motorcycle Repair and Maintenance Services
Reference Number: RFP-04/FRAMEWORK/2026
Submission Deadline: 4th September 2026
RFP — Framework Agreement for Vehicle & Motorcycle Repair and Maintenance services | Ref: RFP-04/FRAMEWORK/2026
1. Letter of Invitation to Bid
Dear Prospective Bidder,
ADRA Uganda invites qualified and experienced service providers to submit quotations/proposals for inclusion in a Framework Agreement covering the following categories of services for a period of 12 months, renewable subject to satisfactory performance:
- Vehicle & Motorcycle Repair and Maintenance Services
A Framework Agreement does not guarantee any minimum volume of business. It establishes pre-qualified, pre-priced providers from whom the organization will place call-off orders/purchase orders as needs arise during the contract period.
| Key Information | Details |
|---|---|
| Reference Number | RFP-04/FRAMEWORK/2026 |
| Issue Date | 24th August 2026 |
| Submission Deadline | 4th September 2026, 2:00PM |
| Submission Method | Email and Physical to the nearest ADRA Office |
| Contact Person | Procurement and Logistics Officer Email: plo@adrauganda.orgTelephone: 256779863454 Or/ AndAdmin Assistant/ Field Accountant/Email:Telephone: |
| Bid Validity Period | 90 days from the submission deadline |
Late submissions will not be considered. ADRA Uganda reserves the right to accept or reject any or all proposals and without being obliged to inform the affected bidder(s) of the grounds.
2.Background and Purpose
ADRA is the global humanitarian arm of the Seventh-day Adventist Church. ADRA Uganda is committed to improving the quality of life of vulnerable and disadvantaged communities through sustainable development initiatives, emergency response, livelihoods, education, health, and other interventions
To support its operations, the organization wishes to establish Framework Agreements with reliable, qualified service providers across the categories listed in Section 1, to be called upon on an as-needed basis over the contract period.
2.1 Objectives
- Secure competitive, pre-agreed pricing and service standards for recurring operational needs.
- Reduce procurement lead time for routine and urgent requirements.
- Establish a pool of qualified, vetted providers per category.
- Ensure consistent quality, safety, and compliance standards across all engagements.
3. Scope of Requirements
Bidders should review the requirements they intend to bid for and complete the corresponding Price Schedule and Technical Proposal annexes.
Vehicle & Motorcycle Repair and Maintenance Services
Scope of services under this lot includes but is not limited to:
- Routine servicing and preventive maintenance for the organization’s motor vehicle and motorcycle fleet.
- Ad hoc repairs, including mechanical, electrical, body work, and tyre services.
- Emergency breakdown response, including towing where required.
Information required from bidders for this requirement
In addition to the general technical and financial proposal requirements , bidders applying for this must provide:
- Workshop location(s), certifications, and brands/makes the garage is equipped to service.
- Labour rates and a schedule of standard service charges (e.g., oil change, brake service, major service intervals).
- Spare parts sourcing policy (genuine parts) and warranty offered on parts and labour.
- Average turnaround time for routine servicing and for major repairs.
- Emergency/breakdown response time and towing capability.
4. Instructions to Bidders
4.1 Eligibility
- Be a legally registered entity, with a valid business/trading license or its equivalent.
- Not be under a declaration of ineligibility, suspension, or debarment by ADRA Uganda, relevant government authority, or major donors.
- Have no conflict of interest with ADRA Uganda staff or board members.
- Be tax-compliant, with a valid Tax Identification Number and tax clearance certificate.
4.3 Preparation and Submission of Bids
- Bids must be submitted in English, in the format specified in the annexes.
- Bidders must clearly indicate services they are bidding for.
- All prices must be quoted in local currency / Uganda Shillings, inclusive of all applicable taxes, unless otherwise specified.
- Bids must be submitted by the deadline stated in Section 1 via email and physical document submission. Bids submitted after the deadline will not be considered.
- Each bid must include: (a) Bid Submission Form (Annex A); (b) Price Schedule(s) for each bid for (Annex B); (c) Technical Proposal (Annex C); (d) Company Profile and Eligibility Declaration (Annex D); (e) Integrity/Non-Collusion Declaration (Annex E); and (f) supporting documents listed in Annex D.
4.4 Bid Validity, Currency, and Costs
Bids must remain valid for the period stated in Section, 90 days. All costs associated with preparing and submitting a bid are borne solely by the bidder.
5. Evaluation Methodology
Evaluation will be conducted in two stages: (1) Preliminary/Eligibility screening on a pass/fail basis, and (2) Technical and Financial evaluation, scored per lot as set out below.
5.1 Preliminary Screening (Pass/Fail)
- Completeness of submission (all required forms and documents included).
- Compliance with eligibility criteria in Section 4.1.
5.2 Technical Evaluation
| Criterion | Weight |
|---|---|
| Relevant experience and track record (references, years in business, similar repair/maintenance contracts) | 30% |
| Compliance to eligibility credibility, i.e. registration, licensing, staff qualifications, etc. | 20% |
| Capacity to deliver, e.g. workshop equipment, staffing, turnaround time, breakdown response coverage | 30% |
| Warranty terms and after-sales support | 20% |
A minimum technical score of 70 % is required to proceed to financial evaluation. Bidders scoring below this threshold will not be considered further.
5.3 Financial Evaluation
For bidders who meet the minimum technical score, financial proposals will be evaluated for competitiveness and value for money against the market. An indicative combined scoring approach is:
| Component | Weight |
|---|---|
| Technical Score | 70% |
| Financial Score | 30% |
ADRA Uganda reserves the right to award to a single provider or multiple providers to be called upon on a rotational or best-fit basis, at its sole discretion.
6. Key Terms of the Framework Agreement
Successful bidders will be required to sign a Framework Agreement. Indicative key terms are summarized below;
- Duration: 12 months from the date of signature, with an option to extend by mutual written agreement.
- No guaranteed minimum volume or value of orders; call-offs will be made against actual operational needs via Purchase Orders/Call-Off Orders.
- Pricing fixed for the duration of the agreement, except where a price-review clause is agreed.
- Payment terms: e.g.…within 30 days of receipt of a valid invoice and supporting documentation.
- Performance monitoring: periodic service review and ADRA has a right to terminate for persistent underperformance, within 30 days written notice.
- Confidentiality, anti-corruption/integrity, child safeguarding (where applicable), health and safety, and insurance/indemnity clauses shall be set out in the agreement.
- Termination for convenience by either party with in 30 days’ written notice, and termination for cause (breach, fraud, insolvency) with immediate effect.
7. List of Annexes
The following annexes form part of this RFP and must be completed and returned as indicated:
| Annex | Title |
|---|---|
| A | Bid Submission Form |
| B | Price Schedule |
| C | Technical Proposal and integrity declaration |
| D | Company Profile & Eligibility documents |
Annex A: Bid Submission Form
To be completed on the bidder’s official letterhead and submitted with the bid.
