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.

Given the scale of its operations and asset portfolio, Ecofleet seeks to engage a qualified fuel supplier to ensure reliable supply of diesel for its fleet of 295 buses and its depot fuelling facilities.

 2. Objectives Terms of References

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

3. Required Terms of References 

(1)TERMS OF REFERENCE (TOR) FOR THE SUPPLY OF FUEL TO ECOFLEET SOLUTIONS LTD.

1. Scope of Services

The selected supplier will be required to:

• Supply Fuel for Administrative use (Cards)
• Supply of fuel to at least 295 buses operating within CoK.
• Supply and install storage tanks and pumps of at least two nozzles to Ecofleet depots.
• Deliver to storage tanks with a minimum capacity of 50,000 liters at Ecofleet depots.

Delivery and Logistics

• Ensure timely delivery of fuel to designated Ecofleet depots within Kigali.
• Facilitate buses using agreed petrol stations to be conveniently served 
• Guarantee emergency delivery services when required to avoid operational disruptions.
• Provide fuel tags to avoid any theft/ misuse at the petrol stations
• Maintain safety and environmental compliance during delivery and handling.

Technical Requirements

• Fuel must meet Rwanda Standards Board (RSB) specifications and international quality standards.
• Supplier must have adequate fuel storage and distribution infrastructure to ensure continuous supply.
• Provide proof of vehicle fleet and logistics capacity for bulk delivery.

Financial and Commercial Terms

• Offer competitive pricing structure per litre, inclusive of applicable taxes and delivery costs.
• Provide a favourable credit facility with a payment period of 45 days from the date of invoice (to be negotiated).
• Indicate any discounts, rebates, or price adjustment mechanisms linked to global/local market changes.

Experience and Qualifications

• Demonstrated experience in supplying fuel to large institutions, government agencies, or fleet operators.
• Minimum of 5 years’ experience in the fuel supply sector.
• Evidence of previous contracts of similar scale and references from reputable clients.

I. Deliverables

• Regular supply of fuel as per agreed schedule.
• Monthly delivery and consumption reports.
• Quality assurance certificates for every batch supplied.

II Duration of Contract

The contract will be for an initial period of 12 months, renewable based on satisfactory performance.

III. Evaluation Criteria

• Technical Evaluation (40%)
  • Compliance with fuel quality standards.
  • Delivery capacity and logistical arrangements.
  • Adequacy of storage and transport facilities.
  • Relevant experience and track record.
• Financial Evaluation (60%)
  • Competitiveness of price per litre.
  • Favourable credit terms.
  • Additional incentives/discounts.

IV. Submission Requirements

Interested suppliers are invited to submit:

• Company profile and legal registration documents (RDB, Tax clearance and RSB certificates).
• Evidence of relevant experience (at least three similar contracts).
• Technical proposal detailing supply chain, storage facilities, and delivery capacity.
• Financial proposal indicating unit price, discounts, payment terms, and credit facility.
• References from at least three corporate or institutional clients.

V. Reporting and Coordination

The supplier will report to the Operations Department. Regular coordination meetings will be scheduled to review supply performance, delivery schedules, and fuel quality compliance.

VI. Conclusion

This TOR outlines Ecofleet Solutions Ltd’s requirements for securing a reliable and qualified fuel supplier to support the operation of its fleet and depots. The supplier is expected to demonstrate technical capacity, financial capability, and proven experience in fuel distribution.

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