RFQ – Motor Vehicle Repairs, Service and Maintenance 2025

1. Ojective

To procure reliable and authorized vehicle repair and maintenance services for the organization’s fleet to ensure safety, performance, and cost efficiency

2. Scope of Work

Mechanical Repairs

• Diagnose and repair all major and minor mechanical faults on Isuzu and Toyota vehicles
• Service and repair engines, gearboxes, clutches, braking, and suspension systems
• Replace faulty components using genuine and approved spare parts\

Electrical & Diagnostic Work

• Conduct computerized diagnostics and troubleshoot electrical or electronic faults
• Repair and maintain wiring systems, lighting, batteries, and ignition components

Accident & Body Repairs

• Perform bodywork, panel beating, painting, and structural restoration
• Ensure correct frame alignment and vehicle safety after collision repair

Tyre, Brake & Suspension Maintenance

• Replace or repair tyres, brake pads, shock absorbers, and related parts
• Perform wheel balancing and alignment

Emergency Breakdown Support

• Provide prompt roadside mechanical support and/or towing services
• Prioritize urgent repairs to minimize vehicle downtime

Parts & Material Management

• Source and install only authentic OEM (Original Equipment Manufacturer) parts
• Maintain records of all parts replaced, including warranties and service life

Record Keeping & Reporting

• Maintain a service logbook for each vehicle detailing repairs, parts used, and mileage
• Submit monthly maintenance reports outlining completed works, costs, and recommendations

Quality Assurance & Safety Compliance

• Ensure all repairs meet manufacturer and safety standards
• Maintain a clean, safe, and well-equipped workshop environment

Performance & Advisory Role

• Advise RTV on preventive maintenance practices
• Provide recommendations on fleet utilization and driver handling to minimize wear and tear

3. Performance Standards

The service provider shall ensure:

1. Use of authentic OEM spare parts
2. Timely turnaround (typically within 24–48 hours)
3. Competitive and transparent pricing
4. Complete documentation and reporting of all works
5. Adherence to safety, quality, and environmental standards

4.    Eligibility & Qualification Criteria

Vendors must demonstrate:

• Valid garage registration and trading license
• Proven experience servicing Toyota and Isuzu vehicles
• Manufacturer authorization or certification to service these vehicle brands
• Availability of diagnostic tools and certified mechanics
• Proven capacity to source and install genuine OEM parts
• Evidence of similar work with NGOs, government, or corporate fleets
• Insurance and compliance with occupational safety and environmental standards

5.   Evaluation Criteria

Proposals will be evaluated based on the following weighted criteria:

Minimum information to include in your quotation

Please ensure the quotes is clearly indicated as per the TOR details. Quotations lacking any of the details may be considered non-responsive.

Submission instructions

• Send a single PDF (quotation + supporting documents) by email to [email protected] with the subject line: “MOTOR VEHICLE REPAIRS, SERVICE & MAINTENANCE 2025 – [Supplier Name]”.
• Late submissions, partial quotations, or offers submitted to other addresses will not be

Should you require clarification, kindly submit questions by 24^th  November 2025 (17:00 EAT) to [email protected]. Responses will be shared as soon as possible with all interested bidders.

We appreciate your interest in partnering with RTV and look forward to receiving your competitive quotations.

Key dates