RFQ – Motor Vehicle Repairs, Service & Maintenance 2025

Ojective

RTV seeks to transition fleet maintenance and repair services to manufacturer-authorized service centres. The service provider must be an authorized dealer or certified service centre for the respective vehicle brands (Toyota and Isuzu), or demonstrate equivalent manufacturer-level expertise and access to genuine spare parts and the following:

• High-quality workmanship
• Use of genuine spare parts
• Reduced repair costs through preventive maintenance and professional diagnostics

RTV currently operates a fleet of six (6) vehicles — comprising five Toyota Hilux and one Isuzu vehicle— deployed across five regional locations in Uganda: Gulu, Mbarara, Kampala, Kyenjojo, Luuka, and Rukungiri. The fleet supports both field and head office operations, requiring timely, reliable, and cost-effective maintenance and repair services.

The objective of the RFQ is to procure reliable and authorized vehicle repair and maintenance services for the organization’s fleet to ensure safety, performance, and cost efficiency

Scope of Work

The selected service provider(s) will be responsible for providing comprehensive maintenance and repair services as outlined below:

A.  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\

B.  Electrical & Diagnostic Work

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

C.  Accident & Body Repairs

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

D.  Tyre, Brake & Suspension Maintenance

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

E.  Emergency Breakdown Support

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

F.  Parts & Material Management

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

G.  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

H.  Quality Assurance & Safety Compliance

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

I.  Performance & Advisory Role

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

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 addresses other than the designated one will not be considered.

Should you require clarification, kindly submit questions by 3^rd 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