PREMIER TRANSPORT AND TOUR SERVICES LTD is a Transportation and Tour operation company based in Rwanda specialized in providing chauffeur drive and logistics management service to VIP’s, corporate and government institutions and tourists.

Our mission

To provide optimal and comfortable services for our clients, to maintain excellent standards and to offer new and diverse products and services.

Our Vision

We strive to be the leader in luxury transport services in the East African region starting by offering excellent standards here in Rwanda.

Our Values

Trust and integrity: We believe in trust and do what is right.

Creativity and safety: Creativity to building value and putting safety first

Honest: Act with honest when dealing with all our stakeholders.

Change: We strive for an environment that embraces new ideas, change and innovation.

Excellence: We never stop learning and improving

THE SCOPE OF WORK

The scope of work includes managing customs clearance imports, ensuring compliance with Rwandan customs laws, and processing required documentation like tax exemptions, etc.

DURATION OF CONTRACT

The Framework agreement will be a period of one (1) year renewable based on satisfactory performance and compliance and adherence to terms and conditions of the contract.

THE CUSTOMS AGENT RESPONSIBILITIES

The customs agent’s responsibilities will include but are not limited to:

• Provision and management of customs clearing services in all places where these services can be provided from either in EAC customs and boarders; at Kigali International Airport, or any other designated entry points in Rwanda or known government warehouses and entry points including MAGERWA warehouses and DUBAI PORT World ( Masaka Warehouses).
• To initiate and process all required customs documentation, and all taxes procedures with RRA and any other government involved stakeholder certificates where applicable.
• Liaise with Rwanda Revenue Authority (RRA) and other relevant authorities to ensure full compliance with Rwandan customs laws and regulations while processing clearing services.
• Advise PTS on necessary procedures and approvals, certificates, and any updates in line with customs policies, rules and regulations.
• Coordinate the payment of customs duties, VAT, and any other applicable taxes.
• Provide detailed receipts and records of all payments for PTS’s review and audit purposes.
• Ensure that the quality and quantity of goods are maintained intact during storage, transit, and customs processes.
• Ensuring that storage conditions for all imported materials are respected as per the shipping standards.
• Report any discrepancies; damages or incident that is observed on arrival of imported goods or assets and report to PTS immediately with proposed solutions.
• File and maintain copies of all customs-related documents, including bills of loading, invoices, packing lists, and clearance certificates.
• Provide regular updates to PTS on the status of all shipments in pipeline.
• The Customs Agentsshall perform any other tasks assigned by the client related to the clearing services.

THE CLIENT RESPONSEBILITIES

PTS shall be responsible for the following:

• To notify the Customs agent of the expected time of arrival of the Client’s imports at the ports, borders/airports.
• To provide all information regarding shipments including registration number of the carrier’s truck/trailers/aircraft, invoices, the documents necessary for taking delivery from the airport and all other related details.
• Promptly provide the clearing agent with the relevant shipping documents; including Bills of lading, supplier’s invoice, packing lists and other related documents necessary for the clearing and delivery of the client’s imports;
• To notify the clearing agent of the delivery destination of the goods.

VII. DELIVERABLES

The customs agent is expected to deliver the following:

• Timely clearance of all PTS imports at MAGERWA, Kigali International Airport or at any other designated entry points in Rwanda including DP World Masaka warehouses).
• Accurate and complete documentation of customs processes, including exemption certificates where required, receipts, and clearance reports.
• Regular status updates on ongoing shipments and immediate notification of any issues or delays.
• Detailed records of payments made for duties, VAT, and other taxes.
• Monthly performance reports summarizing all cleared shipments and services rendered showing completeness of all shipments procedures (fully regularized).

REPORTING

The customs agent will provide the following reports:

• Progress Updates: Weekly progress updates on shipment clearance status, shared via email or agreed communication channels.
• Incident Reports: Immediate notification and detailed reports for any discrepancies, damages, or issues encountered during customs clearance.
• Monthly Reports: Comprehensive monthly reports summarizing all activities, including the number of shipments cleared, timelines met, and any challenges or recommendations.
• Reports will be submitted to PTS procurement responsible for review and follow up where it’s necessary.

MANDATORY REQUIREMENTS:

• Provision of valid license to operate as customs agent issued by Rwanda Revenue Authority.
• Provision of certification of customs clearing services certificates to operate in clearing services in EAC countries provided by RWAFFA (Rwanda Freight Forwarders Association) in collaboration with RRA.
• Provision / proof of guaranty (Customs bond) provided by an authorized guarantor (insurance or bank) in Customs clearing industry with a minimum value of Rwf 1,000,000,000
• Proven valid accreditation for the EAC AEO (Authorized Economic Operator)
• Provision of a valid FIATA (International Federation of Freight Forwarders Associations)
• affiliated membership certificate

TECHNICAL REQUIREMENT /EVALUATION CRITERIA

• Biddersmust have at least 5 year of experience in providing the Customs clearance services
• Bidders shall submit At least three (3) proven previous experience with recommendations in performing similar services from at least three (3) reputable organizations/institutions in the last five years.
• Bidders shall submit a list of staff and their CV including at least four technicians who hold a diploma and /or certificate in Customs training from recognized institute ( RWAFFA under EAC and RRA) and having five years of experience in customs clearance.
• Bidders shall provide a copy of East Africa Customs Freight Forwarding Practicing Certificate Course (EACFFPC) or diploma in Customs clearing services for staff from recognized institute ( RWAFFA under EAC and RRA)
• Proof of customs and airport permanent badge for at least 3 permanent employees
• The Bidder should submit a commitment letter to deliver good services to PREMIER TRANSPORT AND TOUR SERVICES LTD office
• The bidder shall submit at least one certificate of appreciation for Good performance issued by
  Recognized Institutions
• The bidder should provide all physical address details; and valid rental agreement for suitable
  office or proof of ownership of the office including proof of business location valid patent taxes).

ADMINISTRATIVE REQUIREMENTS/ DOCUMENTS

• Bidders shall submit Registration of domestic company issued by RDB in the domain required
• Bidders shall submit ValidRRA tax clearance or proof of RRA certificate request in process
• Bidders shall submit VAT registration certificate

PRICING

Interested companies or service providers will submit his proposal offer including the price list of detailed customs clearance services offered.

XII. SUBMISSION

Bids prepared in English or French language must be submitted in three copies: an original and 2 copies and must reach, in sealed envelopes, the PTS reception at the latest on 27/02/2024 at 11:00 a.m. Rwanda time. Late bids will be rejected.