Tender Notice for the Supply and Installation of Electronics and Electrical Appliances and Furniture of the Duhamic-Adri Apartment Building-Serenity Residence Located in Kicukiro District, Niboye Sector, Kigali – Rwanda

TENDER NOTICE

FOR THE SUPPLY AND INSTALLATION OF ELECTRONICS AND ELECTRICAL APPLIANCES AND FURNITURE OF THE DUHAMIC-ADRI APARTMENT BUILDING-SERENITY RESIDENCE LOCATED IN Kicukiro District, Niboye Sector, Kigali – Rwanda

BACKGROUND

1.1 About DUHAMIC-ADRI

DUHAMIC-ADRI is a local Non-Governmental Organization (NGO) based in Kigali, Rwanda, established and legally recognized under Ministerial Order No. 943/05 of 12 July 1985. The organization operates in compliance with the applicable laws and regulations of Rwanda, including Law No. 058/2024 of 20 June 2024, governing non-governmental organizations.

Vision

A rural world responsible for its self-socio-economic development.

Mission

Supporting integrated initiatives for the holistic development of rural population in their struggle for self-reliance.

Objective

The Objective of the Organization is sustainable economic self-development of rural populations through strengthened community structures, capacity building, and integrated support services.

Strategic Pillars

• Livelihoods and economic capacity development
• Environment protection and conservation
• Mobilization for social change and family promotion
• DUHAMIC-ADRI organizational sustainability

1.2 Project Context/ tender background

In pursuit of institutional sustainability, DUHAMIC-ADRI has invested in the construction of a multi-storey apartment building, located in Kicukiro District, Niboye Sector. The building is nearing completion and will shortly be opened for use as furnished, rental apartments.

Unit type

Number

Composition

Studio apartments

4

GF + FF + 2F (1 each) + Penthouse (1)

One-bedroom apartments

7

GF + FF + 2F (2 each) + Penthouse (1)

Two-bedroom apartments

3

GF + FF + 2F (1 each)

Total residential units

14

Plus, common areas and compliance items

1. PURPOSE AND OBJECTIVES

This TENDER NOTICE (ToR) guides the provision and installation of electronics and electrical appliances and furniture of the DUHAMIC-ADRI apartment building-serenity residence.

DUHAMIC-ADRI seeks to engage two (2) qualified, experienced and reputable service providers, one per lot:

Lot

Title

Scope Summary

Lot 1

Electronics and Electrical Appliances

TVs, refrigerators, cookers, microwaves, small kitchen appliances, washing machines, fans, hair dryers, printers, UPS, speakers, digital safes, power extension, handheld metal detector, under-vehicle inspection mirror, security torches

Lot 2

Furniture

Bed frames, sofas, chairs, tables, benches, desks, outdoor furniture, reception & lobby furniture, decorative planters, shoe racks, wall clock

The detailed list of items for each lot, including quantities and technical specifications, is provided in Annex 1 (Excel file). All items must comply with the interior design proposal selected by DUHAMIC-ADRI and the technical specifications outlined in Annex 1.

1. BID DATA SHEET – KEY FACTS

Item

Details

Client

DUHAMIC-ADRI

Project

Furnishing of the DUHAMIC-ADRI Apartment Building (Serenity Residence)

Location

Kicukiro District, Niboye Sector 

Lots

1. Electronics and Electrical Appliances
2. Furniture

Award of lots

Each lot awarded to a separate service provider (2 contracts). A bidder may bid for the two lots but may be awarded only one lot. Separate bid required per lot. No joint ventures.

Implementation period

3 months per lot, from contract signature by both parties.

Mandatory site visit

Tuesday, November 10,2026 from 09:00 – 12:00

As this tender is being revised, bidders who participated in the previous site visit are not required to visit the site again. The site visit certificates previously issued will remain valid and accepted.

Bid submission deadline &location

Thursday, November 12,2026 at 02:00 PM (hard copy only) at DUHAMIC-ADRI head office, Kicukiro Niboye 

Language

English

Currency

Rwandan Francs (RWF) only. All prices inclusive of all applicable taxes.

Credit line or Promise of credit line (Lots 1&2)

Minimum 35,000,000 RWF, issued by a recognized bank/financial institution, valid for the contract duration.

As this tender is being revised, Credit line or Promise of credit line documents previously issued for this tender, based on the initial requirements, will remain valid and will be accepted, regardless of their earlier issuance dates.

N.B.:

Bidders applying for more than one lot will submit a single Credit line or Promise of credit line document, provided that all the lots they are bidding for are clearly indicated in the document.

Performance guarantee

10% of the contract value of the lot, from the successful bidder, before contract signature.

BOQ / Annex 1

Detailed BOQ with specifications in the attached Excel file (sheets LOT 1, LOT 2). Unit-rate columns blank for bidders to complete.

1. SCOPE OF SUPPLY

4.1 General Scope

The supplies cover all 14 apartments, common areas (reception, control room, gate house, common laundry, corridors and rooftop terrace) and compliance/signage/operations items. Where a studio or one-bedroom specification refers to the two-bedroom master specification, the master specification applies.

All items must be new, unused, of good quality and durable, and must fully comply with the specifications outlined in Annex 1.

4.2 Lot 1 – ELECTRONICS AND ELECTRICAL APPLIANCES

Aspect

Requirement

Nature

Supply, installation, testing and commissioning of powered equipment (not supply-only)

Typical items (non-exhaustive)

TVs, refrigerators, cookers, microwave ovens, small kitchen appliances, air-conditioning units, fans, irons, hair dryers, digital safes, washing machines, vacuum cleaners, steam cleaners, UPS, standby generator with ATS, printers, security electronics, gas/CO detectors, Bluetooth speakers, property management system software

Deliverables

All items in Annex 1 (LOT 1) delivered, installed where required, tested and working, with user manuals and warranty documents, accepted by DUHAMIC-ADRI 

4.3 Lot 2 – FURNITURE

Aspect

Requirement

Nature

Supply, delivery, placement and assembly of movable furniture and non-powered items

Typical items (non-exhaustive)

Beds, mattresses, sofas, chairs, tables, reception furniture, cabinets, outdoor furniture, curtains, rugs, linen, towels, non-powered kitchenware, bathroom accessories, manual cleaning and garden tools, planters, LPG cylinders, fire blankets, first-aid supplies

Deliverables

All items in Annex 1 (LOT 2) delivered, placed and assembled where required, checked and accepted, with warranty documents where applicable

4.4 Implementation Period and Coordination

Each lot must be completed within three months from the date of contract signature by both parties.

The two lots take place in the same building at the same time. Service providers must coordinate on site under DUHAMIC-ADRI supervision, follow site rules and the agreed work plan, and report any delay immediately.

1. LOTS AND BILL OF QUANTITIES

Rule

Detail

Award

Each lot awarded to a separate service provider (two contracts in total)

Multiple lots

A bidder may bid for more than one lot but must submit a separate bid for each lot and may be awarded only one lot

Joint ventures

Not allowed for this tender

Annex 1

Detailed items and technical specifications in the attached Excel file (sheets LOT 1, LOT 2). Forms an integral part of this ToR

Pricing in Annex 1

The Excel file containing the list of required items shall serve as the quotation format. Bidders must complete the unit rates and calculate the corresponding amounts, subtotals, and grand total for the lot(s) bid for.

Master specifications

Where a studio or one-bedroom specification refers to the two-bedroom master specification, the master specification applies.

1. TECHNICAL SPECIFICATIONS

Principle

Requirement

Quality

New, unused, commercial/hospitality-grade, suitable for furnished rental apartments.

Brand names

Where a brand or model is named, “or approved equivalent” applies unless expressly stated otherwise. Equivalents must meet or exceed all stated performance, capacity, material and warranty requirements and require DUHAMIC-ADRI’s prior written approval

Dimensions

Indicative where marked “approximate” or “to be verified on site”. Bidders must verify critical dimensions during the mandatory site visit

Finishes / samples

Subject to DUHAMIC-ADRI approval before bulk production or supply, where so stated in the specification

Electrical

Suitable for 220–240 V / 50 Hz (or 380–415 V three-phase where specified); appropriate plugs, cables and safety features for use in Rwanda

1. BIDDER ELIGIBILITY AND QUALIFICATION

7.1 Mandatory Administrative Documents

The following documents are mandatory for each lot bid for. Absence, non-compliance or invalidity results in automatic rejection of the bid.

No.

Document

1

Company registration certificate issued by RDB, related to the activities of the lot bid for

2

Valid Tax Clearance Certificate from RRA

3

Proof of using EBM invoices (past invoice or valid EBM usage certificate)

4

Signed commitment letter confirming ability to deliver within 3 months after contract signature

5

Credit line or Promise of credit line as specified in this tender)

6

Original site-visit certificate to be issued by DUHAMIC-ADRI

7.2 Financial Capacity – Credit Line

Lot (All lots)

Minimum credit line

Requirements

35,000,000 RWF

Issued by a recognized bank or financial institution; specific to this tender; valid for the contract duration

7.2 Company Experience

Requirement

Detail

Number of references

At least two (2) similar assignments successfully implemented within the last five (5) years

Minimum value per reference

35,000,000 RWF each. Lower-value contracts will not be considered. Values of smaller contracts will not be aggregated

Supporting documents

Notarized copy of the contract and notarized certificate of good completion issued by a government institution, private company or NGO.

Similar assignments – Lot 1

Supply and installation of electronics, electrical appliances and equipment in buildings in hotels, apartments, offices or other buildings

Similar assignments – Lot 2

Supply and installation of furniture, furnishings and non-electrical equipment in hotels, apartments, offices or other buildings

Due diligence

DUHAMIC-ADRI reserves the right to verify every reference. Unauthentic documents result in immediate disqualification

7.3 Other Eligibility Conditions

Condition

Detail

RPPA blacklist

Bidders blacklisted by the Rwanda Public Procurement Authority are not eligible. Such bids will be rejected.

Joint ventures

Not allowed for this tender.

Vetting

Prior to contracting, successful bidders will be vetted for anti-terrorism and other regulatory compliance.

Encouragement

Women and persons with disabilities who fulfil the required conditions are encouraged to apply.

Company profile

Submit company background, similar assignments summary, ownership, organizational structure, physical address.

1. BID PREPARATION AND SUBMISSION

8.1 Submission Requirements

Item

Requirement

Deadline

Thursday November 12,2026, at 02:00PM

Location 

Kicukiro District, Niboye Sector; (Niboye KK338ST 21)

Structure per lot

One sealed envelope containing Company Administrative documents and Financial Proposal (BOQ)

Envelope title

“Furnishing of the DUHAMIC-ADRI Apartment Building (Serenity Residence), Kicukiro District, Niboye Sector: Lot [1 / 2 / ] – [name of the lot]” together with the company name

Opening

The public opening of the financial proposals is planned on submission day at 2:30PM. 

8.2 Contents of the Administrative Proposal

No.

Content

1

All mandatory administrative documents 

2

Company profile and experience documentation 

3

Work plan / methodology / delivery schedule (as required by evaluation criteria)

4

Samples, catalogues, photographs or datasheets where required by the evaluation criteria

5

Any other information requested in the evaluation criteria for the lot

8.3 Contents of the Financial Proposal

The Bidder shall submit a detailed and fully priced Bill of Quantities (BOQ) for the Lot(s) being bid for, in accordance with Annex 1, clearly indicating the unit rate and total price for each item.

1. PRICING, TAXES AND CURRENCY

Condition

Requirement

Inclusivity

All prices inclusive of all applicable taxes, duties, delivery, handling, installation, testing, commissioning and any other costs necessary for complete execution of the contract, as applicable to the lot

Firm and fixed rates

The quoted unit rates shall remain fixed throughout the contract period and shall not be subject to price increases or adjustments

Currency

Rwandan Francs (RWF) only – single currency for Bid and Contract

Quantity variations

DUHAMIC-ADRI reserves the right to increase, decrease, add, omit or remove any item or quantity from the list of items/BOQ where deemed necessary, without invalidating the Bid or Contract. Adjustments valued using accepted Contract unit rates

1. EVALUATION AND AWARD

10.1 Evaluation Process

Stage

Description

Step I – Administrative compliance and financial analysis

Review of technical envelope for all required documents (consistent, valid, duly signed). Absence or invalidity of an administrative document = automatic rejection. Rejected offers excluded from further evaluation.

1. SAMPLES, CATALOGUES AND TECHNICAL SUBMITTALS

Requirement

Detail

With technical proposal

Samples, catalogues or photographs where required by the evaluation criteria for the lot

Before bulk supply

Where the specification requires Client approval of samples, colors or finishes, the successful bidder shall submit samples for written approval within the time agreed at contract signature

1. DELIVERY, INSTALLATION AND COMPLETION

Item

Requirement

Completion period

3 months from contract signature by both parties, for each lot

Lot 1 deliverables

All items delivered, placed and assembled where required, checked and accepted

Lot 2 deliverables

All items delivered, installed where required, tested and working, with user manuals and warranty documents, accepted

Coordination

Service providers must coordinate on site under DUHAMIC-ADRI supervision, follow site rules and the agreed work plan, and report any delay immediately

1. INSPECTION, TESTING AND ACCEPTANCE

Item

Requirement

Inspection

Deliveries and installation of each lot inspected by an authorized representative of DUHAMIC-ADRI

Payment trigger

Payment follows formal acceptance of the works or deliveries

Delay penalties

Apply as set out in the contract

Lot testing

Testing and commissioning of the generator, ATS, air-conditioning units and other electrical equipment in the presence of DUHAMIC-ADRI’s representative and the Electrical Engineer, with records handed over

1. WARRANTY AND AFTER-SALES OBLIGATIONS

Item

Requirement

Minimum warranty

Manufacturer’s or supplier’s warranty stated in Annex 1, or a minimum of twelve (12) months where no longer period is specified

Lot warranty

Manufacturer warranty ≥12 months; after-sales service available in Rwanda; authorization letters for main brands

Defects

Defective or non-conforming items replaced or rectified at the supplier’s cost within a reasonable period agreed with DUHAMIC-ADRI

1. PAYMENT CONDITIONS

Payment modalities will be agreed during contract negotiations between DUHAMIC-ADRI and the successful bidder of each lot. Payment will follow the inspection and formal acceptance of the works or deliveries of the lot.

1. CONTRACT MANAGEMENT AND VARIATIONS

Item

Requirement

Contract form

A separate contract will be signed with the successful bidder of each lot. Terms (including payment) agreed during negotiations.

Performance guarantee

10% of the contract value of the lot, issued by a recognized bank or insurance company. Provided by the successful bidder before contract signature. Remains valid until final acceptance of the lot.

Variations

DUHAMIC-ADRI may increase, decrease, add, omit or remove any item or quantity from the list/ BOQ. Adjustments valued using accepted contract unit rates.

1. SAFEGUARDING 

Safeguarding and protection from Sexual Exploitation and Abuse is the responsibility of everyone who works directly or indirectly with DUHAMIC-ADRI. All staff, affiliates, volunteers, suppliers, sub-suppliers and implementing partners must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy and Code of Conduct.

DUHAMIC-ADRI has zero tolerance for sexual exploitation and any other form of abuse. Child and vulnerable-person abuse, exploitation, harassment, discrimination and human trafficking are strictly prohibited.

By applying to this tender, the bidder commits to denounce and report any safeguarding issue or fraud without delay via feedback@duhamic.org.rw, Toll-Free 8470, or telephone 0788 305 329.

DUHAMIC-ADRI reserves the right to ensure compliance through spot checks. Non-compliance may result in measures up to immediate termination of the contract.

1. ANNEXES

Annex1: Detailed lists/ Bill of Quantities and Technical Specifications (Excel file – sheets LOT 1, LOT 2). 

Annex 2: Items illustrations

Done at Kigali November 6, 2026