Tenders are invited for Supply of Office Supplies. Location: Kigali Deadline: Thursday, 24/04/2025 23:59 PROVISION OF SERVICE OF SUPPLY OF OFFICE SUPPLIES TO CARE RWANDA request for Proposal (rfp) DOCUMENT # 31/2025 RFP ISSUE DATE: APRIL 8,2025 PROPOSAL SUBMISSION DEADLINE : APRIL 24TH ,2025 CARE RWANDA CAREER CENTER BUILDING PO BOX 550 KIGALI CONFIDENTIAL DOCUMENT Table of Contents ABOUT CARE.2 GENERAL CONDITIONS AND CLAUSES.2 CARES GENERAL CONDITIONS.. 2 CONFIDENTIALITY/ NON-DISCLOSURE..3 PUBLICITY.. 3 LIABILITY.. 3 FORCE MAJEURE..3 ERRORS AND OMISSIONS... 4 OWNERSHIP OF WORK..4 CONFLICT OF INTEREST.. 4 COMPANY PROFILE & BIDDERS DECLARATION... 5 COMPANY PROFILE.. 5 BIDDERS DECLARATION... 6 CONDITIONS AND GUIDELINES FOR SUBMISSION OF PROPOSAL..7 PROPOSOSAL GUIDELINES... 7 PROJECT PURPOSE AND DESCRIPTION..7 PROJECT OVERVIEW....8 PROJECT REQUIREMENTS...11 PROJECT TIMELINE...11 EVALUATION CRITERIA...Error! Bookmark not 1. ABOUT CARE At CARE, we seek a world of hope, inclusion, and social justice, where poverty has been overcome and people live with dignity and security. This has been our vision since 1945, when we were founded to send lifesaving CARE Packages® to survivors of World War II. Today, CARE is a leader in the global movement to end poverty. We put women and girls in the center because we know we cannot overcome poverty until all people have equal rights and opportunities. In 2019, CARE worked in 100 countries and reached 70 million people with an incredible range of life-saving programs. To know more about CARE, visit: https://www.care.org/our-work/ 2. GENERAL CONDITIONS AND CLAUSES 2.1. CARES GENERAL CONDITIONS The enclosed document is not an offer to contract, but a solicitation of a vendors proposed intent. Acceptance of a proposal in no way commits CARE to award a contract for any or all products and services to any vendor. CARE reserves the right to make the following decisions and actions based on its business interests and for reasons known only to CARE: To determine whether the information provided does or does not substantially comply with the requirements of the RFP To contact any bidder after proposal submittal for clarification of any information To waive any or all formalities of bidding To accept or reject a proposal in whole or part without justification to the bidder To not accept the lowest bid To negotiate with one or more bidders in respect to any aspect of submitted proposal To award another type of contract other than that described herein, or to award no contract; To enter into a contract or agreement for purchase with parties not responding to this RFP To request, at its sole discretion, selected Vendors to provide a more detailed presentation of the proposal To not share the results of the bids with other bidders and to award contracts based on whatever is in the best interest of CARE. Any material statements made orally or in writing in response to this RFP or in response to requests for additional information will be considered offers to contract and should be included by vendor in any final contract. 2.2. CONFIDENTIALITY/ NON-DISCLOSURE All information gained by any vendor concerning CARE work practices is not to be disclosed to anyone outside those responsible for the preparation of this proposal. Any discussion by the vendor of CAREs business practices could be reason for disqualification. CARE, at their discretion, reserves the right to require a non-disclosure agreement. Reciprocally, CARE commits that information received in response to this RFP will be held in strict confidence and not disclosed to any party, other than those persons directly responsible for the evaluation of the responses, without the express consent of the responding vendor. Finally, the information contained within this RFP is confidential and is not to be disclosed or used for any other purpose by the vendor. 2.3. PUBLICITY Any publicity referring to this project, whether in the form of press releases, brochures, or photographic coverage will not be permitted without prior written approval from CARE. 2.4. LIABILITY The selected vendor(s) will be required to show proof of adequate insurance at such time as CARE is prepared to procure the services. The participating vendor will also be required to indemnify and hold harmless CARE for, among other things, any third-party claims arising from the selected vendors acts or omissions, and will be liable for any damage caused by its employees, agents or subcontractors. 2.5. FORCE MAJEURE Neither Party shall be responsible for a performance that is delayed, hindered, or is rendered inadvisable, commercially impracticable, illegal, or impossible by a Force Majeure A Force Majeure event includes, without limitation, an act of nature, a pandemic, emergency, civil unrest or disorder, actual or threatened terrorism, war, fire, governmental action or interference of any kind, power or utility failures, strikes or other labor disturbances, a health warning issued by the Center for Disease Control (or similar agency), any other civil or governmental emergency and/or any other similar event beyond a Partys reasonable control. The Party that seeks to invoke this Force Majeure provision (the Affected Party) shall provide the other Party (the Unaffected Party) with a written notice within ten (10) days of the date the Affected Party determines a Force Majeure Event has occurred. 2.6. ERRORS AND OMISSIONS CARE expects the vendor will provide all labor, coordination, support, and resources required based on the vendors proposal and corresponding final SOW. No additional compensation will be available to the vendor for any error or omission from the proposal made to CARE. The only exclusions are add-ons, deletions, and/or optional services for which the vendor has received written authorization from CARE. 2.7. OWNERSHIP OF WORK All work created during this evaluation must be original work, and no third party should hold any rights in or to the work. All rights, title and interest in the work shall be vested in CARE. 2.8. CONFLICT OF INTEREST CARE encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to CARE if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFP. 3. COMPANY PROFILE & BIDDERS DECLARATION Bidders are requested to complete this form, including the Company Profile and Bidders Declaration, sign it and return it as part of your proposal. No alterations to its format shall be permitted and no substitutions shall be accepted. 3.1. COMPANY PROFILE Table 4.1.A Previous Work with CARE Have you already had previous transactions with CARE? Yes No If marked Yes, please provide the year of the latest transaction with CARE and the requirement that was delivered. (This is to inform everyone that this information is for system checking only. This will not be part of any evaluation process.) If you marked, No on the table above, please answer the Table 4.1.A. below: Table 4.1.B Other Information Item Description Detail(s) Legal name of bidder Legal Address, City, Country Website Year of Registration Company Expertise Bank Information (Please answer below) Bank Name: Bank Address: IBAN: SWIFT/BIC: Account Currency: Bank Account Number: Previous relevant experience: 3 contracts Name of previous contracts Client & Reference Contact Details Contract Value Period of activity Types of activities undertaken 3.2. BIDDERS DECLARATION Yes No Ethics: By submitting this Proposal/Quote, I/we guarantee that the bidder has not engaged in any improper, illegal, collusive, or anti-competitive arrangements with any competitors; has not directly or indirectly contacted any buyer representative (aside from the point of contact) or gather information regarding the RFP; and has not attempted to influence or offer any type of personal inducement, reward, or benefit to any buyer representative. I/We affirm that we will not engage in prohibited behavior or any other unethical behavior with CARE or any other party. We also affirm that we have read the general clause and conditions included in this RFP and that we will conduct business in a way that avoids any financial, operational, reputational, or other undue risk to CARE. Conflict of interest: I/We warrant that the bidder has no actual, potential or perceived Conflict of Interest in submitting this Proposal/Quote; or entering into a Contract to deliver the Requirements. CARE Procurements Point of Contact will be notified right away by the bidder if a conflict of interest occurs during the RFP process. Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal issues that could hinder the ability to conduct business. Offer Validity Period: I/We confirm that this Proposal/Quote, including the price, remains open for acceptance for the Offer Validity. I/We understand and recognize that you are not bound to accept any proposal you receive, and we certify that the goods offered in our Quotation are new and unused. By signing this declaration, the signatory below represents, warrants and agrees that he/she has been authorized by the Organization/s to make this declaration on its/their behalf Supplier Name: Title/Designation: Company Name: Date: Signature Tender Link : https://www.jobinrwanda.com/job/provision-service-supply-office-supplies
