Tender Notice for Procurement of Stationery, Supplies, and Office Equipment at Horticultural Exporters Association of Rwanda (HEAR) Deadline: 28 September, 2025

INVITATION TO TENDER

Lot 3: Procurement of Stationery, Supplies, and Office Equipment

Issued by: Horticultural Exporters Association of Rwanda (HEAR)

1. Introduction

The Horticultural Exporters Association of Rwanda (HEAR), in partnership with the Alliance for a Green Revolution in Africa (AGRA) and the Mastercard Foundation, is implementing a 36-month project titled: “Enhancing Market Access and Inclusivity in Rwanda’s Horticulture Value Chain.”

The overall goal of the project is to strengthen Rwanda’s avocado export sector by developing an inclusive digital platform, supporting contract farming models, and enhancing export readiness. Particular emphasis is placed on ensuring equitable participation of women, youth, and persons with disabilities in the avocado value chain.

Through this tender, HEAR invites eligible and qualified suppliers to submit proposals for the provision of goods and services under five distinct lots. This call specifically concerns Lot 3: Procurement of Stationery, Supplies, and Office Equipment.

2. Instructions to Bidders

• All submissions must be in English.
• Bidders must clearly indicate the Lot number in the subject line of their submission email.
• A non-refundable application fee of 10,000 RWF is payable to HEAR’s bank account:
  • Bank: Equity Bank
  • Account Name: Horticultural Exporters Association of Rwanda
  • Account Number: 4025200049171
• Bidders must submit both a Technical Proposal and a Financial Proposal as separate soft copy documents, along with the payment receipt.
• Late submissions will not be considered.
• HEAR reserves the right to accept or reject any submission, and to withdraw or amend this process at any stage without liability.

3. Lot 3: Supply of Stationery, IT Equipment, and Furniture

Objectives
To supply quality stationery, IT equipment, and office furniture to support project activities.

Scope of Supply

• IT Equipment: 3 laptops.
• Stationery: Assorted office items to be delivered upon receipt of purchase orders during the contract period.
• Furniture: 1 working table, 2 office chairs, and 1 Cupboard.

Note: Detailed specifications are provided in the tender book, available upon submission of proof of payment.

Expected Deliverables

• 3 laptops.
• Assorted stationery supplies.
• Office furniture as specified.

4. Eligibility Criteria

Bidders must demonstrate:

• Registration as a legal business/supplier in Rwanda.
• Proven experience in supplying office equipment and materials to NGOs, projects, or institutions.
• Capacity to provide warranties and after-sales services.
• Valid documentation: RDB registration certificate, Tax Clearance Certificate, and RSSB compliance certificate.

5. Proposal Requirements

• Technical Proposal: Company profile, compliance with specifications, experience, and reference clients.
• Financial Proposal: Itemized quotation with delivery timelines and warranty terms.

6. Evaluation Criteria

Proposals will be evaluated as follows:

• Technical Proposal – 70% (experience, capacity, compliance with specifications).
• Financial Proposal – 30% (price competitiveness and value for money).

7. Submission Guidelines

• Bidders must submit technical and financial proposals as separate documents via email.
• Email for submissions: hearwanda@gmail.com
• Deadline: September 28, 2025, at 5:00 PM (Rwanda Time).
• Late submissions will not be accepted.

8.Contact Information

Chairperson
Horticultural Exporters Association of Rwanda (HEAR)
Email: hearwanda@gmail.com