Terms of Reference to hire a company for the supply and delivery of twenty two (22) sewing machines and their tools kits for the beneficiaries of “Peace building and Economic Empowerment through vocational training Project” in Kigeyo and Kivumu Sector, Rutsiro district, Western Province: (Deadline 25 March 2021)

Terms of Reference to hire a company for the supply and delivery of twenty two (22) sewing machines and their tools kits for the beneficiaries of “Peace building and Economic Empowerment through vocational training Project” in Kigeyo and Kivumu Sector, Rutsiro district, Western Province: (Deadline 25 March 2021)

I. Background and Context

Peace building, Healing and Reconciliation Program (PHARP)  is a non-profit making organization established in 1998 and got its legal personality No 15/11 and has fulfilled all requirements for compliance with the new law number 04/2012 of 17/02/2012 governing the organization and the functioning of national non-government organizations.

Under the financial support from Rwanda Governance Board (RGB) and United Nations Development Programme (UNDP), Peace building, Healing and Reconciliation Program (PHARP) is implementing the project Peace building   and Economic Empowerment through vocational training Project in Kigeyo and Kivumu, Rutsiro district, Western Province”.

For this reason, Peace building, Healing and Reconciliation Program (PHARP) wants to distribute its portion of the budget towards the “Supply of the 22 tailoring machines and their tools kits for 50 beneficiaries of the training in tailoring”. Now, we are inviting the interested bidders to submit bids for the provision of those machines.

II.    Eligible Bidders

This invitation for bids is open to all bidders eligible as described in the invitation to bid. Successful bidders shall complete the supply of goods by intended completion date specified in the schedule of requirements section VIII.

III.    Information, documentation and Checking

 Bidders shall provide the qualification information statement that the bidder (including all members of a joint venture and subcontractors) is not associated, or have been associated in the past, directly or indirectly, with a firm or any of its affiliates which have been engaged by PHAR-Rwanda to provide consulting services for the preparation of the design, specifications, and other documents to be used for the procurement of the goods under this Invitation for tenders.

IV.    Cost of Bidding

 The Bidders shall bear all costs associated with the preparation and submission of their tenders, and PHARP-Rwanda, will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process.

V.    Delivery 

The delivery location for the items described in these ToRs is Kivumu and Kigeyo Sector, Rutsiro District, Western Province.

As part of its response to these ToRs, each supply is expected to provide an estimate (in calendar days) of the delivery timeframe (after receipt of order). The delivery estimate presented in an offer in response to these ToRs must be upheld in the performance of any resulting contract.

VI.    Standard and Quality

 All goods to be supplied by the winning company shall be of high quality. Promptness for delivery must comply with diligence in a workmanlike manner and at a level of proficiency to be expected from the company with the background and experience that the company has represented it has.

VII.    Institutional Arrangements

The winning company will report to the PHARP-Rwanda Country Director for any issue relating to this tender. The company will also provide relevant background documents necessary for the tender. PHARP-Rwanda shall be responsible for the coordination of meetings and other activities under this tender.

VIII.    Required documentation

Interested, capable and eligible companies are required to submit the following documents:

1. A motivation letter addressed to the president of board of directors of PHARP;
2. Registration number (TIN number);
3. Relevant references (at Least 2 references);
4. Quotation showing unity costs per machine (taxes and transport included).
5. Should be using Electronic billing machine (EBM).

The quotation shall be designed as follow:

IX.    Payment Modality

The payment shall be done by check in the names of the winning Company after the delivery and verification of goods which are subjects of this tender.

X.    Effect of Termination

 Upon the effective date of termination of this tender, all legal obligations, rights and duties arising out of this tender shall terminate except for such legal obligations, rights and duties as shall have accrued prior to the effective date of termination and except as otherwise expressly provided in the tender

Interested companies are required to submit both Technical and Financial Proposals/quotations in hard format (hard copy) to PHARP-Rwanda Offices at Samuduha, Kanombe not later than 25^th March, 2021 at 11:00AM. Public opening will be held on the same day at 11:30 AM.

 Done at Kigali, 25^th February 2021

MUKANSANGA Julienne

Program Coordinator

PHARP-Rwanda