Bid Document for Services

1. DEFINITIONS AND INTERPRETATION

1.1 In this tender document, unless the context indicates otherwise:

• "RICA" means the Rwanda Institute for Conservation Agriculture
• "Bidder" means any entity submitting a bid in response to this tender
• "Contract" means the agreement to be entered into between RICA and the successful bidder
• "Goods" means the items to be supplied as specified in the Schedule of Requirements
• "Services" means any related services required in connection with the supply of goods
• "Day" means calendar day

2. INVITATION TO BID

2.1 RICA invites electronic bids from eligible bidders for the supply of services as detailed in the Schedule of Requirements.

2.2 Bid Submission:

• Deadline: 09/12/2025
• Method: Electronic submission to tenders@rica.rw 
• Format: All bids must be consolidated into a single ZIP file and submitted in English. (The ZIP file should contain all required documents, forms, and supporting materials organized in clearly labeled folders. File names should follow the convention: [YOURCompanyName]Bid[Date: YYYYMMDD].zip)

Documents within the ZIP file must be in the following formats:

Technical proposals and written documents: PDF format

Financial spreadsheets: Microsoft Excel format (.xlsx)

Completed forms: PDF format with signatures where required

Supporting documents: PDF format

The total size of the ZIP file should not exceed 30MB. For submissions exceeding 30MB, please upload your ZIP file to a secure cloud storage service (such as Google Drive, OneDrive, or Dropbox) and include the shareable link in your email to  tenders@rica.rw   Ensure the link permissions are set to "View only" and remain active for at least 30 days after the submission deadline.

Upon successful submission, you will receive an automated confirmation email. If you do not receive this confirmation within one hour of submission, please contact feedback@rica.rw

3. BIDDER ELIGIBILITY

3.1 This tender is open to all qualified bidders who:

• Are legally registered businesses
• Have the required licenses and permits
• Have the technical and financial capability to deliver the required goods/services
• Are not under any procurement suspension or debarment from RICA or the Rwanda Public Procurement Agency

For the full terms and conditions for eligibility, please refer to RICA Bidding Guidelines

3.2 Joint Ventures:

• Are permitted with clear designation of lead partner
• Must provide joint venture agreement
• All partners are jointly and severally liable

4. BID PREPARATION AND SUBMISSION

4.1 Required Documents:

• Completed Bid Submission Form,
  please refer to https://www.rica.rw/wp-content/uploads/2025/01/RICA-Bid-Submission-Form.pdf
• Detailed Technical Specifications
• Price Schedule
• Company Registration Documents indicating company shareholders
• Tax Clearance Certificate
• Quality Certifications (where applicable)
• References for Similar Contracts

4.2 Pricing Requirements:

• Prices shall be quoted in Rwandan Francs (RWF)
• Prices shall include all costs, duties, taxes, and delivery
• Prices shall remain fixed for the duration of the contract
• Detailed breakdown of prices must be provided

Full terms and conditions of pricing requirement can be found in RICA Bidding Guidelines

4.3 Technical Requirements:

• Full compliance with specifications in Schedule of Requirements
• Clear statement of delivery timeframes
• Warranty terms and conditions
• After-sales service provisions
• Quality assurance measures

5. BID EVALUATION CRITERIA

Below is a summary of bid evaluation criteria.
For a more detailed explanation, please refer to 
https://www.rica.rw/wp-content/uploads/2025/01/RICA-Bidding-Guidelines.pdf

5.1 Preliminary Examination:

• Verification of eligibility documents
• Completeness of bid
• Compliance with submission requirements

5.2 Technical Evaluation:

• Compliance with technical specifications
• Quality standards
• Delivery timeline
• After-sales service capability
• Experience and track record

5.3 Financial Evaluation:

• Total bid price
• Price breakdown analysis
• Payment terms
• Financial capability

6. SCHEDULE OF REQUIREMENTS

Detailed specifications of required services are provided in the annex.

7. CONDITIONS OF CONTRACT

7.1 Award of Contract:

• RICA will award the contract to the bidder whose bid offers the best value
• RICA reserves the right to accept or reject any bid
• The successful bidder will be notified in writing

7.2 Contract Terms:

• Duration: 1 Year Period
• Payment Terms: As per the terms of reference
• Delivery Location: RICA Campus, Bugesera District
• Quality Requirements: As per the terms of reference
• Warranty: Minimum 12 months

8. ANNEXES

• Terms of Reference for Cafeteria Services

For any clarifications, contact:

Rwanda Institute for Conservation Agriculture

Bugesera District, Rwanda

Please indicate “Procurement Question” followed by Tender reference number in subject line

Email: feedback@rica.rw