Notice for Supply of Kitchen Materials and Refreshments Tender at SNV Rwanda

1. About SNV and Background of the assignment

SNV SNV Netherlands Development Organization is a not-for-profit international development organization founded in the Netherlands in 1965 with a global presence in 30 countries across Africa, Asia, and Latin America. As an organization, SNV focuses on the Agriculture, WASH, and Energy sectors with the belief that no one should have to live in poverty and that all people should have the opportunity to pursue their own sustainable development. SNV contributes to these sectors by strengthening the capacity of targeted partners and communities at the field level to realize increased skill sets and sustainable performance; reduce poverty levels and expand employment; and improve food security while paying special attention to gender equity, social inclusion of marginalized groups and stakeholder accountability.

1.2. Background of the Assignment

SNV Rwanda invites reputable and experienced companies to submit quotations for the provision of Kitchen Supplies and refreshments. The selected service provider will provide Kitchen supplies and refreshments as it is listed below on an as-needed basis for a period of twelve (12) months, in accordance with the requirements and terms set out in this RFQ.

Offerors are responsible for ensuring that their quotations are submitted in accordance with the instructions, requirements, terms and conditions contained in this RFQ. Failure to comply with the requirements may result in the offer being considered non-responsive.

2. General Instructions and conditions

This is a Request for Quotations only. Issuance of this RFQ does not obligate SNV to make an award or reimburse any costs incurred by an offeror in preparing or submitting an offer.

1. Any award resulting from this RFQ will be formalised through an appropriate SNV contractual instrument.

2. SNV reserves the right to request clarifications or negotiate with any offeror before making an award.

3. SNV may make a partial award or split the award among more than one service provider where this is considered to be in SNV's best interest.

4. SNV reserves the right to cancel the RFQ at any time.

5. Payment will normally be made within thirty (30) calendar days after receipt of a valid invoice and confirmation that the services have been satisfactorily delivered and accepted.

6. Release of payment is subject to satisfactory performance and written acceptance of the services in accordance with the RFQ and the resulting contract or purchase order.

Terms of reference and Service requirements

SNV is seeking offers from reputable, well established and experienced offerors, duly incorporated under the Laws of Rwanda to provide Kitchen Supplies under a Fixed Contract Agreement (FCA), at fixed prices for a period of 12 months.

3. Responsibilities of offeror (Company, supplier or vendor)

4. Quotation and price requirement

Quotations shall be submitted in Rwandan Francs (RWF) and shall be presented as fixed prices. The quotation shall remain valid for at least forty-five (45) calendar days from the submission deadline.

Quoted prices shall remain fixed for the initial twelve (12)-month contract period, unless a price adjustment is mutually agreed by the parties and justified by significant changes in market conditions.

Offerors shall submit their quotation using their official quotation format or company letterhead and shall provide a clear breakdown of the proposed costs in the required price schedule.

5. Taxes and statutory requirements

All quoted prices shall be inclusive of all applicable taxes, charges, tariffs, duties and levies.

Offerors shall provide the following supporting documents, as applicable:

• Valid business registration certificate or business licence, including evidence of compliance with applicable social security requirements.
• Valid Rwanda Revenue Authority (RRA) tax clearance certificate.
• Valid Rwanda Development Board (RDB) registration certificate, where applicable.
• VAT registration certificate, where applicable.
• A signed cover letter containing the full contact details of the person authorised to receive correspondence, including name, position, email address and telephone number.

6. Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that the company and its principal officers are not debarred, suspended or otherwise considered ineligible to participate in procurement under applicable Rwandan laws or relevant international requirements. SNV will not award a contract to any firm that is debarred, suspended or otherwise ineligible.

7. Evaluation and Award:

The award will be made to a responsible and eligible offeror whose quotation complies with the RFQ requirements and provides the best value to SNV based on the evaluation criteria below.

Note: Offers with significant deficiencies in meeting the requirements may be considered non-responsive and disqualified. SNV reserves the right to waive immaterial deficiencies at its discretion.

8. Offer submission Checklist

To facilitate the preparation and review of offers, each offer should include the following:

• Official quotation on company letterhead.
• Completed price schedule with a clear cost breakdown.
• RDB Valid business registration certificate
• Valid tax clearance certificate.
• Evidence of relevant experience, including copies or references for similar contracts where available.
• Complete contact details of the authorised contact person.

9. Submission of offers.

Completed quotations, together with all required supporting documentation, shall be submitted by email to rwandaprocurement@snv.org no later than October 15, 2026. The email subject line shall clearly state “Supply of Kitchen Materials and Refreshments.”

Key compliance issues

Consultant must comply with SNV’s environmental and Social Safeguarding policies and procedures as well as take into consideration donor-specific requirements.

Data Protection assurance

SNV will not retain your Personal Data for longer than is allowed by law or is necessary for the Purposes.

If you are selected and offered consultancy assignment, the Personal Data you have provided will be used by SNV for the purpose of this bidding administration. If you are unsuccessful on this occasion to secure tender with SNV, SNV will retain your Personal Data for required period for the purpose of any future internal or external audit.