Terms of Reference Provision of IT & Electrical Equipment Maintenance Services Tender at Agaciro Development Fund

BACKGROUND

Agaciro Development Fund (AgDF) is a sovereign wealth fund established by the Government of Rwanda to mobilize domestic savings and manage national investments for the long-term benefit of Rwandans. To ensure the uninterrupted operation of its information technology and electrical infrastructure, AgDF invites qualified companies to submit bids for the provision of comprehensive IT and Electrical Equipment Maintenance Services.

This Terms of Reference (ToR) sets out the scope of services, eligibility requirements, evaluation criteria, and contractual obligations that shall govern the engagement of a qualified service provider under this framework maintenance contract.

II. OBJECTIVES

The primary objectives of this contract are to:

• Ensure the optimal and reliable performance of all IT and electrical equipment at AgDF premises.
• Proactively detect and address potential equipment faults before they escalate into system failures.
• Maintain a safe and secure operating environment for staff and visitors.
• Extend the lifespan and preserve the value of AgDF’s technology assets.
• Guarantee minimal downtime through prompt and competent corrective maintenance.

III. CONTRACT DURATION

The contract shall be for an initial period of one (1) year from the date of contract signature, with the possibility of renewal for up to two (2) additional years subject to satisfactory performance and mutual agreement. AgDF reserves the right to terminate the contract with thirty (30) days’ written notice in the event of persistent underperformance.

IV. MINIMUM QUALIFICATION REQUIREMENTS

Bidders must demonstrate the following minimum qualifications:

4.1 Legal & Compliance Requirements

• Valid business registration certificate and tax clearance certificate.
• Proof of registration with the Rwanda Revenue Authority (RRA) and Rwanda Development Board (RDB).

4.2 Technical & Experience Requirements

• Minimum of four (4) years of proven experience in IT and electrical equipment maintenance services.
• At least three (3) reference contracts from institutional or corporate clients in Rwanda.
• Certified technicians in relevant disciplines (networking, power systems, HVAC, IT hardware).
• Capacity to provide emergency response within two (2) hours of notification.

V. EVALUATION CRITERIA

Bids will be evaluated using a combined technical and financial approach as follows: 

5.1 Technical Evaluation (70% of Total Score)

5.2 Financial Evaluation (30% of Total Score)

The financial score will be calculated based on the competitiveness of the quoted price relative to the lowest responsive bid. To qualify for financial evaluation, a bidder must achieve a minimum technical score of 70 out of 100 points.

VI. SCOPE OF SERVICES & IMPLEMENTATION REQUIREMENTS

The selected contractor shall be responsible for both preventive and corrective maintenance of all listed equipment. The following conditions apply:

6.1 Response Time & On-Site Presence

• Response to maintenance calls within two (2) hours of notification.
• All staff on AgDF premises must wear visible ID badges and company-branded attire at all times.

6.2 Service Completion & Reporting

• All work to be completed within one (1) business day of the initial call. Where not feasible, a written progress report must be submitted to AgDF’s IT Team within the same timeframe.
• A dated service report must be submitted to the ordering department upon completion of each visit, detailing the fault, services performed, parts replaced, and equipment status.
• The contractor shall maintain a transparent reporting structure and involve AgDF’s IT Team in all technical implementations.

6.3 Work Plan

• A detailed work plan and service schedule covering both preventive and reactive interventions must be submitted at contract commencement.

6.4 Performance & Third-Party Inspection

• AgDF reserves the right to engage a third-party inspector if performance is questioned. If negligence is confirmed, all related costs shall be borne by the contractor.

6.5 Curative Maintenance Warranty

• If repaired equipment malfunctions again due to the same root cause within one (1) month, the contractor shall not be entitled to payment for the repeat intervention.

 6.6 Spare Parts & Cost Transparency

• Service costs must be itemised separately from spare parts costs.
• Spare parts require an official EBM invoice prior to procurement. All parts shall be brand new, original, and unused.
• A minimum warranty of six (6) months applies to all spare parts installed under this contract.

VIII. PAYMENT TERMS

• Payment within thirty (30) days of a valid invoice accompanied by an approved service completion report.
• Invoices without a corresponding approved report will not be processed.
• AgDF shall withhold payment for any service under dispute or performance review.

IX. CONFIDENTIALITY & DATA PROTECTION

The contractor and all its staff shall treat all information accessed during this contract as strictly confidential. No data, system configuration, or client information shall be disclosed to any third party without prior written consent from AgDF. This obligation survives contract termination.

VII. SCOPE OF EQUIPMENT (SUMMARY)

For security reasons, specific equipment details, model numbers, and quantities are withheld from this public version. The full equipment schedule is provided to shortlisted bidders only, upon signing a Non-Disclosure Agreement.

Equipment covered under this contract falls within the following broad categories:

X. HOW TO APPLY

Interested firms should proceed as follows:

1. Submit an Expression of Interest (EoI) to procurement@agaciro.rw, including your company profile and evidence of relevant experience.
2. Upon approval, receive the full confidential ToR including the detailed equipment schedule.
3. Submit your complete technical and financial bid by the deadline communicated in the official invitation.

Deadline for EoI submissions is 24th April 2026 at 3pm and all enquiries should be channelled to: procurement@agaciro.rw