Request for Proposals

For

CONSULTANCY FOR THE ELABORATION OF DISTRICT SACCOS’ BUSINESS PLANNING, FINANCIAL FORECASTING, AND BUDGETING FOR LICENSING BY THE CENTRAL BANK

REQUEST FOR PROPOSALS

PROCUREMENT REFERENCE NUMBER: AFR/RFP- D-SACCOS/JULY/2025.

BACKGROUND:

About Access to Finance Rwanda

Access to Finance Rwanda (AFR) is a Rwandan not for Profit organization, established in March 2010 to promote financial inclusion and financial sector development. AFR is funded by Sweden, the MasterCard Foundation and Jersey Overseas Aid (JoA).

Access to Finance Rwanda is part of the broader Financial Sector Deepening (FSD) network in Africa that seeks to create a transformative impact on the ending of poverty by supporting efforts to improve financial inclusion and financial sector development by helping financial institutions and markets drive a more inclusive and sustainable economic growth. It is a gender-intentional organization and mainstream gender across all its programs.

AFR supports the removal of systemic barriers that hinder access to financial services by low-income people, particularly the rural poor, women, youth and MSMEs. AFR supports the development and provision of financial services including savings, credit, insurance, investment, payments, and remittances.

AFR is guided by the Market System Development (MSD) approach recognizing that interventions and business models to increase financial inclusion must be market-led, profitable and sustainable.

In line with its Phase III strategy and in collaboration with key stakeholders, AFR continues its journey towards addressing the root causes hindering access to and use of finance in Rwanda by designing relevant impactful interventions.

About the Ministry of Finance and Economic Planning (MINECOFIN)

The Ministry of Finance and Economic Planning (MINECOFIN) aims to promote sustainable economic growth, improve living standards, and eliminate poverty in Rwanda. It ensures macroeconomic stability, mobilizes financial resources, and upholds high standards in public finance management. By promoting evidence-based planning, decentralization, and efficient public service delivery, MINECOFIN supports productivity, employment, and investment. It also fosters an inclusive financial system, fair labor market, and regional integration, while building itself into a strong, responsive institution at the heart of Rwanda’s development, playing a vital role in achieving the country's Vision 2050 and other development goals. 

 Background of the assignment

In partnership with Access to Finance Rwanda (AFR), the MINECOFIN, having oversight over the U-SACCOs automation and consolidation Project is seeking to collaborate with qualified firms to elaborate strategic business plans for District SACCOs. The overall goal of this collaborative assignment is attainment of the professionalization of consolidated UMURENGE SACCOs (U-SACCOs), a sub-sector of the microfinance sector in Rwanda. In this aspect, the qualified firms will avail expertise in elaborating a strategic business plan for a respective District SACCO(s) that is/are formed as a result of the consolidation of U-SACCOs operating in the same district. The terms and conditions of the partnership shall be consigned in a separate document. 

Context 

As part of Rwanda’s long-term development plan, the aim of the Government of Rwanda is to transform the country into a high-income country and an economic trade, communication and financial hub by the year 2050. Towards achieving this, in 2008, a Saving and Credit Cooperative (SACCO) was established in each administrative sector (Umurenge), which means today there are 416 UMURENGE SACCOs (U-SACCOs) nationwide. The Umurenge (U-) SACCOs form a part of the National Savings Mobilization Strategy adopted for creating inclusive financial systems in Rwanda. All U-SACCOs are licensed as financial institutions and regulated by the National Bank of Rwanda (BNR). Each U-SACCO is an independent legal entity, with an average of six (6) employees. Currently, the U-SACCOs serve about 3.2 million active members. However, the ability of U-SACCOs to meet their full potential is limited by several challenges including constricted operations, management, capacity building, and funding. 

To date, 100% of the U-SACCOs countrywide have started using a shared CORE Banking System (CBS) that is provided by the Government of Rwanda. The automation of U-SACCOs unlocks various synergies in regard to interoperability, improvements in service delivery, financial reporting, and governance through harmonized internal procedures, standardized operations, operational systems, policies and practices as well as audits. U-SACCOs’ interconnection can also improve financial capacity and reduce risks through pooled resources, widen the product range, and improve transparency. 

To address these issues, MINECOFIN is managing a project for U-SACCOs’ professionalization that covers the automation, consolidation, and the establishment of a Cooperative Bank. The expected results of U-SACCOs’ consolidation will be the formation of District SACCOs (D-SACCOs) whereby all U-SACCOs of a district will be amalgamated into a D-SACCO. This nationwide merger of 416 U-SACCOs will result in 30 D-SACCOs. As part of their legal formation and operationalization, each D-SACCO will have to apply for registration at Rwanda Cooperative Agency (RCA) and, for a license from National Bank of Rwanda (BNR). To date, the 35 U-SACCOs operating in the City of Kigali have merged in their respective districts to form 3 D-SACCOs: ICYEREKEZO SACCO NYARUGENGE, ISOKO SACCO GASABO and ISONGA SACCO KICUKIRO.

In this respect, the qualified firms will collaborate with the various stakeholders under the Project to develop a detailed 3-year strategic business plan for the respective District SACCOs. The strategic business plan will elaborate customized financial forecasting and budgeting for each District SACCO.

 Objective and scope of the assignment 

Objective of the consultancy assignment

The identified expert firm shall provide technical support to the U-SACCOs Automation and Consolidation Project team by elaborating and documenting the business planning, financial forecasting, and budgeting for assigned District SACCOs. The key performance being the final registration and licensing of the amalgamated D-SACCO. This includes the consolidation of cleaned data of U-SACCOs operating under each district and the preparation of the detailed business plan, financial forecasting and initial budgeting. 

This assignment is divided into six (6) lots covering seventeen districts. Therefore, each lot entails the detailed documentation for each district of the business planning, financial forecasting, and the initial budgeting in accordance with the pre-requisites for strategic business plan needed in the registration and the licensing of the D-SACCO by RCA and BNR respectively.

The six (6) lots are:

Lot 1

• District 1: Nyagatare District
• District 2: Gatsibo District
• District 3: Kayonza District

Lot 2

• District 4: Kirehe District

• District 5: Kamonyi District
• District 6: Muhanga District

Lot 3

• District 7: Ruhango District
• District 8: Nyanza District
• District 9: Huye District

Lot 4

• District 10: Gisagara District

• District 11: Nyaruguru District
• District 12: Nyabihu District

Lot 5

• District 13: Ngororero District
• District 14: Rutsiro District
• District 15: Karongi District

Lot 6

• District 16: Nyamasheke District
• District 17: Rusizi District

Thus, the ultimate objective of the collaborative assignment with the qualified firms under each lot is the preparation of a comprehensive strategic business plan per district to be approved by the BNR as one of the conditions for the licensing of a D-SACCO or any financial institution regulated and supervised by BNR. Each qualifying firm should specify the lot(s) they are applying for and should apply for a maximum of two (2) lots.

Any requests for clarifications to the RFP may be submitted by Thursday, July 10^th, 2025, 17h00 HRS CAT.

Bidders should submit their proposals no later than Wednesday July 16^th, 2025, 17:00 HRS CAT

Responding bidders are advised that this solicitation does not in any way obligate AFR to make a contract award or compensate the responding firms for any costs associated with the preparation and submission of their proposals. Additionally, AFR may award a contract without conducting negotiations; all proposals should be submitted initially using your most favorable terms. AFR reserves the right to award any resultant contract to other than the offeror submitting the lowest price proposal based on technical excellence, schedule superiority or client request.

NB: This procurement is only open to locally registered firms (Rwandan firms)

All communications regarding this RFP should be addressed via email: procurement02@afr.rw 

Not following this guidance on communication channels may lead to disqualification.

Below is the summary of the planned procurement schedule:

Cordially,

Jean Bosco Iyacu

Chief Executive Officer

 SECTION 1: INSTRUCTIONS TO PROSPECTIVE BIDDERS

Preparation of Proposals: You are requested to submit separate technical and financial proposal, as detailed below. The standard forms in this Request for Proposal may be retyped for completion but the Consultant is responsible for their accurate reproduction.

You are advised to carefully read the complete Request for Proposals. An electronic copy (in PDF) of the Request for Proposals shall be considered as the original version.

Technical Proposals: Technical proposals should contain the following documents and information: 

1. The Technical Proposal Submission Sheet as par Section 4 of this RFP.
2. Technical Proposal not exceeding 15 pages without annexes
3. An approach and methodology for performing the services.
4. A detailed work plan, showing the inputs of all key staff and achievement of deliverables.
5. CVs of key staff members.
6. A summary of your experience in similar assignments.
7. The documents evidence your eligibility, as listed below.
8. The consultant’s comments or suggestions on the TORs and appreciation of the assignment – the objectives, tasks and deliverables

Financial Proposals: Financial proposals should contain the following documents and information:

1. The Financial Proposal Submission Sheet as par Section 5 of this RFP.
2. A copy of the breakdown of Lump Sum Price form as par Section 5 for each currency of your proposal, showing all costs for the assignment, broken down into professional fees, and reimbursable costs. The costs associated with the assignment shall be in US Dollars for foreign firms and Rwandan Francs for local firms.

Validity of Proposals: Proposals must remain valid for 90 calendar days from proposal submission date. 

Submission of Proposals: The technical and financial proposals should be submitted separately, both clearly marked with the Procurement Reference Number above, the Consultant’s name, AFR and either “Technical Proposal” or “Financial Proposal” as appropriate.

Proposals (both technical and financial) must be submitted electronically to: procurement02@afr.rw with clear subject line: “AFR/RFP- D-SACCOS/JULY/2025.” and submitted by Wednesday July 16^th, 17:00 HRS CAT.

Note:Proposals must be submitted in PDF format and as attachments to the email, any proposal submitted as a link won’t be considered.

Language of the tender and mode of communication

The medium of communication shall be in writing. The bid, as well as all correspondence and documents relating to the bid exchanged by the Bidder and AFR, shall be written in English.

Amendment to the tender document

At any time prior to the deadline for submission of bids, AFR may amend the tender document by issuing an addendum. Any addendum issued shall be part of the tender document and shall be communicated in writing via the AFR website.

To give prospective Bidders reasonable time in which to take an addendum into account in preparing their bids, AFR may, at its discretion, extend the deadline for the submission of bids; in which case all rights and obligations of AFR and Bidders previously subject to the deadline shall thereafter be subject to the deadline as extended.

Late bids

AFR shall not consider any bid that arrives after the deadline for submission of bids. Any bid received by AFR after the deadline for submission of bids shall be declared late and rejected.

SECTION 2: ELIGIBILITY CRITERIA

You are required to meet the following criteria to be eligible to participate in the procurement exercise:

1. Have the legal capacity to enter into a contract.
2. Not be insolvent, in receivership, bankruptcy or being wound up or subject to legal proceedings for any of these circumstances.
3. Not have had your business activities suspended/debarred
4. Have fulfilled your obligations to pay taxes.
5. Not having a conflict of interest in relation to this procurement requirement. 

We require you to submit copies of the following documents as evidence of eligibility attached to your bid and sign the declaration in the Technical Proposal Submission Sheet:

Eligibility criteria:

1. Certificate of Incorporation or Trading license /Certificate of Registration.
2. Evidence of statutory compliance such as a valid tax clearance certificate.
3. Signed copy of the enclosed code of AFR’s ethical conduct in business for bidders and services providers.
4. Confirmation that your technical bid is maximum 15 pages (excluding any annexes) 

NOTE: Failure to submit the above required documents may lead to disqualification from Technical and Financial evaluation.

SECTION 3: EVALUATION OF PROPOSALS

Evaluation of Proposals: The evaluation of Proposals will use the Quality Based selection methodology as detailed below:

• Preliminary examination to determine eligibility (as defined below) and administrative compliance with this Request for Proposals on a pass/fail basis.
• Detailed Technical evaluation will contribute 100%
• Minimum technical score: The mark required to pass the technical evaluation is 70% of the Technical Score.
• The consultant with the highest technical score will be invited to negotiations on financial and any technical aspects.
• If negotiations with the highest bidder are not successful, AFR may then invite for negotiations the consultant that attained the second-best technical rating; if the negotiations with that consultant do not result in a procurement contract, AFR may invite the other technically successful consultants for negotiations based on their ranking until it arrives at a procurement contract or rejects all remaining proposals.

Proposals failing at any stage will be eliminated and not considered in subsequent stages.

Technical Criteria: Proposals shall be awarded scores out of the maximum number of points as indicated below.

Minimum technical score: The mark required to pass the technical evaluation is 70% of the Technical Score.

Currency: Proposals should be priced in Rwandan Francs

Best Evaluated Bid: The best evaluated bid shall be the firm with the highest technical score and shall be recommended for award of contract.

Right to Reject: AFR reserves the right to accept or reject any proposal or to cancel the procurement process and reject all proposals at any time prior to contract signature and issue by AFR, without incurring any liability to Consultants.

AFR reserves the right, at its sole discretion, to reject all proposals received and seek fresh proposals, to negotiate further with one or more of the bidders, to defer the award of a contract or to cancel the competition and make no contract award, if appropriate.

SECTION 4: TECHNICAL PROPOSAL SUBMISSION SHEET

[Complete this form with all the requested details and submit it as the first page of your technical proposal, with the documents requested above attached. Ensure that your technical proposal is authorised in the signature block below. A signature and authorisation on this form will confirm that the terms and conditions of this RFP prevail over any attachments. If your proposal is not authorised, it may be rejected.]

We offer to provide the services described in the Statement of Requirements, in accordance with the terms and conditions stated in your Request for Proposals referenced above.

We confirm that we are eligible to participate in public procurement and meet the eligibility criteria specified in Part 1: Proposal Procedures of your Request for Proposals.

We have signed and undertake to abide by the Code of Ethical Conduct for Bidders and Providers attached during the procurement process and the execution of any resulting contract;

Our proposal shall be valid until ­­­­­___________________ [insert date, month and year] and it shall remain binding upon us and may be accepted at any time before or on that date;

I/We enclose a separately sealed financial proposal.

Technical Proposal Authorized By:

CODE OF ETHICAL CONDUCT IN BUSINESS FOR BIDDERS AND SERVICES PROVIDERS

Ethical Principles

Bidders and providers shall at all times-

• maintain integrity and independence in their professional judgement and conduct.
• comply with both the letter and the spirit of-
• the laws of Rwanda; and
• any contract awarded.
• avoid associations with businesses and organizations which are in conflict with this code.

Standards

Bidders and providers shall-

• strive to provide works, services and supplies of high quality and accept full responsibility for all works, services or supplies provided;
• comply with the professional standards of their industry or of any professional body of which they are members.

Conflict of Interest

 Bidders and providers shall not accept contracts which would constitute a conflict of interest with, any prior or current contract with AFR. Bidders and providers shall disclose to all concerned parties those conflicts of interest that cannot reasonably be avoided or escaped.

Confidentiality and Accuracy of Information

(1) Information given by bidders and providers in the course of procurement processes or the performance of contracts shall be true, fair and not designed to mislead.

(2) Providers shall respect the confidentiality of information received in the course of performance of a contract and shall not use such information for personal gain.

Gifts and Hospitality

Bidders and providers shall not offer gifts or hospitality directly or indirectly, to staff of AFR that might be viewed by others as having an influence on a government procurement decision.

Inducements

(1) Bidders and providers shall not offer or give anything of value to influence the action of a public official in the procurement process or in contract execution.

(2) Bidders and providers shall not ask a public official to do anything which is inconsistent with the Act, Regulations, Guidelines or the Code of Ethical Conduct in Business.

Fraudulent Practices

Bidders and providers shall not-

• collude with other businesses and organizations with the intention of depriving AFR of the benefits of free and open competition;
• enter into business arrangements that might prevent the effective operation of fair competition;
• engage in deceptive financial practices, such as bribery, double billing or other improper financial practices;
• misrepresent facts in order to influence a procurement process or the execution of a contract to the detriment of AFR; or utter false documents;
• unlawfully obtain information relating to a procurement process in order to influence the process or execution of a contract to the detriment of the AFR;
• withholding information from the Procuring Disposing Entity during contract execution to the detriment of the AFR.

I ................................................ agree to comply with the above code of ethical conduct in business.

---------------------------------- -----------------------------

AUTHORISED SIGNATORY NAME OF CONSULTANT

 SECTION 5: FINANCIAL PROPOSAL SUBMISSION SHEET

[Complete this form with all the requested details and submit it as the first page of your financial proposal, with the documents requested above attached. Ensure that your proposal is authorised in the signature block below. A signature and authorisation on this form will confirm that the terms and conditions of this RFP prevail over any attachments. If your proposal is not authorised, it may be rejected. The total price of the proposal should be expressed in the currency or currencies permitted in the instructions above.]

The total price of our proposal is: _______________.

We confirm that the rates quoted in our Financial Proposal are fixed and firm for the duration of the validity period and will not be subject to revision or variation.

Financial Proposal Authorised By:

Breakdown of Prices

[Complete this form with details of all your costs and submit it as part of your financial proposal. Where your costs are in more than one currency, submit a separate form for each currency. Authorise the rates quoted in the signature block below.]

Procurement Reference Number: ______________________________

Currency of Costs: ______________________________

NB: AFR eligible reimbursable expenses includes standard economy flight, accommodation, and airport transfers expenses, local transport, communication, visa, and they should be reasonable and in line with AFR guidelines.

TOTAL COST PRICE IN CURRENCY: ____________________

Breakdown of total price Authorised By: