Expression of Interest (EoI) Framework Agreement for Maintenance GIZ Houses tender at Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH

Reference Number: 83491227

1. Background

The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.

The GIZ office in Kigali, Rwanda is responsible for financial, administrative, and human resource management functions covering the GIZ activities in Rwanda and Burundi.

GIZ Rwanda intends to establish a framework contract with an experienced construction company for the provision of maintenance services for its houses.

2. General Scope of Works

The framework contract will cover the provision of maintenance services for GIZ Rwanda’s houses and office buildings. The contractor shall be responsible for carrying out repair, replacement, renovation, and related construction works as required. The scope includes, but is not limited to:

• Foundations and retaining walls
• Internal and external walls
• Floors and staircases
• Roofs and rainwater gutters
• Indoor and outdoor ceilings
• Glazed metal and aluminium windows and doors
• Wooden doors and built-in closets
• Driveways, sidewalks, and parking areas
• Drainage systems, including drains and manholes
• Fences and gates
• Electrical installations and associated works
• Plumbing systems and fixtures
• Septic tanks and wastewater drainage systems
• Partitioning and minor construction works
• Air conditioning systems and related maintenance
• Other miscellaneous works necessary to ensure the proper upkeep of the houses and office buildings

3. Assignment Duration

The duration of framework agreement will cover a period of two years from 01.10.2025 – 30.09.2027.

4. Description of the work concept

The Technical Proposal should clearly demonstrate the bidder’s experience, capacity, and approach to successfully deliver the maintenance and construction works under the framework agreement. The proposal should address the following criteria:

4.1 Technical Experience

The contractor should present the company’s overall expertise, performance capability, and reliability. Your submission should give the client confidence in your ability to carry out the maintenance works efficiently and professionally. Include the following elements:

• Describe your company’s experience in civil construction, maintenance, and renovation works.
• Highlight key achievements, successful projects, and any certifications that demonstrate reliability and technical competence.
• Explain your familiarity with local conditions, regulations, and construction practices relevant to Rwanda and surrounding countries.
• Mention any experience working with clients in Rwanda and the region, especially with international organizations
• Provide examples of similar projects completed for clients with comparable requirements.
• Highlight projects demonstrating your capacity to manage multiple sites, deliver quality works, and maintain schedules.
• Provide a detailed list of the major materials and equipment that will be used for the maintenance and renovation works.
• Emphasize the availability, suitability, and condition of equipment to ensure timely and efficient execution.

4.2 Methodology

Bidders should describe how they will carry out construction and maintenance works under this framework agreement. The description should remain concise and practical, covering:

• Site inspection & preparation: Approach to assessing and preparing sites before works begin
• Construction & maintenance methods: Techniques to ensure durability, safety, and minimal disruption
• Material supply & management: Procedures for sourcing, storing, and managing materials
• Project management & monitoring: Scheduling, progress tracking, and reporting to GIZ
• Quality control: Ensuring compliance with technical standards at all stages
• Added value: Innovative solutions, cost-efficiency, or enhancements to durability and functionality

4.3 Equipment and Materials

Provide a list of the major equipment and materials available for use during the contract period. Emphasize their availability, suitability, and condition to ensure timely and efficient execution of works.

5. Personnel Concept

The contractor will provide qualified personnel who are suited to the scope of works described in this framework agreement. Selection of personnel is based on their experience, skills, and qualifications relevant to the required tasks.

5.1 Technical Director

“The Technical Director, with at least a bachelor’s degree in civil engineering and 5 years’ relevant experience, will oversee project implementation, ensure compliance with standards, and serve as the main contact with GIZ.

5.2 Site Engineer

The Site Engineer will hold a bachelor’s degree in civil engineering, Architecture, or a related field, with 3 years of experience in on-site supervision of construction and maintenance projects, They will be responsible for supervising daily site operations, implementation of works, safety monitoring, and reporting to the Technical Director.

5.3 Foreman

The Foreman will hold a diploma or certificate in Construction, Building Technology, or a related field, with 3 years of hands-on experience in construction sites, including small-scale renovations and maintenance. Responsible for supervising labourers, ensuring safety and quality, and coordinating materials/equipment on site.

The contractor will submit up-to-date CVs and supporting documents such as degrees, certifications, and proof of relevant work experience. Their roles and responsibilities are clearly defined to ensure the successful execution of all tasks under the framework agreement. Personnel are expected to demonstrate experience in similar construction and maintenance projects, preferably with international organizations, to guarantee effective performance throughout the contract period.

6. Requirements on the format of the tender

The structure of the tender must correspond to the ToR, particularly Chapter 4 (Description of the Work Concept). The tender must be legible (font size 11 or larger) and clearly formulated. It must be drawn up in English.

The complete tender must not exceed 5 pages (excluding CVs). If one of the maximum page lengths is exceeded, the content appearing after the cut-off point will not be included in the assessment. External content (e.g. links to websites) will also not be considered.

The CVs of the personnel proposed in accordance with Chapter 5 of the ToRs must be submitted using the format specified in the terms and conditions for application. The CVs shall not exceed 2 pages each.

Please submit their financial bid in the given BoQ format “Annex 1”. However, the quantity in the BoQ is the basis for the financial evaluation. GIZ does not guarantee any minimum quantity of commitments during the contract period. Only the “Unit Price” must be entered by the bidder. The remaining values in the table must not be adjusted.

7. Submission of the offer

To express your interest, please submit both your technical and financial offers in two separate emails to RW_Quotation@giz.de by no later than 03.09.2025.

Both offers must be submitted in PDF format and must clearly indicate the subject lines as follows:

• Subject Line for Technical Offer: 83491227 – Technical Offer
• Subject Line for Financial Offer: 83491227 – Financial Offer

7.1 Technical Offer

The technical offer must include the following documents:

• Technical Proposal (See attached template for technical proposal)
• Up to date CVs of proposed experts
• Company’s administration documents: Company registration certificate, VAT registration certificate, Valid Tax clearance certificate
• Authorization from the Institute of Architects or Institute of Engineers
• 3 Company’s references for the completion of similar assignments in the last 3 years

7.2 Financial offer

The financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs. The costs must be in RWF and VAT excluded. The bidder must use the BoQ template which will be shared to prepare the financial offer.

If emails exceed the default 30MB limit, offers may be submitted via https://filetransfer.giz.de/ 

 with the correct subject line. Offers submitted via other platforms (e.g. Google Drive) or in hard copy will not be considered.

Offers submitted in hard copy will not be considered.

GIZ reserves all rights.

Annexes:

1. Eligibility Assessment Grid
2. Questionnaire for contractors (MUST be completed by contractors)
3. Technical evaluation Grid
4. BoQ (MUST be used for financial proposal)