Documents For the Supply of Ict Spare Parts and Provision of Maintenance and Repair Tender at Rwanda Youth in Agribusiness Forum (RYAF)

1. Background

Rwanda Youth in Agribusiness Forum (RYAF) is an organization that brings together young Rwandans engaged in agribusiness to promote entrepreneurship, innovation, and sustainable agricultural practices. To effectively deliver its mission, RYAF relies on a variety of ICT equipment including computers, printers, network devices, and other electronic equipments.
To ensure these tools function efficiently and continuously support RYAF operations, there is a need for regular
maintenance and technical support services from a qualified service provider.

2. Purpose of the Assignment

The purpose of this assignment is to engage a competent ICT service provider/firm to carry out preventive and corrective maintenance of RYAF’s ICT equipment and systems to ensure optimal functionality, minimize downtime and extend equipment lifespan.

3. Objectives

• To ensure all ICT equipment is in good working condition.
• To prevent unexpected breakdowns through regular preventive maintenance.
• To provide timely repair and technical support when issues occur.
• To improve system efficiency of RYAF ICT equipments
• To supply any spare-parts that can be needed during maintenance.

4. Scope of Work

The selected service provider/firm will be responsible for the following tasks:

a) Preventive Maintenance/ Monthly basis

• Conduct routine inspection and cleaning of ICT equipment.
• Perform diagnostic tests on ICT equipment
• Check software updates, antivirus protection, and system performance.
• Provide user support for troubleshooting and system optimization.

b) Corrective Maintenance/Based on request

• Diagnose and repair hardware and software issues.
• Replace or repair damaged parts (e.g., hard drives, RAM, power supplies, printer parts, etc..).
• Provide quick response (within 12 hours) to urgent technical problems.
• Reinstall or recover operating systems and software where needed.

SUPPLY OF Spare parts / Based on needs

Supply the spare parts when needed (Based on annexed list)

5. Deliverables

• Monthly preventive maintenance report (detailing activities, findings, and recommendations).
• Incident reports for each repair or intervention conducted.
• Quarterly summary report on ICT equipment status and recommendations.

6 .Duration of the Assignment

The assignment will be valid for one year, renewable based on satisfactory performance and RYAF’s needs.

7. Qualifications and Experience of the firm/service provider

The service provider/firm must:

• Be a registered with the provision of ICT Services;
• Have an experience in ICT equipment maintenance;
• Have a proven track record of similar services with reputable organizations.

8. Submission of Proposals

Interested and qualified service providers are invited to submit:

• RRA Tax clearance
• RSSB Clearance
• RDB Certificates of registration
• Company profile and completion certificates on similar services (At least three certificates with a contract of services)
• Technical proposal
• Financial proposal (with detailed cost breakdown):

• For the spare parts; cost have to be detailed per Equipment’s type following the annexed spare parts list
• Cost of monthly preventive and corrective maintenance services provided

9. Submission dates

The bid documents must be submitted to the office of RYAF not later than 06/03/2026 at 9:59 AM during working hours. The bid must be submitted in sealed in envelope with one original bid and two copies.

10. Opening time: 06/03/2026 at 10:00 AM.