Provision Of General It Hardware and Cleaning Maintenance Services Under a Framework Contract Tender at Private Sector Federation (PSF)

1. Background & Purpose

The Private Sector Federation (PSF) operates multiple offices and departments equipped with desktop computers, laptops, and other ICT hardware essential to daily operations.

Over time, these devices accumulate dust, heat, and physical wear, which negatively affects performance and lifespan. To preserve their operational efficiency, PSF seeks to hire a qualified external IT maintenance firm to carry out regular physical cleaning, inspection, and preventive maintenance of all ICT hardware components.

2. Scope of Work

The contracted firm will perform hardware-focused preventive and corrective maintenance activities limited to physical cleaning and condition checks of ICT equipment.

3. Deliverables

The firm shall provide:
• Monthly cleaning and maintenance reports summarizing activities done.
• Quarterly preventive maintenance summary with photographic evidence.
• Incident reports for any identified faulty components.
• Updated asset condition checklist after each maintenance session.

4. Duration

The contract will cover an initial period of one (1) year, renewable based on performance and PSF needs.

5. Qualification Requirements

Interested firms must demonstrate:

• Minimum three (3) years of experience in ICT hardware maintenance and cleaning.
• At least two qualified hardware technicians.
• Evidence of similar maintenance contracts with at least three corporate clients.
• Availability of appropriate cleaning tools and safe materials (e.g., blowers, ESD brushes, microfiber cloths, screen-safe solutions).
• Physical presence in Kigali.
• Administrative documents such as the RDB certificate, RSSB clearance, and tax clearance, all issued within the last three months.

• Technical proposal outlining the methodology and implementation timeline
• Financial proposal
• Introduction letter addressed to the Chief Executive Officer of PSF.

6. Reporting & Supervision

• All cleaning and maintenance work will be supervised and verified by the PSF IT Department.
  • A maintenance checklist shall be completed and signed during each visit.
  • Any damaged parts identified must be reported immediately to PSF IT for replacement authorization

7. Confidentiality & Safety

• All works shall be carried out under strict confidentiality regarding PSF’s equipment and internal operations.
  • The firm must adhere to safety standards, avoiding electrostatic or liquid damage during cleaning.
  • Any damage caused by negligence shall be repaired or replaced by the contractor at their cost.

8. Submission Guidelines

All proposals and required documents must be submitted as a single PDF file, with the file name reflecting the company's name.

Deadline for Submission:27th Nov 2025, 5pm
Submission Email:procurement@psf.org.rw