Introduction

Bidders shall adhere to all the requirements of this RFQ, including any amendments made in writing by UNDP. This RFQ is conducted in accordance with the UNDP Programme and Operations Policies and Procedures (POPP) on Contracts and Procurement

Any Bid submitted will be regarded as an offer by the Bidder and does not constitute or imply the acceptance of the Bid by UNDP. UNDP is under no obligation to award a contract to any Bidder as a result of this RFQ.

UNDP reserves the right to cancel the procurement process at any stage without any liability of any kind for UNDP, upon notice to the bidders or cancellation of the tender in the online portal.

Deadline for the Submission of Quotation

Deadline is indicated in the online portal.

If any doubt exists as to the time zone in which the quotation should be submitted, refer to http://www.timeanddate.com/worldclock/.

Method of Submission

Quotations must be submitted as follows:

Quantum supplier portal following this link: https://supplier.quantum.partneragencies.org/ using the profile you may have in the portal.

Follow the instructions in the user guide to search for the tender using Negotiation ID.

In case you have never registered before, you can register a profile using the registration link shared via the procurement notice and following the instructions in guides available in UNDP website: https://www.undp.org/procurement/business/resources-for-bidders. Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

Do not create a new profile if you already have one. Use the forgotten password feature in case you do not remember the password or the username from previous registration.

§ File Format: All attachments must be in PDF format unless otherwise instructed by UNDP.

§ File names must be in Latin alphabet/keyboard and clearly indicate the content of the document to facilitated review.

§ All files must be free of viruses and not corrupted.

Cost of preparation of quotation

UNDP shall not be responsible for any costs associated with a Supplier’s preparation and submission of a quotation, regardless of the outcome or the manner of conducting the selection process.

Supplier Code of Conduct, Fraud, Corruption,

All prospective suppliers must read the United Nations Supplier Code of Conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN. The Code of Conduct, which includes principles on labour, human rights, environment and ethical conduct may be found at: https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct

Moreover, UNDP strictly enforces a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical or unprofessional practices, and obstruction of UNDP vendors and requires all bidders/vendors to observe the highest standard of ethics during the procurement process and contract implementation. UNDP’s Anti-Fraud Policy can be found at http://www.undp.org/content/undp/en/home/operations/accountability/audit/office_of_audit_andinvestigation.html#anti

Gifts and Hospitality

Bidders/vendors shall not offer gifts or hospitality of any kind to UNDP staff members including recreational trips to sporting or cultural events, theme parks or offers of holidays, transportation, or invitations to extravagant lunches, dinners or similar. In pursuance of this policy, UNDP: (a) Shall reject a bid if it determines that the selected bidder has engaged in any corrupt or fraudulent practices in competing for the contract in question; (b) Shall declare a vendor ineligible, either indefinitely or for a stated period, to be awarded a contract if at any time it determines that the vendor has engaged in any corrupt or fraudulent practices in competing for, or in executing a UNDP contract.

Conflict of Interest

UNDP requires  every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to UNDP if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFQ. Bidders shall strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work. Bidders found to have a conflict of interest shall be disqualified.

Bidders must disclose in their Bid their knowledge of the following: a) If the owners, part-owners, officers, directors, controlling shareholders, of the bidding entity or key personnel who are family members of UNDP staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving goods and/or services under this RFQ.

The eligibility of Bidders that are wholly or partly owned by the Government shall be subject to UNDP’s further evaluation and review of various factors such as being registered, operated and managed as an independent business entity, the extent of Government ownership/share, receipt of subsidies, mandate and access to information in relation to this RFQ, among others. Conditions that may lead to undue advantage against other Bidders may result in the eventual rejection of the Bid.

Eligibility

A vendor who will be engaged by UNDP may not be suspended, debarred, or otherwise identified as ineligible by any UN Organization or the World Bank Group or any other international Organization. Vendors are therefore required to disclose to UNDP whether they are subject to any sanction or temporary suspension imposed by these organizations. Failure to do so may result in termination of any contract or PO subsequently issued to the vendor by UNDP.

It is the Bidder’s responsibility to ensure that its ultimate beneficial owners, employees, joint venture members, sub-contractors, service providers, suppliers and/or their employees meet the eligibility requirements as established by UNDP.

Bidders must have the legal capacity to enter a binding contract with UNDP and to deliver in the country, or through an authorized representative.

Other more specific eligibility requirements are included in Section 2.1 RFQ Specific Instructions, if applicable.

Currency of Quotation

Quotations shall be quoted in in the currency indicated in the portal.

Joint Venture, Consortium or Association

If the Bidder is a group of legal entities that will form or have formed a Joint Venture (JV), Consortium or Association for the Bid, they shall confirm in their Bid that : (i) they have designated one party to act as a lead entity, duly vested with authority to legally bind the members of the JV, Consortium or Association jointly and severally, which shall be evidenced by a duly notarized Agreement among the legal entities, and submitted with the Bid; and (ii) if they are awarded the contract, the contract shall be entered into, by and between UNDP and the designated lead entity, who shall be acting for and on behalf of all the member entities comprising the joint venture, Consortium or Association.

Refer to Clauses 19 – 24 under Solicitation policy for details on the applicable provisions on Joint Ventures, Consortium or Association.

Only one Bid

The Bidder (including the Lead Entity on behalf of the individual members of any Joint Venture, Consortium or Association) shall submit only one Bid, either in its own name or, if a joint venture, Consortium or Association, as the lead entity of such Joint Venture, Consortium or Association.

Bids submitted by two (2) or more Bidders shall all be rejected if they are found to have any of the following:

a) they have at least one controlling partner, director or shareholder in common; or b) any one of them receive or have received any direct or indirect subsidy from the other/s; or

b) they have the same legal representative for purposes of this RFQ; or

c) they have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about, or influence on the Bid of, another Bidder regarding this RFQ process;

d) they are subcontractors to each other’s Bid, or a subcontractor to one Bid also submits another Bid under its name as lead Bidder; or

e) some key personnel proposed to be in the team of one Bidder participates in more than one Bid received for this RFQ process. This condition relating to the personnel, does not apply to subcontractors being included in more than one Bid.

Price variation

No price variation due to escalation, inflation, fluctuation in exchange rates, or any other market factors shall be accepted at any time during the validity of the quotation after the quotation has been received.

Alternative Quotes

If alternative quote is permitted, it may be submitted only if a conforming quote to the RFQ requirements is submitted. Where the conditions for its acceptance are met, or justifications are clearly established, UNDP reserves the right to award a contract based on an alternative quote. If multiple/alternative quotes are being submitted, they must be clearly marked as “Main Quote” and “Alternative Quote” directly in the portal and in any supporting document as relevant.

Contact Person for correspondence, notifications and clarifications

Must be submitted directly in the portal using the messaging functionality.

Any delay in UNDP’s response shall be not used as a reason for extending the deadline for submission, unless UNDP determines that such an extension is necessary and communicates a new deadline to the Proposers.

Right not to accept any quotation

UNDP is not bound to accept any quotation, nor award a contract or Purchase Order

Right to vary requirement at time of award

At the time of award of Contract or Purchase Order, UNDP reserves the right to vary (increase or decrease) the quantity of services and/or goods, by up to a maximum twenty-five per cent (25% ) of the total offer, without any change in the unit price or other terms and conditions.

Publication of Contract Award

UNDP will publish the contract awards valued at USD 100,000 and more on the websites of the CO and the corporate UNDP Web site.

Policies and procedures

This RFQ is conducted in accordance with UNDP Programme and Operations Policies and Procedures

UNGM registration

Any Contract resulting from this RFQ exercise will be subject to the supplier being registered at the appropriate level on the United Nations Global Marketplace (UNGM) website at www.ungm.org.

The Bidder may still submit a quotation even if not registered with the UNGM, however, if the Bidder is selected for Contract award, the Bidder must register on the UNGM prior to contract signature.

General Conditions of Contract

Any Purchase Order or contract that will be issued as a result of this RFQ shall be subject to one of the General Conditions of Contract below as applicable in each case specified in the Requirements section

Applicable GTC:

☒ General Terms and Conditions for Works

Applicable Terms and Conditions and other provisions are available at UNDP/How-we-buy

Special Conditions of Contract

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Duties and taxes

Article II, Section 7, of the Convention on the Privileges and Immunities provides, inter alia, that the United Nations, including UNDP as a subsidiary organ of the General Assembly of the United Nations, is exempt from all direct taxes, except charges for public utility services, and is exempt from customs restrictions, duties, and charges of a similar nature in respect of articles imported or exported for its official use. All quotations shall be submitted net of any direct taxes and any other taxes and duties, unless otherwise specified in the requirements section.

All prices must:

☒ be inclusive of VAT and other applicable indirect taxes

Language of quotation

ENGLISH

Including documentation including catalogues, instructions and operating manuals.

Quotation validity period

Quotations shall remain valid for 90 days from the deadline for the Submission of Quotation.

Payment Terms

☒ 100% within 30 days after receipt of works and submission of payment documentation.

Conditions for Release of Payment

☒ Written Acceptance of Goods ased on full compliance with RFQ requirements

☒ All payments shall be made by UNDP upon reception of tax-inclusive invoices and approval of the work by the supervising team and after consultation with the Ministry of Justice. 

Clarifications

Requests for clarification from bidders will not be accepted any later than 2 days before the submission deadline. Responses to request for clarification will be communicated in QUANTUM

Bidders must send their questions in the system using the messaging feature. Only in case of facing difficulties to register in the system and sending messages, bidder can write to the contact below to request support with the system:

Focal Person: NADINE UMUHIRE

Address: UNDP RWANDA

E-mail address: procurement.rw@undp.org 

Evaluation method

☒The Contract or Purchase Order will be awarded to the lowest price substantially compliant offer

Evaluation criteria

☒Full compliance with all requirements as specified in Annex 1

☒Full acceptance of the General Conditions of Contract

☒☒Others Click or tap here to enter text.

Type of Contract to be awarded

☐ Contract for Works

Expected date for contract award.

01 October 2025

Bid security

Not Required

The bid security will be in the same currency as stipulated in Article 16: Bid currencies.

Acceptable forms of bid security

☒Bid security form template set out in Section 7

☐Any bank-issued cheque / cashier’s Cheque / certified cheque

Site inspection

A group site inspection will be held as follows:

Provide details below if a site inspection will be held, otherwise delete the below

Time and time zone: Click or tap here to enter text.

Date : 04 September 2025

Location : UPI No: 2//01/01/05/5805 located in Murambi Village, Rwesero Cell, Busasamana Sector, Nyanza District, in Southern Province.

The focal point for the arrangement is: Antoine Ruboya & Munyangondo Emmanuel

E-mail: antoine.ruboya@minijust.gov.rw 

Telephones: 0788451979 or & 0788460300

Designated Position (J.ADR .LA Specialist ) & & UNDP Project Officer

Bidders shall notify the focal point Click or tap here to enter number of days in advance as to whether or not they intend to participate in the site inspection and the details of their representatives who will attend.

The site inspection is:

☒ mandatory

☐ not mandatory

Performance security

Required : Performance security covering 10 % of the total amount issued by competent organ.

The performance security will be in the same currency as stipulated in Article 16: Bid currencies.

The Performance Security shall be in the form of a Bank Guarantee as set out in Section 6 for template

Liquidated Damages

Will be imposed as follows:

Provide details below if “Will be Imposed” is selected, otherwise delete the below

Percentage of contract price per week of delay: 0.01 % up to a maximum of 10% of the Contract value, after which UNDP may terminate the contract.

Currency of the tender

RWF

Contract award to one or more bidder

One bidder Only

3. 01

Contract signature of the contract and submission of performance security covering 10 % of the total amount issued by competent organ.

4.

Two weeks

After signing the contract

10 %

5. 02

Rehabilitation works progress reached at least 60 %.

6.

Two months

After signing the contract

50 %.

7. 03

8. After completion of and approval of provisional handover.

After 5 months after signing the contract

35 %

9. 04

Provision and approval of final handover of the rehabilitation works, after defect liability period.

After 9 month after the provisional handover

5 %

Name of Bidder:

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RFQ reference:

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Date: Click or tap to enter a date.

Item Description

Detail

Legal name of bidder or Lead entity for JVs

Click or tap here to enter text.

Legal Address, City, Country

Click or tap here to enter text.

Website

Click or tap here to enter text.

Year of Registration

Click or tap here to enter text.

Legal structure

Choose an item.

Are you a UNGM registered vendor?

☐ Yes ☐ No If yes, insert UNGM Vendor Number

Quality Assurance Certification (e.g. ISO 9000 or Equivalent) (If yes, provide a Copy of the valid Certificate):

☒ Yes ☐ No

Does your Company hold any accreditation such as ISO 14001 or ISO 14064 or equivalent related to the environment? (If yes, provide a Copy of the valid Certificate):

☒ Yes ☐ No

Does your Company have a written Statement of its Environmental Policy? (If yes, provide a Copy)

☒ Yes ☐ No

Does your organization demonstrate significant commitment to sustainability through some other means, for example internal company policy documents on women empowerment, renewable energies or membership of trade institutions promoting such issues (If yes, provide a Copy)

☒ Yes ☐ No

Is your company a member of the UN Global Compact

☒ Yes ☐ No

Bank Information

Bank Name: Click or tap here to enter text.

Bank Address: Click or tap here to enter text.

IBAN: Click or tap here to enter text.

SWIFT/BIC: Click or tap here to enter text.

Account Currency: Click or tap here to enter text.

Bank Account Number: Click or tap here to enter text.

Previous relevant experience: 3 contracts

Name of previous contracts

Client & Reference Contact Details including e-mail

Contract Value

Period of activity

Types of activities undertaken

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Requirements and Terms and Conditions: I/We have read and fully understand the RFQ, including the RFQ Information and Data, Schedule of Requirements, the General Conditions of Contract, and any Special Conditions of Contract. I/we confirm that the Bidder agrees to be bound by them.

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I/We confirm that the Bidder has the necessary capacity, capability, and necessary licenses to fully meet or exceed the Requirements and will be available to deliver throughout the relevant Contract period.

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Ethics: In submitting this Quote I/we warrant that the bidder: has not entered into any improper, illegal, collusive or anti-competitive arrangements with any Competitor; has not directly or indirectly approached any representative of the Buyer (other than the Point of Contact) to lobby or solicit information in relation to the RFQ ;has not attempted to influence, or provide any form of personal inducement, reward or benefit to any representative of the Buyer.

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I/We confirm to undertake not to engage in proscribed practices, , or any other unethical practice, with the UN or any other party, and to conduct business in a manner that averts any financial, operational, reputational or other undue risk to the UN and we have read the United Nations Supplier Code of Conduct :https://www.un.org/Depts/ptd/about-us/un-supplier-code-conduct and acknowledge that it provides the minimum standards expected of suppliers to the UN.

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Conflict of interest: I/We warrant that the bidder has no actual, potential, or perceived Conflict of Interest in submitting this Quote or entering a Contract to deliver the Requirements. Where a Conflict of Interest arises during the RFQ process the bidder will report it immediately to the Procuring Organisation’s Point of Contact.

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Prohibitions and Sanctions

l/We hereby declare that our firm, ultimate beneficial owners, affiliates or subsidiaries or employees, including any JV/Consortium members or subcontractors or suppliers for any part of the contract is not under procurement prohibition by the United Nations, including but not limited to prohibitions derived from the Compendium of United Nations Security Council Sanctions Lists and have not been suspended, debarred, sanctioned or otherwise identified as ineligible by any UN Organization or the World Bank Group or any other international Organization.

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Bankruptcy: l/We have not declared bankruptcy, are not involved in bankruptcy or receivership proceedings, and there is no judgment or pending legal action against them that could impair their operations in the foreseeable future.

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Offer Validity Period: I/We confirm that this Quote, including the price, remains open for acceptance for the Offer Validity. 

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I/We understand and recognize that you are not bound to accept any Quotation you receive, and we certify that the goods offered in our Quotation are new and unused.

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By signing this declaration, the signatory below represents, warrants and agrees that he/she has been authorised by the Organization/s to make this declaration on its/their behalf.

Name of Bidder:

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RFQ reference:

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Date: Click or tap to enter a date.

You Responses

Yes, we will comply

No, we cannot comply

If you cannot comply, pls. indicate counter - offer

Delivery Lead Time

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☐

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Validity of Quotation

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☐

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Payment terms

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Other requirements [pls. specify]

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I, the undersigned, certify that I am duly authorized to sign this quotation and bind the company below in event that the quotation is accepted.

Exact name and address of company

Company NameClick or tap here to enter text.

Address: Click or tap here to enter text.

Click or tap here to enter text.

Phone No.: Click or tap here to enter text.

Email Address: Click or tap here to enter text.

Authorized Signature:

Date: Click or tap here to enter text.

Name: Click or tap here to enter text.

Functional Title of Authorised

Signatory: Click or tap here to enter text.

Email Address: Click or tap here to enter text.