TENDER: REQUEST FOR PROPOSAL FOR MAINTENANCE OF MEDICAL EQUIPMENT FOR HEALTH POSTS IN RWANDA

Tender Reference Number: 003/ MAINTENANCE OF HP MEDICAL EQUIPMENT /SFH/2025

Procurement Method: National Open Competitive Tender

May 2025

REQUEST FOR PROPOSAL FOR MAINTENANCE OF MEDICAL EQUIPMENT FOR HEALTH POSTS IN RWANDA

Introduction:

SFH Rwanda is a healthcare-oriented organization dedicated to providing quality primary healthcare services, among its mandates. One of the programs it implements is health posts construction, upgrade, and their operationalization. In this endeavor, we equip these health facilities with state-of-art medical equipment to ensure an optimal performance of these Health Posts.

To ensure this equipment stays functional and in good condition, we need to maintain them, both preventively and curatively. To achieve this, we are seeking a qualified and experienced company to carry out annual maintenance of Health Posts’ medical equipment and provide detailed invoices at the end of each maintenance session for the work performed to be paid.

SFH Rwanda invites you to bid through a competitive tender process on equal ground; for a frame work contract based on demand, please read the tender package carefully and comply with all submission guidelines using the tender reference number above for all correspondences and hand deliver the copies (1 ORIGINAL AND 1 PHOTOCOPY) at SFH Reception Kacyiru.

Failure to comply with submission guidelines may prompt SFH Rwanda to disqualify your submission.

Objectives:

The main objectives of this engagement are:

• To ensure the continuous and efficient operation of all medical equipment in SFH Rwanda-supported Health Posts.
• To reduce downtime and extend the lifespan of Health Posts medical equipment through regular preventive and/or curative maintenance.
• To receive accurate and detailed monthly invoices for maintenance services rendered.
• To provide a list of Medical Equipment needed for the repair when damaged.

Scope of Work for the Service Provider as the company will be responsible for:

Elaboration of an Annual Maintenance Plan

Conducting a thorough assessment of all medical equipment. The costing should be based on The List of equipment concerned or to be maintained are:

• Dental chairs
• Infant radiant warmers
• Ultrasound Machines
• Delivery beds
• Autoclaves
• Microscopes
• Centrifuges
• Gynecologic lamp
• Anesthesia Machine
• Oxygen Concentrator
• CPAP Unit
• Hematology Machine
• Biochemistry Machine
• Fridge
• Slit Lamp Biomicroscope Machine + Tonometer
• Autorefractor machine with Keratometry
• Developing and implementing a comprehensive annual preventive maintenance schedule.
• Providing a list of Medical Equipment to replace if deemed irreparable, or spare parts needed for the repair of the damaged ones.

Preventive Maintenance

• Performing regular preventive maintenance as per the manufacturer's guidelines.
• Replacing worn-out parts and ensuring calibration of equipment.

Curative Maintenance

• Diagnosing and repairing equipment breakdowns.
• Providing technical support and troubleshooting for urgent issues.

Documentation and Reporting

• Maintaining detailed records of all maintenance activities.
• Submitting monthly maintenance reports to SFH Rwanda.

Invoicing

• Preparing detailed invoices at the end of each service period based on the Purchase Service Order, specifying the equipment serviced, location of HP, parts replaced, labor costs, and any additional expenses.

Eligibility and Evaluation Criteria: Proposals will be evaluated based on:

• Administrative Criteria; Prequalifying Criteria.
• Technical Expertise, Experience, References and Track Record (40%).
• Financial proposal (60%).

Companies submitting proposals must meet the following criteria:

ADMINISTRATIVE CRITERIA

The bidders must provide the following administrative documents:

• Copy of Business Registration certificateor Certificate of domestic Company Registration from RDB
• Valid Original tax clearance certificate(attestation de non-creance) From RRA
• The Company must have at least 2 years of experienceoperating in Rwanda
• Valid Original Contribution Clearance Certificate from RSSB
• Proof of payment of a non-refundable fee of Fifty thousand Rwandan francs (50,000Rwf)paid into:

Bank Name: Access Bank (Rwanda) Ltd

Account Name: SOCIETY FOR FAMILY HEALTH RWANDA

Account Number: 1002190101953001

Currency: RWF

The Company that will not have filled any of aforesaid conditions will be eliminated and their bids will not be considered for the next evaluation stage.

TECHNICAL CRITERIA 40%

1. The firm should have at least three (3) years’ experience in maintenance of the medical equipment for the health facilities and hospitals, scored at 5%
2. The firm should have Executed at least two (2)similar assignments in the past four (4) years (attach the Good Completion Reference Certificates / Recommendations letters and related contracts from former/current clients with full contact names and addresses as proof). scored at 20%
3. Provide at least TWO (2) Biomedical Engineersthat will oversee the entire annual maintenance plan. Bidder should provide Curriculum Vitae of the biomedical engineers who will be responsible for installation with copies of all academic and experience certificates duly signed by the engineer with At least (7) years of experience in medical equipment supervision, maintenance or associated disciplines, scored at 15%

FINANCIAL CRITERIA 60%

The financial cost will be based on the unit cost of the maintenance raised based on the issued Purchase order for the service.

The financial criteria to be followed will be based on the lowest price that will be most preferred after the technical criteria score. The overall winner will be determined after combining both Technical and Financial Scores for companies that have been pre-qualified.