Supply And Distribution of Koralink Program Products Tender at Society for Family Health Rwanda

SOCIETY FOR FAMILY HEALTH RWANDA (SFH Rwanda) and their partner THE COMMONS PROJECT FOUNDATION, AFRICA “TCP AFRICA” wishes to sign a contract with a Supply company registered that will supply and distribute different Kora Link Program products to SFH Rwanda in a frame work supply agreement under indefinite supply quantity contract (IQC).

SFH is a non-profit organization, established in 2012 under the laws of Rwanda. SFH is organized exclusively for social marketing purposes, with primary focus in public health with P.O Box.3040, Kigali is currently located Located in Kicukiro District- Gahanga Sector, Nunga Cell, Road Opposite Gahanga market towards Gakinjiro site on KK15RD - KK 52 AVENUE as the Headquarter offices and with Regional SFH Warehouses located in Rwamagana, Muhanga, Musanze, Huye and Kicukiro districts. 

The Kora Link Program is a technology-enabled job creation initiative which manages a digital marketplace that empowers young people to operate as community-based digital entrepreneurs, distributing essential health and household goods to underserved communities while earning income through sales commissions. The program is implemented by TCP Africa, in partnership with Society for SFH Rwanda and the Rwanda ICT Chamber. The Kora Link agent network currently comprises over 1,000 active agents (youth aged between 18-35 years and predominantly women) and is projected to expand to over 11,000 agents countrywide by 2028.
 

Kora Link currently distributes a portfolio of tax-exempt health products (e.g., condoms, mosquito repellents, sanitary pads and water purifiers) through pooled procurement managed directly by SFH Rwanda. Field experience confirms, however, that Kora Link agents require access to a broader range of fast-moving, non-tax-exempt consumer household goods (such as laundry soap, diapers, toilet paper, and scholastic materials among others based on community health, economic and population demand dynamics) in order to sustain regular sales, generate adequate and sustainable margins, and build long-term business resilience.
 

Kora Link program through SFH wishes to engage an existing supplier/distribution entity to act as the commercially registered, VAT-registered seller of record for non-tax-exempt products supplied to Kora Link agents. Kora Link will continue to lead demand aggregation, bulk price negotiation, agent network management, and supply coordination; the selected supplier/distribution entity executes procurement, owns the taxable transaction with the agent, and issues compliant EBM invoices/receipts with ability to transact through digital marketplace platform as experience with electronic order management systems preferred.

This tender objective is to procure, supply and distribute the various Kora Link products. Vendor solicitation for this supply tender shall be conducted using a two-stage tendering process. This approach is intended to ensure transparency, technical compliance, competitiveness, and value for money, particularly where multiple product categories and varying supply and distribution expectations are involved with a purpose of this contractual engagement as to:

• Provide a compliant commercial vehicle for the procurement and supply of non-tax-exempt consumer goods to Kora Link agents, with the vendor acting as the VAT-registered seller of record and issuing EBM invoices/receipts in line with Rwanda Revenue Authority regulations.
• Preserve the program’s pooled procurement model, with Kora Link retaining the lead role in demand aggregation, bulk price negotiation, and supply coordination, while the entity executes procurement and bears the responsibility of declaring and paying related taxes.
• Ensure reliable procurement and supply of non-tax-exempt fast-moving consumer goods (FMCG) and household products for Kora Link agents.
• Improve product availability, order processing efficiency, and transaction transparency.
• Strengthen supply chain capacity to support rapid network scale-up.
• Enable digital tracking of product orders through the Kora Link Marketplace.
• Support efficient warehouse distribution through the program’s logistics systems.

PART I: TENDER SUMMARY

SFH Rwanda invites you to bid through a competitive tender process on equal ground in a two stage procurement; please read the tender package carefully and comply with all submission guidelines using the tender reference number above for all correspondences. Failure to comply with submission guidelines may prompt SFH Rwanda to disqualify your submission. 

The table below provides basic information about the supply and distribution of Kora Link program products tender; including the proposed type of award contract should the company be selected from this process.

PART II: BID SUBMISSION GUIDELINES

II.1 Format and Content of Bids

Bidders MUST comply with the format and content instructions in the table below. Failure to comply with the submission format and content below may disqualify your offer. 

II.2 Submission and Handling of Bids

(a) This is a two stage tendering procurement process where stage one is the submission of Technical bids and Stage two is the submission of Financial bids for ONLY selected Prequalified bidders. 

Bids are to be delivered by hand delivery/courier in a sealed envelope at SFH Rwanda reception desk to the submission address above in section II.1.

(b) In order to be considered, the original bid must be received at the above address or number (as applicable) no later than the submission deadline in Part 1. Bidders are solely responsible to ensure the timely receipt of their bids. Bids received after the date and time required will generally not be considered unless no other bids are received.

(c) Bids must follow the format and content described in section II.1. Incomplete bid or bids which do not follow the submission guidelines may be disqualified from consideration. Each bid must include a manually signed, stamped fully binding one original Bid, and one (1) copy, valid for ninety (90) days after the Last Bid Receipt Date.

(d) Bids will be opened in public on the Public Opening Date and Location in Part 1. 

(e) Once opened, bids will be held secure and intact. Reasonable efforts will be made to protect them from loss, alteration, or disclosure to any person other than SFH Rwanda, or any person unauthorized by SFH Rwanda. However, SFH Rwanda will not be liable to any bidder for any failure to comply with this Section 2.4(f).

(f) Bids may not be altered, corrected or withdrawn after the Last Bid Receipt Date. In exceptional cases, SFH Rwanda may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical minor mistakes. This is only possible in cases where SFH Rwanda can clearly identify the mistake and where the intended bid can be established conclusively on the face of the submission.

Beyond arithmetic errors, transposition errors, or other clerical minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected.

PART III: REQUIREMENTS IN PREPARATION OF TECHNICAL BID

The Supply company has to ensure the quality standards of the materials and should keep sufficient stock and operating address that will be verified upon the visit by SFH tender committee delegated members.

Stage One: Technical Evaluation

In the first stage, the bidders are required to submit their technical proposals without financial quotations. The purpose of this stage is to assess the bidder’s capability to supply the required products in accordance with the specifications, quality standards, delivery requirements, and compliance conditions outlined in the tender documents.

Only bidders whose submissions meet the minimum technical and compliance requirements shall proceed to the second stage of submission of their bid cost for Financial Evaluation.

Stage Two: Financial Evaluation

In the second stage, technically qualified bidders will be invited to SFH Rwanda Offices for a presentation by SFH Rwanda Kora Link Program Technical Team about the products and the implementation process by before they submit their financial proposals. 

The financial Bid cost will consider among the criteria the following for Financial evaluation:

• Unit prices and total tender price with cost competitiveness across product categories
• Delivery and operational costs 
• Payment terms 
• Overall value for money 

The contract award may be made to one or more supplier(s) including the product categories, pricing structure, delivery schedules, and the procuring entity’s operational requirements who will be responsible for the following:

III.1 Product Procurement

• Procure non-tax-exempt FMCG and household products (e.g Toilet paper, sanitary pads, Adult and Baby diapers, laundry soap, & scholastic materials such as (Exercise books, pens, paper reams etc.) specified by the program, based on demand aggregated across the agent network.
• Ensure procurement from authorized and quality-assured manufacturers/suppliers.
• Maintain adequate stock levels to meet growing agent demand.
• Be ready for Large-scale bulk purchasing.
• Through market analysis, identify and recommend to Kora Link program, on an advisory basis, existing/emerging high demand fast moving consumable goods that can be potentially included in the Kora Link product portfolio; final decisions on the product portfolio remain with Kora Link program. 

III.2 Order Management

• Receive and confirm product orders from Kora Link agents through the Kora Link Marketplace App.
• Verify order accuracy, quantities, and pricing.
• Maintain order processing timelines and service standards.
• Use the marketplace data to perform inventory and product forecasting to mitigate stock outs.

III.3 Billing and Documentation

• Issue legal EBM invoices/receipts to Kora Link agents in compliance with national tax regulations when an order is filled and ensure tax compliance in relation to product procurement and distribution
• Maintain proper financial records and transaction documentation.
• Provide periodic transaction reports as required by Kora Link program.

III.4 Delivery and Logistics

• Deliver ordered products to the SFH warehouses within agreed timelines based on LPO issued.
• Ensure products are packaged and transported safely to SFH warehouses.
• Provide delivery documentation and stock handover records.
• Coordinate closely with SFH warehouse teams for receipt and verification.

III.5 Digital Integration

• Transact through the Kora Link Marketplace platform for product and sales analysis, order processing and forecasting.
• Maintain digital records for order tracking and reporting.

III.6 Inventory and Supply Planning

• Forecast demand based on agent growth trends.
• Collaborate with the program to ensure inventory records are always up to date.
• Provide early warning of potential supply disruptions.

III.7 Bidder Performance Indicators will be assessed based on:

• Order fulfillment rate and timeliness.
• Product availability and stock consistency.
• Accuracy of billing and documentation.
• Delivery performance to the program’s main warehouse.
• Quality of reporting and digital tracking.
• Ability to scale with program growth.
• Compliance with service level standards.
• Capacity to scale operations to serve a rapidly growing network (1,000 to 12,000 agents located in different districts of Rwanda).

PART V: STANDARD PROVISIONS

IV.1 Definitions and Headings

Except otherwise provided contrary to what is herein, all time periods specified shall be consecutive calendar days. The term “Tender Package” refers to the entire document, including all attachments thereto. Any headings contained in the text of the Tender Package are for reference only, and do not alter, limit, or waive the content of the full provisions.

IV.2 Donor Guidelines and Policies

(a) The procedures followed by SFH Rwanda in making any award and contract resulting from this Tender Package, as well as the terms and conditions of such award and contract, will be based on the SFH Rwanda Procurement Manual. 

(b) Prospective companies providing this service should also note that a primary requisite for SFH Rwanda is to obtain the most valuable offer on the current market. Whenever possible, bids are sought on a competitive basis, and all prices offered will be subject to detailed scrutiny and, possibly, negotiation if necessary to ensure reasonable contract price is obtained.

IV.3 Tender Package

This Tender Package should not be considered an award or contract as it is intended solely for the provision of information to prospective service providers.

IV.4 Review of Tender Package

Prospective service providers are solely responsible to examine carefully all of the terms and conditions of this Tender Package. Failure to do so will be at the prospective supplier’s risk and expense, and any items requested by SFH Rwanda but not submitted by bidder are grounds for disqualification from the tender. 

Any ambiguities in the technical specifications and standards or inconsistencies between or among the various provisions of the Tender Package shall be resolved against the prospective Service provider if she/he fails to seek clarification prior to award.

IV.5 Probity and Ethics

In the purchasing efforts SFH Rwanda follows, and by virtue of the submission of their bids, all bidders commit to follow the guidelines contained in the SFH Rwanda Procurement Manual

IV.6Language

All documents submitted in response to this Tender Package, as well as all correspondences in connection with the Tender Package, shall be in the language specified in Section II.1, always in English. The final contract will be written and signed in English.

IV.7 Inquiries

 Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing two days before the submission deadline to permit a thorough and accurate response by SFH Rwanda. Such inquiries shall be sent by telephone at 0788305685 or by email through procurement@sfhrwanda.org using the contact information included in Section II.1. SFH Rwanda is under no obligation to consider or respond to questions that are not received in a timely manner.

IV.8 Evaluation of Bids

A. ADMINISTRATIVE CRITERIA

To be eligible to submit a proposal, the applicant must meet all of the following minimum Administrative criteria. Proposals from applicants that do not meet these criteria will not be evaluated ON Technical Criteria.

1. MUST HAVE A LEGAL Office: Proof of physical address (share Office address and locations of warehouses or operating facilities.
2. Copy of Business Registration certificate or Certificate of domestic Company Registration to transact in Supplies from RDB
3. Valid Original Tax clearance certificate (attestation de non-creance) From RRA, note that NO statement of Arrears from RRA will be allowed.
4. Valid Original Contribution clearance certificate from RSSB 
5. Share a Certificate of current standing issued from RDB
6. Provide proof of FINANCIAL CREDIT LINE CAPACITY with Adequate financial capacity to procure products in bulk (Minimum required is ONE Hundred Million Francs (100,000,000 RWF) and above) 
7. The Company must have at least 3 years of experience operating in Rwanda with experience in bulk procurement, wholesale distribution, or supply chain services for Fast-Moving Consumer Goods or consumer household goods supplies FIELD 
8. Submit Copies of audited financial statements for the most recent two (2) financial years demonstrating financial capacity to procure products in bulk and stay compliant to Tax laws 
9. Share a Copy of VAT certificate if your company is registered to Pay taxes. and registered to issue Electronic Billing Machine (EBM) invoices/receipts.
10. 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

NOTE: The Company that will not have filled any of aforesaid conditions will be eliminated at this administration stage and their bids will not be considered for the next Technical evaluation stage.

B. TECHNICAL CRITERIA 100%

Technical Proposal Evaluation will follow a two-stage process. First, all proposals will be screened against the eligibility criteria above; non-compliant proposals will be rejected without further evaluation. 

Secondly, eligible proposals will be scored using a technical score. The contract will be awarded to the bidder with the highest score, subject to satisfactory due diligence and reference checks.

• Provide proof of FINANCIAL CREDIT LINE CAPACITY with Adequate financial capacity to procure products in bulk (Minimum required is ONE Hundred Million Francs (100,000,000 RWF) and above) scored at 35%
• The Company must have at least 3 years of experience operating in Rwanda with experience in bulk procurement, wholesale distribution, or supply chain services for Fast-Moving Consumer Goods or consumer household goods supplies FIELD scored at 15%
• Submit Copies of audited financial statements for the most recent two (2) financial years demonstrating financial capacity to procure products in bulk and stay compliant to Tax laws scored at 30% 
• Technical approach and methodology: how the applicant will deliver against Section 3 (Scope), including approach to procurement, sourcing, quality assurance, inventory management, order fulfilment, EBM invoicing, integration with the Kora Link Marketplace, and coordination with SFH warehouses and the Kora Link agent network. maximum 5 pages and scored at 20%

C. FINANCIAL CRITERIA 

The financial criteria to be followed will be based on the lowest financial offers on price, payment terms that will be most preferred after the qualification after the technical criteria evaluation score. All Prequalified bidders will be invited for a presentation at SFH Rwanda offices on what is expected and implementation plan as a basis for Costing and submission of Financial proposal. Below is a minimum order value that should be put in consideration when preparing the bid.

IV.9 AMENDMENTS 

If at any time prior to award SFH Rwanda deems there to be a need for a significant modification to the terms and conditions of this Tender Package, SFH Rwanda will issue such a modification as a written Tender Package amendment to all competing bidders using an addendum posted through all the channels used in sending out the tender package. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any Tender Package term or condition, and no bidder shall rely on any such statement.

IV.10 PRICE VERIFICATION

If adequate competition is not achieved in the tendering process, the right is reserved for any otherwise compliant bid to be referred to SFH Rwanda who may, at their discretion, authorize a price verification exercise to be undertaken on their behalf by an organization or delegated SFH Staff. In such an eventuality, the bidder will be required to give details of the services tendered for, together with details of any costing used or undertaken in preparing the bid.

IV.11EXTENSION OF BID VALIDITY DATES 

When necessary and appropriate under the circumstances, SFH Rwanda may request bidders, in writing, to extend the validity period of their bids and Bid Securities (if any). A bidder may refuse to extend its bid; however, its bid will be disqualified. A bidder agreeing to extend will not generally be permitted or required to modify their bid in any manner other than to extend it.

IV.12REJECTION OF TENDERS

(a) SFH Rwanda is not bound to accept the lowest bid and reserves the right to reject any tender in whole or in part and to reject any or all tenders without assigning any reason. Circumstances in which rejection of all bids may occur include, without limitation, the following:

none of the bids is adequately responsive to the specifications, 

there is evidence of insufficient competition, 

1. the lowest bid exceeds the estimated value or funds available and cannot be reduced by negotiation, 
2. the quality of the tender is deemed insufficient
3. the technical or financial bases of procurement have changed materially prior to the award, or The prices of the bid are obviously and clearly high.

IV.13TERMS OF AWARDS

(a) All awards are subject to the availability of adequate funds from SFH Rwanda and the receipt of all required approval from SFH Rwanda and the donors.

(b) Upon receipt of SFH Rwanda and/or the indenter’s approval of the recommended award, to the extent required, SFH Rwanda will send a Notice of Award to the winning bidder and will inform unsuccessful bidders that they have not been selected.

IV.14. NOTIFICATION OF TENDER AWARD

The bidder whose proposal attains the highest score, in accordance with the evaluation criteria in the present request for proposals shall be selected for award, subject to satisfactory conclusion of negotiations if deemed necessary.

The procuring entity shall notify the successful bidder of its selection results and at the same time inform other unsuccessful bidders of the decision. In the absence of a challenge by any other bidders within seven (7) days of the notice, the contract shall be signed by both parties.

IV.15. PAYMENT TERMS

SFH Rwanda undertakes to pay 100% of invoice after submission of EBM and Delivery note to the satisfaction of the client paid within Maximum of 15 working days upon reception of documents.

The vendor will be compensated through a negotiated and controlled service margin embedded within procurement pricing. The commercial structure will be governed by the following principles, which will be reflected in the contract:

• The service margin and any agreed handling/coordination fees will be negotiated upfront and formalized in the contract, with a defined ceiling that cannot be exceeded without written approval from SFH Rwanda.
• Final agent prices will be set with reference to negotiated bulk-purchase prices and periodic market benchmarking. The vendor will not unilaterally change prices charged to agents; price changes require prior agreement with SFH and supporting documentation (e.g., manufacturer price changes, exchange-rate movements, or tax changes).
• The vendor’s margin and price levels will be subject to periodic review (at least semi-annually) against market benchmarks and adjusted by mutual agreement.
• Settlement timelines, advance/credit arrangements, and the frequency and conditions of payments will be defined in the contract and tied to verified delivery, fulfilment performance, and compliance with reporting and tax obligations.

IV.16 CONFIDENTIALITY AND COMPLIANCE

The vendor shall maintain confidentiality of all operational, financial, and program data. All agent-level, transaction-level, and KoraLink Marketplace data accessed or generated under this engagement remains the exclusive property of the program. The vendor may not use, share, sell, or analyze such data for purposes outside the scope of this engagement without prior written consent from SFH Rwanda. 

The contract will include a transition clause requiring the vendor, on termination or non-renewal, to return all program data, transfer relevant operational records, and cooperate with the orderly handover of supply responsibilities to a successor arrangement (including a future program-owned commercial vehicle, if established). The vendor shall comply with all applicable policies, regulations, and contractual obligations.

IV.17 HOW TO APPLY: SUBMISSION AND CONTACT INFORMATION 

• Interested Bidders should submit their expressions of interest in TWO HARD COPIES (ONE Original and ONE Copy) in one envelope composed of technical proposals (in English),
• Submitted at SFH Rwanda reception located at located at Gahanga – Nunga Cell; no later than the submission deadline of 2nd June 2026, at 14H00 local time and public opening of sealed bids on the same date of 2nd June 2026, at 14H20 in SFH Rwanda Conference Room at Gahanga – Nunga Cell, Road Opposite Gahanga market towards Gakinjiro site on KK15RD - KK 52 AVE.

FINANCIAL PRESENTATION REQUIREMENT BY SFH TEAM TO ONLY PREQUALIFIED BIDDERS AFTER EVALAUTION OF TECHNICAL BID will be on 5th June 2026 at 11H30

Any Inquiry regarding this tender can be through only the contact email procurement@sfhrwanda.org

onTel: 0788305685 for directions regarding sites clarifications 

SFH Rwanda welcomes your bid in this competitive process.

Approved by: Janepher TURATSINZE 

CHIEF OPERATING OFFICER