Supply Office Equipment (Air Cooling, Power Conditioning, Climate Control & Access Security Tender at African Wildlife Foundation (AWF)

LOT 1: Office Equipment (Air Cooling, Power, Climate Control & Security)

Bidders may quote for ONE or BOTH lots. 

Separate quotation sheets must be submitted for each lot.

1. INTRODUCTION 

The African Wildlife Foundation (AWF) Rwanda Country Office invites eligible vendors to submit competitive quotations for the supply and installation of office and IT equipment as specified in this Request for Quotations (RFQ). The goods are divided into two lots. Bidders may submit a quotation for one lot or for both lots. A separate completed quotation submission sheet and activity schedule must be provided for each lot on which a bid is submitted. 

AWF is a non-profit conservation organisation. Applicable Rwandan taxes and levies must be clearly stated in the quotation. AWF will evaluate quotations in accordance with the criteria set out in Section 6 of this document. 

2. INSTRUCTIONS TO BIDDERS 

2.1 Eligibility Requirements 

To be eligible, bidders must submit the following documents together with their quotation: 

• Valid Certificate of Business Registration issued by the Rwanda Development Board (RDB). 
• Valid Tax Clearance Certificate issued by the Rwanda Revenue Authority (RRA) — must be current at the time of submission. 
• Completed Vendor Information Sheet (see Annex C) including bank details for payment. 
• Company profile (maximum 3 pages) including a list of at least 3 recent similar supply contracts, with client name, goods supplied, value, and year. 

Bids that do not include all required eligibility documents will be considered non-responsive and disqualified without further evaluation. 

2.2 Preparation of Quotations 

• Quotations must be prepared in English. 
• Unit prices and total prices must be stated clearly in Rwandan Francs (RWF). If quoting in USD, the applicable exchange rate must be stated. 
• All prices must be inclusive of delivery to the AWF Rwanda Country Office in Kigali, installation, configuration, testing, and any applicable warranty services.
• Prices must be fixed and firm for the full 30-day validity period. No price escalation will be accepted. 
• Where a specific brand is mentioned in the specifications, it is indicative of the minimum quality standard. Equivalent or superior alternatives will be considered, provided the bidder submits full technical specifications and a comparison table demonstrating compliance. 
• Partial bids within a lot are not accepted — a bid must cover all items within a lot to be considered. 

2.3 Delivery, Installation and Warranty

• Delivery and installation must be completed within 21 calendar days of contract signature, unless otherwise agreed in writing with AWF. 
• All items must be brand new, unused, and covered by a valid manufacturer's warranty. 
• Minimum warranty requirements are specified per item in technical specifications (Section 4 and Section 5). 
• The supplier is responsible for all logistics, customs clearance (if applicable), and last mile delivery to AWF's premises in Kigali. 
• A delivery note signed by AWF's authorized representative is required for each delivery. Payment will only be processed upon AWF's written acceptance of goods. 

3. EVALUATION CRITERIA 

Responsive quotations (meeting all eligibility requirements and technical specifications) will be evaluated on the following basis: 

AWF reserves the right to award different suppliers for different lots and is not obligated to award to the lowest priced bidder if the quotation does not meet technical requirements.

4. LOT 1 — OFFICE EQUIPMENT

Air Cooling, Power Conditioning, Climate Control & Access Security

6. SUBMISSION INSTRUCTIONS 

6.1 How to Submit 

All quotations must be submitted electronically through the AWF secure Box.com upload link below. No physical or email submissions will be accepted. Bids submitted through any other channel will be disqualified. 

SUBMISSION LINK: 
https://sites.google.com/view/awfrwanda/home

Deadline: 30 May 2026 at 17:00 Kigali time. Late uploads will not be considered

6.2 Documents to Upload 

Each bidder must upload a single ZIP file or folder containing the following documents:

• Completed Quotation Submission Sheet (Annex A) — signed and dated.
• Completed Activity Schedule(s) (Annex B1 for Lot 1, Annex B2 for Lot 2, or both) — with unit prices and totals filled in for all items. 

• Completed Vendor Information Sheet (Annex C) — with full bank details.
• • Certificate of Business Registration (RDB) — current copy. 
• Valid Tax Clearance Certificate (RRA) — must be valid at submission date.
• • Company profile with list of at least 3 similar contracts. 
• Technical compliance statement — confirming compliance with all specifications or listing proposed equivalents with supporting datasheets. 

File naming convention: AWF-RW-RFQ-2026-03_[CompanyName]_Lot[1 or 2 or 1and2]

6.3 Queries

Technical or clarification queries must be submitted by email to rwprocurement@awf.org

with the subject line "Query: AWF-RW-RFQ-2026-03" no later than 23 May 2026. AWF will respond to all queries in writing and circulate responses to all registered bidders. No verbal clarifications will be binding.