The Urugo Women’s Opportunity Center (WOC) is a multi-purpose community center in the heart of Kayonza, which promotes the social and economic empowerment of women in Rwanda. The Center offers education and rights training, job-skills training, and economic and employment opportunities for women and the community at-large. With the goal of achieving self-sustainability, the Center also operates revenue-generating activities to finance its educational and training work, such as lodging facilities, restaurant and bar, coffee shop, handicraft gift shop, market stalls, food production unit, and rental of space for meetings and events. Urugo-WOC is managed and operated by a Limited Liability Company (LLC) fully owned by Women for Women International.

Urugo Women’s Opportunity Centre intends to apply a portion of its funds to eligible bidders under the contract for the following tenders for which this Bidding Document is issued:

 Urugo Women’s Opportunity Center is publishing a Tender for supply of coffee shop materials and equipment.

• Deadline for submission 15th July 2025 at 11:00AM. N.B: Late bids will be rejected.

NB Bidders will have to visit the site before preparation of the Bid after which they will prepare the Bids to be submitted on the above deadline...

Urugo Women’s Opportunity Center invites all eligible bidders to submit bids for the tender as indicated in detail in the statement of requirements.

Enquiries regarding this tender may be addressed to our reception or via email: info@urugowoc.com

Well printed bids properly bound and presented in three copies, one of which is the original must reach our office at the address NR4, Kayonza, Rwanda, not later than the above-mentioned deadlines for each Tender. Late bids will be rejected and returned unopened.

Bids will be opened in the presence of bidders or their representatives who choose to attend in Urugo Women’s Opportunity Centre Conference Room. The outer envelope should clearly indicate the tender name and title.

Sincerely,

Evelyn K. KARAMAGI

Executive Director
 

TERMS OF REFERENCE (ToRs)

SUPPLY OF COFFEE SHOP MATERIALS AND EQUIPMENT FOR URUGO WOMEN’S OPPORTUNITY CENTER (WOC).

Kayonza District, Eastern Province, Rwanda

BACKGROUND

The Urugo Women’s Opportunity Center (WOC)is a multi-purpose community center in the heart of Kayonza, which promotes the social and economic empowerment of women in Rwanda. The Center offers education and rights training, job-skills training, and economic and employment opportunities for women and the community at-large. With the goal of achieving self-sustainability, the Center also operates revenue-generating activities to finance its educational and training work, such as lodging facilities, restaurant and bar, coffee shop, handicraft gift shop, market stalls, food production unit, and rental of space for meetings and events. Urugo-WOC is managed and operated by a Limited Liability Company (LLC) fully owned by Women for Women International.

To ensure the consistent supply of high-quality of Coffee shop materials and equipment, Urugo WOC intends to engage a qualified and reliable supplier to support its daily training activities by supplying the required equipment’s and materials.

This procurement will be carried out upon confirmation and formal notification via email, followed by the issuance of a Local Purchase Order (LPO) to the selected supplier.

OBJECTIVE

The objective of this tender is to identify and contract a competent supplier to supply a Coffee Shop Materials and Equipment for URUGO WOMEN’S OPPORTUNITY CENTER (WOC) for women attending Urugo WOC programs (Training). All Materials & Equipment will be delivered confirmation issued by Urugo WOC.

SCOPE OF WORK

The selected supplier will be expected to:

Supply Coffee Shop Materials and Equipment

10French Press

DELIVERY & LOGISTICS

• Goods must be delivered to Urugo WOC premises in Kayonza, as specified in the PO.
• Delivery shall be within 5 working days after receiving a Purchase Order.
• All transportation and handling costs will be borne by the supplier.
• Urugo WOC reserves the right to inspect all deliveries for compliance with quality and quantity standards

BIDDER RESPONSIBILITIES

The selected supplier will be responsible for:

• Cooperating with Urugo WOC team for monitoring and reporting purposes.
• Maintaining open communication for coordination and timely responses.
• Delivering materials in line with agreed specifications and timelines.
• Providing accurate and updated unit prices and total price.

REQUIRED DOCUMENTS TO BE SUBMITTED

 Administrative documents.

The bidding entities are requested to submit the following administrative documents:

• Bid submission letter with address and contact details addressed to Executive Director of Urugo WOC.
• Valid RRA Tax Clearance Certificate.
• Valid RDB Trading License
• At least three (3) certificates of good completion from previous or current clients
• Written confirmation authorizing the signatory to commit the bidder

Technical Proposal

• List of goods offered with clear specifications (type, brand/origin, packaging)
• Approach for ensuring timely deliveries
• Delivery schedule and capacity to fulfill large-volume orders

Financial proposal

• Detailed price list with unit prices for each proposed item
• All prices to be quoted in Rwandan Francs (RWF) and inclusive of all applicable taxes
• Validity of prices (minimum 90 days recommended)

EVALUATION/SELECTION CRITERIA

• Bids will be evaluated in four below phases:
• Step 1: Evaluation of submitted administrative documents with proven experience. Failing to submit the above-mentioned documents will result to disqualification
• Step 2: Evaluation of submitted financial proposals. Whereby the bidder with the lowest total cost will be considered as the qualified winner of the tender

 SITE VISIT (Optional)

Bidders are welcome to visit Urugo WOC to better understand the scope and logistics, by contacting the focal person below.

Important information:

• All prices should be tax inclusive. 
• Payment currency will be Rwandan Francs (RWF)
• Sealed proposals presented in three copies, one of which is the original, should be delivered to Urugo Women Opportunity Center Offices at Kayonza (Address: NR4, Kayonza)

Urugo Women’s Opportunity Center (WOC)
Address: NR4, Kayonza District
Email: info@urugowoc.com