Notice for Office Supplies Tender at Roba Industries Ltd

Roba Industries Ltd, a legally registered company in Rwanda (TIN: 120520692), engaged in the production and distribution of Cooking Oil, Laundry Soap, and Tissue Products in local market and across East and Central Africa, hereby invites qualified firms to express interest in the provision of goods, services, and supplies to support its expanding operations.

This tender process will lead to the establishment of Agreement/Contract for the period 2026–2027.

Objective

The objective of this tender is to select qualified and reliable vendors capable of delivering high-quality empty cartons that meet:

• Technical specifications
• Compliance standards
• Agreed delivery timelines

Categories of Supply

Interested firms may submit bids for the following category:

Office Supplies

• Office Stationaries
• Laptops and other gadgets
• Furniture 
• Cameras (Supply, Maintenance & Repair)
• Other IT Equipment

Eligibility Criteria

• Applicants must demonstrate:
  • Valid business registration and tax compliance in Rwanda.
  • Proven track record in supplying goods/services in the relevant category.
  • Adequate financial and operational capacity.
  • Commitment to sustainability and responsible business practices.

Submission Requirements

Interested firms should submit:

• Company profile and registration documents

• Tax clearance certificate

• VAT Certificate

• Trading License

• Account Confirmation letter from the Bank

• Evidence of past contracts or references

• Detailed technical and financial proposal

• Delivery schedule and capacity statement

Evaluation Criteria

Bids will be evaluated based on:

• Compliance with technical specifications

• Competitive pricing and value for money

• Delivery capacity and reliability

• Sustainability and ethical sourcing practices

Deadline & Submission

• Deadline: 30th March, 2026

• Submission Method: Sealed Envelops at ROBA INDUSTRIES LTD office
• Opening of envelopes: 31st March, 2026. Time: 11am
• Late submissions will not be considered.

Terms & Conditions

• Roba Industries Ltd reserves the right to accept or reject any application without obligation to provide reasons.
• Only shortlisted firms will be contacted for further negotiation.
• Successful bidders will be required to sign an agreement/Contract for the agreed period.

Terms of Reference (ToR)

Supply of Office Supplies

1. Objectives

• Ensure the supply of high-quality office materials in line with company needs.
• Guarantee adherence to agreed terms and conditions, including delivery schedules and specifications.

2. Scope of Work

• The supplier shall:
  • Provide office materials as per the technical specifications provide by ROBA INDUSTRIES LTD.
  • Deliver materials to the designated ROBA INDUSTRIES LTD facility.
  • Ensure timely and consistent supply in accordance with approved purchase orders.

3. Deliverables

• Supply of office materials in compliance with the provided specifications.

• Submission of all required documentation with each delivery, including commercial invoices and delivery notes.

• Reporting of any supply challenges or delays, with proposed mitigation measures.

4. Technical Specifications

• Detailed technical specifications will be provided by ROBA INDUSTRIES LTD on each consignment. 

5. Duration & Timeline

• Contract duration: One (1) year, renewable subject to satisfactory performance.

• Deliveries shall be made based on approved purchase orders issued by ROBA INDUSTRIES LTD.

6. Roles & Responsibilities

Supplier:

• Supply office materials in strict compliance with specifications.

• Ensure quality assurance and timely delivery.

Client (ROBA INDUSTRIES LTD):

• Provide technical specifications.
• Issue purchase orders.
• Process payments within the agreed timeframe.

7. Reporting & Communication

• Supplier shall provide regular updates on deliveries and notify the client of any potential challenges.

• Clear communication channels shall be maintained to resolve supply-related issues promptly.

8. Terms of Payment

• Payments will be made within thirty (30) days after delivery and acceptance of materials with all supporting documents.

• Advance payments will not be considered.