Supply of Firewood 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 goods and services that meet:

• Technical specifications
• Compliance standards
• Agreed delivery timelines

Categories of Supply

Interested firms may submit bids for one or more of the following categories:

1. Eucalyptus Firewood
2. Pine Firewood
3. Grevillea Firewood

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
• Forest Harvest Authorization Permit 

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, Time: 5pm 
• 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 Firewood

1. Objectives

• Ensure the supply of high-quality materials in line with production/operation needs.

• Guarantee adherence to agreed terms and conditions, including delivery schedules and
  specifications.

2. Scope of Work

The supplier shall:

• Supply materials as per the technical specifications mention in this ToR.
• Deliver materials to the designated ROBA INDUSTRIES LTD facility.
• Ensure timely and consistent supply in accordance with approved purchase orders.
• The firewood shall be received in stares. 

3. Deliverables

• Supply of 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.
• Supply should be only in working hours (8am – 5pm) and working days (Monday – Saturday). 

4. Technical Specifications

Detailed technical specifications are as follows and form an integral part of the contract.

NB: Any firewood supplied not meeting the above specifications is subject to rejection or deduction once agreed by both parties. 

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 materials in strict compliance with specifications.
  • Ensure quality assurance and timely delivery.
• Client (ROBA INDUSTRIES LTD):

• Provide technical specifications and approve samples
• Issue purchase orders and 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. 
• No advance payments will be considered. 

Attachment

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