SUPPLY TENDER: OFFICE SUPPLIES (OFFICE STATIONERY)

 Tender Reference Number: 002/ Office Supplies Tender/SFH/2026

 Procurement Method: National Open Competitive Tender

Type of Contract: Framework Agreement (Indefinite Quantity Contract  January, 2026

Title of the Tender: Office Supplies

SOCIETY FOR FAMILY HEALTH RWANDA (SFH Rwanda) wishes to sign a contract with an Office Supplies/Stationary registered supply company located in Kigali that will provide Supplies to SFH Rwanda; all in a supply agreement for a frame work supply agreement under indefinite supply quantity contract (IQC).

Bidders are encouraged to respond with their best price initially, as there may not be an opportunity to submit revised bids as there will not be time to update the cost.  All offers should be on a fixed prices basis, and should be submitted in a sealed envelope to SFH Rwanda reception at the Head Office.

General Information about SFH Rwanda

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.

Society for Family Health (SFH) Rwanda, 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 AVE,.

PART I: TENDER SUMMARY

SFH Rwanda invites you to bid through a competitive tender process on equal ground; 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 Office Supplies tender; including the proposed type of award contract should the Company be selected from this process.

TENDER SUMMARY
Supply being tendered	Office Supplies (Office Stationery)
Type of contract planned	Three years supply contract
Date tender launched	19th January 2026
Submission deadline	19th  February 2026 at 14h00
Public opening date	19th  February 2026 at 14h30
Public opening location	SFH Rwanda conference room
Inquiry contact email	procurement@sfhrwanda.org
ALLOWED BIDDERS	ONLY Bid Companies located in Kigali City are Preferred
Deadline for Inquiries	2 days before submission deadline

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.

BID FORMAT AND CONTENT
N# of bid copies required	Signed and stamped (1 ORIGINAL AND ONE PHOTOCOPY)
Bid language	English
Minimum Bid Contents	Signed submission letter
	Signed and stamped financial offer Bid
Bid currency	Rwandan Francs
Bid pricing	VAT Exclusive (ALL BIDDING COMPANIES MUST BE ABLE TO OFFER EBM RECEIPTS)
Bid validity	At least 90 days from bid receipt
Bid submission format	Hand delivery by hard copy in a sealed envelope signed or stamped across the seal. NOTE: NO ELECTRONIC SUBMISSION ALLOWED
Complete Bid submission Address	SFH RWANDA “Office Supplies Tender” Attention: Executive Director  PO Box 3040; Kicukiro District- Gahanga Sector, Nunga Cell, Road Opposite Gahanga market towards Gakinjiro site on KK15RD - KK 52 AVE Telephone: 0788305685 Tender Ref. N#: 002/ Office Supplies/SFH/2026

II.2 Submission and Handling of Bids

(a) 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: TECHNICAL SPECIFICATIONS AND Estimated quantities to be used in Bidding Cost

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

OFFICE SUPPLIES NEEDS
No	Item Name	Quantity in units	Unity price VAT Exclusive	Unity price 18% VAT inclusive
1	DURACELL PLUS POWER BATTERY ALCALINE AAA SIZE:1.5 VOLTS	100
2	DURACELL PLUS POWER BATTERY ALCALINE 9 VOLT BATTERY	100
3	ADAPTOR (POWER SOCKET WITH 3 PLACES)	60
4	STANDARD ARCHIVE CARBOARD ARCHIVE BOXES (EXTERNAL HEIGHT: 260MM, WIDTH: 338MM, DEPTH: 445MM) SIZE:A4	240
6	BINDER  CLIPS 32MM/PC	100
7	BINDER CLIPS 25MM SMALL/PC	100
8	BINDING (TRANSPARENT PAPERS) A4 COLOR NEUTRE  /PC	150
9	BINDING COVERS A4 180GS, 250 GS/PC	150
10	BINDING MACHINE ( HEAVY DUTY A4 BINDING MACHINE)/PC	10
11	BINDING SPIRAL 18MM/PC	50
12	BINDING SPIRAL 20MM/PC	50
13	BINDING SPIRAL 28MM/PC	50
14	BLACK PENS BIC ORIGINAL BALL POINT/PC	500
15	BLUE PENS BIC ORIGINAL BALL POINT/PC	500
16	BOOK OF COURIER /LIVRE DE COURRIER REÇUES ET EXPEDIERS/(SIZE)PC	15
17	CALCULATOR (CASIO  DJ-120 TG (12DIGITIS)/PC	36
18	CARTOUCHE 78A/PC	24
19	CARTOUCHE 59A/PC	12
20	CARTOUCHE 55A/PC
21	CARTOUCHE 106A/ PC	12
22	CARTRIDGE 415A/ SET OF ALL COLORS	10
23	CARTRIDGE 80A/PC	6
24	CARTRIDGE 410A / SET OF ALL COLORS	24
25	CASIO SCIENTIFIC CALCULATOR FX 82MS/PC	12
26	CERTIFICATE PAPERS (GOLDEN SCROLL GOLD FOIL CERTIFICATE, 8.5" X 11", 12 COUNT)/PC	60
27	CHIFFON/PC	12
28	COLORED PAPER CLIPS IN PLASTIC (BIG SIZE) IN A BOX 78MM/BOX	100
29	COLORED PAPER CLIPS IN PLASTIC (MIDDLE SIZE) IN A BOX 51MM/BOX	100
30	COLORED PAPER CLIPS IN PLASTIC (SMALL SIZE) 32 MM/ BOX	100
31	CORRECTION FLUID (BLANCO PERIKAN)/PC	12
32	DESK ORGANIZER (FULL KIT)/PC	12
33	DISK WALLET (REXEL 3*A4)/PC	60
34	DIVIDERS (FULL PACKET)/PC	120
35	DOCUMENT HOLDERS (LEATHER WITH CALCULATOR INSIDE/PC	24
36	DOUBLE CLIP (BIG SIZE) 51MM IN BOX	100
37	DOUBLE CLIPS (MIDLE SIZE) 41 MM IN BOX	100
38	DRUM UNITY FOR PHOTOCOPIER CANON IR 2545I/PC	12
39	DRUM UNITY FOR PHOTOCOPIER C-EXV 42/PC	12
40	ENVELOP KHAKI A4 (GAZELLE OR HISPAPEL) /PC	500
41	ENVELOPPE KHAKI A2 (GAZELLE OR HISPAPEL) /PC	100
42	ENVELOPPE KHAKI A3(GAZELLE OR HISPAPEL)/PC	100
43	ENVELOPPE KHAKI A5 (GAZELLE OR HISPAPEL)/PC	100
44	FARDE EN PLASTIQUE OUVERT D'UN COTE/PC	180
45	FARDES A SUSPENDRE, KING'S WITH CLEAR TAB(WIDTH 50MM)/PC	60
46	FILE BIG SIZE IN CARTON (FIS RADO/ELBA RADO OF 8CM, SIZE FOLIO/PC)	900
47	FILE IN PLASTIC (BIG SIZE)/PC	240
48	FLASH DISK 16 GB SONY/PC	24
49	FLASH DISK 32 GB SONY/PC	24
50	FLIP CHARTS WITH KHAKI COVER 60CM*90CM/PC	180
51	FOAM CLEANER LONG/PC	12
52	PORTABLE LAPTOP METALLIC STANDS – ADJUSTABLE	20
53	HP LASERJET  Q5949A FOR (HP LASERJET 1160, 1320…)	3
54	HP TONER 78A FOR HP LASERJET 1530/36	150
55	HP USB KEYBOARD	10
56	HP USB MOUSE WIRELESS – ORIGINAL	20
57	HP USB MOUSE WIRELESS – ORIGINAL LOGITECH	20
58	LAPTOP BATTERY FOR HP PROBOOK 450 G2	10
59	LAPTOP BATTERY FOR HP PROBOOK 4540S	10
60	MANILLA PAPERS (BLUE, YELLOW & PINK) /PC	100
61	MARKERS (INDELIBLE PERMANENT)/BOX	100
62	MARKERS (PERMANENT SNOWMAN) /BOX	120
63	MASKING TAPE (BRAND XIN SIMAO TAPE/ TRANSPARENT  BIG SIZE) /PC	2400
64	MASKING TAPE XIN SIMAO SMALL SIZE POLYESTER /PC	120
65	MOUSE PAD/PC	10
66	NOTE BOOKS (BIG SIZE) A4 (INTERNATIONAL WITH VERTICAL SPIRAL,SQUARED,205MM,80SHEETS)/PC	240
67	NOTEBOOKS A5 (SMALL SIZE)A5, INTERNATIONAL, SQUARED/PC	300
68	"OFFICE PAIR OF SCISSORS (MATERIAL: STAINLESS STEEL , HANDLE MATERIAL:PLASTIC, COLOR: BLACK, BLUE; SIZE: 170*60MM/6.69*2.36IN; SLICE THICKNESS: ABOUT 2MM/0.08IN/PC
69	OFFICE TRAYS (OMEGA) WITH ADHESIVE FUNCTION LABELS INSIDE/PC	30
70	PINS (PLASTIC PINS, WITH 15PINS IN BOX, BIG PLASTIC HEAD)	50
71	PERFORATED PLASTIC FILE SIZE: A4	20
72	POST IT  YELLOW 126*126CM (DOLPHIN)/PC	48
73	POST IT sign here ®ARROW FLAGS, PRIMARY COLOR (COLOR:BLUE, GREEN, PURPLE, RED, YELLOW; PACKAGE:100/ DISPENSER; SIZE: .47IN.WIDE	50
74	POST IT IN COLOR (5COLORS)/ SET	30
75	POST IT YELLOW DOLPHIN (7.6 *7.6CM)	12
76	POWER EXTENSION CABLE: KADRICE FOR 6 PLACES	30
77	POWER EXTENSION CABLE: KADRICE FOR 4 PLACES	30
78	PUNCHING MACHINE (KANGAROO DP-800)/PC	10
79	REAM OF PAPERS  WHITE A4/PC	1000
80	RED PENS BIC ORIGINAL BALL POINT	50
81	REGISTRE 'FIS' QUADRILLES	60
82	RULER IN PLASTIC	12
83	SHARPENER (TAILLE CRAYON)	5
84	SIGNATAIRE AVEC FENETRE	20
85	STABILO BOSS ORIGINAL HIGHLIGHTER/BOX	240
86	STAMP INK (SHINY S-63,28ML RED COLOR)	15
87	STAMP INK (SHINY S-63,28ML, BLUE COLOR)	60
88	STAPLE-REMOVER/DESAGRAPHEUSE	24
89	STAPLERS (DUX STAPLER MACHINE D-12)	12
90	STAPLERS (HUACHI LABOR SAVING MACHINE)	12
91	STAPLERS (KANGARO STAPLER MACHINE)	12
92	STAPLERS VERY BIG DUX DS 100 /PC	12
93	STAPLES (AGRAPHES) 66/14	60
94	STAPLES 24/6 (AGRAPHES) 1000*NO.16 (24/6)	100
95	TEMPO FOR STAMPS (BLUE COLOR)	5
96	TEMPO FOR STAMPS (RED COLOR)	5
97	TONER FOR C-EXV 60 TONER	12
98	TONER FOR PHOTOCOPIER CANON IR 1024IF	60
99	TONER FOR PHOTOCOPIER CANON IR 2545I (TONER C- EXV 32)	12
100	TONER FOR PHOTOCOPIER IR 3045	12
101	TRIANGLE PAPERCLIPS (MEDIUM SIZE) IN A BOX 51MM/PC	30
102	TRIANGLE PAPERCLIPS (BIG SIZE) IN A BOX 78MM/PC	30
103	TRIANGLE PAPERCLIPS (SMALL SIZE) IN A BOX 32MM/PC	30
104	UHU STICK	12
105	UNIVERSAL FOAM CLEANING AGENT	10
106	WALL CLIPS (6MM)  IN BOX )	15
107	WALL CLIPS (8MM) IN BOX )	20
108	CARTRIDGE 410A ALL COLORS (CF410A, CF411A, CF413A, CF412A)/PC	96
109	WHITE BOARD MARKERS (MAX ,800) /BOX	12

PART V: STANDARD PROVISIONS

 V.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. 

V.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.

V.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.

V.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.

V.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.

V.6 Language   

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.

V.7 Inquiries

 Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing ten 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.  

V.8 Evaluation of Bids

A. ADMINISTRATIVE CRITERIA

The bidders must provide the following Administrative documents: 

• MUST HAVE Office: Proof of physical address in Kigali City (share Office address)
• Copy of Business Registration certificate or Certificate of domestic Company Registration to transact in office supplies or stationery. from RDB 
• Valid Original tax clearance certificate (attestation de non-creance) From RRA

• Valid Original Contribution clearance certificate from RSSB
• The Company must have at least 3 years of experience operating in Rwanda in office /stationery supplies FIELD

• Copy of VAT certificate if your company is registered to Pay taxes. (ONLY Companies that pay Taxes will be preferred)

• 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

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 30%

• Share copies of At least FOUR (4) References/Recommendations letters and related contracts or Local Purchase Orders from former/current clients with full addresses at 12%
• Delivery time: Shortest delivery time in Calendar days offered will be most preferred at 3%
• Stationery shop/ Papeterie Materials should be visible with some in stock as proof of operating business (To be visited by the Internal Tender evaluation team) at 15%

C. FINANCIAL CRITERIA 70%

The financial criteria to be followed will be based on the lowest price that will be most preferred after the Technical criteria score. The overall winner will be determined after combining both Technical and Financial Scores for companies that have been prequalified.

V.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.

V.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. 

V.11 EXTENSION 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.

V.12 REJECTION 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.

 V.13 TERMS 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 Max of 15 working days upon reception of documents.

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 both technical and financial proposals (in English), submitted at SFH Rwanda reception located at located at Gahanga – Nunga Cell; no later than the submission deadline of 19^th February 2026, at 14:00am local time and public opening of sealed bids on the same date of 19^th February 2026, at 14:30am in SFH Rwanda Conference Room at Gahanga – Nunga Cell, Road Opposite Gahanga market towards Gakinjiro site on KK15RD - KK 52 AVE.

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

 SFH Rwanda welcomes your bid in this competitive process,

Approved by:     Janepher TURATSINZE

                             CHIEF OPERATING OFFICER