Pre – Qualification of Dairy Equipment and Veterinary Drugs and Farm Inputs

Request For Information (Rfi)

Title: Vendor Pre – Qualification List- Plan International Rwanda

Ref Number: Plan/Adm/Fy23/08/001

About Plan International Rwanda

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. We believe in the power and potential of every child, but this is often suppressed by poverty, violence, exclusion, and discrimination, and it’s the girls who are most affected. Working together with children, young people, our supporters, and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. 

We support children’s rights from birth until they reach adulthood, and we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national, and global levels using our reach, experience, and knowledge. 

We have been building powerful partnerships for children for over 80 years and are now active in more than 75 countries. We have been operating in Rwanda since 2007, Plan International Rwanda operates in 3 program Units in Bugesera, Gatsibo, and Nyaruguru Districts and 5 Refugee camps.

Ethics And Important Considerations

Plan International Rwanda is fully committed to the gender-responsive safeguarding of all children and young people from all forms of violence. We take very seriously our responsibility and duty to ensure that we, as an organization, and anyone who represents us does not in any way harm, abuse, or commit any other act of violence against children and young people or place them at risk of the same. 

Fraud and Corruption

Plan International is an organisation that does not tolerate fraud, corruption and child abuse. As such no supplier or employee is allowed to demonstrate such practices. 

Objective for Request for Information (RFI)

Supplier pre-qualification is the annual process through which an organization identifies and evaluates potential suppliers to provide goods, services, and works. Plan International Rwanda is seeking potential and eligible suppliers for its pre-qualified list of suppliers for a period of twelve (12) months. 

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Scope of work

Interested and eligible companies/suppliers who respond to our request for Information (RFI) must complete a pre-qualification form indicating the category of items, services, and works they wish to supply.  

Category: Dairy Equipment and Veterinary Drugs and Farm Inputs

Expected deliverables

Pre-qualification list of suppliers will help Plan International Rwanda to purchase items, services, or works for a single quote and competitive quotation from suppliers who have been pre-qualified however Plan International Rwanda will have no obligation to commit to placing orders or entering into an agreement with suppliers as a result of the request for information (RFI). 

The following are the supplier qualification and eligibility criteria:

• Have a summary of the supplier portfolio and capacity (Company Profile)
• Be licensed to conduct business in Rwanda; (RDB/RGB or other relevant certificates)
• Present VAT and Tax clearance certificates
• Have three (3) references (good completion certificates) for previous similar services, items or works executed. (Working with NGOs will be an added value)
• Have certification or accreditation for the technical service where it is applicable
• Present financial status (annual financial statement)

Supplier obligations:

• The supplier on the pre-qualified list shall provide the goods and/or services to Plan International Rwanda as described in the RFQ (Request for Quotation)

• The Supplier will perform/deliver the goods and/or services with reasonable care, skill, and diligence and following BestPractice in the Contractor's industry, profession, or trade;

• use the best quality goods, materials, standards, and techniques, and ensure that all documents, goods, and materials supplied and used in the goods and/or services or transferred to Plan will be free from defects in workmanship, installation, and design;

• The Supplier will ensure that the goods and/or services will conform with all descriptions and specifications set out in the RFQ/Agreement

Rfi Submission And Acceptance

Respondents shall prepare responses in compliance with all instructions outlined in the RFI. Respondents must provide the requested information and submit to Plan International Rwanda. All submissions must be made in a sealed envelope clearly marked “Pre – Qualification List of Suppliers” not later than 3:00 PM on Thursday 25th August 2022. Late responses and electronic submissions will not be considered. 

Partial or incomplete responses will be rejected. Plan International Rwanda reserves the right to reject any or all responses to this RFI and to waive any irregularities, technicalities, or omissions therein. Plan International Rwanda also reserves the right to reject any Quotation it deems not in its best interests. 

Communication With Plan International Rwanda

If additional information is required for the interpretation of items in this RFI, respondents shall address their queries on e-mail: tendersenquiry.Rwanda@plan-international.org./          telephone + 250 788630750/078830532. No other representative has been assigned by Plan International Rwanda for answering questions from respondents. 

Any respondents that attempt to contact any other staff member of Plan International Rwanda for solicitation or information will automatically be disqualified from consideration. 

Location For Bid Submission

All submissions must be made in a sealed envelope marked “Pre – Qualification List of Suppliers and must be addressed to;

Plan International Rwanda Procurement Department

Expression of interest will be submitted no later than 3:00 PM on Thursday 25th August 2022 at Plan International Rwanda Country Office on the 4th Floor, Golden Plaza Building, KG546 ST1, Kacyiru, Gasabo, and Kigali. 

With high importance:  Women-owned businesses and companies actively engaged or advancing gender equality and women empowerment in the workplace are especially encouraged to apply.

Done at Kigali, 12th August 2022