INVITATION FOR PRE-QUALIFICATION OF VENDORS FOR SUPPLY OF GOODS AND SERVICES FOR THE YEAR 2025 -2026

International Alert has been working for over 30 years with people directly affected by conflict to find peaceful solutions. We believe in a world where people resolve their differences without violence and can build a more peaceful future for their families and communities. We build a more peaceful world by collaborating with people from across divides to resolve the root causes of conflict, because everyone can play a part in building peace, every day. We work alongside local communities, partners, businesses, and policymakers to turn our in-depth research and analysis into practical solutions and action on the ground. And we bring together people from the grassroots to the policy level to inspire and amplify the voice of peace, because it is only together that we can achieve change. 

International Alert hereby invites qualified and experienced vendors who meet the set criteria as provided in this pre-qualification document to be included in the vendor database and be considered for the Supply of Office Consumables, Kitchen Materials and Cleaning Supplies to the organization for a period of Two (2) years.

The pre-qualification documents must be received no later than Friday October 18, 2024, and should be accessed via the following link https://ee.kobotoolbox.org/x/nyILGQQA. Hard documents will not be received.

For any inquiries, send us an email through Rwanda-Finance@international-alert.org

1.0 PRE-QUALIFICATION INSTRUCTIONS

1.1 Introduction

International Alert Rwanda Office invites interested vendors who meet the criteria below to be included in the pre-qualified vendor database and be considered for the Supply of Office Consumables, Kitchen Materials and Cleaning Supplies to the organization for a period of three years.

Pre-qualification process is not a guarantee for business; rather, it is a process that ensures companies that are prequalified become eligible to be called upon to provide quotations for the Supply of Office Consumables, Kitchen Materials and Cleaning Supplies, when such services or goods are required by the organization.

1.2 Pre-qualification Objective

The main objective of this process is to maintain a register of interested vendors in relevant categories for provision of goods and services to International Alert Rwanda Office through quotations as and when required.

1.3 Pre-qualification Categories

The following are the goods and services to be considered for Pre-qualification.

1.4 Invitation for Pre-qualification

Vendors registered with Registrar of Companies under the Laws of Rwanda in respective merchandise or services are invited to submit their Pre-Qualification documents to International Alert so that they may be pre-qualified for submission of quotations whenever needed. The prospective vendors are required to supply mandatory information for pre-qualification. International Alert will only register vendors who meet the required criteria as spelt out in this document. Pre-qualification process is not a guarantee for business; rather, it is a process that ensures companies that are prequalified become eligible to be called upon to provide quotations for the provision of goods and services when such services or goods are required by the organization.

1.5 Experience

Prospective vendors must have carried out successful supply and delivery of similar items/services to NGOs/UN agencies/Government corporations/ institutions of similar size and complexity for not less than two years. Potential vendors must demonstrate the willingness and commitment to meet the prequalification criteria.

1.6 Pre-qualification Document

This document includes questionnaires/forms and documents required from prospective vendors. To be considered for pre-qualification, prospective vendors must submit all the information herein requested. Failure to supply any of the required mandatory documents will lead to an automatic disqualification of the bidder.

1.7 Expression of interest

The pre-qualification documents must be submitted no later than Saturday October 18, 2024 by clicking the following link https://ee.kobotoolbox.org/x/nyILGQQA

Any tender document received after the deadline will be disqualified. International Alert reserves the right to accept or reject any application and is not bound to give reasons for its decision.

1.8 Verification

International Alert shall have the right to visit the vendors’ premises to verify the information provided in the document and ascertain, as part of the prequalification process, that the supplier indeed has the capability to provide the stated goods and or services.

1.9 Notification of pre-qualification

ONLY successful bidders shall be notified formally of the outcome after completion of the pre- qualification process.

1.10 Additional Information

International Alert reserves the right to request submission of additional information from prospective supplier/service providers without offering any explanation for such request. Request for quotations will be made available only to those supplier/service providers who have been successful at the pre-qualification stage and have been notified in writing as being successful pre-qualified vendors/service providers for International Alert for the period specified in this pre-qualification document.

2.0 : PRE-QUALIFICATION DATA INSTRUCTIONS

2.1 Pre-qualification data forms

 Through this link https://ee.kobotoolbox.org/x/nyILGQQA you will find the forms/questionnaires

PQ-1, PQ-2, PQ-3, PQ-4, and PQ-5 that must be completed by prospective vendors/service providers who wish to be pre-qualified for submission of tender for the Specified Category. All the documents that form part of the proposal must be written in English. Failure to adhere to this shall lead to disqualification.

2.2 Qualification

It is understood and agreed that the pre-qualification data on prospective vendors/service providers is to be used by International Alert in determining, according to its sole judgment and discretion, the qualifications of prospective vendors/services providers in respect to the Tender Category as described by the client. Prospective supplier/service provider will not be considered qualified unless, in the judgment of International Alert and based on the set criteria, they possess capability, experience, qualified personnel, and suitable equipment, and net current assets or working capital sufficient to satisfactorily execute contracts for supply or provision goods/services.

2.3 Essential Criteria for Pre-qualification

• Experience: Prospective supplier/service provider shall have at least two (2) years’ experience in the supply of goods, services and allied items and must show competence, willingness and capacity to service the contract. The supplier must be at least a retailer or wholesaler supplier where applicable to be considered for prep-qualification.

• Past Experience: Vendors written reference from the companies they have supplied goods and services to must be attached to the bid documents. Vendors with references coming from recognized companies or organizations shall have an added advantage. The reference letter shall only be acceptable if it is on the referencing company letter head and a company stamp and signed by the director of the referee company. Past performance will be given due consideration in pre-qualifying bidders.

• Sworn Statement: Application must include a sworn statement - Form PQ-5 - by the Tenderer ensuring the accuracy of the information given. The statement must bear the signature and stamp of the company director for it to be admissible.

2.4 Withdrawal of Prequalification

Should a condition arise between the time the firm applied for pre-qualification and the bid opening date or between the time a supplier is pre-qualified and the time the supplier is required to supply the goods or services, which could substantially change the performance and qualification of the bidder or the ability to perform, such as but not limited to bankruptcy, change in ownership or new commitments, International Alert reserves the right to disqualify such supplier from further pre-qualification or even reject the tender from such a supplier even though they have been initially pre-qualified.

2.5 Valid registration

The firm must have a fixed Business Premise and must be registered in Rwanda, with certificate of Registration. A valid full business registration certificate must be attached to the bid document.

2.6 Proof of Tax compliance

The firm must show proof that it has paid all its statutory obligations and have a valid and current Tax Compliance Certificate and a VAT certificate from the Rwanda Revenue Authority. Tax compliance must be valid, as verification of its validity shall be independently done by International Alert.