Request for Proposals for Supply, Installation and Commissioning of Control Room and Briefing Room Equipment – Volcanoes National Park

REQUEST FOR QUOTATION

Supply, Installation and Commissioning of Control Room and Briefing Room Equipment – Volcanoes National Park

Volcanoes Conservation and Development Programme (VCDP) – African Wildlife Foundation (AWF) with the Rwanda Development Board (RDB)

CONTENTS

PART A — INVITATION TO QUOTE

PART B — INSTRUCTIONS TO QUOTERS

PART C — SCHEDULE OF REQUIREMENTS

PART D — EVALUATION AND AWARD

PART E — TERMS AND CONDITIONS OF AWARD

FORM 1 — QUOTATION SUBMISSION FORM

FORM 2 — PRICE SCHEDULE

FORM 3 — CONFLICT OF INTEREST AND ELIGIBILITY DECLARATION

PART A — INVITATION TO QUOTE

The African Wildlife Foundation (AWF), Rwanda Country Office, invites eligible and qualified companies to submit quotations forSupply, Installation and Commissioning of Control Room and Briefing Room Equipment – Volcanoes National Park (AWF-RW/RFQ/FY27/020).

The African Wildlife Foundation (AWF) Rwanda Country Office invites eligible suppliers to submit quotations for the supply, delivery, installation and commissioning of ICT and audio-visual equipment for the new protected-area control room and briefing room at Volcanoes National Park (VNP).

The requirement is a single procurement awarded as one contract. Items are grouped into six categories (A–F) for clarity only; bidders must quote for all items.

Scope summary

Quick access to the online forms

Issued for and on behalf of the African Wildlife Foundation, Rwanda Country Office

Signature: 

Name: Patrick Nsabimana

Title: Country Coordinator, AWF Rwanda

Date: 19 October 2026

PART B — INSTRUCTIONS TO QUOTERS

B.1 Eligibility

• Legally registered in Rwanda (RDB certificate) or in the country of origin, with a valid TIN.
• Tax and social security compliance (RRA and RSSB clearance) at contract stage.
• Not debarred or suspended by AWF, the World Bank, the United Nations or the Government of Rwanda.
• No conflict of interest (Form 3).
• Registered in the AWF Rwanda vendor database (completed by AWF Procurement before contract signature).

B.2 Contents of a compliant quotation

B.3 Preparation of quotations

• Quotations in English.
• Prices in RWF, tax inclusive, covering all costs of the goods / services.
• Prices remain fixed for the validity period.
• Quotation valid for at least 90 days from the closing date.
• Signed by an authorised representative.
• AWF does not reimburse the cost of preparing quotations.

B.4 Rights of AWF

• Accept or reject any quotation or cancel the RFQ without liability.
• Seek written clarification from quoters without changing the substance of the offer.
• Negotiate with the best-evaluated quoter.
• Award to the best-evaluated responsive quoter(s) – not necessarily the lowest price.

B.5 Anti-fraud and ethical standards

AWF applies zero tolerance to fraud, corruption and collusion. The following guide to immediate disqualification and may guide to debarment:

• Offering gifts, payments or favours to AWF staff or evaluators.
• Providing false information or forged documents.
• Collusion or price arrangements with other bidders.
• Contacting AWF staff about the tender outside the official clarification channel.

Concerns can be reported confidentially to the Country Coordinator or to the AWF ethics hotline.

PART C — SCHEDULE OF REQUIREMENTS

C.1 Background

AWF and the Rwanda Development Board (RDB) are establishing an integrated protected-area control room network so that patrol, ranger, sensor and monitoring data can be viewed in real time. VNP will host one of the new site-level control rooms.

The VNP control room will be staffed by three operators and will display four live online dashboards on a four-screen display wall, with one additional large display in the adjacent briefing room. This RFQ covers equipment only. Room partition, interior fit-out, cable containment and furniture are procured under a separate tender (AWF-RW/RFQ/FY27/025), and the monitoring framework, information-system integration and dashboard design under a separate consultancy (AWF-RW/RFP/FY27/033). The supplier will organize with both contractors on site.

C.2 Scope of work

• Supply new, genuine, manufacturer-warranted equipment meeting or exceeding the minimum specifications in Part C, with brand, model and datasheet stated for every item.
• Deliver all equipment to VNP Park Headquarters, Kinigi, and bear all transport, insurance, customs and handling costs to site.
• Install and connect all equipment, including wall-mounting of displays, power protection and Cat6 data connections, in coordination with the fit-out contractor.
• Configure the display controller PC to show four web dashboards (URLs provided by AWF/RDB) in full-screen kiosk mode, auto-starting and auto-logging in after a power interruption.
• Test and commission the complete system in the presence of AWF and RDB representatives and deliver a 1-day hands-on training for control-room operators.
• deliver warranty registration in the name of RDB/AWF, as-built notes and a list of serial numbers, and warranty assist for the period offered.

C.3 Technical specifications

C.4 Deliverables and timeline

C.5 Qualifications required

• Registered company in good standing, with valid trading licence and TIN
• Authorised dealer or reseller status, or manufacturer authorisation, for the main brands offered (displays and computers)
• At least two similar supply-and-installation contracts for ICT or audio-visual equipment in the last three years, with client references
• Technicians able to install and configure display walls, PCs and network equipment

PART D — EVALUATION AND AWARD

Evaluation process

• Stage 1 – Administrative and eligibility check (pass/fail): completeness of the bid, mandatory documents, eligibility and vendor registration.
• Stage 2 – Technical evaluationagainst the criteria below.
• Stage 3 – Financial evaluationof technically qualified bids.

Evaluation criteria

Technical compliance is assessed pass/fail against Part C. The contract is awarded to the technically compliant bid with thelowest evaluated price.

Award decision

PART E — TERMS AND CONDITIONS OF AWARD

FORM 1 — QUOTATION SUBMISSION FORM

To be completed, signed, stamped and uploaded with the quotation.

Section 1 – Bidder information

Section 2 – Quotation details

Section 3 – Declaration

We offer to deliver the goods / services / works described in this document at the prices stated in Form 2. We accept the terms of this document, confirm that the information provided is true and that we are not in a situation of conflict of interest.

FORM 2 — PRICE SCHEDULE

All prices in RWF, tax inclusive. Unit prices prevail in case of arithmetic error.

FORM 3 — CONFLICT OF INTEREST AND ELIGIBILITY DECLARATION

We confirm that no gift, commission or benefit has been offered to any AWF employee, that this bid was prepared independently, and that we will inform AWF of any change before contract award.

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