Tender Notice for Supply of Audio-Visual Equipment

Tender Document – Supply of Audio-Visual Equipment

Tender Summary

Irembo Ltd invites bids from qualified suppliers for the supply, delivery and handover of photo, video, lighting and podcast equipment. Items in section 3 are to be completed by the issuing organisation before release.

Section 1: Invitation to Tender

Irembo Ltd ("the Purchaser") invites eligible suppliers ("Bidders") to submit bids for the supply of new, original audio-visual equipment as listed in Section 3. The equipment will assist photography, videography, lighting and podcast production by the Purchaser's Brand & Communications team.

The tender is divided into four lots. Bidders may bid for one lot, several lots or all lots. The Purchaser may award lots to different Bidders, or award all lots to a single Bidder if that offers the best value.

Interested Bidders may obtain further information from the contact named in the Tender Summary. Bids must reach the Purchaser by the submission deadline. Late bids will be rejected and returned unopened.

Section 2: Instructions to Bidders

2.1 Eligibility

Bidders must be legally registered companies that supply photographic, video, or audio equipment. Each Bidder must submit:

1. A certificate of company registration (RDB certificate).
2. A valid tax clearance certificate (RRA certificate).
3. Proof of social security compliance (RSSB certificate).
4. At least three references for similar supplies completed in the last three years, with completion certificates
5. A signed declaration of no conflict of interest and no debarment (Form 8.4).

2.2 Clarifications

Bidders may request clarification in writing by email to the contact in the Tender Summary before the clarification deadline.

2.3 Preparation of bids

Each bid must contain two parts:

1. Technical bid: eligibility documents, completed Technical Compliance Sheet (Form 8.3), manufacturer datasheets or brochures, delivery schedule and warranty terms.
2. Financial bid: completed Bid Submission Form (Form 8.1) and Price Schedule (Form 8.2).

Prices must be quoted in RWF, delivered to the Purchaser's premises, and inclusive of all taxes (including VAT). Unit prices are fixed for the duration of the contract. Alternative brands or models are not accepted.

2.4 Submission Instructions

Bidders should submit technical and financial proposals electronically through Irembo’s e-procurement portal no later than09th November 2026at 5 PM (CAT). All inquiries related to this tender are to be addressed toprocurement@irembo.comat least seven (7) calendar days before the bidding deadline.

To submit a proposal:

1. Register on the portal athttps://procure.iremboinc.com/login.Bidders who already have an account can skip this step.
2. make sure that the service category for “Electronic devices” is included in your company profile. Because profile verification requires approval by Irembo, vendors must register well in advance of the deadline to avoid missing out.
3. After approval, log in and open Tenders, then locate Tender No.1100027.
4. Upload the technical proposal and the financial proposal as separate files, together with all documents required in Section 2.1.

2.5 Bid validity

Bids must remain valid for 90 calendar days after the submission deadline.

2.6 Right to accept or reject

The Purchaser may accept or reject any bid, cancel the tender, or vary quantities by up to 15% at the same unit prices, without liability to Bidders. Bidders bear all costs of preparing their bids.

Section 3: Scope of Supply and Bill of Quantities

The Supplier shall supply, deliver, unpack, test, and hand over 38 units across 15 line items. All goods must be brand new, in original sealed packaging, with full manufacturer accessories (batteries, chargers, caps, cables, cases, and manuals) as shipped in the standard retail box.

Items 2.3 and 2.4 are needed to set up the RØDECaster Pro II with four PodMics. If the Purchaser buys the RØDE podcast kit referenced in its equipment list, and that kit already includes them, the Bidder shall state so and price them at zero.

Section 4: Technical Specifications

Cameras, lenses, the mixer and the gimbal are specified by brand and model, because they must collaborate with the Purchaser's existing workflow and with each other. No equivalents are accepted for items 1.1–1.4, 1.6, 2.1, 2.2 and 3.2. Equivalents are accepted for items 1.5, 2.3–2.5, 3.1 and Lot 4 if they meet or exceed every requirement below. Bidders shall confirm compliance line by line in Form 8.3.

4.1 Lot 1: Cameras, lenses, flash and lighting

4.2 Lot 2: Podcast and audio equipment

4.3 Lot 3: Camera assist

4.4 Lot 4: Storage media

Section 5: Delivery, Inspection, Warranty and After-Sales

5.1 Delivery

The Supplier shall deliver all goods within 30 calendar days of contract signature to [Delivery address], during working hours, at its own cost and risk. Partial deliveries are accepted only with the Purchaser's written consent. Each delivery must include a delivery note listing item numbers, quantities and serial numbers.

5.2 Inspection and acceptance

The Purchaser's inspection committee will check each delivery within 7 working days against Sections 3 and 4. The Supplier shall power on and demonstrate each camera, light, mixer, gimbal and storage device in the presence of the committee. Goods that are damaged, used, refurbished, counterfeit or non-compliant will be rejected and must be replaced within 10 working days at the Supplier's cost. Ownership passes to the Purchaser on signature of the acceptance certificate.

5.3 Warranty

All goods carry the manufacturer's standard warranty, valid in Rwanda, and at least 12 months from the date of acceptance. The Supplier shall supply warranty cards and register products with the manufacturer where required. During the warranty period, the Supplier shall repair or replace faulty goods within 15 working days of notification, and shall arrange collection and return at its own cost.

5.4 After-sales support

The Supplier shall deliver:

• A half-day orientation session for up to 5 Brand & Communications staff, covering setup of the cameras, gimbal and RØDECaster Pro II.
• A named assist contact for technical questions and warranty claims.
• Availability of spare parts and consumables (batteries, cables, plates) for at least 3 years.

Section 6: Evaluation Criteria and Award

Bids are evaluated lot by lot in three stages using Quality and Cost-Based Selection (QCBS). The combined technical and financial score determines the winning bid for each lot, applying a weight of 70% for the technical proposal and 30% for the financial proposal.

•  Preliminary Examination (Pass / Fail)

The bid is checked for completeness. It must be submitted on time, properly signed, and include every mandatory eligibility document outlined in Section 2.1.

1. Technical Compliance and Scoring

Every item in the lot must meet the minimum requirements in Section 4, delivery must be within 30 calendar days, and warranty terms must comply with Section 5.3. Bidders passing compliance are evaluated out of 100 total marks. A minimum technical score of70%is required to be eligible for financial evaluation.

Technical Scoring Breakdown:

3. Financial Evaluation and Scoring

Arithmetic errors are corrected (unit price prevails over total price). The financial scores for technically qualified bids (those that achieved at least 70 marks in technical evaluation) are calculated using the following formula: Fs = (Lf x 100) / Fi

Where: Lf = Lowest financial bid; Fi = Financial bid under evaluate

To determine the final score, both technical and financial evaluations will be

integrated using the formula: S = Ts x TW% + Fs x FW%

Where: S = Combined score, TS = Technical score, FS = Financial score,

TW = Technical weightage (70%), FW = Financial weightage (30%)

A bid that omits any item in a lot is rejected for that lot. The Purchaser may seek clarification of a bid but will not allow changes to price or substance.

The Purchaser will notify the successful Bidder in writing and inform unsuccessful Bidders of the outcome. The successful Bidder must sign the contract within 7 working days of notification and, if requested, deliver a performance security of 5–10% of the contract value, valid until acceptance of all goods.

Section 7: General Terms and Conditions of Contract

1. Contract price. Prices are fixed and not subject to adjustment for exchange rates or any other reason.
2. Payment: 100% of the contract value for each lot is paid within 30 days of the signed acceptance certificate and a valid tax invoice. No advance payment is made unless the Supplier provides an advance-payment guarantee for the same amount.
3. Authenticity: The Supplier warrants that all goods are new, genuine and sourced through the manufacturer's authorised channels. Counterfeit or grey-market goods entitle the Purchaser to reject the delivery and terminate the contract.
4. Risk and insurance: Risk remains with the Supplier until the goods are accepted at the delivery address.
5. Termination: Either party may terminate for material breach not remedied within 14 days of written notice. The Purchaser may also terminate for the Supplier's insolvency, fraud or corruption.
6. Ethics: Any offer of gifts, payments or other inducements to the Purchaser's staff will guide to disqualification and may be reported to the authorities.
7. Confidentiality: The Supplier shall keep tender and contract information confidential.
8. Disputes: The parties shall first try to resolve disputes amicably. Unresolved disputes go to the competent courts of Rwanda.
9. Governing law: The contract is governed by the laws of the Republic of Rwanda.

Section 8: Bid Forms

Form 8.1: Bid Submission Form

To: IREMBO Ltd
Tender reference: 1100027

Having examined the tender document, including any clarifications issued, we offer to supply and deliver the goods for the lot(s) below, in full conformity with the tender document, for the total price(s) stated in our Price Schedule.

We undertake to deliver within 30 calendar days of contract signature. Our bid remains valid for 90 days from the bid deadline.

Name: ______________
Title: ______________
Signature and company stamp: ______________
Date: ______________

Form 8.2: Price Schedule

Prices include VAT, delivery to KG 9 Ave, Gasabo District, Nyarutarama (Opposite MTN Center HQ), and handover. 

Form 8.3: Technical Compliance Sheet

For each item, Bidders copy every requirement from Section 4 and complete the table below. Attach manufacturer datasheets.

Form 8.4: Declaration of Eligibility and Integrity

We, the undersigned, declare that:

1. Our company is not bankrupt, insolvent or under liquidation.
2. We are not debarred from public or private procurement.
3. We have no conflict of interest with the Purchaser or its staff.
4. We have not offered, and will not offer, any inducement in connection with this tender.
5. All goods offered are new, genuine and supplied through authorised channels.
6. All information in our bid is true and complete.

Name: ______________
Title: ______________
Signature and company stamp: ______________
Date: ______________