Tender Notice for Supply of Printer Cartridges

Tender for Supply of Printer Cartridges

1. Background and Introduction

World Relief is an international non-government organization operating in Rwanda since 1995 whose mission is to boldly engage the world's greatest crises in partnership with the church. World Relief Rwanda (WRR) is implementing various humanitarian and development projects across the country and hereby invites qualified and eligible suppliers to submit bids for the supply of printer cartridges to assist project implementation and operational activities.

2. Objective of the Tender

The objective of this tender is to procure high-quality, genuine and fit-for-purpose original manufacturer-brand printer cartridges with applicable warranty, to assist effective project implementation and operations.

3. Scope of the Work

The successful bidder shall:

• Supply brand-new, genuine, and unused items as specified in this tender;
• Supply items that exactly match the specifications, brands and quantities in the approved order; any substitution shall require prior written approval from WRR;
• Deliver printer cartridges in original, sealed manufacturer packaging with intact security labels or serial numbers that can be verified on receipt;
• Deliver the items to World Relief Rwanda offices and/or designated delivery locations;
• Ensure proper packaging and safe transportation of items;
• deliver applicable manufacturer warranty and after-sales assist;
• Replace defective or damaged items identified during inspection at no additional cost; and
• Submit all required delivery documentation including EBM invoices, delivery notes, and warranty documentation where applicable.

4. Items, Quantities and Ordering

The indicative list of items and technical specifications is provided in Annex 1. Quantities shall be stated in each Purchase Order, and WRR is not bound to order any minimum quantity.

Bidders shall quote a unit price in RWF for each item in Annex 1, with VAT shown separately. 

Printer cartridges shall be original manufacturer-brand products; compatible, refilled or remanufactured cartridges shall not be accepted.

WRR intends to sign a framework contract of twelve (12) months with the successful bidder(s). Items shall be ordered as needed during this period through Purchase Orders. 

5. Delivery Period

Delivery must be completed within the delivery period stated in the bidder's offer, which shall not exceed thirty (30) calendar days from contract signing or issuance of each Purchase Order, unless otherwise agreed in writing.

6. Eligibility

Interested bidders must meet the following minimum requirements:

• Be legally registered and authorized to operate in Rwanda;
• Have a minimum of three (3) years of experience in supplying printer cartridges or ICT supplies;
• Possess a valid Company Registration Certificate;
• Possess a valid Tax Clearance Certificate;
• Possess valid EBM registration/documentation;
• deliver at least two (2) references or completion certificates for similar assignments of comparable size and nature;
• Demonstrate financial and technical capacity to execute the assignment; and 
• Not be under suspension or debarment, not be listed on any applicable sanctions or exclusion list (including UN and US Government lists), and not be involved in fraudulent or corrupt practices.

7. Tender Submission Requirements

Interested bidders shall submit:

• Technical Proposal;
• Financial Quotation (completed price schedule based on Annex 1, showing unit prices in RWF, with VAT shown separately);
• Company registration documents;
• Tax clearance certificate;
• EBM documentation;
• References/completion certificates;
• Warranty and after-sales assist details for printer cartridges;
• Proof of genuine supply source for branded printer cartridges (e.g., manufacturer or authorized distributor letter);
• Signed declaration of no conflict of interest, disclosure of the company's owners/shareholders, and acceptance of the ethical standards in Section 9; and
• Bank account details in the company's registered name.

All bids, signed and stamped by the bidder's authorized representative, shall be submitted in the below link:https://p2p-tugure.com/ITTPublicAccess?rfq_id=6ae998acb9ec6bae175c11a7

“TENDER FOR SUPPLY OF PRINTER CARTRIDGES”

Bids must be uploaded to the given link by P2P Tugure.

Submission deadline: November Friday 13, 2026 at 11:00 AM Kigali Time.

Requests for clarification shall be sent in writing toWRRwanda@wr.org nolater than three (3) working days before the submission deadline. Responses shall be shared with all bidders.

Late submissions shall not be accepted. 

8. Evaluation Criteria

Only bids that meet all eligibility requirements in Section 6 and include the documents required in Section 7 shall proceed to evaluation. Eligible bids will be evaluated based on the following criteria:

Important Note:

World Relief Rwanda reserves the right to perform clarification, verification, or due diligence during the evaluation process where necessary. WRR may award the contract per item or per lot to one or more bidders where this offers better value for money.

9. Ethical Standards and Compliance

World Relief Rwanda maintains strict standards. Any form of fraud, corruption, collusion between bidders, false or forged documents, or the offer of gifts, payments or favours to WRR staff shall guide to disqualification and may result in debarment and referral to the relevant authorities.

Suppliers and their personnel shall comply with WRR's Code of perform, safeguarding and Protection from Sexual Exploitation, Abuse and Harassment (PSEAH) requirements when delivering to WRR offices or sites.

Concerns about fraud, corruption or misconduct related to this tender may be reported confidentially toWRRwanda@wr.org

10. General Terms and Conditions

• Prices quoted shall include all applicable taxes, transportation, delivery, and related costs, and shall be quoted in Rwandan Francs (RWF).
• Prices shall remain valid for at least sixty (60) calendar days from the submission deadline.
• Partial delivery may only be accepted upon prior written approval by World Relief Rwanda.
• Payment shall be made by bank transfer to the supplier's registered company account within thirty (30) days of satisfactory delivery and receipt of a valid EBM invoice, signed delivery note and Goods Received Note. No advance payment shall be made.
• World Relief Rwanda reserves the right to accept or reject any bid without obligation to deliver justification.
• World Relief Rwanda shall not be tasked with any costs incurred by bidders during bid preparation and submission.
• WRR reserves the right to inspect and reject any item that does not meet the required specifications or quality standards.
• Any defective item identified during the warranty period shall be replaced by the supplier at no additional cost.
• Bidders shall disclose any actual, potential, or perceived conflict of interest involving WRR staff, consultants, or agents. Failure to disclose such conflicts may result in disqualification.
• WRR may cancel the Purchase Order or terminate the contract if the supplier fails to deliver within the agreed period or delivers items that do not meet the specifications, without prejudice to any other remedy.
• The supplier shall keep records related to this contract for at least three (3) years after final payment and allow WRR, its donors and auditors to access them on request.

Done at Kigali, November 02, 2026

Clemence Nkulikiyinka

Country Director

World Relief Rwanda

Annex 1: Indicative List of Printer Cartridges