Tender Notice to Supply Office Equipment ( Air Cooling, Power Conditioning, Climate Control & Access Security)

com upload link (see Section 5) Quotation Validity:  30 calendar days from submission deadline Currency:  Rwandan Franc (RWF). Quotes in USD accepted with exchange rate declared. Contact for Queries:  Patrick Nsabimana, Country Coordinator | [Email hidden] Bidders may quote for ONE or BOTH lots.  Separate quotation sheets must be submitted for each lot. 1. INTRODUCTION  The African Wildlife Foundation (AWF) Rwanda Country Office invites eligible vendors to submit competitive quotations for the supply and installation of office and IT equipment as specified in this Request for Quotations (RFQ). The goods are divided into two lots. Bidders may submit a quotation for one lot or for both lots. A separate completed quotation submission sheet and activity schedule must be provided for each lot on which a bid is submitted.  AWF is a non-profit conservation organisation. Applicable Rwandan taxes and levies must be clearly stated in the quotation. AWF will evaluate quotations in accordance with the criteria set out in Section 6 of this document.  2. INSTRUCTIONS TO BIDDERS  2.1 Eligibility Requirements  To be eligible, bidders must submit the following documents together with their quotation:  Valid Certificate of Business Registration issued by the Rwanda Development Board (RDB).  Valid Tax Clearance Certificate issued by the Rwanda Revenue Authority (RRA) — must be current at the time of submission.  Completed Vendor Information Sheet (see Annex C) including bank details for payment.  Company profile (maximum 3 pages) including a list of at least 3 recent similar supply contracts, with client name, goods supplied, value, and year.  Bids that do not include all required eligibility documents will be considered non-responsive and disqualified without further evaluation.  2.2 Preparation of Quotations  Quotations must be prepared in English.  Unit prices and total prices must be stated clearly in Rwandan Francs (RWF). If quoting in USD, the applicable exchange rate must be stated.  All prices must be inclusive of delivery to the AWF Rwanda Country Office in Kigali, installation, configuration, testing, and any applicable warranty services. Prices must be fixed and firm for the full 30-day validity period. No price escalation will be accepted.  Where a specific brand is mentioned in the specifications, it is indicative of the minimum quality standard. Equivalent or superior alternatives will be considered, provided the bidder submits full technical specifications and a comparison table demonstrating compliance.  Partial bids within a lot are not accepted — a bid must cover all items within a lot to be considered.  2.3 Delivery, Installation and Warranty Delivery and installation must be completed within 21 calendar days of contract signature, unless otherwise agreed in writing with AWF.  All items must be brand new, unused, and covered by a valid manufacturer's warranty.  Minimum warranty requirements are specified per item in technical specifications (Section 4 and Section 5).  The supplier is responsible for all logistics, customs clearance (if applicable), and last mile delivery to AWF's premises in Kigali.  A delivery note signed by AWF's authorized representative is required for each delivery. Payment will only be processed upon AWF's written acceptance of goods.  3. EVALUATION CRITERIA  Responsive quotations (meeting all eligibility requirements and technical specifications) will be evaluated on the following basis:  Criterion  Assessment Method  Weight Technical Compliance  Pass/Fail — non  compliant bids disqualified Pass/Fail Total Quoted Price (inclusive of delivery, installation, VAT) Lowest evaluated price wins 70% Warranty Terms (duration and scope beyond minimum) Scored against minimum benchmark 20% Delivery Timeline (days from contract signature)  Shorter delivery time scores higher 10% AWF reserves the right to award different suppliers for different lots and is not obligated to award to the lowest priced bidder if the quotation does not meet technical requirements.4. LOT 1 — OFFICE EQUIPMENT Air Cooling, Power Conditioning, Climate Control & Access Security Item   No. Item  Technical Specifications  Qty 1  Portable Air   Cooler Type: Evaporative air cooler with dual ice-water  compartments  Power: 100W maximum rated power consumption Airflow: Minimum 3 fan speed settings  Cooling Pad: High-efficiency honeycomb evaporative  cooling pad  Water Tank: Minimum 15L capacity  Ice Compartment: Two ice boxes / ice water inlets Controls: Remote control included; digital display Mobility: Castors/wheels for easy repositioning   Noise Level: Maximum 65 dB(A) at highest speed Power Supply: 220–240V AC, 50/60Hz  Warranty: Minimum 1 year parts and labour  Note: Brand: any reputable brand. Equivalent acceptable  with full spec sheet. 2  Online UPS 5  kVA Type: Online Double Conversion Tower UPS  Capacity: 5 kVA / 4.5 kW (Power Factor: 0.9)  Phase: Single phase input / single phase output Input Voltage: 160–275V AC (wide input range) Output Voltage: 220/230/240V AC ± 2%  Frequency: 50/60 Hz auto-sensing  Battery: Sealed lead-acid, user-replaceable, minimum 8  minutes backup at full load  Efficiency: ≥ 94% in double-conversion mode; ECO  mode ≥ 98%  Communication: USB + RS232 standard; SNMP card  slot (optional)  Display: LCD panel showing input/output voltage, load,  battery status  Protection: Surge, over-voltage, short-circuit, over temperature  Standards: CE, IEC 62040-1, IEC 62040-3  Warranty: Minimum 2 years unit; battery 1 year Brand examples: Eaton, APC, CyberPower, or  equivalent 1 3  Inverter Air   Conditioner   12,000 BTU Type: Split-system wall-mount inverter air conditioner  (cooling and heating)  Capacity: 12,000 BTU/h (1 ton) cooling capacity Technology: DC Inverter compressor for energy  efficiency  Energy Rating: Minimum SEER 16 or equivalent EER  3.2  Refrigerant: R-32 or R-410A (eco-friendly refrigerant  preferred)  Noise Level: Indoor unit: max 40 dB(A); Outdoor unit:  max 56 dB(A)  Features: Auto-restart, sleep mode, self-cleaning filter,  WiFi control preferred  Power Supply: 220–240V AC, 50Hz, single phase Installation: Full supply and installation included: piping  up to 5 metres, wall mounting, drainage  Brand: LG, Bosch, Midea, Gree, Carrier, or equivalent  inverter brand  Warranty: Minimum 2 years unit; 5 years compressor 1 4  Biometric Door  Access   Control   System System Components: 1× biometric reader unit, 1×  magnetic lock (280 kg holding force min.), 1× exit push  button, 1× door closer, 1× power supply with battery  backup, 1× video display/intercom screen  Biometric Reader: Fingerprint + RFID card (dual  authentication); capacity ≥ 3,000 fingerprints, ≥ 10,000  card users  Display: 4.3-inch colour TFT touch screen on reader unit Communication: TCP/IP + USB; compatible with access  management software  Video Screen: Intercom with camera for visitor  identification (colour, min. 3.5-inch screen) 1   (complete   system Backup Power: Built-in backup battery for minimum 4  hours operation during mains failure  Magnetic Lock: Fail-safe or fail-secure (specify);  surface-mount; 12/24V DC  Standards: CE certified; IP65 rated reader   (weatherproof)  Installation: Full installation included: wiring, mounting,  programming, and staff training  Warranty: Minimum 1 year full system  Brand examples: ZKTeco, Hikvision, Dahua, Suprema,  or equivalent 6. SUBMISSION INSTRUCTIONS  6.1 How to Submit  All quotations must be submitted electronically through the AWF secure Box.com upload link below. No physical or email submissions will be accepted. Bids submitted through any other channel will be disqualified.  SUBMISSION LINK:  https://awf.app.box.com/f/91947a3d11d943a9aa80b5e2272db586 Deadline: 30 May 2026 at 17:00 Kigali time. Late uploads will not be considered 6.2 Documents to Upload  Each bidder must upload a single ZIP file or folder containing the following documents:

• Completed Quotation Submission Sheet (Annex A) — signed and dated.

• Completed Activity Schedule(s) (Annex B1 for Lot 1, Annex B2 for Lot 2, or both) — with unit prices and totals filled in for all items. 

Completed Vendor Information Sheet (Annex C) — with full bank details.

• Certificate of Business Registration (RDB) — current copy. 

Valid Tax Clearance Certificate (RRA) — must be valid at submission date.

• Company profile with list of at least 3 similar contracts. 

Technical compliance statement — confirming compliance with all specifications or listing proposed equivalents with supporting datasheets.  File naming convention: AWF-RW-RFQ-2026-03_[CompanyName]_Lot[1 or 2 or 1and2] 6.3 Queries   Technical or clarification queries must be submitted by email to [Email hidden] with the subject line "Query: AWF-RW-RFQ-2026-03" no later than 23 May 2026. AWF will respond to all queries in writing and circulate responses to all registered bidders. No verbal clarifications will be binding.