Prequalifications are invited for General Suppl -Covering Toiletries, Cleaning Materials, Beverages, and Snacks, as Well as Facility Management Support Such as Cleaning Services, Pest Control, Waste Disposal, and Replenishment of Office Supplies Location: Kigali Deadline: Sunday, 25/05/2025 23:59 Service: PREQUALIFICATION OF SUPPLIERS FOR GOODS AND SERVICES (2025-2028) TENDER NOTICE FOR GENERAL SUPPLY COVERING TOILETRIES, CLEANING MATERIALS, BEVERAGES, AND SNACKS, AS WELL AS FACILITY MANAGEMENT SUPPORT SUCH AS CLEANING SERVICES, PEST CONTROL, WASTE DISPOSAL, AND REPLENISHMENT OF OFFICE SUPPLIES Date: May 15th, 2025 Issued by: Zipline Rwanda Ltd EOI Number: ZR-EOI-2025-03 Issue Date: May 15th, 2025 Response Deadline: May 25th, 2025 1. Company Overview Zipline Rwanda Ltd. is a global leader in autonomous logistics, delivering innovative solutions to improve access to healthcare, consumer products, and food. Operating across multiple countries, Zipline is committed to reducing emissions, expanding economic opportunities, and enhancing life-saving logistics services. To enhance its operational efficiency, Zipline Rwanda Ltd. invites qualified suppliers and service providers to express interest in prequalification for the supply of goods and services for the period 2025-2028. 2. Purpose The prequalification process aims to establish a vetted pool of suppliers and service providers who can partner with Zipline Rwanda Ltd. to ensure the highest quality standards while achieving competitive pricing and sustainable procurement. 3. Scope of Prequalification SECTION I: CATEGORIES Zipline Rwanda Ltd. seeks to prequalify suppliers for the following categories: Category : Provision of Services Service Category Examples of Services General Supply of Toiletries and Cleaning Materials, Beverages & Snacks Facility Management Support including the cleaning service itself, such as assigning personnel to handle routine cleaning of office spaces, restrooms, and kitchens, replenishing toiletries,pest control and beverages, waste disposal, and general upkeep of cleanliness standards in the workplace. SECTION II: INSTRUCTIONS TO RESPONDENTS Scope of pre-qualification This covers prequalification of suppliers for the supply of goods and provision of services. It is expected that prequalification applications will be submitted to be received by Zipline Rwanda no later than Sunday 25th May 2025. The prequalification period is from 1st June 2025 to 31st March 2028 on an as-and-when required basis. Submission of Application Interested suppliers legally eligible to implement the various service provisions in Rwanda are requested to submit their proposals as well as their telephone and email contact information. Submissions must be in English and typed, with a complete set of appendices/attachments as applicable. All pages must be numbered and include the category reference on the cover page, and the name of the organization at the bottom of each page. The duly signed proposals will be accepted as a soft copy through the procurement email bids@flyzipline.com with the subject line Prequalification of (preferred category) to not later than Sunday, 25th May 2025. The category description must be clearly indicated in the subject line. Applicants are encouraged to ensure their application packages are duly completed and attached in one single email with the subject on the email well defined. Any email with undefined subject as directed above will not be considered. All inquiries and requests for information regarding this EOI must be submitted by email to bids@flyzipline.comno later than Sunday, 25th May 2025. Proposals received after the submission deadline will not be considered. Applicants are responsible to ensure their proposals are submitted according to the instructions stated herein Previous suppliers in the listed categories must re-apply if they wish to be retained. Vendors may be invited to make a presentation to the evaluation committee before the final selection. Failure to provide information that is essential for effective evaluation of the applicants qualifications or to provide timely clarification or substantiation of the information supplied may result in the applicants disqualification. Zipline Rwanda retains the right to terminate this EOI or modify the requirements upon notification to the Offerors. Zipline Rwanda also reserves the right to accept or reject any application either in part or wholly and is not bound to give reasons whatsoever for its decision. The applicant shall bear all costs associated with the preparation and submission of their proposals. Zipline Rwanda will not compensate applicants for their preparation of responses to this supplier request regardless of the conduct or outcome of the solicitation NOTE: Companies interested in applying for more than one category will be required to submit separate proposals via email where the subject matter of the email clearly identifies the category of application. Application to multiple categories is allowed strictly for companies that have these additions covered on their RDB certificate and are allowed by Rwandas Laws to do such businesses. Failure to comply will lead to disqualification on all categories applied for. SECTION III: LETTER OF APPLICATION The applicant will fill the letter of application provided herein clearly indicating full postal address, telephone numbers and email address. The letter of application will be signed by a duly authorized representative of the applicant. LETTER OF APPLICATION Date To: Zipline Rwanda, Kacyiru, Gasabo, Umujyi wa Kigali, Rwanda P.O. Box 6381, Kigali From: ---------------------------------------------------------- P.O BOX ------------------------------------------------------ Telephone: ---------------------------------------------------- Ladies and/or Gentlemen, Being duly authorized to represent and act on behalf of ------------------------------------------------------------------------------------------------------- (name of firm) (hereinafter referred to as the Applicant), and having reviewed and fully understood all of the pre-qualification information provided, the undersigned hereby apply to be prequalified by Zipline Rwanda as a bidder for the following contract(s) under Prequalification of Suppliers: 2025-2028 and the following category: NO CATEGORY ITEM DESCRIPTION Attached to this letter are copies of original documents defining the Applicants legal status, the principal place of business, place of incorporation/registration and duly filled forms 1-4. This application is made with the full understanding that zipline Rwanda reserves the right to reject or accept any application, cancel the prequalification process, and reject all applications and shall not be liable for any such actions and shall be under no obligation to inform the Applicant of the grounds for them The undersigned declare that the statement made and the information provided in the duly completed application are complete, true, and correct in every detail. Signature: -------------------------------------------------------------------------------- Name: ------------------------------------------------------------------------------------- Position in company: -------------------------------------------------------------------- OFFICIAL RUBBER STAMP OF THE SUPPLIER SECTION IV: EVALUATION CRITERIA Mandatory Requirements for Pre-Qualification You shall be required to attach the following mandatory documents where applicable Certificate of Incorporation/Registration/RDB certificate Current Trade License or business permit Tax Pin Certificate Valid current Tax Compliance certificate Detailed company profile The mandatory pre-qualification documents mentioned above will determine consideration to proceeding to the technical evaluation phase. Missing any of the documents above will mean automatic disqualification to the supplier. General Requirements The documents that do not meet the above mandatory requirements will not be evaluated. Zipline Rwanda will examine and evaluate the document to determine completeness, general orderliness and sufficiency in responsiveness. Pre-qualification will be based on meeting the following minimum criteria regarding the applicants legal status, general and experience, personnel and financial position as demonstrated by the responses in the attached forms. The applicants should have registered offices and Zipline Rwanda reserves the discretion of visiting physical premises from which the applicant conducts business if so desired to confirm existence and capability to deliver the said goods/services. Suppliers who qualify according to the selection criteria will be invited to submit their quotations for the supply of goods/services as and when required depending on satisfactory performance. Unsuccessful applicants will be provided with feedback on their application depending on the number of applications received. A very large number of applicants may not allow us to give detailed feedback reports to every applicant. Additional Requirements Agents/distributors shall provide copies of letters of appointment by the manufacturers to be dealers. Rwanda standards board certifications /or equivalent where applicable. Attach catalogues and brochures for the items you wish to supply Trade certifications from approving bodies where applicable example Pharmacies should have an FDA license e.t.c. Evaluation Criteria The documents submitted will be scrutinized by a committee and evaluated by completing Evaluation Criteria 1 to 4. Recommendations will be made accordingly. This may include phone and e-mail communications, as well as site visits to assess and seek clarification of all requirements described in Tender Link : https://www.jobinrwanda.com/job/tender-notice-general-supply-covering-toiletries-cleaning-materials-beverages-and-snacks-well
