Job Overview

SNV Rwanda is inviting reputable and experienced companies to submit quotations for the supply of kitchen materials and refreshments. This is a valuable procurement opportunity in Rwanda for established suppliers, caterers, and vendors looking to secure a stable, long-term contract with a leading international development organisation.

SNV Netherlands Development Organisation is a not-for-profit international development organisation that focuses on agriculture, energy, and water, sanitation, and hygiene (WASH). With a global presence in 30 countries and a team of approximately 1,300 people, SNV works to make a lasting difference in the lives of people living in poverty. This particular tender (RFQ No: RFQ/ 013/2026) is for a Fixed Contract Agreement (FCA) running for twelve months, with the possibility of renewal.

The selected service provider will be responsible for supplying items such as tea, coffee, milk, juices, water, sugar, face masks, paper towels, and sanitizers to the SNV country office in Kigali on an as-needed basis. This opportunity is best suited for businesses that are duly incorporated under Rwandan law, have a strong track record in supplying similar goods, and can demonstrate financial and operational reliability.

Why This Opportunity Matters

For businesses operating in Rwanda’s supply and procurement sector, this is more than just a single order. It is a chance to establish a lasting partnership with an international NGO that operates across multiple sectors in Rwanda.

What makes this tender valuable:

• Stable, recurring revenue. The contract runs for 12 months with fixed prices. This provides your business with predictable cash flow and a reliable client base for an entire year, with the potential for renewal.

• Credibility and portfolio growth. A completion certificate from SNV is a powerful credential. It shows future clients that your company can meet the strict compliance, quality, and delivery standards required by an international development organisation.

• Impact beyond profit. Your supplies directly support SNV’s operations in Rwanda. SNV works on critical issues like food security, gender equity, and access to clean water. By keeping their office running smoothly, you contribute to these broader development goals.

• Clear evaluation criteria. SNV is transparent about how offers are scored. Technical responsiveness is worth 20 points, company experience and track record is worth 40 points, and the financial proposal is worth 40 points. This means you know exactly what to focus on to win the contract.

• Scalable business relationship. The RFQ notes that SNV may split the award among more than one service provider if it is in their best interest. Even a partial award gives you a foot in the door for future procurement opportunities.

• Delivery scope. While the primary location is the SNV country office in Kigali, the price schedule includes items "TO DISTRICS" (districts). This allows your business to demonstrate its logistics capability beyond the capital.

Application Tips

Winning an NGO tender requires strict attention to detail. SNV explicitly states that failure to comply with their requirements may result in your offer being considered non-responsive. Follow these expert tips to stand out:

• Focus heavily on your track record. The highest score (40 points) is for Company Experience. You must provide evidence of at least three (3) completion certificates from current or previous clients for similar supplies. If you do not have these, get them from past clients now.

• Price competitively but realistically. Your financial proposal is worth 40 points. Ensure your quoted prices in Rwandan Francs (RWF) are inclusive of all applicable taxes, charges, and levies. Prices must remain fixed for the initial 12-month period.

• Use your official letterhead. Your quotation must be submitted on your company’s official quotation format or letterhead. Provide a clear breakdown of costs in the required price schedule.

• Prepare your compliance documents early. Do not wait until October 15 to gather these. You will need:

  • Valid business registration certificate (RDB).

  • Valid RRA tax clearance certificate.

  • VAT registration certificate (if applicable).

  • Evidence of compliance with social security requirements.

• Get your email subject line exactly right. When submitting your documents by email, the subject line must clearly state: “Supply of Kitchen Materials and Refreshments”. Using a different subject line may cause your email to be filtered out.

• Provide a comprehensive contact person. Your signed cover letter must include the full contact details (name, position, email, and phone number) of the person authorised to receive correspondence. SNV needs to be able to reach you easily.

• Check the offer submission checklist. Before sending, verify that your email includes:

  • Official quotation on company letterhead.

  • Completed price schedule with a clear cost breakdown.

  • RDB valid business registration certificate.

  • Valid tax clearance certificate.

  • Evidence of relevant experience (the 3 completion certificates).

  • Complete contact details of the authorised contact person.

Scope of Supply

As the selected service provider, your company will be responsible for supplying the following items on an as-needed basis. The full price schedule includes:

Beverages and Refreshments

• Green Tea (Box)

• Tea Bags (Box)

• Nescafe (Small, Medium, and Big tins)

• Nido Milk (Big tin)

• Highland Milk (Box)

• Inyange Milk (1L and 500ml, Boxes)

• Inyange Juice (500ml, Boxes) – for SNV Office and Districts

• Inyange Water (500ml, Boxes) – for SNV Office and Districts

Pantry and Kitchen Materials

• Coffee Filter (Kg)

• Sugar (50kg bag)

• Linda Big (Tin)

• Paper Towels (4pcs Bag)

Health and Safety Supplies

• Face Masks (Box)

• Sanitizer (1 Ltr, 5 Ltr, and 500 ML)

Key Deliverables Include:

• Ensuring all items meet the required specifications, quantities, quality requirements, and packaging.

• Delivering items to the SNV country office in Kigali, and to districts where indicated.

• Maintaining fixed prices for the initial 12-month contract period.

• Complying with SNV’s environmental and Social Safeguarding policies.

• Adhering to all applicable donor-specific requirements.

• Issuing valid invoices and ensuring payment terms (30 days after receipt of a valid invoice) are met smoothly.

Requirements

Eligibility

• The offeror must be a reputable, well-established, and experienced company duly incorporated under the Laws of Rwanda.

• The company and its principal officers must not be debarred, suspended, or otherwise considered ineligible to participate in procurement under applicable Rwandan laws or relevant international requirements.

Required Documents

• Official quotation on company letterhead.

• Completed price schedule with a clear cost breakdown.

• Valid RDB business registration certificate or business licence.

• Evidence of compliance with applicable social security requirements.

• Valid RRA tax clearance certificate.

• VAT registration certificate (where applicable).

• Signed cover letter containing the full contact details of the authorised contact person.

• Evidence of relevant experience, including at least three (3) completion certificates from current or previous clients.

Evaluation Criteria

• Technical Responsiveness / Compliance (20 points): Ability to supply all required items with the correct specifications, quantities, quality, and packaging.

• Company Experience and Track Record (40 points): Relevant experience in supplying kitchen materials, catering supplies, refreshments, or similar goods.

• Financial Proposal / Prices (40 points): Overall cost of the proposed supplies, including unit prices, quantities, and all applicable taxes.

How to Apply

Follow these step-by-step instructions to submit a compliant and competitive tender offer:

1. Compile your official quotation. Prepare it on your company letterhead with a clear breakdown of costs in Rwandan Francs (RWF).

2. Complete the price schedule. Ensure every item in the list (from face masks to sugar and beverages) has a unit price and total cost.

3. Gather your supporting documents. Scan and organise your RDB certificate, RRA tax clearance, VAT certificate (if applicable), social security compliance evidence, and at least three (3) completion certificates.

4. Write your cover letter. Include the name, position, email address, and telephone number of the person authorised to receive correspondence.

5. Compose your email. Send your complete application to: rwandaprocurement@snv.org

6. Use the correct subject line. The subject line must state: “Supply of Kitchen Materials and Refreshments”.

7. Submit before the deadline. Your email must be received no later than October 15, 2026.

8. Send inquiries early. If you need clarification on any part of the RFQ, email rwandaprocurement@snv.org at least two days before the submission date.