Request for Proposal (RFP) for the Supply and Installation of Archiving Shelves and Equipment

Reference No.: EB/PROC/2024/11

1. Introduction

Equity Bank Rwanda is currently undergoing branch network rationalization following a recent acquisition, which has significantly increased the number of branches and agencies across the country. As a result, the Bank recognizes the need to harmonize and standardize records and archive management to ensure effective and efficient operations. This has led to the expansion of infrastructure to integrate and improve current records and archive practices.

There is an increasing demand for archiving shelves and other essential equipment to meet the Bank's records and archive management standards. As part of this initiative, we aim to enhance our central store in Nyamata by acquiring and installing additional archiving shelves and equipment.

2. Scope of Work

The Bank invites qualified suppliers to submit proposals for the supply and installation of archiving shelves and essential equipment for the Nyamata central store, as outlined below:

Archiving Shelves Specifications:

• Vertical frames: 800mm x 4600mm (108 units)
• Beams: 75mm x 50mm x 2400mm (808 units)
• Block board: 2400mm x 800mm x 20mm (404 units)
• Block board supports: 40mm x 40mm x 700mm (1,212 units)

The proposal should include the supply, delivery, and installation of the shelves at the Nyamata central store.

3. Proposal Requirements

Interested suppliers should include the following information in their proposals:

• Company profile, highlighting experience with similar projects.
• Detailed quotation for the supply, delivery, and installation of the specified equipment.
• Timeline for delivery and installation.
• Warranty and after-sales support details.
• Confirmation of compliance with local and international records and archive management standards.
• Any additional services or value-added options the supplier can offer.

3. Proposal Requirements

Interested suppliers should include the following information in their proposals:

• Company profile, highlighting experience with similar projects.
• Detailed quotation for the supply, delivery, and installation of the specified equipment.
• Timeline for delivery and installation.
• Warranty and after-sales support details.
• Confirmation of compliance with local and international records and archive management standards.
• Any additional services or value-added options the supplier can offer.

2. Submission Deadline
Proposals should be submitted no later than October 24, 2024, at 10:00 AM.

3. Submission Method
All proposals must be clearly marked "Tender for Supply and Installation of Archiving Shelves and Equipment EB/PROC/2024/11."

Contact Information
For any inquiries regarding the tender, please contact the Procurement Office via email at rw-procurement@equitybank.co.rw or call +250 788 313216 during working hours.

5. Evaluation Criteria
Proposals will be evaluated based on the following criteria:

• Compliance with technical specifications.
• Cost-effectiveness.
• Supplier’s experience and expertise in similar projects
• completion.
• Shortest possible Proposed timeline and capacity to deliver.

Bid documents can be collected from the Procurement Office at the address below.

Contact for Clarifications:
Procurement Manager
Equity Bank Rwanda Plc
P.O. Box 494, Kigali, Rwanda

Equity Bank Rwanda reserves the right to accept or reject any bids and is not obligated to award the tender to the lowest bidder. All responses must be received by the Purchaser at the address specified above.

Interested bidders must submit their proposals electronically in PDF format (signed and scanned) to rw-procurement@equitybank.co.rw. The electronic submissions should be password-protected, with the password shared 30 minutes after submission.