Terms of Reference (Tors) Supply of Electronic and Office Materials
Terms of Reference (Tors) Supply of Electronic and Office Materials
The Urugo Women’s Opportunity Center (WOC)
The Urugo Women’s Opportunity Center (WOC)is a multi-purpose community center in the heart of Kayonza, which promotes the social and economic empowerment of women in Rwanda. The Center offers education and rights training, job-skills training, and economic and employment opportunities for women and the community at-large. With the goal of achieving self-sustainability, the Center also operates revenue-generating activities to finance its educational and training work, such as lodging facilities, restaurant and bar, coffee shop, handicraft gift shop, market stalls, food production unit, and rental of space for meetings and events. The Urugo-WOC is managed and operated by a Limited Liability Company (LLC) fully owned by Women for Women International.
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TERMS OF REFERENCE (ToRs)
SUPPLY OF ELECTRONIC AND OFFICE MATERIALS
URUGO WOMEN’S OPPORTUNITY CENTER (WOC)
Kayonza District, Eastern Province, Rwanda
BACKGROUND
The Urugo Women’s Opportunity Center (WOC)is a multi-purpose community center in the heart of Kayonza, which promotes the social and economic empowerment of women in Rwanda. The Center offers education and rights training, job-skills training, and economic and employment opportunities for women and the community at-large. With the goal of achieving self-sustainability, the Center also operates revenue-generating activities to finance its educational and training work, such as lodging facilities, restaurant and bar, coffee shop, handicraft gift shop, market stalls, food production unit, and rental of space for meetings and events. Urugo-WOC is managed and operated by a Limited Liability Company (LLC) fully owned by Women for Women International.
Urugo WOC seeks to ensure the consistent provision of high-quality electronics and office materials.
To this end, Urugo WOC intends to engage a qualified and reliable supplier to provide electronics and office materials essential for the smooth delivery of its daily training activities.
I. OBJECTIVE
The objective of this tender is to identify a competent supplier to provide high-quality of Electronics and office materials. All materials will be delivered as per the purchase orders issued by Urugo WOC.
II. SCOPE OF WORK
The selected supplier will be expected to supply the following electronics materials and office supplies as follows:
| N0 | Designation | Description | Quantity |
| 1 | PRINTER FOR LACTO SCAN | With port matching available lactoscan of urugo women opportunity center | 1PC |
| 3 | PEN | blue and red , resisting and Bic bland | 10BOX |
| 4 | BOOK FOR MILK RECORDS | appropriate formilk records keeping | 500PCS |
| 5 | FLIPCHART | Material:Sturdy metal or aluminum frame.Paper pad made of high-quality, smooth, 70–100 gsm paper.Size:Standard paper size: A1 (594 × 841 mm) or A2 (420 × 594 mm).Design & Features: | 10PCS |
| 6 | BARCODE SCANNER | desk top device/laser scanning | 2PCS |
| 7 | TELEPHONE WIRELESS | phone for communication | 2PCS |
| 8 | REAM OF PAPER | A4 printing papers Gollilla per or AZHAR | 5BOXES |
| 9 | RAPID PRINTER HP LASERJET PRO MFP M4303 | rapid standard officer printer with high printing capacity of at least of 3000/minute | 1PC |
| 10 | STICKERS FOR MARKING | papers labelling used for making | 25PCS |
| 11 | CALCULATOR | electronic device to calculate | 5PCS |
| 12 | RULER PLASTIC | plastic or metal | 16PCS |
| 13 | RECORD SHEETS | printed or planksheet | 1PC |
| 14 | ELECTRICAL SPEAKERS | 2PCS | |
| 15 | DESKTOP MACHINE HP ALL IN ONE INTELCORE | The HP All-in-One computer features a 21.5-inch display and is equipped with a 2.0 GHz Intel Pentium processor, Intel UHD Graphics 600, and 1TB of storage. It operates on Windows 11 Pro and is ideally suited for professional and business applications. Brand: HP CPU Model: Pentium CPU Speed: 2 GHz Graphics Card Description Integrated Graphics Coprocessor: Intel UHD Graphics 600 Memory Storage Capacity:1 TB Specific Uses For Product: Business Personal computer design type:All in One Screen Size: 21.5 Inches | 1PC |
| 16 | I5,8GB RAM,1TB SSD 21.5" FOR SCREEN | ||
| 17 | TEXT BOOKS(STUDENT COMPANION) | For students | 30PCS |
| 18 | TEXT BOOKS(ENGLISH FOR EVERYONE) | For students | 30PCS |
| 19 | STORY BOOK(SIMPLE ENGLISH) | For students | 30PCS |
| 20 | PINS FOR BOARD(DIFFERENT COLORS) | For students | 1BOX |
| 21 | SMALL BATTERY FOR REMOTE | meeting available remote controls of Urugo WOC | 2DZN |
| 22 | CLOCK(DIFFERENT TIME ZONE) | Reception wall clocks | 3PCS |
| 23 | WALKIE TALKIES | Motorola ,ICOM | 3PCS |
| 24 | VOIP TELEPHONE(INTERNET BASED) | Wiress, with simcard for high quality communication, rechargable | 1PC |
| 25 | MANUAL SYSTEM(DAIRY BOOK) | Dairy books for recording reservations such Arrival and Departure dates and Guest name | 2SETS |
| 26 | FILE BOX | File box such as :Cardboard with handle storage boxes,Plastic portable file boxes which are water resistant. | 10PCS |
| 27 | EXTENSION CABLE 6WAYS | Extension cables like power king or Kadris 6 ways,max 25000w,250v,13A | 2PCS |
| 28 | CAMERA Canon EOS R6 II (Canon R6 Mark 2) | ||
| 24.2MP CMOS sensor | 1PC | ||
| 12fps mechanical shutter (40fps electronic shutter) | |||
| Built-in image stabilization rated to 8.0 stops | |||
| People, animal, and vehicle AF subject detection | |||
| 4K/60p video (oversampled from 6K) | |||
| 6K ProRes RAW video with a compatible Atomos recorder | |||
| Raw burst mode with pre-capture | |||
| Moving subject HDR mode | |||
| 3.68M-dot EVF capable of up to 120 fps refresh (0.76x magnification) | |||
| 1.62M-dot, 3-inch rear touchscreen | |||
| Dual UHS-II SD card slots | |||
580 shot-per-charge battery rating (CIPA) Lens: 1. Canon RF24-70mm F2.8 L | |||
| 29 | SCREEN TV 85-inch or 75-inch | dimensions Screen size: 85 inches (diagonal)Screen width: 74.1 inches (\(188.2\) cm)Screen height: 41.7 inches (\(105.9\) cm)Overall width (with stand): 74.5 inches (\(189.1\) cm)Overall height (with stand): 44.5 inches (\(112\) cm)Overall depth (with stand): 18.375 inches (\(46.4\) cm) Important considerations Model variation: The exact dimensions will vary based on the specific model, manufacturer, and design (e.g., with or without a stand).Stand vs. wall-mounting: The "depth" measurement changes significantly between a TV with a stand and one wall-mounted.VESA mount: If you plan to wall-mount, check the VESA mounting pattern, which is the distance between the screw holes on the back of the TV (e.g., \(400\) x \(400\) mm).Weight: | 1Pc |
III.DELIVERY & LOGISTICS
- Goods must be delivered to Urugo WOC premises in Kayonza, as specified in the PO.
- Delivery shall be within 5 days after receiving a Purchase Order.
- All transportation and handling costs will be borne by the supplier.
- Urugo WOC reserves the right to inspect all deliveries for compliance with quality and quantity standards
IV. BIDDER RESPONSIBILITIES
The selected supplier will be responsible for:
- Providing accurate and updated unit prices and total price.
- Delivering materials in line with agreed specifications and timelines.
- Maintaining open communication for coordination and timely responses.
- Cooperating with Urugo WOC team for monitoring and reporting purposes.
V. REQUIRED DOCUMENTS TO BE SUBMITTED
V.1. Administrative documents.
The bidding entities are requested to submit the following administrative documents:
-
- Bid submission letter with address and contact details addressed to Executive Director of Urugo WOC.
- Valid RRA Tax Clearance Certificate.
- Valid RDB Trading License
- At least three (3) certificates of good completion from previous or current clients
- Written confirmation authorizing the signatory to commit the bidder
V.2. Technical Proposal
- List of goods offered with clear specifications (type, brand/origin, packaging)
- Approach for ensuring timely deliveries
- Delivery schedule and capacity to fulfill large-volume orders
V.3. Financial proposal
- Detailed price list with unit prices for each proposed item
- All prices to be quoted in Rwandan Francs (RWF) and inclusive of all applicable taxes
- Validity of prices (minimum 90 days recommended)
- No advance payment before the delivery.
VI. EVALUATION/SELECTION CRITERIA
- Bids will be evaluated in four below phases:
- Step 1: Evaluation of submitted administrative documents with proven experience. Failing to submit the above-mentioned documents will result to disqualification
- Step 2: Evaluation of submitted financial proposals. Whereby the bidder with the lowest total cost will be considered as the qualified winner of the tender.
VII. SITE VISIT (Optional)
Bidders are welcome to visit Urugo WOC to better understand the scope and logistics, by contacting the focal person below.
Important information:
- All prices should be tax inclusive.
- Payment currency will be Rwandan Francs (RWF)
- Sealed proposals presented in three copies, one of which is the original, should be delivered to Women for Women International Empowerment Centre LLC Offices at Kayonza (Address: NR4, Kayonza) later than November 4, 2025, at 5 pm.
Urugo Women’s Opportunity Center (WOC)
Address: NR4, Kayonza District
Email: info@urugowoc.com