Terms of Reference (Tors) Supply of Various Equipment, Tools, and Consumables at URUGO Women’s Opportunity Center (WOC)

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 various equipment, tools and consumables at 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.

As part of its commitment to providing a nurturing environment for its beneficiaries, Urugo WOC delivers daily lunch meals to approximately 250 women, promoting not only nutrition but also retention and active participation in programs.

To ensure consistent delivery of high-quality meals, Urugo WOC intends to engage a qualified and reliable supplier for the provision of assorted food items to support its daily catering services. This procurement will operate on a purchase order (request) basis, based on actual needs and consumption trends.

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.

1
S/N	EQUIPMENT	Item description	QUANTITY	UNITY
0	FRIDGE (Big fridge with transparent glasses) High quality	Tripple swing door, 15pcs pvs shelves, aluminum door frame	1	Machine
1	Commercial FRIDGE transparent doors (Medium)	Medium size	4
2	Batch freezer high quality	Staineless steel, tecumen compressor 900l	1	machines
3	Refrigerator high quality	Top freezer,middle and bottom freezer at around 11 degre celicius	1	Pc
4	Ice cream mixer high quality	Cuisinary Ice cream maker	1	mixer
5	plastic shoes high standard	7 squart bowl lift stand mixer will redesigned premium at least 59 touch point	30	pairs
6	curd knife/ cuter	17inch stainless steel cake knife	15	pieces
7	INSECT TRAPER high quality	Zevo type, 25 inch	6	bottle
8	Aluminium foil	Box of 32 pieces	6	pac
9	Tea dispenser	Milk dispenser with robust stainless steel can ,lid and high grade s/s faucet D in cm 35.5 x20.5 x 33.5 Cap. Ltr 2	2	pcs
10	Ice Cream Scooper	‎Plastic, Stainless Steel,‎130 g,1 x 1 x 1 cm; 130.4 g	1	Pcs
11	Ice maker machine	Type: Temperature Control Equipment,Packaging: Box with water filter,Quantity: Single unit,Description: Produces ice cubes for beverages	1	pcs
12	Tea brewing machine	1.5 liters,Stainless Steel,Colour Oatmeal Whit,eSpecial feature:Automatic Shut-Off, Boil Dry Protection, Digital Control, One Touch Preset,Package information:Kettle,Finish type :Painted,Product Dimensions:26.5L x 21.7W x 1.5H Centimetres	1	Pcs
13	Sweeters (Agave) Sirop	Special Feature,:Organic,Kosher,Gluten Free,Volume‎:480 Milliliters ,Form:Liquid, Dimensions:‎18.4 x 12.1 x 9.2 cm; 700 g.,‎Organic blue agave nectar (amber),Protein: ‎0 g	80	Botle
14	Mint Bags	25 Bags	40	Box
15	Chocolate powders	Before sales expiration,datesType: Cocoa-based powder,Packaging: Containers,or packets Quantity: Sold by weight or volume Description: Used for,making hot chocolate or baking.	40	Bottle
17	Chocolate Sirops	Type: Sweet syrup,Packaging: Packets Quantity: Sold by volume,Quality: Fresh, no discoloration Plastic bottle of 1000ml	40	Litter
18	Strawberry Sirops	Type: Sweet syrup,Packaging: Packets Quantity: Sold by volume,Quality: Fresh, no discoloration Plastic bottle of 1000ml	40	Bottle
19	Vanilla Sirops	Type: Sweet syrup,Packaging: Packets Quantity: Sold by volume,Quality: Fresh, no discoloration Plastic bottle of 1000ml	60	Bottle
20	Baking Crème	Whipping cream 30-35%,texture:light, can be whipped, common uses:mousses	60	Bottle
21	Mint Leaves	Bunches(fresh)	800	banch
22	Ice Cream ( chocolate,strawberry ,vanilla)	Form:frozen,smooth-textured dessert,color ;varies by flavor,taste:sweet,odor:clean,melting point:-2c to -3c,packaging conditions:keep frozen at -18c or lower	400	kg
23	Disposal cups For Juice	Hygienic coffee cups of 340ml	20	500Pcs
24	Disposal cups For Ice cream	Hygienic ice cream ,plastic cups of 340ml	10	250 Pcs
25	Disposal cups For Coffee	Hygienic coffee cups of 340ml	20	500Pcs
26	Straws	Material: Food-grade plastic/paper, BPA-free,Length: 180–250 mm,Diameter: 6–12 mm,Color: Custom or plain,Type: Straight or flexible,Packaging: Individually wrapped or bulk,Feature: Non-toxic, smooth, recyclable/biodegradable	1	100 Pcs
30	Table clothes	Material: Cotton, polyester, or PVC,Size: Custom (round, square, rectangular)Color/Design: Plain or printed,Finish: Stain & wrinkle-resistant	2	Pcs
31	Sweezers	Types :Tweezer(manual hand tool),material:stainless steel or plastic,size:8-12cm(length)	1	PCs
32	Tea infuser or strainer	Type: Tea Tool,Packaging: Single or in pairs,Quantity: Varies by size,Description: Filters loose tea leaves for brewing	1	pcs
33	Tea pots	Material: Ceramic, glass, porcelain, or stainless steel,Capacity: 500 ml – 2 liters (depending on size),Heat Resistance: Suitable for hot water and brewing tea,urability: Scratch and stain-resistant finish	12	pcs
34	Disposal container	Material: High-density plastic or stainless steel,Capacity: 10–50 liters (depending on need)Use: Safe collection of waste materials or sharps,Durability: Corrosion and chemical resistant,Handling: Portable with secure handles	1	pcs
35	Milk shake glasses	Material: High-quality glass or acrylic,Capacity: 300–500 ml,Shape: Tall, flared design with sturdy base,Finish: Clear, polished, and smooth surface,Temperature Resistance: Suitable for cold beverages	1	Box
36	Strainers for fruits(Metalic)	Type: Tea Tool Packaging: Single or in pairs Quantity: Varies by size Description: Filters loose tea leaves for brewing	1	PCs
37	Strainers for tea (plastic)	Type: Tea Tool Packaging: Single or in pairs Quantity: Varies by size Description: Filters loose tea leaves for brewing	2	PCs
38	espresso cuts	Bone china: capacity: 90ml; Dimension:96cm	12	PCs
39	Electrical Juicer	Type: Beverage Equipment Packaging: Box with assembly guide Quantity: Single unit Description: Extracts juice from fruits and vegetables.	1	Pcs
40	Mixing Bowls	bone china, 0.25L with lid	10	Pcs
41	Milk frother	Type: Beverage Tool Packaging: Single unit in box Quantity: Varies by capacity (250-600 ml)Description: Used for frothing and pouring milk.	1	Pcs
42	Pouring jugs	Material:Food-grade materials such as glass, stainless steel, plastic (BPA-free), or ceramic.Capacity: Common sizes: 250 ml, 500 ml, 1 L, 1.5 L, depending on use.	3	Pcs
43	espresso machine	Type: Beverage Equipment Packaging: Box with foam padding Quantity: Single unit,Description: Brews espresso; equipped with	1	pcs
44	trays	Griptite Round brown Rubber Lined Tray• Rubber liner prevents slipping and sliding of glass and dinnerware • Griptite's heavy-duty construction with metal reinforcement rods eliminate warping• Rubber liner is permanently	5	pcs
45	weighing scale	Bonded to the tray and covers side wall and tray top to provide extra grip• Stain and odor resistant and are also dishwasher safe	1	pcs
46	Dusters (extendable and feather)	Extend handle 1-2msoft feather	20	PCS
47	Caddy box	Durable plastics body 30*40 cm	10	PCS
48	Aprons	Polyster and cotton	12	pcS
49	Safe shoes	Closed toe slip resistance coating	20	PCS
50	toilette brushes	Prastic bristles,length 35cm	5	pcs
51	Pressure washer	Power 1500-2000w	1	PCS
52	Steam cleaner	1200-1500w automatic shut off	1	PCS
53	Electric air blower	Power 500-1000w lightweight 1.5kg	1	pcs
54	Color coding maker	Waterproof parmanent ink color	1	dozen
55	lint roller	60 adhesesive,plastic handle	2	dozen
56	Carpets	Material nylon or polyster heigh 4-5b cm	2	Pcs
57	housekeeping trolley	Stainless still or plastic frame 6-7 shelves	2	Pcs
58	Linen bag	Heavy duty 100l capacity	6	Pcs
59	Mobile dust bin	Plastic body with lid,foot pedal 60-120l capacity	2	Pcs
60	Polishing machine	Power 1700-20000w	1	Pcs
61	Safe deposit box (User Keypad and Key Backup)	digital key pad and manual key backup	1	Pcs
62	Minibar (Compact Refrigerator with Handle, Adjustable Temperature & Removable Glass Shelves, for Apartment/Dorm/Office)	stainless steel, capacity40-60L compress	1	Pcs
63	Ironing machine (Havells Flare Non Stick Coated Sole Plate 145 ml Capacity (Power 1250 Watts )	power 1200-1500w non soleplate	5	Pcs
64	Standards bed (mattress protector, bed skatting,bed runner, decorative coution	bed runner,decorative cushion,bed skirting mattres protector,fabric standards size	1	Pcs
65	Labeling	water resistant tags or sticker	50	PCS
66	cleaning clothes (microfiber or cotton)(blue,green,red,yellow,white)	microfiber or cotton 20*25cm	75	PCS
67	Gloves (hard)	soft and hards chemical resitsant	5	Boxes
68	Waste collection bags (polithelem for waste bin)	high density50-100L Capacity	50	PCS
69	Spray bottles	capacity 500-100ml chemical restant plastics	25	PCS
70	All purpose cleaner	multipurpose surface cleaner 5L or 1Lcontainer	5	Bottle of 1L
71	Glass cleaner	Ammonia free form streak- free	5	Bottle of 1L
72	Disenfectent	liquid or spray form kills bacteria and viruses 5L or 1 container	5	Bottle of 1L
73	Detergent(liquid )	concenration formula ph neutral 1L or 5l	5	Bottle of 1L
74	Floor cleaner	Ph neutra solution	5	Bottle of 1L
75	Carpet shampoo	low foam carpet detergent comptable with extra machine 7-8L	5	Bottle of 1L
76	airfreshner	Liquid fragrance	5	Bottle of 1L
77	toilet bowl cleaner	acididic or disinfectant remove stain stains	5	Bottle of 1L
78	stain remover	Solvent or enzymes trigger spray bottle 750ml	5	Bottle of 1L
79	hand sanitizer	Alcoolic based bottle with pump	5	Bottle of 1L
80	detergent (powder)	high efficient powder commercial machine ph 7-10, 5-20kg	5	kg
81	Enveloppes	kraft white peper A4 or A5 size	1	CARTONS
82	Laundry bags	convas or nylon 100L capacity	1	dozen
83	Hairnet	nylon or mesh matreial strechable	5	dozen
84	Disinfectants cleaners	multipurpose disinfectants liquid or spray	2	Dozen
85	Furniture polish	wax silicone based non greasy 500mlbottle	2	Dozen
86	Descaler	acid basedsolution lime scale from machine or surface 1-5 container	1	dozen
87	Mold remover	chlorine or peroxide based kills and removes	1	dozen
88	lime scale remover	acidic formularemoves hards water stains	1	dozen
89	Bathsoap	neutral fragrance	3	Dozen
90	Shampoo conditioner	2 in 1 liquid formula mild fragrance 300ml	2	Dozen
91	Shower gel	mild body wash vanilla fragrance ph 300ml	2	carton
92	Body lotion	vanilla fragrance	2	carton
93	Fabric finishing spray	anti- wrinkle spray fast drying 500mlspray bottle	1	dozen
94	Toilet papers	strong individually wrapped	20	Dozen
95	scissors	stainless steel blades 6-8 inches(12per pack)	10	PCS
96	Squegees/laclettes	rubber blade 35-45	10	PCS
97	Mops(dry and wetmops)	cotton,micro fibeshead1-1.5 durable and washable	5	PCS
98	Brooms (soft and hard)	plastic or wood handle	20	PCS
99	Scrubbing brushes	nylon or plasticsbristile size 17-27cm	20	PCS
100	Dust pans	plastic or metal mesh25-30L capacity	10	PCS
101	Basket	plastic or metal 10-30 l capacity	10	PCS
102	floor sign(signal)	foldable plastics coution wet floor sign bright yellow 60-70cm	5	PCS
103	Glassware (Different types)	water glass,wine glass and jiuce glass 300-450ml	2	DOZEN
104	Cutting knife/box cutter	stainless still blade	1	3
105	Measuring jugs	Plastics or stainless with marked volume unit	1	dozen
106	Shelves	Wall mounted or standing storage surface for line	6	Pcs
107	Basins	Round or oval container	20	Pcs
108	Shelves pegsholder	A holder or rack metal plastic construction	24	Pcs
109	Linen bedsheet	Large rectangular cloth for covering the mattress	12	Pairs
110	face towels	Small towels32*30cm	24	Pcs
111	Hand towels	Medium size towels 56*92cm	24	Pcs
112	Bathmath	Absorbent mat placed outside the bath tub	16	Pcs
113	Pillow	Soft cushion for head support stand size 45*70	36	Pcs
114	Pillowcases	Fabric cover for pillow same size polyster easy to wash	36	Pcs
115	Magnifying glass	Handled glass lens	2	Pcs
116	Glass cleaning clothes	Soft micro fibers cloths used for cleaning mirrors	50	Pcs
117	Goggles	Protective eyewear for safety	50	Pcs
118	Duvert	Thick quilted blanket filled with fiberor dawn used as bed cover	8	Pcs
119	Duvert cover	Fabric cases that protect the duvert	8	Pcs
120	Decorative caution small	A decorative pillows purple feather	24	Pcs
121	Bed luner	A protective layer on top of duvert cover and other beddingb items	24	Pcs
122	Bed skirting	For giving the bed good image décor,preventing dust	16	Pcs
123	Slippers	Disposable or reusable open toe footwear proved by quest	24	Pcs
124	Guest clothes(robes)	Bathrobes provided to quest for comfortable made of cotton, towel	16	Pcs
125	Fabric sample for training	Piece of fabric used for staff training stain remover,ironing practices	6	Pcs
126	Toothbrush	Soft nylon bristle	3	cartons
127	Shower cap	Plastic or water proof capfor keeping hair dry duringshoering	3	dozen
128	Vanity kit	Small kit including cotton,pads	5	dozen
129	Comb	Plastic or wooden grooming tool tool for hair care	3	dozen
130	Shaving kit	Contains razor and shaving cream vanilla flavor	3	dozen
131	Room service menu	Printed or digital booklet	16	Pcs
132	Laundry price list	List of loundry service with the price	12	Pcs
133	Room directory	Folder or booklet providing hotel information and service	12	Pcs
134	Laundry rust remover	Pleaning chemical used to remove rust stains from fabric	2	dozen
135	Bleach	Phemical disnfectants and whitener for loundry or surface	1	bucket
136	Plastics garments cover	Plastic cover used to protect cleaned clothes	12	Pcs
137	Paper garment cover	Paper version of garment scover, clothing protection	12	Pcs
138	Packaging bags	Plastic or paper bag used for wrapping or storing cleaned loundry items	2	dozen
139	Laundry labels	care labels sign used in loundry to distinguish quest clothes	2	dozen
140	Luggage cart & suitcase (Guest luggage service (T & SUITCASEet)	Luggage cart to transport multiple pieces of luggage for guests in hotels.And about Suitcase the medium carry on is fine	1	Pcs

The objective of this tender is to identify and contract a competent supplier to provide high-quality food items for daily lunch preparation for women attending Urugo WOC programs.

III.DELIVERY & LOGISTICS

Goods must be delivered to Urugo WOC premises in Kayonza, as specified in the PO.
Delivery shall be within 7 days after signing a contract.
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
No advance payment before delivary.

IV. BIDDER RESPONSIBILITIES

The selected supplier will be responsible for:

Providing accurate and updated unit prices and total price VAT inclusive.
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 the 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 authorising 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 fulfil 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 payment in advance

VI. EVALUATION/SELECTION CRITERIA

Bids will be evaluated in four phases below:
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.

Important information:

All prices should be tax inclusive.
Payment currency will be Rwandan Francs (RWF)
Sealed proposals presented in one, one of which is the original, should be delivered to Women for Women International Empowerment Center LLCOffices at Kayonza (Address: NR4, Kayonza), not later than November 4, 2025, at 5 pm.