REQUEST FOR EXPRESSION OF INTEREST (REOI)
Title:Supply and Installation of Furniture, Fixtures, and Equipment (FF&E)
Date:28/08/2026
1. Introduction & Background
Rwanda Medical Supply (RMS) is undertaking the interior fit-out of its new Administrative Block located in Kigali Special Economic Zone. To ensure functionality, professionalism, and compliance with institutional standards, RMS requires the supply and installation of custom made of Furniture, Fixtures, and Equipment (FF&E) as per the approved Interior Design Presentation.
This procurement shall be conducted in accordance with the Rwanda Medical Supply Ltd Revised procedure manual of 2025.
2. Objectives
- To supply custom made and install FF&E in line with the approved design specifications.
- To ensure ergonomic, durable, and professional furniture solutions that reflect RMS’s institutional identity.
- To complete installation within the strict project timeline of Four (4) months from contract signing.
3. Scope of Works
The successful bidder shall be responsible for:
- Supply
- Manufacturing or sourcing of approved FF&E items.
- International/local shipping, customs clearance, and delivery to site.
- Secure warehousing and inventory management until installation.
- Installation
- Assembly and placement of all FF&E items as per layout drawings.
- Coordination with other contractors (MEP, interior finishes).
- Removal of packaging, debris, and site cleanup for facility operation/utilization.
- Final handover with itemized inventory and installation report.
4. Technical Specifications
Refer to Annex A: Interior Design Specifications (to be provided separately).
5. Timeline & Deliverables
-
Month 2: Procurement, manufacturing, and shipping.
- Month 3: Delivery to site and commencement of installation.
- Month 4: Completion of installation, site cleanup, and final handover.
Deliverables:
- Shop drawings (whenever necessary)
- Furniture and material Catalogue or samples
- Weekly progress reports.
- Final installation completion certificate signed by RMS Project Manager
6. Evaluation Criteria
Bids will be evaluated based on:
- Technical proposal (70%) pass marks – Compliance with specifications, durability, and warranties.
| Evaluation Criteria | Weighting score% | Score |
| TECHNICAL PROPOSAL | ||
| 1 | Experience of the firm: In terms of profileAt least 8years of experience in conducting Fit-out works and executing design & build in institutional or corporate buildings sector. | 8 |
| 2 | Similar Completed Projects at least 3 good completion | 15 |
| 3 | Relevance and Value of Similar Assignments at least 3The bidder shall demonstrate successful completion of at least 3 similar contracts within the last five (5) years.For a contract to be considered similar, it should involve the supply, delivery and installation of Furniture, Fixtures and Equipment (FF&E), interior fit-out works, office furniture installation, institutional or corporate building furnishing, or comparable design-and-build/fit-out works. Each submitted reference contract shall have a value of not less than RWF 500,000,000 (Five Hundred Million Rwandan Francs), or its equivalent in a freely convertible foreign currency at the applicable exchange rate at the date of contract signing.For each reference, the applicant shall provide the following information:- Name and address of the client;- Name and brief description of the project;- Scope of works performed;- Contract value;- Currency of the contract;- Contract commencement and completion dates; Name, position, telephone number and official email address of a contact person from the client for verification purposes.Supporting EvidenceEach reference shall be supported by:- A copy of the signed contract or purchase order; and- A Certificate of Good Completion or Completion Certificate or Performance Certificate or equivalent document (duly showing that the project was successfully completed” issued by the client confirming satisfactory completion of the works. RMS reserves the right to verify any reference directly with the respective client. References that cannot be reasonably verified may not be considered for evaluationEach contract/PO shall have a minimum value of RWF 500,000,000 or equivalent. |
30 |
| 4 |
Team composition:Provide a team of key staff composed of the following;
Team experience:Qualifications and Experience of Key PersonnelTechnical staff with at least 6 years of experience in design furniture’s ,fixtures and equipment Assembling services, fit outs, audiovisual system setup on reputable firms including institutional and corporate building sector |
12 |
| 4 | Methodology: Technical and Operational Capacity-A well detailed method statement that will guide the project implementation including process and approach to supply, logistics, and installation. Management of quality assurance and timelines-Evidence in terms of tools, equipment and resources (workshop) | 20 |
| 5 | Financial Capacity:The bidder shall demonstrate access to adequate financial resources to finance the procurement, manufacturing/sourcing, transportation, delivery and installation of the FF&E works.The bidder shall provide a valid and verifiable credit facility, bank line of credit, overdraft facility, or other committed financial facility of not less than RWF 500,000,000 or equivalent in a freely convertible currency.RMS reserves the right to verify the authenticity and availability of the financial facility directly with the issuing institution.Average Annual TurnoverThe applicant shall demonstrate an ability to mobilize resources within the required time frame. | 15 |
| Total score for Technical Proposal | 100 | |
| TOTAL SCORE | 100% |
Only applicants obtaining a minimum technical score of 70 out of 100 and meeting all mandatory qualification requirements shall be considered for shortlisting.
Litigation and Non-Performance Declaration
The bidder shall provide a declaration disclosing:
- Any current or pending litigation that may materially affect its financial or operational capacity;
- Any contract terminated for non-performance within the last five (5) years;
- Any history of suspension, debarment or exclusion from public procurement or donor-funded procurement.
RMS may verify such information during the due diligence process.
7. Administrative Documents
The bidder shall be required to submit the following requirements;
- Valid Tax Clearance certificate
- Valid RSSB certificate if applicable
- Company’s registration certification
8. Submission Instructions
bidders must be submitted a well printed bids, properly bound and presented in two copies, one of which is the original, must be couriered or hand-delivered in a sealed envelope marking the reference number of the tender must be submitted at the reception of the address below before 10/09/2026 at 10:00AM local time. Late bids will not be accepted. Bids opening will be the same day at 10:30am local time at the following address.
Rwanda Medical Supply (RMS) LimitedVillage: Virunga, Cell: Kibaza, Sector: Kacyiru , District: Gasabo, KN 8 Ave, Kigali
All interested bidders may obtain some complementary information by writing on the email rms.procurement@rms.rw copy to imahirwe@rms.rw within three-sixths (3/6) of the deadline period for the submission of tenders as of the date of tender notice publication days before the fixed deadline for the submission of bids.
Important Notes
- This is not a call for tenders but a preliminary step to shortlist qualified suppliers.
- Only shortlisted applicants will be contacted for the next steps.
- RMS reserves the right to reject incomplete or non-compliant submissions.
Dr. LOKO Abraham
Chief Executive Officera