REQUEST FOR QUOTATION
Supply and Installation of 100 Solar Home System Kits for Households in the Volcanoes National Park Landscape
Volcanoes Conservation and Development Programme (VCDP) – African Wildlife Foundation (AWF) with the Rwanda Development Board (RDB)
| Reference | AWF-RW/RFQ/FY27/035 |
| Procurement title | Supply and Installation of 100 Solar Home System Kits for Households in the Volcanoes National Park Landscape |
| Category | ☒ Goods ☐ Services ☐ Consultancy ☐ Works ☐ Mixed |
| Programme / Grant | Volcanoes Conservation and Development Programme (VCDP) – African Wildlife Foundation (AWF) with the Rwanda Development Board (RDB) | Grant code: AWF Rwanda unrestricted funds (UNR) – activity budget code UNR.001.05 (activity UNR-ACT-005) |
| Issue date | 19 October 2026 |
| Clarification deadline | 2 November 2026 |
| Closing date | 9 November 2026 at 17:00 (Kigali time) |
| Quotation validity | 90 days from the closing date |
| Contract duration | Delivery within 3 weeks and installation at all 100 households within 6 weeks of Purchase Order |
| Submission | Online bid form (QR code / short link); email as alternative – see Part A |
| Procurement contact | Crainie Niyomubyeyi, Procurement & Admin | rwprocurement@awf.org |
| IMPORTANT: This document is issued under the AWF Procurement Policy. AWF is not bound to accept the lowest or any quotation and may cancel this solicitation at any time. |
CONTENTS
PART A — INVITATION TO QUOTE
PART B — INSTRUCTIONS TO QUOTERS
PART C — SCHEDULE OF REQUIREMENTS
PART D — EVALUATION AND AWARD
PART E — TERMS AND CONDITIONS OF AWARD
FORM 1 — QUOTATION SUBMISSION FORM
FORM 2 — PRICE SCHEDULE
FORM 3 — CONFLICT OF INTEREST AND ELIGIBILITY DECLARATION
PART A — INVITATION TO QUOTE
The African Wildlife Foundation (AWF), Rwanda Country Office, invites eligible and qualified companies to submit quotations for Supply and Installation of 100 Solar Home System Kits for Households in the Volcanoes National Park Landscape (AWF-RW/RFQ/FY27/035).
The African Wildlife Foundation (AWF) Rwanda Country Office invites eligible suppliers of solar home systems to submit quotations for the supply, delivery and household installation of 100 solar home system kits, with user training and after-sales warranty service, for households in the Volcanoes National Park landscape.
The specifications in Part C are minimum requirements. Any brand that meets or exceeds them may be offered; bidders must state the brand and model and attach the manufacturer datasheets.
| How to submit | Online, through the AWF bid form (scan the QR code at the end of Part A, or open): https://wkf.ms/4rY7RzK. If the tender reference is not filled in, type AWF-RW/RFQ/FY27/035. If the form does not open, send your quotation by email to awfrwanda-office_pulse_3282319004_0ba793ec0dce12138d2a__117503247@euc1.mx.monday.com with the subject “AWF-RW/RFQ/FY27/035 – [company name] – Quotation”, attaching all documents in PDF (maximum 20 MB per email; if needed send several emails numbered 1/n, 2/n). |
| Submission deadline | 9 November 2026 at 17:00 (Kigali time) |
| Questions / clarifications | Through the clarification form, until 2 November 2026: https://wkf.ms/3Ufmsuc . If the form does not open, email the question to awfrwanda-office_pulse_3282319004_0ba793ec0dce12138d2a__117503247@euc1.mx.monday.com with the subject “AWF-RW/RFQ/FY27/035 – Clarification”. |
| Answers to questions | Published to all bidders, without naming who asked, within 2 working days (numbered clarification bulletins). |
| Vendor registration | Companies not yet registered with AWF Rwanda may bid; AWF Procurement will complete registration in the AWF Rwanda vendor database using the documents submitted with the quotation, before contract signature. |
| Enquiries | rwprocurement@awf.org |
| Late quotations | The online form and the email submission close at the deadline. Late quotations are not accepted. |
Scope summary
| Subject | Supply and Installation of 100 Solar Home System Kits for Households in the Volcanoes National Park Landscape |
| Location | Households in the Volcanoes National Park landscape, Musanze District, Northern Province – [list of sectors/villages TO CONFIRM; household list provided by AWF at contract signature] |
| Duration | Delivery within 3 weeks and installation at all 100 households within 6 weeks of Purchase Order |
| Award | Single award |
Quick access to the online forms
| Submit your quotationhttps://wkf.ms/4rY7RzK Scan with a phone camera; the tender reference fills in automatically. | Ask a clarification questionhttps://wkf.ms/3Ufmsuc If you use a short link, type the reference AWF-RW/RFQ/FY27/035 in the form. |
Issued for and on behalf of the African Wildlife Foundation, Rwanda Country Office
Signature:
Name: Patrick Nsabimana
Title: Country Coordinator, AWF Rwanda
Date: 19 October 2026
PART B — INSTRUCTIONS TO QUOTERS
B.1 Eligibility
- Legally registered in Rwanda (RDB certificate) or in the country of origin, with a valid TIN.
- Tax and social security compliance (RRA and RSSB clearance) at contract stage.
- Not debarred or suspended by AWF, the World Bank, the United Nations or the Government of Rwanda.
- No conflict of interest (Form 3).
- Registered in the AWF Rwanda vendor database (completed by AWF Procurement before contract signature).
B.2 Contents of a compliant quotation
| # | Document | Notes | Mandatory |
|---|---|---|---|
| 1 | Form 1 – Quotation submission form | Signed and stamped | Yes |
| 2 | Form 2 – Price schedule | RWF, tax inclusive | Yes |
| 3 | Form 3 – Conflict of interest declaration | Signed | Yes |
| 4 | Technical compliance sheet | Item-by-item statement of brand, model and compliance with each minimum specification | Yes |
| 5 | Manufacturer datasheets | For the panel, control unit/battery, lamps and radio | Yes |
| 6 | Quality certification | VeraSol (Lighting Global) certificate or test report against IEC TS 62257-9-5, or equivalent independent test report, if available | No |
| 7 | Warranty and after-sales statement | Warranty period per component, service point or hotline, and repair/replacement time | Yes |
| 8 | Delivery and installation plan | Lead time, number of installation teams, schedule for 100 households | Yes |
| 9 | References | Two similar contracts in the last three years with proof | Yes |
| 10 | RDB registration, RRA and RSSB clearance | Copies | Contract stage |
B.3 Preparation of quotations
- Quotations in English.
- Prices in RWF, tax inclusive, covering all costs of the goods / services.
- Prices remain fixed for the validity period.
- Quotation valid for at least 90 days from the closing date.
- Signed by an authorised representative.
- AWF does not reimburse the cost of preparing quotations.
B.4 Rights of AWF
- Accept or reject any quotation or cancel the RFQ without liability.
- Seek written clarification from quoters without changing the substance of the offer.
- Negotiate with the best-evaluated quoter.
- Award to the best-evaluated responsive quoter(s) – not necessarily the lowest price.
B.5 Anti-fraud and ethical standards
AWF applies zero tolerance to fraud, corruption and collusion. The following lead to immediate disqualification and may lead to debarment:
- Offering gifts, payments or favours to AWF staff or evaluators.
- Providing false information or forged documents.
- Collusion or price arrangements with other bidders.
- Contacting AWF staff about the tender outside the official clarification channel.
Concerns can be reported confidentially to the Country Coordinator or to the AWF ethics hotline.
PART C — SCHEDULE OF REQUIREMENTS
C.1 Background
Under the Volcanoes Conservation and Development Programme (VCDP), AWF works with the Rwanda Development Board (RDB) and local communities to link conservation with improved livelihoods and climate-resilient settlements in the Volcanoes National Park landscape.
Access to clean, affordable lighting and phone charging reduces household spending on kerosene, candles and charging fees, improves safety and study conditions, and supports access to information. AWF will provide 100 solar home system kits to selected households in the landscape.
C.2 Scope of work
- Supply 100 new, complete solar home system kits meeting or exceeding the minimum specifications in Part C, with brand, model and datasheets stated.
- Deliver all kits to the AWF-designated distribution point in Musanze District, with a delivery note listing serial numbers.
- Install each kit at the household (panel, control unit, three lamps), test it and train the household on safe use and basic care.
- Record each installation on a handover form signed by the household head, with kit serial numbers and GPS location, and submit a consolidated installation list.
- Provide warranty and after-sales service as offered, including repair or replacement within 10 working days.
C.3 Technical specifications
| # | Item | Minimum specification | Unit | Qty |
|---|---|---|---|---|
| 1 | A1. Solar panel | Rated power ≥20 Wp; polycrystalline or monocrystalline silicon, 36 cells; Vmp approx. 18 V, Voc approx. 21.6 V, Imp ≥1.1 A; cell efficiency ≥18%; design life ≥25 years; with mounting bracket, hardware and ≥5 m connecting cable; warranty ≥2 years | Unit | 100 |
| 2 | A2. Control unit with integrated battery | Lithium iron phosphate (LiFePO4) or equivalent lithium battery, total capacity ≥76 Wh (approx. 11.9 Ah at 6.4 V nominal); ≥2,000 cycles at 90% depth of discharge; self-discharge ≤1.5% per month; operating temperature 0–45 °C; ≥4 × 12 V DC outlets and ≥2 × USB 5 V outlets; protection against overcharge, deep discharge, short circuit and reverse polarity; state-of-charge indicator; warranty ≥3 years | Unit | 100 |
| 3 | A3. LED lamps | 3 lamps per kit; 1–2 W each; efficacy ≥130 lm/W; 12 V input; rated life ≥50,000 hours; with cables, switches and fixing accessories for installation in 3 rooms; warranty ≥3 years | Set of 3 | 100 |
| 4 | A4. USB phone charging | Output 5 V, ≥2 A (from the control unit); multi-tip phone charging cable included | Set | 100 |
| 5 | A5. Rechargeable radio | FM radio with USB / TF card / MP3 playback; output ≥3 W; built-in replaceable rechargeable battery ≥600 mAh, chargeable from the kit USB port; LED display; 3.5 mm earphone jack; telescopic antenna; USB charging cable | Unit | 100 |
| 6 | A6. User manual and warranty card | Illustrated user manual in Kinyarwanda and English; warranty card with kit serial numbers | Set | 100 |
| 7 | B1. Delivery | Delivery of all kits to the AWF-designated store or distribution point in Musanze District, inspected and counted against the delivery note with serial numbers | Lot | 1 |
| 8 | B2. Household installation and user training | Installation at each household: panel mounted with correct orientation and tilt, cabling secured, 3 lamps fixed, system tested; 15–30 minute user training for the household; handover form signed by the household head with kit serial numbers and GPS location | Household | 100 |
| 9 | C1. After-sales service | Service point, agent or hotline reachable from Musanze District; repair or replacement of faulty components within 10 working days during the warranty period | Lot | 1 |
C.4 Deliverables and timeline
| # | Deliverable | Content / acceptance | Due | Payment |
|---|---|---|---|---|
| 1 | Delivery of 100 kits | Complete kits delivered and inspected; delivery note with serial numbers | Within 3 weeks of PO | 50% on accepted delivery |
| 2 | Installation and training at 100 households | All kits installed and working; signed handover forms; consolidated list with serial numbers and GPS points | Within 6 weeks of PO | 50% on final acceptance |
C.5 Qualifications required
- Registered company in good standing, with valid trading licence and TIN
- Supplier of solar home systems in Rwanda, with installation technicians and an after-sales service arrangement
- At least two contracts for supply and installation of solar home systems (preferably 50 households or more) in the last three years, proven by performance certificates, recommendation letters or contract copies
| Supervision | Philbert Iragena (activity manager), AWF Rwanda |
| Standards | AWF Code of Conduct, Child Safeguarding, Do No Harm |
| Confidentiality / IP | All products and data belong to AWF. |
PART D — EVALUATION AND AWARD
Evaluation process
- Stage 1 – Administrative and eligibility check (pass/fail): completeness of the bid, mandatory documents, eligibility and vendor registration.
- Stage 2 – Technical evaluation against the criteria below.
- Stage 3 – Financial evaluation of technically qualified bids.
Evaluation criteria
Technical compliance is assessed pass/fail against Part C. The contract is awarded to the technically compliant bid with the lowest evaluated price.
Award decision
| Award authority | Finance & Admin endorsement and Country Coordinator approval |
| Notification | Successful and unsuccessful quoters are notified in writing |
| Protest | Within 5 working days of notification, to the Country Coordinator |
PART E — TERMS AND CONDITIONS OF AWARD
| Contract instrument | Contract / purchase order |
| Prices | Fixed, in RWF, tax inclusive. AWF does not hold a VAT exemption. |
| Payment | By bank transfer within 10 working days of approval of a valid invoice submitted through the AWF invoice form, against accepted deliverables / goods received notes. |
| Liquidated damages | 0.1% of the contract value per day of delay, capped at 10%. |
| Termination | For convenience with 10 days written notice; immediately for cause. |
| Disputes | Negotiation, then arbitration in Kigali under the laws of Rwanda. |
| Protest | Written protest to the Country Coordinator within 5 working days of the notification of intention to award. |
| AWF standards | AWF Code of Conduct, Child Safeguarding Policy, Do No Harm, environmental and social safeguards. |
| Intellectual property | All products and data belong to AWF. |
FORM 1 — QUOTATION SUBMISSION FORM
To be completed, signed, stamped and uploaded with the quotation.
Section 1 – Bidder information
| Legal name of company |
| Trading name (if different) |
| TIN |
| RDB registration number |
| Physical address |
| Contact person and position |
| Phone |
| Bank name and account number |
| Mobile money number (if applicable) |
Section 2 – Quotation details
| Tender reference | AWF-RW/RFQ/FY27/035 |
| Total price (RWF, tax inclusive) | |
| Validity of the quotation | 90 days from the closing date |
| Deviations from the requirements | None / [describe] |
Section 3 – Declaration
We offer to provide the goods / services / works described in this document at the prices stated in Form 2. We accept the terms of this document, confirm that the information provided is true and that we are not in a situation of conflict of interest.
| Name:________________________________ | Signature:________________________________ |
| Title / Position:________________________________ | Date:________________________________ |
| Company:________________________________ | Company stamp:________________________________ |
FORM 2 — PRICE SCHEDULE
All prices in RWF, tax inclusive. Unit prices prevail in case of arithmetic error.
| # | Description | Unit | Qty | Unit price (RWF) | Total (RWF) |
|---|---|---|---|---|---|
| 1 | Solar home system kit, complete (items A1–A6) – as per Part C | Kit | 100 | ||
| 2 | Delivery to the AWF distribution point, Musanze District (item B1) | Lot | 1 | ||
| 3 | Household installation and user training (item B2) | Household | 100 | ||
| 4 | After-sales service during the warranty period (item C1) – if not included in the kit price, state amount; otherwise write "included" | Lot | 1 | ||
| 5 | |||||
| 6 | |||||
| 7 | |||||
| 8 | |||||
| GRAND TOTAL (RWF, tax inclusive) | |||||
| Name:________________________________ | Signature:________________________________ |
| Date:________________________________ | Company stamp:________________________________ |
FORM 3 — CONFLICT OF INTEREST AND ELIGIBILITY DECLARATION
| Question | Yes | No | If yes, details |
|---|---|---|---|
| Is any owner, director or key staff related to an AWF Rwanda staff member? | ☐ | ☐ | |
| Did your company help prepare the ToR, specifications or other documents of this tender? | ☐ | ☐ | |
| Do you have a financial or commercial relationship with another bidder in this tender? | ☐ | ☐ | |
| Has any AWF staff member contacted you about this tender outside the official channel? | ☐ | ☐ | |
| Is your company debarred or suspended by any institution? | ☐ | ☐ |
We confirm that no gift, commission or benefit has been offered to any AWF employee, that this bid was prepared independently, and that we will inform AWF of any change before contract award.
| Name:________________________________ | Signature:________________________________ |
| Title / Position:________________________________ | Date:________________________________ |
| Company:________________________________ | Company stamp:________________________________ |
— End of document —