TENDER NOTICE FOR SUPPLY OF OFFICE SUPPLIES AND STATIONERY
- Background and Introduction
World Relief is a global Christian humanitarian organization operating in Rwanda since 1995. World Relief Rwanda invites qualified and eligible suppliers to submit bids for the supply of office supplies and stationery items required for organizational operations and project implementation.
- Objective of the Tender
The objective of this tender is to identify reliable and qualified suppliers capable of supplying quality office supplies and stationery in a timely and cost-effective manner.
- Scope of Work
The successful supplier(s) shall:
- Supply office supplies and stationery items as specified in this tender;
- Ensure items supplied are new, genuine, durable, and of good quality;
- Deliver requested items to World Relief Rwanda offices and/or designated delivery locations;
- Ensure timely delivery within agreed timelines;
- Replace damaged or defective items identified during delivery inspection; and
- Provide all required supporting delivery documentation including invoices and delivery notes.
- Eligibility and Qualification Requirements
Interested bidders must meet the following requirements:
- Be legally registered and authorized to operate in Rwanda;
- Possess a valid Company Registration Certificate;
- Possess a valid Tax Clearance Certificate;
- Possess valid EBM registration/documentation;
- Have a minimum of three (3) years of relevant experience in supplying office supplies and stationery;
- Provide at least two (2) references or completion certificates from reputable organizations for similar assignments;
- Demonstrate the capacity to deliver supplies within required timelines; and
- Not be under suspension, debarment, or involved in fraudulent practices.
- Delivery Period
Delivery of requested supplies shall be completed within 7-14 calendar days after contract signing or issuance of the Local Purchase Order (LPO), unless otherwise agreed in writing..
- Tender Submission Requirements
Interested bidders shall submit:
- Technical Proposal/Quotation;
- Financial Quotation;
- Company registration documents;
- Tax clearance certificate;
- EBM documentation;
- References/completion certificates; and
- Delivery commitment timeline.
All bids must be submitted in sealed envelopes clearly marked:
“WORLD RELIEF RWANDA – TENDER FOR SUPPLY OF OFFICE SUPPLIES AND STATIONERY”
Bids shall be delivered to:
World Relief Rwanda Head Office
Kacyiru, Kigali – Rwanda
No later than: Friday, May 29, 2026 at 10:00 AM Kigali Time.
Late submissions shall not be accepted. Bid opening shall take place immediately after the submission deadline in the presence of bidders or their representatives who choose to attend.
- Evaluation Criteria
Bids will be evaluated based on the following criteria:
| Evaluation Criteria | Weight | Details |
| Technical Compliance | 40% | Compliance with requested specifications and completeness of bid documents. |
| Price Competitiveness | 30% | Reasonableness and competitiveness of quoted prices. |
| Delivery Capacity | 15% | Ability to deliver supplies within required timelines. |
| Past Experience and References | 10% | Relevant experience and quality of references provided. |
| After-sales Service | 5% | Responsiveness and support in case of issues or replacements. |
Important Note:
World Relief Rwanda reserves the right to conduct clarification, verification, or due diligence during the evaluation process where necessary.
- Ethical Standards and Compliance
World Relief Rwanda maintains strict ethical standards. Any form of fraud, corruption, or conflict of interest shall lead to disqualification.
- Office Supplies and Stationery Requirements
A detailed list of office supplies and stationery requirements is provided under Appendix 1 attached to this tender document.
- General Terms and Conditions
- Prices quoted shall include all applicable taxes, transportation, delivery, and related costs.
- Prices shall remain valid for at least 30 calendar days from the submission deadline.
- Partial delivery may only be accepted upon prior written approval by World Relief Rwanda.
- Payment shall be processed upon satisfactory delivery and submission of required supporting documents.
- World Relief Rwanda reserves the right to accept or reject any bid without obligation to provide justification.
- World Relief Rwanda shall not be responsible for any costs incurred by bidders during bid preparation and submission.
Yours sincerely,
Clemence Nkulikiyinka
Country Director
World Relief Rwanda.
Annex 1.
Indicative Office Supplies and Stationery List
| # | Item | Description | Package | Quntity |
| 1 | Mousse Batteries | Standard long-life | Packet | 3 |
| 2 | Mouse pads | Mouse pads | Unit | 4 |
| 3 | Laptop stands | Adjustable with cooling fan | Unit | 8 |
| 4 | Back pack bags | Good quality (for field) | Piece | 16 |
| 5 | Papers | Simba | Ream | 6 |
| 6 | Papers | Alpha | Ream | 27 |
| 7 | Envelopes | Goldenline A4 | Pack | 11 |
| 8 | Envelopes | Goldenline A2 | Pack | 2 |
| 9 | Suspension files | Kings | Piece | 12 |
| 10 | Label holders | Transparent | Piece | 12 |
| 11 | Padlock | SOLTE Top Security | Piece | 2 |
| 12 | Stapler machine | Dolphin | Piece | 1 |
| 13 | Paper shredder | to shredder 8 papers at once | Piece | 1 |
| 14 | Post-it | 1 square pack with 5 pieces of different colors & 1 rectangle pack with 5 pieces of different colors) | pack | 2 |
| 15 | Paper Clipper | Medium size | pack | 2 |
| 16 | Badge holder | Any | Piece | 1 |
| 17 | Extension cable | Any | Piece | 1 |
| 18 | Highlighter | Different colors | box | 3 |
| 19 | Laptop bag | 3 (backpack wiersoon, 1 side pack) all black | piece | 4 |
| 20 | Stapler remover | any | piece | 3 |
| 21 | markers | Blue, red, and black colors | box | 128 |
| 22 | Flipchart | standard | piece | 103 |
| 23 | Mask | Black | box | 2 |
| 24 | Files (classeurs) | Standard | piece | 2 |
| 25 | Staples | small size | box | 1 |
| 26 | Scotch tape | standard | pieces | 2 |