NORRSKEN RWANDA LTD

TENDER NOTICE

Provision of AV Control Solutions

Deadline for Submissions:Proposals must be submitted on or before 23:59 (CAT) by 10th Aug 2025. Late submissions will not be considered for evaluation.

Address for Submissions: E-mail: eva@norrskenfoundation.org , olivier@norrskenfoundation.org, sandra.kantarama@norrskenfoundation.org and lina@norrskenfoundation.org .

The following text should be put in the subject field of the email: AV Control Solution Proposals - Norrsken Rwanda Ltd

Email Address for Clarifications: E-mail:eva@norrsken.org, olivier@norrskenfoundation.org and rene@norrskenfoundation.org. 

Clarifications may be requested via e-mail no later than 10 days prior to the submission deadline at the above email addresses.

REQUEST FOR PROPOSALS

Section 1 General Information

1.1 Norrsken Rwanda LTD is an impact ecosystem where entrepreneurs can find everything they need to make saving the world their business. We believe that entrepreneurs building rapidly scalable businesses are our best bet at solving some of the hardest and biggest problems in the world. Our mission is to support them on every step of that journey. We do that by connecting founders with capital, knowledge, world-class working facilities and a global network of exceptional individuals and organizations.

Section 2 Preparation of Proposals Essential Requirements

2.1 Language: The official language for the proposal, contract, reports and any other documents in relation to the assignment is English.

Scope of Work

The selected service provider will be responsible for:

• Proposing a reliable, easy-to-use AV control solution for Samsung TV screens and similar AV devices at Norrsken House Kigali.
• The system should be capable of managing common AV functions including:
  • Power on/off
  • Input/source switching
  • Volume control
• Ensuring the controllers are easy to install, intuitive to operate, and support remote management.
• Ensuring compatibility with Samsung commercial TV models and other AV equipment in use.
• Providing product documentation, user instructions, and technical specifications.
• Delivering, installing, and configuring the solution on-site.
• Offering after-sales support and a minimum 12-month warranty.

Eligibility Criteria

Interested companies must meet the following requirements:

• Proven experience in AV device management or automation technology.
• Familiarity with network-based AV control systems.
• Ability to provide end-user training and local support if needed.
• Registered legal entity with valid tax clearance and regulatory documents.
• Ability to deliver within agreed timelines and offer after-sales support.

Proposal requirements

Proposals should include:

• Company profile, including relevant experience and reference clients.
• Technical proposal including:
  • Product specifications (brand, model, control interface, etc.)
  • System diagram, if applicable
  • Compatibility with Samsung TV models
  • Installation and configuration approach
• Financial proposal with cost breakdown (unit price, delivery, installation, taxes).
• Warranty and service/support terms.
• Legal and regulatory compliance documents / Registration document / Tax clearance.
• Timeline for delivery and installation.

Financial Proposal
(i) The price in RWF should be broken down to reflect the unit price per item, delivery, and installation costs. Indicate warranty terms, support services, and any other costs. The price should be quoted including VAT.

Conditions for Financial Proposals

• Prices must be quoted in RWF and include all applicable taxes, duties, and VAT.
• The proposal must provide a clear and detailed breakdown of costs.
• Payment terms should be specified, including any advance payment requests, or final settlement upon completion.
• All proposals must remain valid for at least 60 days from the stated submission deadline.
• Any cost variations or additional charges beyond the quoted amount must be justified and pre-approved by Norrsken Rwanda Ltd.
• The financial proposal should be submitted in a separate document from the technical proposal.

Section 3 Submission of Proposals

3.1 Proposals must be submitted in electronic format by e-mail. Technical and Financial Proposals must be submitted in separate files and marked accordingly.

3.2 The full details on how to submit proposals are available under Tender Notice at the beginning of this document.

3.3 Proposals must remain valid for at least 60 days following the deadline for their submission stated under the Tender Notice.

Site Visit & Sample Submission

• Site Visit: If inspection of the installation space is required before quoting. Kindly request a site visit via email. Site visits will only be scheduled between July 28 and August 9th.
• Shortlisted vendors may be asked to demonstrate the functionality of the proposed controller solution prior to final selection.

Section 4 Final Considerations

4.1. Norrsken Rwanda Ltd will not be bound to select any of the proposals.

4.2. Further information on Norrsken Rwanda Ltd may be found on our website https://www.norrsken.org/eastafrica 

4.3. Both the successful and unsuccessful bidders will be notified in writing following the completion of the evaluation and contract award process.

4.4. Norrsken Rwanda Ltd reserves the right to reject any or all proposals without assigning any reason.

4.5. Any attempt to influence the evaluation process will result in immediate disqualification.