Expression of Interest (EOI)
SUPPLY OF OFFICE CLEANING MATERIALS.
Reference Number: 7000025573
Publication date: 15.10.2026
Introduction
The Deutsche Gesellschaft für Internationale Zusammenarbeit (GIZ) GmbH is a federally owned international cooperation enterprise for sustainable development with worldwide operations. The GIZ Office in Kigali covers GIZ’s portfolio in Rwanda and Burundi. GIZ Rwanda/Burundi implements projects on behalf of the German Federal Ministry for Economic Cooperation and Development, the European Union and other commissioning authorities in the following priority areas: Sustainable Economic Development; Good Governance; Climate, Energy and Sustainable Urban Development; Digitalization and Digital Economy; and regional projects in the Great Lakes Region.
The GIZ Office in Kigali is responsible for financial, administrative, and human resource management functions covering the GIZ activities in Rwanda and Burundi.
GIZ intends to engage a reliable supplier to supply cleaning materials regularly, as and when the need arises.
Scope of services
The selected supplier is expected to perform the following scope of work.
Supply of cleaning materials and supply procedure
The supplier is responsible for the supply of cleaning materials (such as toilet paper, paper towels, detergents and soaps, disinfectants, glass cleaners, air fresheners, mops and mopping cloths, brooms, dustbins and other cleaning consumables and equipment) as per the demand received from GIZ project offices in Rwanda. Purchase orders may be combined or may be for even a single unit, as and when the requirement arises for any category of items, under our framework agreement.
GIZ will issue a purchase order indicating the needed items and the respective quantities. The format of the purchase order will be agreed upon after the EoI procedure has been finalized.
Once a purchase order is issued, the supplier is responsible for delivering the respective items within up to 5 working days after accepting the confirmed purchase order. The successful supplier shall deliver the items to any GIZ office location throughout Rwanda. However, GIZ's offices in Kigali will remain the major delivery points, as indicated in each order.
Quantitative requirements
The quantities of cleaning materials to be ordered under this framework agreement are indicative and non-binding. They have been estimated based on the average monthly consumption of cleaning materials by the GIZ Office in Kigali over the previous two (2) years (2024 and 2025), as summarized in the table below.
These figures are provided for the supplier’s planning purposes only and do not constitute a guaranteed order volume. Actual quantities ordered during the agreement period will depend on GIZ’s actual needs and may be higher or lower than the estimates below.
| Item / material | Unit | Estimated average monthly quantity (2026–2027) |
|---|---|---|
| Toilet paper | Rolls | 2500 |
| Paper towel (Essuie tout) | Rolls | 2000 |
| Air freshener – 300ml | Cans | 300 |
| Cleaning powder – 5kg | Tubs/bags | 10 |
| Liquid soap multipurpose – 5L | Jerrycans | 100 |
| Liquid hand soap – 5L | Jerrycans | 50 |
| Cotton floor cleaning cloth/torchon | Pieces | 50 |
| Block WC | Pieces | 200 |
| JIK / Blue– 750ml | Bottles | 100 |
| JIK / White – 750ml | Bottles | 100 |
| VIM – 500g | Tubs | 200 |
| Soft broom with wooden handle | Pieces | 8 |
| Office dustbin, plastic with lid, approx. 10 L | Pieces | 100 |
| Glass cleaner, spray bottle 500ml (windows, mirrors, glass doors) | Bottles | 100 |
| Dish cloth | Pieces | 100 |
| Dish cleaning sponges | Pieces | 1000 |
| Mop bucket with wringer, plastic, approx. 15 L | Pieces | 15 |
| Dustpan and brush set, hand-held with handle | Sets | 15 |
| Reusable cleaning gloves, medium/large | Pairs | 100 |
Agreement period
The service provision shall commence as soon as possible, at the latest in November 2026. The framework agreement will be concluded for an initial two (2) years, with the option to extend the agreement for a further one (1) year.
The agreement can be terminated by GIZ by giving three (3) months' notice at any time without providing any justification. However, any purchase commitment or payment placed or in the pipeline prior to the issuance of the termination notice shall be fulfilled by both parties.
Payment procedure
The supplier may submit invoices to GIZ after delivery of the requested materials. Payment will be made upon certification of item reception, within a period not later than 15 days.
GIZ will not issue any advance payment at any time throughout the agreement period.
Format of tender
Interested suppliers must submit their tender in English, in PDF format, comprising the following two separate parts:
- Technical offer – comprising all the supporting documents listed under “Required documents” below (proof of experience/letters of reference, registration certificate, VAT certificate and tax clearance certificate).
- Financial offer – the completed “Form of Price Sheet and List of Cleaning Materials”, with unit prices indicated in Rwandan Francs (RWF), VAT exclusive, for each item/category.
The tender, including the prices quoted, must remain valid for a minimum of ninety (90) days from the submission deadline.
Required documents
Participating suppliers must provide the following documents:
- 3 letters of reference as proof of 3 years of experience in Rwanda supplying different brands/categories of cleaning materials to major multinationals, corporates or international organisations. The supplier should prove the capacity to maintain and take care of operational activities for a longer duration.
- A valid registration certificate (issued by RDB).
- VAT certificate (issued by RRA).
- Latest tax clearance certificate (issued by RRA).
Technical assessment criteria
Tenders will be evaluated in two stages:
- Stage 1 – Eligibility check (pass/fail): GIZ will verify that all documents listed under “Required documents” have been submitted, and that they are complete and valid. Incomplete or non-compliant tenders will be disqualified and will not proceed to technical evaluation.
- Stage 2 – Technical evaluation: tenders that pass Stage 1 will be scored against the technical criteria below. A minimum overall technical score of 70 out of 100 points is required to qualify for financial evaluation.
| No. | Technical criteria | Weight (points) |
|---|---|---|
| 1 | Relevant experience: number of years beyond the minimum 3 years required, and the scale/diversity of clients (multinationals, corporates, international organizations) served in Rwanda. | 30 |
| 2 | Range and breadth of cleaning materials/brands offered, matching the categories required under this framework agreement. | 20 |
| 3 | Delivery capacity: logistics/fleet arrangements, ability to meet the 5-working-day delivery timeline, and geographic coverage across Rwanda. | 25 |
| 4 | Quality management practices/certifications (if any) and ability to ensure continuity of supply (stock levels, backup arrangements). | 15 |
| 5 | Financial and organizational capacity to sustain a multi-year framework agreement. | 10 |
| Total | 100 |
Submission of offer: The Expression of Interest should contain the following:
Technical Proposal:
- Registration Certificate issued by RDB
- VAT certificate issued by RRA
- Evidence of tax clearance issued by RRA
- Technical Proposal (attached template for technical proposal MUST be used)
- Completed Self declaration of eligibility
Financial Proposal: Financial offer indicates the all-inclusive total contract price, supported by a breakdown of all costs as described in the specification of inputs.
Your EoI has to be submitted in 2 separated emails to RW_Quotation@giz.de until 25/10/2026
1.The technical offer has to be submitted in PDF format and as attachment to the email with the subject: Technical offer 7000025573
2.The financial offer has to be submitted in PDF format andthe price must be in Rwandan Francs and VAT excluded (if applicable) and as attachment to the email with the subject: Financial offer 7000025573 (you must use attached price sheet)
If the emails exceed the default email size of 30MB, offers can be exceptionally submitted through https://filetransfer.giz.de/
Offers submitted through any other sharing platform, as google documents or similar will not be considered.
Offers submitted in hard copy will not be considered.
GIZ reserves all rights.
Annex:
- Technical Proposal template
- Technical assessment grid
- Self-declaration of eligibility
- Price sheet