REQUEST FOR PROPOSAL FOR THE CONSTRUCTION WORKS OF A MENSTRUAL HYGIENE MANAGEMENT ROOM, VIP Toilet, AND INSTALLATION OF RAINWATER TANKS AT EP GIKUNGU IN GATARE SECTOR IN NYAMAGABE DISTRICT.

1. INTRODUCTION

Water For People is an international non-for-profit organization working in Water, Sanitation & Hygiene. It works across nine countries, bringing together communities, local entrepreneurs, and governments to build and maintain water and sanitation services that last. In Rwanda, Water For People plays a key role in the Rwanda Water, Sanitation and Hygiene (WASH) sector by effectively partnering with the Government of Rwanda and other stakeholders since 2008. 

To date, Water For People supports the communities and public institutions (schools and health care facilities) of Rulindo, Gicumbi, Gisagara,Nyamagabe and Karongi Districts to sustainably access water, sanitation, and hygiene services. In line with this objective, Water For People partners with government institutions to improve access to sustainable WASH Services by supporting the construction of water supply systems, hygiene, and sanitation facilities. 

Additionally, Water For People supports the provision of rainwater harvesting facilities aiming at environmental protection and affordable available water at schools and health care facilities. This ensures that schools and healthcare facilities have a safe and affordable alternative source of water that can be used for other needs.

In Rwanda a girl’s room in schools is known as a room set apart for girls’ use during their menstrual period. According to statistics, a certain number of schoolgirls especially in rural areas of Rwanda miss school, during their menstrual period, because they cannot afford to buy sanitary pads. The Ministry of Education in collaboration with the Ministries of Health and Local government initiated “The Girl’s room” in schools to reduce girls’ absenteeism due to menstruation-related issues, however, many schools still lack proper rooms to serve the purpose. 

Water For People in Rwanda is supporting the construction of girl’s rooms in its Everyone Forever (EF) districts (Nyamagabe, Rulindo, Gicumbi, Gisagara, and Karongi Districts) and equipping them with sanitary pads, towels, a bed, water, soap etc, to offer a comfortable space for schoolgirls who have unexpectedly gone into her period or any female in the school environment with menstruation period related issues.

The presence of these rooms was proven to be a solution to improved menstrual hygiene management in schools, minimize girls’ absenteeism in schools and improve their performance in schools as well as girls’ self-confidence. 

It is against that background that Water For People, in partnership with the District of Nyamagabe, would like to hire the services of an experienced construction company to construct one Menstrual Hygiene Girl’s room, 6-stances toilet block and installation of 4 rainwater harvesting tank at EP Gikungu , Gatare Sector in Nyamagabe District. 

2. SCOPE OF WORK

• The Construction of the Menstrual Hygiene Management (MHM) room. It should be connected to the existing water supply system.
• The constructed MHM room will have a 2m3 plastic tank to harvest rainwater and this will bear a first flush system.
• Supply and installation of 4 rainwater harvesting tanks of 10m3 each.
• Construction of one toilet block of 6stances

Note: Water For People reserves itself the right to change the scope of works before the contract signature.

3. TECHNICAL PROPOSAL

The technical proposal to be submitted by the bidder must have the components described in the below sections.

3.1. Company profile and administrative documents

The company must provide the following administrative documents:

• Full company address in Rwanda indicating Province, District, Sector, Cell, Village, E-mail, Post Office Box, 
• A copy of the Trade License/Certificate of company registration,
• VAT registration certificate
• Valid Certificate of tax clearance by Rwanda Revenue Authority (RRA),
• RSSB clearance certificate 
• Site visit proof

3.2. Company experience

The desired company/firm should meet the following criteria:

• General experience of the company in the field of construction of buildings or sanitation facilities.

• Proven 3 good completion certificates of similar projects completed within the last 5 years.

3.3. Equipment 

The essential equipment to be made available by the successful Bidder are listed below: 

• One trucks with 5m3 of capacity.

• One concrete mixer 

• One concrete vibrator. 

The bidder must provide proof of possession (equipment must be registered in the names of the company or with a notarized rental contract signed by both parties accompanied by proof of their invoices).

3.4. Team composition and required skills

The company/firm should have the following staff members:

• Project Manager: A civil engineer A0 with a minimum of 5 years of experience in construction
• A site engineer: A civil engineer A0 with a minimum of 3 years of experience in the construction of buildings or A1 with a minimum of 5 years of experience in similar works.
• A site foreman: A2 diploma in construction or public works, with a minimum of 5 years of experience in the construction of buildings,
• A plumber: A2 diploma in plumbing with a minimum of 5 years of experience in plumbing works.

Note:

• All staff will present an updated Curriculum Vitae duly signed by the staff him/herself and notarized academic documents. 
• Degree issued by foreign institutions will only be considered if they are presented with their equivalences in Rwanda.
• For all the staff to be provided in the proposal, only experience(s) with a copy of certificate of good completion will be considered.

4. FINANCIAL PROPOSAL

The proposal must be based on the bills of quantities provided as annex in excel format.

Note: The bidder must submit their financial offer using the attached BoQ in Excel format. Any modifications or unlocking of the locked cells will result in immediate disqualification.

5. DURATION OF THE ASSIGNMENT

It is anticipated that the work to be done will be completed within 50 calendar days from the date of the contract signature. The technical offer should indicate a clear workplan.

6. TYPE OF AWARD

This will be a contract with clear payment schedules based on deliverables. The winner of this contract shall be responsible for submitting an original performance guarantee from a licensed bank representing 10% of the total contract amount and covering 12 months counted from the date of the provisional handover of the work.

7. SOURCE OF FUNDS

Water For People.

8. Copyrights

Copyright of all material on assignment will be retained by Water For People in Rwanda or the district.

9. PROCUREMENT

The terms of reference will be published via eligible media platforms. 

Proposals will be evaluated using the following criteria: administrative requirements, the profile of team members, availability of tools, equipment required to effectively carry out the assignment, and cost as follows.

• Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation
• Equipment: 25% (Distributed equally)
• Team composition: 25% (8% for PM, 7% for Site Eng, 5% for Foreman and 5% for plumber)
• Relevant experience: 50% (20% for general construction experience and 30% for 3 similar references distributed equally)

• 1st stage: Administrative documents: PASS or FAIL. Only the bidders with a PASS note will continue to the second stage of evaluation.
• 2nd stage: Technical proposal: 100% (that includes: Equipment, team composition, and company experience)

All substantially responsive proposals that score 80% marks or more from the technical submission evaluation shall have their financial proposals evaluated. 

• Stage 3: Financial offer evaluation: The lowest offer with a successful technical proposal will be the successful one.

The bidder who passed the technical evaluation and has the lowest quote shall be declared successful and subsequently invited for negotiation.

The selected vendor will be contractually required to comply with Water For People’s Vendor Code of Conduct Vendor code OK.pdf and will be required to deliver a Conflict-of-Interest Certificate prior to execution of the contract. The Conflict-of-Interest Certificate requires the disclosure of any potential or actual conflicts of interest with Water For People employees or their relatives including past, current, or proposed business transactions, employment or offers of employment, or certain gifts or entertainment. Water For People will evaluate any disclosures of conflicts of interest; if Water For People determines it cannot waive or mitigate the conflict of interest it will result in the disqualification of the selected proposer.

10. Eligibility for bidders

The prospective bidders will conduct a mandatory site visit on 11/02/2026 with a departure fixed at 10 AM at the Nyamagabe District office. The drawings will be sent via email to the visited companies only.

11. REPORTING AND WORK RELATIONSHIP

The contractor will be collaborating with the entire Water For People team including the top management team as well as the field staff.

Daily, the contractor will be supervised by Water For People representative and Nyamagabe District representative and the provisional handover of works must be approved by all the above parties.

12. Rights reserved

1. Water For People in Rwanda reserves the right to cancel the entire procurement process without incurring any liability whatsoever. 
2. Water For People in Rwanda reserves the right to amend any segment of the RFP prior to the announcement of selected candidates.
3. Water For People in Rwanda also reserves the right to remove one or more of the services from consideration for this contract should the evaluation show that it is in Water For People’s best interest to do so.
4. Water For People in Rwanda also may, at its discretion, issue a separate contract for any service or groups of services included in this RFP. Water For People may negotiate a compensation package and additional provisions to the contract awarded under this RFP.
5. Water For People in Rwanda reserves the right to debrief the applicants after the completion of the process due to the expected high volume of applications to avoid compromise of the process.

13. BIDDING PROCESS

Interested companies are requested to submit their application files electronically no later than 15/02/2026 with the subject “The construction works of a menstrual hygiene management room, six stance toilet block and supply and installation of four rainwater tanks at EP Gikungu in Gatare Sector, Nyamagabe District” to the following email: rwprocurement@waterforpeople.org.

The bids opening will take place on 16th February 2026, at 3:00 PM at the Water For People Office and the presence of all bidders in the opening session is mandatory.

Technical and Financial proposals must be submitted in separate documents but in the same email. The Financial proposal must be protected in Excel format and its password must be presented by the bidder during the opening session.

The provided Excel sheet should be used in the preparation of the financial offer and MUST not be edited as doing so leads to automatic disqualification.

Note:

1. Any bid with any arithmetic error in calculation or any other type of error or omission will automatically be disqualified.
2. Hard copies and late submissions shall be rejected.
3. In-person visits or phone calls are not allowed!
4. Late submissions will not be considered.

Done at Kigali on 05/02/2026

Eugene DUSINGIZUMUREMYI

Country Director