Terms of Reference (ToR)

TYPE OF SERVICE: Supply of Materials/Equipment to 6 Small and Medium Enterprises (SMEs)

Advancing Women’s Inclusion in Business Project

1. Background

Rwanda Women’s Network (RWN), in partnership with Kvinna till Kvinna and with funding from GIZ, is implementing the Advancing Women’s Inclusion in Business project under the Women’s Economic Empowerment framework. As part of this initiative, a Business Plan Competition was organized to recognize and support the most promising women-led Small and Medium Enterprises (SMEs) that participated in a structured Business Development Services (BDS) program.

Out of 12 SMEs supported across 5 districts where RWN is operating, 6 high-performing women-led SMEs were selected as winners of the competition. These include:

• Bugesera: Icyerecyezo
• Kayonza: Urumuri and Urugwiro
• Rwamagana: Dushyigikirane
• Musanze: Twegerane and KABUKA

To support the scaling and sustainability of these winning SMEs, RWN will provide in-kind business support in the form of material supplies tailored to the needs of each SME.

2. Purpose of the Assignment

The purpose of this assignment is to procure and deliver specific materials required by each of the 6 winning SMEs to enhance their operations, productivity, and competitiveness in alignment with their submitted business plans.

3. Objectives

• To supply quality, appropriate, and timely business materials and equipment to the selected SMEs.
• To ensure that materials delivered meet the agreed-upon specifications depending on each SME’s identified needs.
• To contribute to the sustainability and growth of women-led enterprises through tailored material support.

4. Scope of Work

The selected supplier(s) will be responsible for:

• Supplying materials and/or equipment as per the detailed specifications provided by RWN and the SMEs.
• Ensuring all materials are of high quality, durable, and suitable for the intended business use.
• Packaging, transporting, and delivering the items to the SMEs located in Bugesera, Kayonza, Rwamagana, and Musanze districts.
• Providing after-sale support or warranty where applicable (especially for equipment).
• Coordinating with RWN and SME representatives to confirm delivery and receipt of goods.
• Replacement of the equipment in case of realized fault after delivery

5. Deliverables

• Complete procurement and delivery of materials per SME within the agreed timeframe.
• Delivery notes signed by both the supplier and SME representatives upon receipt of Supplied materials.
• Final delivery report including:
  • List of delivered items per SME
  • Photos of delivered items
  • Proof of delivery (signed receipts)

6. Timeline

The total duration of the assignment is 7 days from the date of contract signing. The expected delivery period is no later than 31st October 2025.

7. Required Qualifications of the Supplier

• Proven experience in the procurement and supply of business materials and/or equipment.
• Demonstrated capacity to deliver to rural and semi-urban areas across Rwanda.
• Ability to provide warranties or guarantees on applicable items.
• Tax clearance/CIT for the year 2024 and company registration documents by RDB.
• Registration with the RRA Electronic Billing Machine (EBM) system. 

8. Selection Criteria

The selection of the supplier(s) will depend on the following:

• Compliance with required specifications
• Cost-effectiveness of the quotation
• Delivery timelines
• Past performance and client references
• Ability to offer post-delivery support
• Ability to supply all the required material by one supplier 

9. Reporting and Supervision

The supplier will report to the Project Coordinator, Advancing Women’s Inclusion in Business at Rwanda Women’s Network, and work closely with designated SME focal person

10. Application Procedure

Interested suppliers should submit:

• A detailed financial proposal/quotation based on the request for Quotation provided
• Company profile and experience in similar assignments
• Delivery timeline
• Valid RRA tax clearance certificate and RDB registration certificate
• References from at least two recent clients

All documentation should be assembled into one PDF file and sent to rwawnet@rwanda1.rw by 12:00 on 23 October 2025.