OPEN TENDER – REQUEST FOR BIDDERS (RFB)

Supply of Microsoft Server 2022 & Microsoft SQL Server 2022 Licenses

For Prime Life Insurance Ltd & Prime Insurance Ltd

Tender Reference No.:003/PLI/PI/ICT/OT/2025/11
Tender Type:Open Tender
Issue Date: Wednesday, November 26, 2025
Closing Date & Time: 04-December-2025 @15:30

1. Background

Prime Life Insurance Ltd and Prime Insurance Ltd (hereinafter referred to as “the Companies”) invite eligible and authorized bidders to submit quotations for the supply of Microsoft software licenses only, as part of their ongoing ICT infrastructure upgrade.

This request is strictly for license supply and support services. No installation, deployment or configuration are required.

2. Scope of Supply

3. License Requirements

• Licenses must be:
  • Brand new, original, and unused
  • Supplied by Microsoft or a Microsoft Authorized Partner
  • Perpetual licenses
  • Fully compliant with Microsoft licensing terms
• The bidder must provide:
  • Genuine license keys
  • License certificates / proof of authenticity
  • Official Microsoft licensing documentation
• Licenses must be transferable to the Companies’ Microsoft tenancy or licensing account.

4. Bidder Eligibility Requirements

Bidders must submit copies of:

1. RDB Company Registration Certificate
2. Valid Tax Clearance Certificate
3. Proof of being a:
   • Microsoft Authorized Partner or
   • Authorized Microsoft Reseller
4. At least two (2) similar license supply contracts in the last three (3) years

5. Financial Proposal Requirements

The financial offer must clearly indicate:

• Unit price per license
• Total price per item
• Grand total (VAT exclusive & VAT inclusive)
• Currency in FRW
• Delivery timeline for license keys
• Payment terms

6. Delivery Requirements

• Delivery shall be made by:
  • Electronic delivery of license keys and certificates, and
  • Physical delivery of official licensing documents
• Delivery location: Kigali, Rwanda
• Maximum delivery timeline: 14 working days after purchase order / contract signature

7. Submission Requirements

Bidders must submit:

• One (1) Technical & Legal Compliance File
• One (1) Financial Proposal
• Both sealed and clearly marked:

Submissions must be addressed to:

Prime Life Insurance Ltd & Prime Insurance Ltd

MIC Building, KN2 Av, Kigali – Rwanda

Second Floors

003/PLI/PI/ICT/OT/2025/11
Supply of Microsoft Server 2022 & Microsoft SQL Server 2022 Licenses
Do Not Open Before: December 4th 2025 @ 15:30

Late bids will not be accepted.

8. Bid Validity

All bids must remain valid for at least 90 days from the submission deadline.

9. Clarifications

All clarification requests must be submitted in writing to:

Dieudonné UWAMBAJIMANA, dieudonne.uwambajimana@prime.rw, 0786 138 376

Note:PRIME INSURANCE LTD and PRIME LIFE INSURANCE LTD reserve the right to accept or reject any bid, in whole or in part, without providing reasons, and to annul the tender process at any stage before contract award.