Terms of Reference:Hiring a supplier for School Resource Room Materials
1. Introduction
A. Summary
|
Name of the project |
Zero Out Of School Children |
|
Title of the consultancy |
Procuring School Resource Room Materials |
|
Category |
Supplier (individual or company) |
|
Location of the tender |
Kigali city |
|
Duration |
Fourteen days (two week) |
|
Starting date |
October 13th, 2025 |
|
Closing date |
October 27th, 2025 |
B. About NUDOR
The National Union of Disability Organizations of Rwanda (NUDOR) is a civil society organization established in 2010 by eight National Organizations of Persons with Disabilities. It currently comprises fifteen member organizations. NUDOR envisions a society where Persons with Disabilities enjoy equal human rights, opportunities, and full participation as other citizens. Its mission is to serve as a voice for organizations of persons with disabilities, to share experiences, advocate for rights, and build capacity.
Through its interventions, NUDOR aims at achieving its vision and mission which are respectfully “a society where People with Disabilities enjoy equal human rights, opportunities and full participation as other citizens” and “to serve as a voice for organizations of people with disabilities to share their experience and express their views and to support them in strengthening their capacities and achievements”
Our response / strategic objectives: In line with the needs of persons with disabilities and their organizations, as well as the Sustainable Development Goals and the National Strategy for transformation, the following are strategic objectives that will drive our work in the years to come:
- Strategic objective 1: Advocate for comprehensive inclusive and special Education to ensure equitable access for all children and adults with disabilities in Rwanda
- Strategic objective 2: Advocate for Accessible, quality and equitable Health Services for persons with disabilities to promote health equity and well-being for all.
- Strategic objective 3: Advocate for increased access to skills development programs, employment opportunities, and appropriate social protection programs for persons with disabilities in Rwanda.
- Strategic objective 4: Advocate for responsive, inclusive, and equitable Laws, policies and practices that address the diverse needs, perspectives, and participation for persons with disabilities.
- Strategic objective 5: Governance and Organization Development
Cross thematic areas: Following are cross thematic areas that inspired the development of our theory of change and the overall strategy: Gender equality; Community based rehabilitation; Advocacy& Diversity.
C. Background and Justification
NUDOR is committed to defending the right to inclusive education in accordance with Article 24 of the UN Convention on the Rights of Persons with Disabilities (UNCRPD). Despite progress, children with disabilities in Rwanda still face barriers including inaccessible learning environments, limited adapted materials, and stigma.
To address these challenges, the Rwandan education system introduced inclusive education resource rooms dedicated school spaces equipped with tools that support learners with disabilities. However, many of these rooms remain under-equipped, limiting their impact. This procurement initiative is part of the NUDOR Zero Out of School Children Project, which aims not only to increase enrolment but also to ensure the retention and success of learners with disabilities.
D. Activity Description
This activity contributes directly to NUDOR’s Strategic Objective 1, specifically under Output 2: promoting inclusive education. It involves equipping 71 school-based resource rooms in GICUMBI, GISAGARA. KICUKIRO, RUTSIRO and RWAMAGANA Districts with safe, adapted, and durable learning and assessment materials that address the diverse needs of learners with disabilities.
The purpose of establishing and equipping resource rooms is to create supportive learning environments where children with disabilities can access individualized instruction and specialized materials that may not be readily available in regular classrooms. These rooms serve as inclusive support hubs, helping bridge learning gaps, improve participation, and enhance academic performance through tailored interventions. By strengthening the functionality of these resource rooms, the initiative fosters meaningful inclusion, reduces dropout risks, and promotes equitable learning outcomes for all learners.
- Objectives
Overall Objective:
The tender to supply School Resource Room Materials intended to enhance inclusive and effective learning for children with disabilities by providing 71 schools with quality, safe, and functional educational and assistive materials.
Specific Objectives:
- To procure high-quality educational and assistive materials that meet the diverse learning needs of children with disabilities.
- To supply and deliver these materials to 71 designated schools in a timely and efficient manner.
- To ensure all materials meet required functional, safety, and technical standards suitable for school environments.
- To support the implementation of inclusive education by providing tools that enable equitable access to learning opportunities for children with disabilities.
- Expected result
71 schools will have received and installed a full set of quality-assured educational, all meeting functional, safety, and technical standards, and appropriately labelled and packaged, thereby enhancing inclusive and effective learning for children with disabilities across these schools.
- List of Items and Specifications
|
Index |
Item Description |
Specifications |
Unit |
Qty |
Use |
|
1 |
Eye Chart (direction) |
A1 plastic, non-reflective, hanging holes |
Pc |
71 |
Visual assessment |
|
2 |
Eye Chart (image) |
A1 plastic, non-reflective, hanging holes |
Pc |
71 |
Visual assessment |
|
3 |
Hand Bell |
Brass, wooden handle, 168g, ≥25dB at 4kHz |
Pc |
71 |
Hearing assessment |
|
4 |
Small Drum |
Wooden, 20 cm, 340g, with 2 sticks, 65Hz–4kHz+ |
Pc |
71 |
Hearing assessment |
|
5 |
Rattles |
Wooden, child-safe, bright colors |
Pc |
71 |
Hearing assessment |
|
6 |
Physio Ball |
PVC, anti-burst, Ø55–65 cm, with air pump |
Pc |
71 |
Gross motor/mobility |
|
7 |
Football |
PVC, Ø58–60 cm, 300–320g, includes pump |
Pc |
71 |
Leg strength/mobility |
|
8 |
Tape Measure |
150 cm, soft fiberglass, dual-side, metal casing |
Pc |
71 |
Physical measurement |
|
9 |
Jumping Rope |
Adjustable, 280 cm, sponge handle |
Pc |
71 |
Gross motor skills |
|
10 |
Soft Play Climbers |
6 soft foam blocks, wipe-clean surface |
Set |
71 |
Gross motor assessment |
|
11 |
Sensory Squeeze Balls |
≥5 textures, Ø6.3 cm, 20g, multicolour |
Pc |
71 |
Sensory/fine motor |
|
12 |
Wooden Stacking Toys |
5 shapes, wood, non-toxic paint |
Set |
71 |
Fine motor skills |
|
13 |
Cold Roll Laminator |
Manual, 650 mm width, ≤5 kg, 230V plug (Type C/J) |
Pc |
71 |
Laminating materials |
|
14 |
Laminating Pouch |
22.86 x 30.48 cm, 100 sheets/box |
Box |
71 |
Laminating use |
|
15 |
Size Boxes (nesting) |
7 wooden boxes, non-toxic, smooth edges |
Set |
71 |
Cognitive assessment |
|
16 |
Puzzle Board (shapes) |
Wooden, 12 tactile shapes, 30x30 cm |
Set |
71 |
Shape/colour recognition |
|
17 |
Blocks with Numbers & Dots |
Wood, embossed 0–9, 45x45x45 mm |
Set |
71 |
Numeracy skills |
|
18 |
Braille Spelling Board |
Peg board, 370 x 300 mm |
Set |
71 |
Braille literacy |
|
19 |
Blowing Game Board |
26-letter board, 300x250x35 mm, table tennis compatible |
Set |
71 |
Reading and motor skills |
|
20 |
Traditional Woven Mat (Umukeka) |
Minimum 1.5 x 1.5 meters |
Pc |
71 |
Sitting/working surface in class |
|
21 |
Creative/DIY Kit |
Colored paper, glue, scissors, cardboard, markers |
Kit |
71 |
For creating tailored learning tools |
N.B.: The budget allocated for this procurement is Forty-two million Rwandan francs (=Rwf 45,000,000=)
- Procurement Process Timeline for Resource Room Materials
6 - Technical Requirements
The technical proposal for the procurement of school resource room material includes the following documents and information. Scoring will be based on the criteria below, totaling 100 points:
|
Component |
Description |
Max Points |
|
1. Application Letter & Team Composition |
Formal application letter - CV of lead consultant or procurement specialist - Names and brief profiles of team members supporting procurement, logistics, or monitoring |
20 |
|
2. General Experience of the Consultant |
Proven experience in procurement, supply chain management, or educational materials sourcing - Experience working in the Rwandan education sector or community context, including knowledge of inclusive education needs |
20 |
|
3. Relevant Experience in Similar Procurement Services |
Demonstrated knowledge and experience in procurement of educational or disability-related materials - Experience supporting monitoring and quality assurance of delivered materials - At least one verifiable reference from similar assignments |
20 |
|
4. Quality of the Methodology Proposed |
Detailed approach to managing procurement steps (needs assessment, vendor selection, logistics, quality inspection) - Clear work plan with timelines and risk mitigation strategies |
20 |
|
5. Financial Proposal |
Clear and transparent budget proposal including fees and any operational costs - Alignment with the scope and deliverables of the procurement process |
20 |
- Remuneration
An advance payment of 30% of the contract value will be made upon contract signing. The remaining amount will be paid upon successful delivery, inspection, and acceptance of all materials, following submission of a valid invoice. NUDOR may withhold payment if deliverables are late, incomplete, or do not meet agreed standards. All applicable taxes shall be declared and paid to RRA in line with Rwandan tax laws.
- Application Process
Interested suppliers are invited to submit a proforma invoice accompanied by an introductory submission letter in a sealed envelope clearly marked: “Proforma invoice for procurement of school resource room materials.”
Submissions must be delivered no later than 3rd October 2025, by 5:00 PM to the NUDOR Secretariat Office, located in Kigali City, Kicukiro District, Kagarama Sector, 2KK37 Ave.
It is the responsibility of the supplier to ensure that the documents reach the address before the deadline. Late submissions, regardless of the cause, will not be considered. After the evaluation, the selected supplier will be notified in writing.
- Supervision and Collaboration
The supplier will work under the supervision of the NUDOR Logistics Officer, in collaboration with the Education Program team under the Zero Out of School Children Project. NUDOR will retain the final authority regarding the quality, completeness, and timely delivery of all materials. The list and specifications of the resource room materials must be agreed upon with NUDOR before procurement and delivery.
NSENGIYUMVA Jean Damascene
NUDOR Executive Secretary