TERMS OF REFERENCE
FOR
Execution of miscellaneous finishing works related to construction of Kiyovu apartment
SUBMISSION:
Send your offers (technical and financial offers separately) to sisay41@yahoo.com with a copy
to boni.hagenimana@gmail.com by 10th October 2025 at 6pm.
1. BACKGROUND
- 1. CLIENT (Bekele Sisay Tesfaye) a private developer in Rwanda, is constructing a modern five-storey apartment building in Kigali City as part of his commitment to contributing to the country’s infrastructure development. The project aims to provide high-quality residential spaces that align with Rwanda’s urban growth and housing needs
- 2. To that aim, CLIENT (BEKELE SISAY TESFAYE) seeks qualified contractors to execute high-quality finishing works to complete the project
2. SCOPE OF WORK
2.1.Objective: The objective of these Terms of Reference is to guide a bidding exercise to identify suitable Contractors to execute the Works described below within the agreed quality, budget and timeline. The general aim of the Project is to complete the miscellaneous finishing works related to construction of Kiyovu apartment
2.2. Nature of works and location: This Project includes finishing works and supplies
2.3. Division of project into lots: The Project is divided into four (2) lots: Lot 1 includes Finishing works and Lot 2 includes supplies as shown in Table 1.
Table 1: List of lots
| No | Lots | Type of work |
| 1 | Lot 1: Finishing works | 1Painting works2Floor tiling and carpeting3Ceiling work and finishes4Doors and windows installations5Sanitary ware installation6Electrical and lighting fixtures installation7Kitchen cabinetry and countertops8Any other related finishing works as per detailed drawings and specifications |
| 2 | Lot 2: Supplies | Furniture1Sofas2Tables3Bookshelve4Chairs5Beds6Wardrobes7Kitchen cabinets8Curtains or blindsKitchen Appliances1Refrigerator 2Microwave Oven 3Cooker/Oven 4Water Dispenser Living Room Electronics1Smart TV 2Wi-Fi Router & Network Cabling 3Air Conditioner (AC) Security & Smart Home Systems1CCTV Cameras (Common Areas & Entrances)2Motion Sensors & Security AlarmsLaundry & Cleaning Appliances1Washing Machine 2Dryer 3Vacuum Cleaner |
2.4. Management of lots: The Potential Bidder is eligible to submit bids to both lots as they want based on their capacity, qualifications, experience and business objectives. CLIENT (BEKELE SISAY TESFAYE) reserves the right to award both lots to one or more Contractors based on their technical and financial merits, and to the Contract distribution option that is in CLIENT (BEKELE SISAY TESFAYE)’s best interest. The recommendation for the award of each lot will be based on the best value for money principle.
2.5.General specifications: The Works will be carried out in accordance with the Drawings, Bill of Quantities and Technical Specifications provided in the BOQ: Technical Documents and in accordance with all construction standards applicable in Rwanda.
2.6. Site visit: Potential Bidders must visit the site prior submitting their offers to get familiar with site conditions that may affect their Proposals. Potential Bidders are expected to make their own arrangements to visit the site and on their own expenses. CLIENT (BEKELE SISAY TESFAYE) shall accept no excuse or claim whatever from the Selected Contractor for not knowing or being able to properly evaluate the site condition and assess the equipment, material, labor, etc. requirements for the Works to be carried out. Questions should be submitted in writing to CLIENT (BEKELE SISAY TESFAYE) in accordance with instructions provided under the RFP. A mandatory site visit is scheduled on 1st October 2025 at 4pm at the site Contact Information:
For any queries regarding the RFQ, please contact:
Boniface HAGENIMANA
Email Address: boni.hagenimana@gmail.com
Phone Number: +250783702202
The scope of construction works should ensure that the building facility is environmentally sustainable and inclusive to people with disability. These requirements are embedded at all stages of the project (design, construction, commissioning and operation)
2.7. Other Considerations: Implementation should consider that construction activities with quality and safety as per international standards. Measures must be in place to ensure the safety of labour and maintain site secure and clean throughout the works.
3. EXPECTED DELIVERABLES AND TIMEFRAME
3.1.The timely completion of these Works is of utmost importance for CLIENT (BEKELE SISAY TESFAYE).
3.2. The Intended Substantial Completion Date should be no later than three (3) calendar months from the Start Date. Upon CLIENT (BEKELE SISAY TESFAYE)’s acceptance of Works at Substantial Completion, the Certificate of Substantial Completion will be issued.
3.3.The Defects Liability Period is six (6) calendar months counted as from the date of the Certificate of Substantial Completion. Upon CLIENT (BEKELE SISAY TESFAYE)’s acceptance of Works at Final Completion, the Certificate of Final Completion will be issued, and the Contract will be closed upon returning of Guarantee of Good Completion
3.4. CLIENT (BEKELE SISAY TESFAYE) will issue partial and final payments upon satisfactory completion of each Deliverable.
3.5. The Potential Bidder may propose additional, or alternative Deliverables to suit their recommended sequencing of the Works and expected cash flow during execution of the Works. CLIENT (BEKELE SISAY TESFAYE) will consider the Proposal as part of the technical evaluation.
Table 2: Deliverables and Timeframe
| Deliverable Mile stone/ | Scope of deliverable | Suggested payment distribution | Timeframe |
| Milestone 1 | Completion of 30% of total works | 30% | End of Week 4 (≈1 month) |
| Milestone 2 | Completion of 60% of total work | 30% | End of Week 8 (≈ 2 month) |
| Milestone 3 | Completion of 90% of total works | 30% | End of Week 11 (≈ 2.75 months) |
| Milestone 4 | Completion of 100% of total work (Substantial completion and acceptance) | 10% | End of Week 12 (≈3 months) |
4.0. ELIGIBILITY AND QUALIFICATION
4.1. The Potential Bidder shall provide all the information and documentation requested in this section with its Proposal. Failure to submit the information below will disqualify the Potential Bidder.
4.2. Documents to be submitted in the Technical Proposal:
- The Potential Bidder must be registered construction company in [country (e.g., Rwanda)] and have no conflict of interest to the Project. Technical Proposals shall include copies of original documents defining the constitution or legal status of the company, place of registration, and principal place of business; written power of attorney of the signatory of the Contractor to commit the Contract.
- Certified copies of academic qualifications and a curriculum vitae (maximum two pages) must be provided for each key personnel proposed for the project, including but not limited to the Project Manager, Site Engineer, and Foreman. CLIENT (BEKELE SISAY TESFAYE) reserves the right to conduct verbal interviews with the proposed personnel prior to the commencement of the project. The number of personnel proposed should be aligned with the number of lots for which the bidder is submitting an offer
- Reports on the financial standing of the Potential Bidder, such as profit and loss statements and auditor’s reports for the past three years.
- Evidence of adequacy of working capital for the signed Contract (access to line(s) of credit and availability of other financial resources).
- Proposed Project Implementation Plan of Works showing the proposed implementation methods, quality control strategy (Where applicable), schedule for all the activities in the Works.
4.3. The Potential Bidder must provide sufficient information in their Proposal to demonstrate compliance with the requirements defined by CLIENT (BEKELE SISAY TESFAYE). The forms listed below contains the eligibility and minimum qualifying criteria that CLIENT (BEKELE SISAY TESFAYE) will use to evaluate Proposal for the award of Contract.
4.3.1. Information to be submitted in the Technical Proposal (ANNEX C):
- Technical Proposal Submission (Form 1)
- Technical Proposal Letter (Form 2)
- Potential Bidder General Information (Form 3)
- Potential Bidder’s Contact Details (Form 4)
- List of Proposed Key Personnel (Form 5)
- List of Machine and Equipment (Form 6)
- Potential Bidder’s Financial Information/ Adequacy of Working Capital (Form 7)
- Works in Hand and their Financial Values (Form 8)
- Litigations (Form 9)
- Proposed Project Implementation plan of Works (Form 10)
4.3.2. Information to be submitted in the Financial Proposal (ANNEX D):
- Financial Proposal Letter (Form 11)
- Summary of Financial Proposal (Form 12)
- Completed Bill of Quantities (Form 13)
4.4. The Proposals prepared by potential contractors and all correspondence and documents relating to the Proposals exchanged by potential contractors and CLIENT (BEKELE SISAY TESFAYE) shall be written in the English language.
4.5. Errors in the Proposals
- Bidders are expected to examine all instructions and documentation of the RFP. Failure to do so will be at Bidders’ own risk. In case of errors in the extension price, the unit price shall govern.
- In the event of any discrepancy between the copies of the Proposals, the original shall govern. The original and each copy of the Technical and Financial Proposal shall be prepared in indelible ink and shall be signed by the authorized Contractor’s representative.
- The Proposal shall contain no interlineations or overwriting except as necessary to correct errors made by the Bidders themselves. Any such correction shall be initialled by the person or persons signing the Proposal.
5.0. EVALUATION PROCESS AND METHOD
5.1. Following closure of the RFP, Technical Proposals will be evaluated by the Client. The evaluation will be restricted to the contents of the Technical Proposals and the reference checks.
5.2. CLIENT (BEKELE SISAY TESFAYE) will first evaluate the completeness and responsiveness of Proposals in relation to:
- Separate submission of proposals (Technical Proposal and Financial Proposal are submitted in separate email)
- Submission of all document requested in Section 5.2 and all information requested in Section 5.3.
- The Technical Proposal letter is duly signed (Form 2)
5.3. Proposals that fail to comply with the above will be disqualified and will not be given further consideration.
5.4. CLIENT (BEKELE SISAY TESFAYE) will then evaluate the technical merits of each Technical Proposal using the rating system in Table 3 below.
5.5. A maximum of 70 points will be assigned to the Technical Proposals. Technical Proposals receiving 49 points (70%) or higher will be considered technically responsive. Non-technically compliant and non-responsive Proposals will not be given further consideration.
5.6. CLIENT (BEKELE SISAY TESFAYE) will evaluate the Financial Proposals of those RFPs the bids that pass the technical evaluation. The total number of points allocated for the Financial Proposal is 30 points. The maximum number of points will be allocated to the Proposal with the lowest price. All other Price Proposals shall receive points in inverse proportion to the lowest price.
5.7. The recommendation for the award of each lot will be based on the best value for money principle. The Proposal obtaining the highest cumulative score (Technical + Financial) will be recommended for the award.
Table 3 Evaluation Criteria
| CRITERIA | MAXIMUM POINTS |
| Technical Evaluation | |
| 1.Capability (skills, expertise and experience) of the Potential Bidder [and Key Personnel]1.1. Number of years as key personnel and building contractor for similar Works: personnel proposed for the execution of the Works, including the academic credentials and CVs, and ToR for the position. – Project Manager (Civil engineer with a BSc degree, at least 8 years’ experience) for each lot – Civil Engineer (Civil engineer with a BSc degree, at least 5 years’ experience) for lot 1.- Electrical Engineer (Civil engineer with a BSc degree, at least 5 years’ experience) for lot 1- Plumber (A2 with at least 5 years’ experience in plumbing) for lot 1- Other personnel proposed by the bidder for the project1.2.A list of 3 Projects of similar nature and complexity competed in past three (3) years with reference 1.3.Number of years as a building Works contractor for related Works (proof required)1.4.The number and the corresponding value of related assignments undertaken in the country | (20) |
| 2. Capacity (resources and availability)of the Potential Bidder [and Key Personnel]:2.1. Provision of Audited Financial Reports for the past three (3) years2.2. A detailed list of equipment (owned or leased). The equipment proposed should be sufficient to achieve the timely completion of the Works. | (20) |
| 3. Proposed Solution (Approach, Methodology, Schedule, Quality and time Control plan) 3.1. Understanding of scope and objectives 3.2. Proposed Implementation Plan showing the overall approach to be adopted in the execution of the Works3.3. Detailed quality control plan to be used in the execution of the Works, addressing anticipated risks, handling of materials, workmanship and record keeping on site to track daily progress. | (30) |
| Financial Evaluation | |
| 4. Price | (30) |
| TOTAL MARK (Technical + Financial points) | (100) |
6. PROJECT MANAGEMENT
6.1. Project Management and Coordination
- CLIENT (BEKELE SISAY TESFAYE) will oversee the Works and the administration of the Contract, including the certification of payments through an appointed Project supervisor/ Engineer an entity or firm appointed by CLIENT (BEKELE SISAY TESFAYE).
- CLIENT (BEKELE SISAY TESFAYE) will supervise and inspect the Works during its execution through its Project supervisor/ Engineer, or its representative. The Project supervisor/ Engineer, or its representative, will provide instructions and clarify technical queries during the execution of Works in consultation with CLIENT (BEKELE SISAY TESFAYE).
- CLIENT (BEKELE SISAY TESFAYE), through its Project supervisor/ Engineer or its representative, will regularly check the progress of Works and notify the Selected Contractor of any defects that are found. Such checking shall not affect the Selected Contractor’s responsibilities.
- If the Selected Contractor has not corrected a defect within the time agreed with CLIENT (BEKELE SISAY TESFAYE)’s Project supervisor/ Engineer or its representative, the Selected Contractor will be liable for Liquidated Damages.
- Communications between parties shall be valid only when in writing. Notice shall be valid only when it is delivered.
6.2. Management Meetings
- Either CLIENT (BEKELE SISAY TESFAYE)’s Project supervisor/ Engineer, its representative or the Selected Contractor may require the others to attend a management meeting. The business of a management meeting shall be to review the plans for remaining Works and to deal with matters raised under the procedure for “Delays and Extension of time” sets out under CLIENT (BEKELE SISAY TESFAYE) Contract for Construction.
- CLIENT (BEKELE SISAY TESFAYE)’s Project supervisor/ Engineer or its representative shall record the meetings and provide copies of the record to those attending the meeting and to CLIENT (BEKELE SISAY TESFAYE), including action points and responsible for each action point.
6.3. Payment Certificates
- The Bill of Quantities is used to calculate the Contract Price for each Deliverable. The Selected Contractor will be paid for each deliverable accepted by CLIENT (BEKELE SISAY TESFAYE) and following the price to each Deliverable agreed in the Contract.
- CLIENT (BEKELE SISAY TESFAYE) will certify acceptance of partial, substantial, and final Works through its Project supervisor/ Engineer, or its representative. No payments will be processed prior to a written certificate of its satisfactory acceptance. Payments will be issued within a period defined in the Contract and following CLIENT (BEKELE SISAY TESFAYE)’s procedures.
6.4. Disclaimer
The Client reserves the right to cancel, withdraw, or terminate this bidding process at any time(before or after submission), without prior notice and without incurring any liability or obligation to the bidders, including reimbursement of any costs or expenses incurred in the preparation and submission of bids
ANNEX C: TECHNICAL PROPOSAL FORMS
The following Annexes and information there within are considered an integral part of this submission and must be provided for the Proposal to be considered. The information should be provided according to the sample format.
Form 1: Technical Proposal Submission
This PROPOSAL FORM must be completed, signed and returned to CLIENT (BEKELE SISAY TESFAYE). Proposal must be made in accordance with the instructions contained in this Request for Proposal.
INFORMATION
Any request for information concerning this invitation, must be forwarded in writing by email or by fax, to the person who prepared this document, with specific reference to the RFP number.
DECLARATION
The undersigned, having read the Terms of Reference, including General Terms and Conditions, set out in this document, hereby offers to supply the services specified in Terms of Reference at the price or prices quoted in the Schedule of Prices, in accordance with the specifications stated
Name of authorized representative:_______________________________________
Title:_______________________________________
Signature:_______________________________________
Date:_______________________________________
Supplier Name:_______________________________________
Postal Address:_______________________________________
Telephone No.:_______________________________________
Fax No.:_______________________________________
Email Address:_______________________________________
Validity of Offer (not less than 90 days):_______________________________________
Currency of Offer:_______________________________________
Form 2: Technical Proposal Letter
Date: ___________
To: Mr. BEKELE SISAY TESFAYE
Dear Sir,
We, the undersigned, offer to provide Execution of miscellaneous finishing works related to construction of Kiyovu apartment (Bidders must clearly indicate the specific Lot or Lots for which they are submitting a proposal.) in accordance with your Request for Proposal dated 15 September 2025 and our Proposal dated [—————]. We are hereby submitting our Proposal, which includes this Technical Proposal and a Financial Proposal sealed under separate envelopes.
If negotiations are held during the period of validity of the Proposal, we undertake to negotiate based on the proposed staff. Our Proposal is binding upon us and subject to the modifications resulting from Contract negotiations.
We understand that you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Construction Company
Address:
Form 3: Potential Bidder General Information
| Potential Bidder General Information | ||
| Description | Information | Remarks |
| (to be filled by the Potential Bidder) | ||
| Registration number | ||
| Grade | ||
| Specialty | ||
| Expiry Date | ||
| Legal Status | Provide certified copies of Registration | |
| Written power of attorney of the signatory to the Bid | Provide original or certified copy of the power ofattorney attested by a Notary | |
| VAT Registration Nr. | ||
Form 4: Potential Bidder’s Contact Details,
| Name and Title of Contact Person | |||||
| Address of Contact Person | |||||
| Telephone/Cell number of Contact Person | |||||
| Email of Contact Person | |||||
Form 5: Staff Qualification and Experience
Qualifications and experience of key management and technical personnel proposed for this Project. Signed CVs (Max. two (2) pages) of all proposed key staff must accompany the submission, and it should be noted that substitution of staff during Project implementation shall be subject to the approval of CLIENT (BEKELE SISAY TESFAYE). (Key Personnel of all sub-Contractors must also be listed along with the name of the sub-Contracting Companies). A detailed organization chart of the company, including the location and staffing of existing offices must also be attached to the offer.
| Construction Management Staff | ||
| A. Key Professionals | ||
| Name | Position | Task |
| B. Support Staff | ||
| Name | Position | Task |
Form 6: List of Machine and Equipment
| No | List of machine and Equipment | Quantity | Remark (rent, own, year of production, condition) |
| 1 | |||
| 2 | |||
| 3 | |||
| 4 | |||
| 5 | |||
| 7 | |||
| 8 |
Form 7: Potential Bidder’s Financial Information/ Adequacy of Working Capital
| Adequacy of Working Capital | |||
| Source of credit line | Amount | Remarks | |
| Provide documentary evidence | |||
| Total | |||
Form 8: Works in hand & their Financial Value
| Works in Hand | |||||
| Employer name & contact details | Description of Works/Services | Start date | End date | Amount | |
| Total: | |||||
Form 9: Litigations
Information on any current litigation in which the Firm(s) is involved.
| Other Party(ies) | Cause of Dispute | Amount Involved |
Form 10: Proposed Project Implementation Plan
The proposed Project Implementation Plan of Works and schedule of activities must be submitted with this Technical Proposal. The work plan and schedule should be prepared in detail to the extent possible and preparation of agreed progress reports.
The Potential Bidder may be asked to provide clarification or present the Proposed Plan to CLIENT (BEKELE SISAY TESFAYE) as part of the Proposal evaluation process. The Selected Contractor will submit the final Project Implementation Plan for CLIENT (BEKELE SISAY TESFAYE)’s approval with 2 days calendar days of the Effective Date of the signed Contract ). The Project Implementation Plan submitted by the Selected Contractor and accepted by CLIENT (BEKELE SISAY TESFAYE) will be part of the agreement signed with the Selected Contractor. Penalties for delays will be strictly enforced as per the General Terms and Conditions.
The Proposed Implementation plan shall include:
– implementation methods,
– quality control strategy,
– schedule for all activities in a bar chart format, personnel plan in line with scheduled Deliverables and payment,
– analysis of anticipated Project risks, and their approach to mitigate and control such risks,
– proposed approach to mitigate environmental impact on local community by the Project, approach to address labor’s rights and their health and safety
ANNEX D: FINANCIAL PROPOSAL FORMS
Form 11: Financial Proposal Letter
Date: ___________
To: BEKELE SISAY TESFAYE
Dear Madam/Sir,
We, the undersigned, offer to provide Execution of miscellaneous finishing works related to construction of Kiyovu apartment followingyour Request for Proposal dated 15 September 2025 and our Technical Proposal for ….(Bidders must clearly indicate the specific Lot or Lots for which they are submitting a proposal).
Our attached Financial Proposal is for the sum of (—————————————————————————————————————————amount in figures and words). This amount is tax exclusive.
Our Financial Proposal shall be binding on us subject to the modifications resulting from Contract negotiations, up to the expiration of the validity of the Proposal.
We understand that you are not bound to accept any Proposal you receive.
Yours sincerely,
Authorized Signature:
Name and Title of Signatory:
Name of Construction Company
Address:
Form 12: Sample of Financial Proposal (from BOQ)
Complete the BOQs for appropriate LOT NUMBER shared in Annex and provide the summary below in Table.
Table-12.1: Summary of Financial Proposal for LOT 1: Finishing works
| Lot # | NO. | NAME OF ACTIVITY | Total Value(Rwf) |
| 1 | 1 | Painting works | |
| 2 | Floor tiling and carpeting | ||
| 3 | Ceiling works and finishes | ||
| 4 | Doors and windows installations | ||
| 5 | Sanitary ware installation | ||
| 6 | Electrical and lighting fixtures installation | ||
| 7 | Kitchen cabinetry and countertops | ||
| 8 | Any other related finishing works as per detailed drawings and specifications | ||
| Total (Excl VAT) | |||
| VAT | |||
| Total (Incl VAT) |
[Add and modify table as required]
Notes:
- CLIENT (BEKELE SISAY TESFAYE) will assume that the Potential Bidder has factored in its offer all causes that may influence the prices.
- All prices are inclusive of all fees, sub-Contractor fees, documentation reproduction, legal fees, contingencies, and administrative fees, all taxes, or any other fees necessary to the Potential Bidder to achieve the Objective of the RFP.
- All amounts should be quoted in Rwanda franc
- Potential bidder shall submit the Breakdown of pricing (materials, labor, and other costs for finishing works; unit cost for each furniture item)
- The Selected Contractor shall be paid only upon CLIENT (BEKELE SISAY TESFAYE) acceptance of deliverables.
- Inform the Bank, branch, and account information. Indicate names of persons operating the agency account. All payment will be done through bank transfer.
- The Potential Bidder may suggest the alternative payment schedule (the manner in which payment is requested), with justification of each installment with the Deliverables CLIENT (BEKELE SISAY TESFAYE) will receive against each installment required.
- There will be no advance payment
- The contractor shall provide a performance guarantee equivalent to 5% of the contract amount prior to contract signature. This guarantee will be returned upon final handover and acceptance of the works.
Form 13: Completed Price Bill of Quantities (BoQ)
(as part of Financial Proposal)
ANNEX E: TECHNICAL DOCUMENTS
(SPECIFICATION, BoQ AND DESIGN DRAWINGS)
Attachments
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