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Tenders are invited for Provision of Film and Short Video Production and Photography Services Location: Kigali Deadline: Saturday, 31/01/2026 23:59 INVITATION FOR PRE-QUALIFICATION OF VENDORS FOR SUPPLY OF GOODS AND SERVICES FOR THE TWO YEARS 2026 AND 2027 International Alert has been working for over 30 years with people directly affected by conflict to find peaceful solutions. We believe in a world where people resolve their differences without violence and can build a more peaceful future for their families and communities. We build a more peaceful world by collaborating with people from across divides to resolve the root causes of conflict, because everyone can play a part in building peace, every day. We work alongside local communities, partners, businesses, and policymakers to turn our in-depth research and analysis into practical solutions and action on the ground. And we bring together people from the grassroots to the policy level to inspire and amplify the voice of peace, because it is only together that we can achieve change. International Alert hereby invites qualified and experienced vendors who meet the set criteria as provided in this pre-qualification document to be included in the vendor database and be considered for the supply of goods and services to the organization for a period of Two (2) years. The pre-qualification documents must be received no later than Saturday January 31, 2026, and should be sent to the following email: Rwanda-Procurement@international-alert.org Hard documents will not be received. 1. PRE-QUALIFICATION INSTRUCTIONS 1.1. Introduction International Alert Rwanda Office invites interested vendors who meet the criteria below to be included in the pre-qualified vendor database and be considered for the supply of goods and services to the organization for a period of two years. Pre-qualification process is not a guarantee for business; rather, it is a process that ensures companies that are prequalified become eligible to be called upon to provide quotations for the provision of goods and services, when such services or goods are required by the organization. 1.2. Pre-qualification Objective The main objective of this process is to maintain a register of interested vendors in relevant categories for provision of goods and services to International Alert Rwanda Office through quotations as and when required. 1.3. . Pre-qualification Categories The following are the goods and services to be considered for Pre-qualification. Category Code Category of the Goods/Services IA /RW/17/20262026 Provision of film and short video production and photography services. 1.4. Invitation for Pre-qualification Vendors registered with Registrar of Companies under the Laws of Rwanda in respective merchandise or services are invited to submit their Pre-Qualification documents to International Alert so that they may be pre-qualified for submission of quotations whenever needed. The prospective vendors are required to supply mandatory information for pre-qualification. International Alert will only register vendors who meet the required criteria as spelt out in this document. Pre-qualification process is not a guarantee for business; rather, it is a process that ensures companies that are prequalified become eligible to be called upon to provide quotations for the provision of goods and services when such services or goods are required by the organization. 1.5. Experience Prospective vendors must have carried out successful supply and delivery of similar items/services to NGOs/UN agencies/Government corporations/ institutions of similar size and complexity for not less than two years. Potential vendors must demonstrate the willingness and commitment to meet the pre-qualification criteria. 1.6. Pre-qualification Document This document includes items required from prospective vendors. To be considered for pre-qualification, prospective vendors must submit all the information herein requested. Failure to supply any of the required mandatory documents will lead to an automatic disqualification of the bidder. 1.7. Expression of interest The pre-qualification documents must be submitted no later than Saturday January 31, 2026 on the following email: Rwanda-Procurement@international-alert.org The tenderers are required to submit pre-qualification request per tender category in separate emails if the tenderer is interested in more than one category. No tenderer will be considered for more than two categories. Any tender document received after the deadline will be disqualified. International Alert reserves the right to accept or reject any application and is not bound to give reasons for its decision. 1.8. Verification International Alert shall have the right to visit the vendors premises to verify the information provided in the document and ascertain, as part of the prequalification process, that the supplier indeed has the capability to provide the stated goods and or services. 1.9. Notification of pre-qualification Only successful bidders shall be notified formally of the outcome after completion of the pre- qualification process. 1. 10. Additional Information International Alert reserves the right to request submission of additional information from prospective supplier/service providers without offering any explanation for such request. Request for quotations will be made available only to those supplier/service providers who have been successful at the pre-qualification stage and have been notified in writing as being successful pre-qualified vendors/service providers for International Alert for the period specified in this pre-qualification document. 2.PRE-QUALIFICATION REQUIREMENT 2.1. Pre-qualification data Requirement Through this email: Rwanda-Procurement@international-alert.org you will give us the following Items: Certificate of Registration or Incorporation VAT Registration Certificate Valid Tax Clearance Certificate Valid clearance certificate issued by RSSB Proof of using Electronic Billing Machine Name of company/firm Category applied for If a hotel indicates the number of stars Category code State any technological innovations or specific attributes which distinguish you from your competitors Attach documental evidence of existence of contract/ or Recommendation/certificate of completion for the recent years not before 2018. 2.2. Qualification It is understood and agreed that the pre-qualification data on prospective vendors/service providers is to be used by International Alert in determining, according to its sole judgment and discretion, the qualifications of prospective vendors/services providers in respect to the Tender Category as described by the client. Prospective supplier/service provider will not be considered qualified unless, in the judgment of International Alert and based on the set criteria, they possess capability, experience, qualified personnel, and suitable equipment, and net current assets or working capital sufficient to satisfactorily execute contracts for supply or provision goods/services. 2.3. Essential Criteria for Pre-qualification A. Experience: Prospective supplier/service provider shall have at least two (2) years experience in the supply of goods, services and allied items and must show competence, willingness and capacity to service the contract. The supplier must be at least a retailer or wholesaler supplier where applicable to be considered for prep-qualification. B. Past Experience: Vendors written reference from the companies they have supplied goods and services to must be attached to the bid documents. Vendors with references coming from recognized companies or organizations shall have an added advantage. The reference letter shall only be acceptable if it is on the referencing company letter head and a company stamp and signed by the director of the referee company. Past performance will be given due consideration in pre-qualifying bidders. 2.4. Withdrawal of Prequalification Should a condition arise between the time the firm applied for pre-qualification and the bid opening date or between the time a supplier is pre-qualified and the time the supplier is required to supply the goods or services, which could substantially change the performance and qualification of the bidder or the ability to perform, such as but not limited to bankruptcy, change in ownership or new commitments, International Alert reserves the right to disqualify such supplier from further pre-qualification or even reject the tender from such a supplier even though they have been initially pre-qualified. 2.5. Valid registration The firm must have a fixed Business Premise and must be registered in Rwanda, with certificate of Registration. A valid full business registration certificate must be attached to the bid document. 2.6. Proof of Tax compliance The firm must show proof that it has paid all its statutory obligations and have a valid and current Tax Compliance Certificate and a VAT certificate from the Rwanda Revenue Authority. Tax compliance must be valid, as verification of its validity shall be independently done by International Alert. Integrity and Anti-Corruption Notice As part of its commitment to transparency, fairness, and ethical procurement, International Alert wishes to formally remind all prospective bidders that it operates under a strict zero-tolerance policy with regard to corruption, bribery, kickbacks, inducements, or any form of undue influence. All parties interested in participating in the forthcoming Call for Tender are hereby notified that: 1. Prohibited Conduct Any attempt, whether direct or indirect, to offer, promise, give, solicit, or accept an undue advantage in connection with this procurement process is strictly prohibited. This includes, but is not limi Tender Link : https://www.jobinrwanda.com/index.php/job/tender-notice-provision-film-and-short-video-production-and-photography-services
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