Invitation for Prequalification of Suppliers for Goods and Services, FY-2026/2027

The International Gorilla Conservation Programme is a unique coalition of international conservation organizations joining forces with national and local partners to ensure the long-term survival of the now critically-endangered mountain gorillas.

https://www.igcp.org

INVITATION FOR PREQUALIFICATION OF SUPPLIERS FOR GOODS ANDSERVICES, FY-2026/2027.

1. INTRODUCTION

The International Gorilla Conservation Program (IGCP) is a coalition of three international conservation organizations (Conservation International, Fauna & Flora and WWF) which was formed with the mission to ensure long-term conservation of the mountain gorillas and their Afromontane high-altitude forest habitat. The programme operates in the three countries that share the habitat of the mountain gorillas i.e. Democratic Republic of Congo (DRC), Rwanda, Uganda and Kenya, and works in close partnership with the Protected Area Authorities of the three countries Rwanda Development Board (RDB) in Rwanda; Institute Congolais pour la Conservation de la Nature (ICCN) in Democratic Republic of Congo (DRC), Uganda Wildlife Authority (UWA) in Uganda.

To respond to the needs of its operations in Rwanda, IGCP wants to constitute a database of vendors for the procurement of goods, services and works; hence this call for the expression of interest for Goods and Services within categories as listed below in – 8. ANNEX (LIST OF SUPPLIES/SERVICES).

2. INVITATION TO PREQUALIFY

For its operations in Rwanda, IGCP invites applications from eligible firms, Business and companies for prequalification to provide goods and services under the categories in the Annex below (List of goods and services) for FY 2026/2027.

Completed application forms and requirements in (4) below should be emailed to procurement@igcp.org

DEADLINE BY 11:59 PM Rwanda time December 31, 2025

3. INSTRUCTIONS TO BIDDERS

1. The Application Form must be completed in English language including the requirements in (4) below.
2. Applicants are free to apply for NOTmore than three (03) categories if it’s part of their primary business and remember to send the quotes separately.
3. Clearly indicate the supply Code(s) and Category applied for.
4. Submissions past the deadline shall be rejected.
5. By responding to this invitation, you accept that all answers provided are accurate and legally binding.
6. This invitation and subsequent acceptance of your application do not constitute any form of contract with IGCP.
7. IGCP is not obliged to request for quotations/proposals from any or all who have expressed interest by responding to this invitation for prequalification.
8. The completed Application Form must be signed off and name clearly printed by the authorized signatory of the organization.
9. IGCP reserves the right to conduct a physical inspection of the premises of the Applicant. If, after the inspection, it is deemed that the physical facility/equipment and or quality of service is unsatisfactory, then the Application will be rejected. IGCP reserves the right to verify all information submitted.

4. PREQUALIFICATION REQUIREMENTS

You are required to attach the following documents in support of your application

Certificate of Incorporation or Certificate of Registration.
Valid Trading license
2024 Tax Clearance Certificate
Articles of Association
Names of owners /Authorized Company Representative
Records of similar supplies/services provided (copies of LPOs/Contracts)
Products/service list
Sole proprietor businesses MUST attach a copy of the national ID and TIN of the proprietor.

5. CRITERIA SPECIFIC TO EACH CATEGORY

Expertise
References from the most recent client
Certificate of good completion of similar services

6. PREQUALIFICATION APPLICATION FORM

Category of supply/service applied for:
Company/Business information:
1. Name of Company/Business:
2. Physical address:
3. Postal address:
4. Telephone number:
5. Email address:
Description of the Company’s primary activity (ies) (bullet what you offer):
The Applicant’s authorized representative Address:

Telephone:

E-mail address:

7. CERTIFICATION

I declare that to the best of my knowledge the answers submitted to this prequalification question = (and any supporting documentation) are correct. I understand that any misrepresentation will render my company ineligible to participate in any future business activities with IGCP.

FORM COMPLETED BY
Names
Position
Date
Telephone number
Email
Signature
Stamp

WITNESSED BY
Names
Position
Date
Telephone number
Email
Signature
Stamp

8. ANNEX (LIST OF SUPPLIES/SERVICES)

CATEGORY CODE	CATEGORY DESCRIPTION
IGCP-001	Office Stationery Supplies in Kigali and Musanze
IGCP-002	Office consumables (sugar, milk, coffee, food items, cleaning materials, etc) in Kigali and Musanze
IGCP-003	Provision of DATA, Dedicated Internet service and Airtime in Kigali and Musanze
IGCP-004	Office electronics (conference TVs, air conditioning, fridges, microwave, water dispensers, extension cables etc) and maintenance
IGCP-005	Computers, tablets, IT devices and related softwares and accessories, and maintenance
IGCP-006	Cameras and phones (digital & video cameras, cell phones, smart phones and VSAT phones)
IGCP-007	Printers (heavy duty multi-functional printers, light duty printers) and maintenance.
IGCP-008	Hotel, Accommodation, conferencing facilities. (Kigali, Musanze & Rubavu)
IGCP-009	Restaurants/Hotels for daily Outside catering services(Kigali, Musanze & Rubavu)
IGCP-010	Advertising Management Services
IGCP-011	Graphic design, branding/digital printing of materials
IGCP-012	Generators and maintenance
IGCP-013	Vehicles maintenance/Service & Garages and car wash services
IGCP-014	Vehicle hire/Car Rental/Town Running (4WD vehicles, Omnibus & Coasters)
IGCP-015	Air ticketing
IGCP-016	Petroleum products: Fuel, LPG and lubricants
IGCP-017	Customs Clearing and Forwarding Services:
IGCP-018	General supplies of relief non-food items. eg blankets, jerrycans, sanitizing equipments, kitchen sets, buckets etc
IGCP-019	Insurance (Assets, Medical, GPA)- vehicles, motorbikes, office
IGCP-020	Insurance brokerage
IGCP-021	Fire extinguishers, servicing and related training
IGCP-022	Translation services & proof reading
IGCP-023	Supply of motor vehicle tyres and tubes
IGCP-024	Provision of talk time on local radio stations
IGCP-025	Media Services, Video production and Still Photography Services
IGCP-026	Asset tagging
IGCP-027	Farm implements and field tools
IGCP-028	Protective and Safety Gear (boots and waterproof jackets, pants, poncho)
IGCP-029	Indigenous & Exotic Seedlings suppliers/Nursery bed operators
IGCP-030	Provision of IT consulting services
IGCP-031	Provision of External & Internal Audit services
IGCP-032	Provision of Legal Advisory services

Note: Only Vendors providing Software solutions can extend their quotations to the 4 countries where IGCP operates.

9. INTENTION TO BID & REQUEST FOR CLARIFICATION

Intention to bid

Please email confirmation of your intent to submit your expression of interest to procurement@igcp.org and copy ronek@igcp.orgno later than December 15, 2025, at 11:59 pm UTC.

Clarifications

Interested vendors may ask clarifications by sending e-mail to procurement@igcp.organd copy ronek@igcp.orgnot later than Sunday December 15, 2025, at 11:59 pm UTC.

10. SUBMISSION OF EXPRESSION OF INTEREST

To receive consideration, your expression of interest must be submitted as following:

Submit all the attachments to the email address procurement@igcp.organd copy ronek@igcp.org according to following instructions:
All documents for a given question must be consolidated into a single PDF file with a maximum file size of 10 MB. The file name should be as follows: <Bidder - Type of document – Category & Code as described in the Table 8
All applications shall be submitted electronically via the email procurement@igcp.organd copy ronek@igcp.orgno later than Wednesday December 31, 2025, at 11:59 pm UTC.

Done at Kigali, On December 3, 2025

IGCP Management