TENDER NOTICE

TENDER TITLE: HIRING A PROFESSIONAL CARWASH SERVICE PROVIDER TO CLEAN DUHAMIC-ADRIVEHICLES & MOTORCYCLES FOR A PERIOD OF ONE YEAR, RENEWABLE BASED ON PERFORMANCE.

1. Brief description of DUHAMIC-ADRI

DUHAMIC-ADRI is a Non-Governmental Organization legally recognized under Rwandan Law. The organization was founded in 1979 with the objective of assisting farmers in organizing themselves to combat constraints related to rural marginalization. Over the years, its operations have expanded from local and regional levels to the national level. The Constituent General Assembly of April 20, 1985, officially established DUHAMIC-ADRI as an NGO operating throughout Rwanda.

DUHAMIC-ADRI was legally recognized by Ministerial Order No. 943 of July 12, 1985. Its statutes were later modified and recognized by Ministerial Order No. 025/11 of March 21, 2005. The organization also fulfilled all requirements under Law No. 04/2012 of February 17, 2012, governing national non-governmental organizations and received a compliance certificate from the Rwanda Governance Board (RGB) on June 17, 2013.

Vision: A rural world responsible for its self-socio-economic development.

Mission: Supporting integrated development through rural population initiatives aimed at self-development.

Objectives:

• Combating the marginalization of rural areas.
• Promoting and strengthening associations, cooperatives, and farmers' groups.
• Supporting rural development initiatives in various socio-economic sectors.

2. Tender background 

To enhance service quality and ensure consistent, timely cleaning, DUHAMIC-ADRI is seeking a qualified and reliable professional carwash service provider. Keeping its vehicles clean and well-maintained is essential for the safety and comfort of staff. 

The selected provider will offer regular cleaning services for all DUHAMIC-ADRI vehicles and motorcycles for one year, with the possibility of renewal based on performance.

The vehicles are as follows:

• 1 Jeep Everest

• 1 Toyota Fortuner

• 3 Toyota Land Cruisers

• 2 Toyota Hilux Vigo

 3. Required Services

The table below outlines the required services and serves as the price breakdown format.

Note: Kindly provide the unit price for one motorcycle, as the required number will be determined as needs arise.

4. Duration

The framework contract shall remain valid for a period of one (1) year, with the possibility of renewal based on satisfactory performance, starting from the date of signature.

5. Bidders Must Submit the Following Documents (Mandatory)

• A copy of the RDB registration certificate as a car wash company in Rwanda.
• Proof of using EBM invoices.
• Two good completion certificates with corresponding contracts for similar services.
• A maximum one-page company profile, clearly indicating the location ofthe car wash facility (preferably within 5 km of DUHAMIC-ADRI’s office).
• A quotation in Rwanda Francs (Rwf) indicating unit cost and grand total, inclusive of all applicable taxes (valid for at least 90 days from the submission deadline).

6. Conclusion

This tender presents an opportunity for qualified and professional car wash service providers to collaborate with DUHAMIC-ADRI to maintain its fleet in excellent condition.
The selected bidder will be expected to deliver high-quality, timely, and consistent services that meet DUHAMIC-ADRI’s operational standards.

7. Safeguarding Clause

Safeguarding and protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility who works directly or indirectly with DUHAMIC-ADRI services delivery and operations. All DUHAMIC-ADRI staff and affiliates, including volunteers and Suppliers; sub-Suppliers’ staff and implementing partners are required to adhere to DUHAMIC-ADRI’s full safeguarding and protection policy procedures and the separate Code of Conduct that always values principles of PSEA.

DUHAMIC-ADRI has a zero tolerance to Sexual Exploitation and any other form of abuse. Child and vulnerable abuse, exploitation, harassment, discrimination, and human trafficking are strongly prohibited behaviours. All implementing partners/suppliers who are contracting with DUHAMIC-ADRI must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy in addition to the code of conduct.

By applying to this tender, the supplier, is committed to denounce and to report any safeguarding issues or fraud face to face or at the reporting email for safeguarding issues at” feedback@duhamic.org.rw ”, Toll Free: 8470 and telephone number: 0788305329 without delays.

By Applying to this tender as a supplier, I understand that DUHAMIC-ADRI has the rights to ensure 100% compliance with safeguarding and protection policies via spot checks or any other form of control mechanisms. If my business isn’t compliant, DUHAMIC-ADRI will take appropriate measures or immediately stop the contract of financial support depending on the nature and severity of the safeguarding incident detected.

Note:

• The unit prices proposed by the successful bidder will be used in the contract as the basis for payment per session for each service (simple and full wash), not the total price.
• The frequency of vehicle & motorcycle washing sessions may vary each week (once, twice, or three times, depending on operational needs). However, the quotation shall be based on one session per vehicle. 
• The number of vehicles may increase or decrease during the contract period, but the unit price shall remain unchanged.
• A purchase order will be issued in advance to the selected car wash service provider to authorize the required services.
• The service provider must be readily available to provide services at any time upon request. 
• DUHAMIC-ADRI reserves the right to conduct due diligence on the references and documents provided. Any false or unauthentic information will lead to disqualification.
• Blacklisted bidders from RPPA are not allowed to participate in this tender.
• DUHAMIC-ADRI will conduct vetting of successful bidders against terrorism-related databases.
• Prior to contracting, DUHAMIC-ADRI will conduct a physical verification visit to assess the bidder’s facility in terms of accessibility and proximity to DUHAMIC-ADRI’s office. Facilities that do not meet these criteria may be rejected.
• Women and persons with disabilities who meet the requirements are strongly encouraged to apply.

Done at Kigali, December 11, 2025

MUHIGIRWA Benjamin

Executive Secretary