TENDER NOTICE

Tender Title: Procurement and Distribution of 488 Ceramic Water Filters in Gisagara and Ngororero Districts.

1. Brief description of DUHAMIC-ADRI

DUHAMIC -ADRI is a non-profit organization located in Kigali, the capital city of Rwanda, in Kicukiro District, Niboye Sector. Officially operating in Rwanda since 12th July 1985.

Mission: Supporting integrated initiatives for Holistic Development of Rural Population in their struggle for self-reliance’

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

Core Values: Integrity, Professionalism, Transparency

2. Introduction of Climate Just Programme (CJP) Project 

The Climate Just Programme (CJP) is a Scottish Government funded Project through TRÓCAIRE under the Climate Justice Fund and is implemented by DUHAMIC-ADRI in consortium with other partners in Gisagara, Karongi, and Ngororero Districts. The project has objectives of implementing effective climate justice interventions focusing on community voice and needs, prioritizing marginalized communities, women, and people with disabilities.

3. Objective of this tender

• Procure quality-certified household water filters. 
• Distribute one water filter to each eligible household living in retrofitted houses.
•  Train beneficiaries on proper installation, operation, cleaning, and maintenance of the filters.
•  Reduce the incidence of waterborne diseases among beneficiary households.

4. Scope of work

The selected supplier/company is expected to:

• Supply 488 water filters and its accessories 
• Train beneficiary households on the operation, cleaning and maintenance of the water filters.
• Provide technical guidance and troubleshooting support where necessary to ensure sustained use of the filters.
• Completion report indicating successful distribution and operational status of water filters 
• Provide after-sales technical support and ensure the availability of replacement parts or consumables during the expected service life of the product
• Replace any defective units identified during inspection or within the warranty period at no additional cost.

Description of the Ceramic Water Filter Certified with the S- Mark by the Rwanda Standards Board:

The filter shall be made of a plastic casing and shall contain internal filtering materials made of clay. It shall also be supplied with the corresponding faucet/tap (robinet).

Holding capacity: at least 20 liters in total, with ready to drink 10 liters (filtered water)

Warranty and After-Sales Support

The supplier shall provide a warranty of three (3) months from the date of delivery for the ceramic water filter. During the warranty period, the supplier shall replace, free of charge, any damaged filter component resulting from manufacturing defects or damage occurring during normal use by the beneficiary. 

Beneficiary Training and Technical Support

To promote the proper use and long-term performance of the ceramic water filters, the supplier shall provide training to all beneficiaries on correct handling, safe use, cleaning, and basic maintenance of the filters.

5. Deliverables

The expected deliverables from the selected supplier/company include:

• Supply and deliver the agreed number of household water filters that fully comply with the technical specifications and quality standards outlined in the contract.
•  Conduct training for beneficiaries on safe water handling and proper use/maintenance of the filters.
• Submit a completion report summarizing the quantities supplied, delivery locations, training conducted, beneficiary coverage, challenges encountered, and recommendations for continued use and maintenance of the water filters.

6. Expected outcomes

• Household water filters procured meet the required quality standards.
• All eligible households receive one water filter each.
• Beneficiaries are trained on safe water handling and filter maintenance.
• Distribution and utilization are documented through monitoring/completion reports.

7. Required quantity and their technical specifications

Note: The potential successful bidder will be required to provide a sample for appraisal before the tender is awarded. DUHAMIC-ADRI reserves the right to reject the submitted sample if it does not meet the requirements and proceed to the second-ranked bidder.

8. Distribution plan

The above-mentioned quantities shall be distributed as follow:

A total of 252 ceramic water filters shall be distributed in Ngororero District, while 236 ceramic waterfilters shall be distributed in Gisagara Districtat cell level.

9. Timeline

The supply and installation shall be completed within 5 working days from the date of contract signature or receipt of the Purchase Order.

10. Reporting

The supply company will report to DUHAMIC-ADRI management and provide regular updates on the progress of supply activities. Any issues or deviations from the agreed-upon plan should be reported promptly for timely resolution.

11. Required Documents for Submission

1. A company registration certificate issued by RDB
2. A valid tax clearance certificate issued by RRA
3. A valid RSSB clearance certificate
4. Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or EBM usage certificate)
5. At least two (2) certificates of good completion for similar work (water filters) with their contracts or purchase orders (Certificates without contracts or purchase order will not be accepted).
6. S-Mark Certificate issued by Rwanda Standards Board.
7. A commitment letter proving to complete the assignment in a period not exceeding 5 working days starting from the contract signature date.
8. Financial proposal including all applicable taxes and transport cost to the sites.

All the above documents are mandatory; failure to submit any of them will result in automatic disqualification.

12. Bid submission

The bid documents shall be submitted in a sealed envelope to the DUHAMIC-ADRI Head Office located at Kicukiro /Niboye no later than August 10, 2026, at 11:00AM (only hard copies will be accepted).

Note: 

• Joint venture is not allowed
• Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
• Prior to contracting, DUHAMIC-ADRI may conduct a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
• DUHAMIC-ADRI reserves the right to conduct due diligence on the references provided by the bidder. If any reference is found to be unauthentic, it will lead to the immediate disqualification of the bidder. The same applies to administrative documents such as Tax Clearance and RSSB clearance.
• Women-, youth-, and persons-with-disabilities–led companies that meet the required conditions and qualifications are encouraged to apply.
• The financial proposal (quotation) must include all applicable taxes.
• Local companies from Gisagara and Ngrororero Districts fulfilling the requirements are highly encouraged to apply.

13. 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 behaviors. 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.

14. Data Protection and Confidentiality

The successful bidder shall comply with all applicable data protection and privacy laws in force in the Republic of Rwanda, including Law No. 058/2021 relating to the protection of personal data and privacy. Any personal data, confidential information, or organizational records accessed during contract execution shall be used solely for the purposes of performing the contract, kept strictly confidential, and protected against unauthorized access, disclosure, loss, or misuse. Such data shall not be shared with third parties without prior written authorization from DUHAMIC-ADRI, and any actual or suspected data breach shall be reported immediately.

Thank you for expressing interest in working with DUHAMIC-ADRI.

Done at Kigali August 04, 2026

MUHIGIRWA Benjamin

Executive Secretary