TENDER NOTICE
Tender title: Procurement and distribution of school materials in Gisagara and Ngororero Districts.
| Tender publication date | November 11, 2026 |
| Submission deadline | November 17,2026, at 11:00AM |
| Opening date time | November 17,2026, at 11:30AM |
| Submission location | DUHAMIC-ADRI Head Office, Kicukiro-Niboye (only hard copy submissions are accepted) |
| Inquiry contact | Email: procurement@duhamic.org.rw/Tel: 0788305329 |
1. Brief description of DUHAMIC-ADRI
DUHAMIC-ADRI is a local Non-Governmental Organization (NGO) based in Kigali, Rwanda, established and legally recognized under Ministerial Order No. 943/05 of 12 July 1985. The organization operates in compliance with the applicable laws and regulations of Rwanda, including Law No. 058/2024 of 20 June 2024, governing non-governmental organizations.
Vision
A rural world responsible for its self-socio-economic development.
Mission
Supporting integrated initiatives for the holistic development of rural population in their struggle for self-reliance.
Objective
The Objective of the Organization is sustainable economic self-development of rural populations through strengthened community structures, capacity building, and integrated support services.
Strategic Pillars
- Livelihoods and economic capacity development
- Environment protection and conservation
- Mobilization for social change and family promotion
- DUHAMIC-ADRI organizational sustainability
2. Project Background
The Scottish Government (SG) was the first Government globally to commit funds specifically to climate justice, launching the Climate Justice Fund (CJF) in 2012, and ensuring that this fund not only supports communities in partner developing countries to become more resilient to climate change but does so in way that acknowledges, and tackles embedded inequalities.
The purpose of one-year agreement Scottish Government funded CJP is to implement effective climate justice interventions focusing on community voice and needs, prioritizing marginalized communities, women, and people with disabilities, and considering the Scottish Government’s pillars of climate justice. The Climate Just Program will be “of” and “for” the community: communities will be engaged in a participatory, culturally sensitive manner to identify climate-change-related needs (in their own terms) then design interventions (owned by them) to respond.
The Program is being implemented across 3 Districts (Gisagara, Ngororero & Karongi).
3. Purpose of the tender
To support the enrolment, improve access to education, school participation and regular attendance and retention of children from historically marginalized households in school through the provision of essential school materials and lunches, complemented by household visits and awareness-raising activities to promote the importance of education and sustained participation in schooling.
4. Scope of work
The Supplier will be responsible for:
- Supply the specified school materials in accordance with the quantities, specifications and quality standards provided by DUHAMIC-ADRI.
- Ensure that all supplied materials are new, appropriate for the intended beneficiaries, and meet the agreed specifications and quality requirements.
- To deliver the school materials within the agreed timeframe and in good condition.
4.1 Technical specifications
| No. | Item description | Technical specifications |
|---|---|---|
| 1 | Secondary School Uniform (Trousers or Skirts) | Made from high-quality, durable, and colorfast fabric suitable for regular school use. The fabric, color, style, and design must comply with the respective school's approved uniform requirements. Available in appropriate sizes to fit the intended students. Neatly stitched with strong seams and a quality finish. |
| 2 | Secondary School Uniform (Shirts) | Made from high-quality, breathable, and durable fabric, preferably cotton or a cotton blend. The color, style, and design must comply with the respective school's approved uniform requirements. Available in appropriate sizes, with properly finished seams, secure buttons, and a neat finish. |
| 3 | Primary School Uniform (Shorts or Skirts) | Made from high-quality, durable, and colorfast fabric suitable for daily school use. The fabric, color, style, and design must comply with the respective school's approved uniform requirements. Available in appropriate sizes to fit the intended students, with strong stitching and a neat finish. |
| 4 | Primary School Uniform (Shirts) | Made from high-quality, breathable, and durable fabric, preferably cotton or a cotton blend. The color, style, and design must comply with the respective school's approved uniform requirements. Available in appropriate sizes, with secure buttons, strong seams, and a neat finish. |
| 5 | School Bags | Durable school bags made from strong, water-resistant fabric, excluding Kitenge fabric. Each bag must have adequate storage space for schoolbooks and stationery, strong stitching, durable zippers or equivalent closures, and comfortable, adjustable shoulder straps. Suitable for regular school use. |
| 6 | Notebooks | Nkundamahoro brand or approved equivalent. Good-quality, lined paper suitable for schoolwork, with a durable cover and securely bound pages. Paper should be clean, legible, and suitable for writing with pens and pencils. The required page count, ruling, and notebook size must be confirmed before procurement. |
| 7 | Pens | BIC brand or approved equivalent. Good-quality ballpoint pens with smooth, consistent ink flow, a comfortable grip, and a durable body. Pens must write clearly without leaking or skipping. Ink color must be specified according to the school's requirements. |
| 8 | Sanitary Pads | Supa brand or approved equivalent. Good-quality, hygienic, individually wrapped sanitary pads suitable for menstrual hygiene management. Each pad must be absorbent, comfortable, skin-friendly, and securely sealed in its packaging. Products must be unused, within their recommended shelf life, and supplied in intact packs. The number of pads per pack must be specified. |
| 9 | Mathematical Sets | Oxford brand or approved equivalent. Complete mathematical set containing essential geometry instruments, including a ruler, compass, protractor, set squares, pencil, eraser, and other standard components as applicable. Supplied in a durable protective case, with all components intact and suitable for school mathematics examinations. |
| 10 | Pencils | Dolphin brand or approved equivalent. Good-quality graphite pencils suitable for schoolwork, with a consistent graphite core, smooth writing performance, and easy sharpening. The pencil grade should be HB or an equivalent standard suitable for general classroom use. |
Note:The successful bidder shall be responsible for taking individual body measurements of all students who will receive school uniforms to ensure that each uniform is properly sized and fits the intended student. The measurements shall be taken in coordination with the respective schools before production begins.
4.2 List of school materials and distribution plan
| No. | Item | Unit | Gisagara District | Ngororero District | Total Quantity |
| 1 | Notebook of 96 pages | Piece | 616 | 265 | 881 |
| 2 | Notebook of 120 pages | Piece | 704 | 312 | 1,016 |
| 3 | Notebook of 200 pages | Piece | 248 | 107 | 355 |
| 4 | School bags | Piece | 170 | 74 | 244 |
| 5 | Primary school uniforms – shorts or skirts | Piece | 164 | 70 | 234 |
| 6 | Primary school uniforms – shirts | Piece | 164 | 70 | 234 |
| 7 | Secondary school uniforms – trousers or skirts | Piece | 6 | 4 | 10 |
| 8 | Secondary school uniforms – shirts | Piece | 6 | 4 | 10 |
| 9 | Mathematical sets | Set | 46 | 19 | 65 |
| 10 | Pencils | Piece | 340 | 148 | 488 |
| 11 | Pens | Piece | 784 | 342 | 1,126 |
| 12 | Sanitary pads | Pack | 78 | 27 | 105 |
| 13 | Registers (Registre) | Piece | 58 | 27 | 85 |
| 14 | Shoes (Boda boda) different size | Pair | 170 | 74 | 244 |
4.3 Target beneficiaries
The following are the numbers of targeted children enrolled from Primary One (P1) to Senior Six (S6), as detailed below:
| No. | District | P1–P3 | P4–P6 | Total Primary Students | Secondary Students | Grand Total Students |
| 1 | Gisagara | 124 | 40 | 164 | 6 | 170 |
| 2 | Ngororero | 55 | 15 | 70 | 4 | 74 |
| Total both districts | 179 | 55 | 234 | 10 | 244 | |
5. Financial proposal
The following is the financial proposal/ quotation format template for the supply and distribution of school materials.
| No | Item | Unit | Qty | Unit Price in (Rwf) | Total Price (Rwf) |
|---|---|---|---|---|---|
| 1 | Notebook of 96 pages | pieces | 881 | ||
| 2 | Notebook of 120 pages | pieces | 1016 | ||
| 3 | Notebook of 200 pages | pieces | 355 | ||
| 4 | School bag | pieces | 244 | ||
| 5 | School uniform | pairs | 244 | ||
| 6 | Mathematical set | pieces | 65 | ||
| 7 | Pencil | pieces | 488 | ||
| 8 | Pens | pieces | 1126 | ||
| 9 | Register | pieces | 85 | ||
| 10 | Sanitary Pads | Packs | 105 | ||
| 11 | Shoes (Boda boda) different size | Pair | 244 | ||
| Total tax and Distribution cost inclusive | |||||
Note: The quoted price shall be inclusive of all related expenses, including applicable taxes and transportation to the designated delivery locations in Ngororero District (Muhanda, Kageyo, and Kavumu Sectors) and Gisagara District (Ndola, Muganza, and Kibirizi Sectors).
6. Application documents
The following documents must be submitted. Failure to submit any of the required documents will result in automatic disqualification.
- A commitment letter confirming the bidder’s ability to complete the assignment within thirty (30) calendar days from the date of contract signing or issuance of the purchase order.
- A Company registration certificate issued by RDB
- A valid Tax Clearance Certificate issued by RRA
- Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or EBM usage certificate)
- Two (02) certificates of good completion for similar assignments involving the distribution/supply of supply of school materials, each supported by its corresponding contract or purchase order. Certificates submitted without the supporting contract or purchase order will not be considered.
- AFinancial Proposal (Quotation): The quotation shall include all costs associated with the supply and distribution of the school materials, including applicable taxes and transportation to the designated delivery locations in Ngororero District (Muhanda, Kageyo, and Kavumu Sectors) and Gisagara District (Ndola, Muganza, and Kibirizi Sectors).
Note:
- Potential bidder shall submit samples of each proposed school materials for approval.
- Prior to contracting, DUHAMIC-ADRI Conduct a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
- DUHAMIC-ADRI reserves the right to reject any items that do not comply with the required specifications.
- DUHAMIC-ADRI reserves the right to conduct due diligence on all references (Certificates of good completion) submitted by the bidder. If any reference is found to be unauthentic, the bidder shall be immediately disqualified. The same applies to all administrative documents, including but not limited to valid tax clearance.
- Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
- Local companies from Gisagara and Ngrororero Districts fulfilling the requirements are highly encouraged to apply.
- Women-, youth-, and persons-with-disabilities–led companies that meet the required conditions and qualifications are encouraged to apply.
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 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 right 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.
8. 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 November 11, 2026
MUHIGIRWA Benjamin
Executive Secretary