TENDER NOTICE

TENDER TITLE: PROCUREMENT OF TREES WITH BRANCHES FOR WOODEN CHECK DAM AS WELL AS AGROFORESTRY TREES, SHRUBS AND GRASSES FOR PROTECTION OF NEW DEVELOPED TERRACES

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. Introduction

Since July 2024, DUHAMIC-ADRI has partnered with the United Nations High Commissioner for Refugees (UNHCR) through a signed Partnership Framework Agreement (PFA) to implement Phase II of the Climate-Smart Agriculture and Market Development for Enhancing Livelihoods of Refugees and their Host Communities in Rwanda.

The Climate-Smart Agriculture initiative aims to improve food security and self-reliance for 2,036 beneficiaries (732 refugee and 1,304 host community households, including 1,091 women and 945 men). By 2026, this project will benefit over 7,851 family members through climate-smart agricultural practices and a market development approach.

Specifically, the partnership focuses on contributing to achieving the following outcomes of the project: Outcome 1: Increased Agricultural Productivity and Outcome 2: Increased Household Income.

3. Introduction 

Soil erosion and land degradation remain significant challenges affecting agricultural productivity and livelihoods in Rwanda, particularly in marshlands and hillside farming systems. To address these challenges, DUHAMIC-ADRI under the Climate-Smart Agriculture Project, with support from UNHCR, has invested in the construction of new terraces to protect surrounding areas of Mushishito marshlands.

To ensure the sustainability and effectiveness of these soil and water conservation measures, there is a need to procure and supply appropriate trees with branches for reinforcing wooden check dams, as well as agroforestry trees, shrubs, and grasses for stabilization and protection of newly developed terraces. This intervention will contribute to reduced soil erosion, improved water retention, enhanced soil fertility, and increased resilience of farmers’ livelihoods.in the marshland.

• 4. Specific Objectives

• To supply and distribute trees with branches for reinforcing and maintaining wooden check dams.
• To procure and distribute agroforestry trees, shrubs, and grasses suitable for terrace stabilization and long-term soil protection.
• To promote sustainable land management practices among farmers for increased agricultural productivity.
• To build community ownership by engaging farmers in tree and grass planting, maintenance, and protection activities.

• 5. The quotation should be presented on the table below, indicating the quantity and specifications of the required items

6.Technical specification of materials to be supplied

6.1. Agroforestry trees seedling ready to plant

A healthy Agroforestry seedling ready for planting has strong, well-developed roots, a vigorous shoot with healthy, green leaves, and no signs of disease or pests. Key characteristics include a sturdy stem with clear lenticels (small pores), a good root-to-shoot ratio, and an absence of wilting, discoloration, or visible pests. The seedling should exhibit signs of strong growth, be appropriately sized for its pot, and possess a healthy green color, indicating it's ready to establish itself in a new location. 

Acceptable seedling for planting must be:

• Young enough with high recovery rate potention and rapid growth.
• Having a height greater than or equal to 15cm but not exceeding 30cm or 2 times the length of the pot (shoot/ root ratio: 2:1);
• Healthy, vigorous (freshness), not puny, well balanced with stem nonbifurcated and injury free.
• Have received hardening-off treatment (reduction of shading, gradually exposed to the Sun, cut of the roots protruding pots)

6.2. Pennisetum Purpureum

• Each cutting needs a minimum of three nodes to develop new shoots and establish effectively.
• The overall length of these 3-node cuttings should generally be around 30 to 40 cm.(not less than 20cm)
• Free from pests and disease.
• Health with vigour and viability

Notice: Before the delivery, DUHAMIC-ADRI and other project stakeholders will have right to verify and test the compliance with above technical and quality standards through physical inspection and upon delivery to verify if they conform to the requirements and poor-quality items will be rejected and the supplier shall be requested to replace them.

 The following inspections shall be carried out:

• Inspection at the place where the seedling and cuttings will be prepared before supply.
• Inspection during delivery time.

All these inspections shall be aiming to check the conformity with technical specifications provided in this document. 

7. Requirements of the tender

• A company/cooperative registration certificate with specialization in agriculture inputs.
• A valid tax clearance issued by Rwanda Revenue Authority (RRA).
• A valid RSSB clearance.
• Proof of using EBM invoice
• 2 Certificates of good completion with their contracts or purchase orders for supplying similar goods
• Commitment letter confirming delivery of all required items within 5 calendar days from the date of purchase order issuance.
• Financial quotations shall include all applicable taxes and transport costs to Mushishito Marshland in Uwinkingi and Kibirizi sectors in Nyamagabe District 

8. 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:

• DUHAMIC-ADRI reserves the right to conduct due diligence on the references provided by bidders. If any reference is found to be unauthentic, it will result in immediate disqualification. The same applies to administrative documents such as Tax Clearance, RSSB Clearance, VAT certificate, and others.
• Blacklisted bidders from RPPA are not allowed to participate in this tender and DUHAMIC-ADRI reserved the right to reject such bids.
• Before contracting, DUHAMIC-ADRI will conduct vetting of successful bidders against terrorism-related databases. Any bidder found to have links or matches with terrorism will be automatically disqualified.
• Women and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.

Done at Kigali, September 9, 2025

MUHIGIRWA Benjamin

Executive Secretary