TENDER NOTICE

Tender title: Supply and distribution of quality fodder planting materials for sustainable livestock feed Production in Mahama refugee camp and host communities.

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

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. CODIGA Cooperative, based in Nyabicwamba Cell, Gatsibo District, is a beneficiary cooperative composed of both refugees and host community members. 

3. Purpose of the tender

The purpose of this tender is to Supply and distribution of quality fodder planting materials for sustainable livestock feed Production in Mahama refugee camp and host communities.

4. Scope of work 

The scope of work involves the supply and distribution of the items detailed in the table below, which also serves as the financial proposal/quotation format.

Technical specifications and requirements for organic fertilizer 

The compost that will be purchased shall comply with following technical specifications and Standards: 

• The compost must be friable (not feeling sticky) when clenched between fingers and crumbles when released; soil-like. 
• The compost feels coarsely pound roasted coffee when squeezed in palms.
• The compost is dark-brown in color;
• The compost is not smelling; 
• The compost should not contain any non-degradable materials such as plastics; metals, clothes ….
• The mature compost should meet laboratory analysis standards such as: 
• Minimum 20% of organic matter content (based on dry weight determined by ash method)
• Moisture content: between 25-45%
• pH: between 6-8
• Nitrogen content: not less than 2%
• Nitrogen to Carbon ratio (C/N ratio): between 10-35
• Phosphorus P: not less than 0.4 %
• Potassium K: not less than 0.6%
• The quantity of compost availed and precise the location (name of compost producer, site, Village, Cell, Sector and District). The sites which were not presented in the bids will neither be considered nor visited in sampling. 
• The quantity of compost present must be equal or greater to procured quantity, and the procuring entity have right to reject the compost which is not well decomposed or not full filling the technical Specifications

Photo of some of the needed items 

Calliandra (Calliandra calothyrsus)

5. Application documents

The following documents must be submitted. Failure to submit any of the required documents will result in automatic disqualification.

1. A commitment letter confirming the bidder’s ability to complete the assignment within ten calendar days from the date of contract signing or issuance of the purchase order.
2. A Company registration issued by RDB 
3. A valid RSSB clearance certificate 
4. A valid Tax Clearance Certificate issued by RRA
5. Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or EBM usage certificate)
6. Three (3) certificates of good completion for similar assignments (agriculture inputs) each supported by its corresponding contract or purchase order. Certificates submitted without the supporting contract or purchase order will not be considered.
7. A quotation/financial proposal inclusive of all applicable taxes and transportation costs to Kirehe district, Mahama sector near Mahama camp.

Note: 

• 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 and RSSB Clearance certificates.
• Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
• Women-, youth-, and persons-with-disabilities–led companies that meet the required conditions and qualifications are encouraged to apply.

6. 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.

7. 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 13,2026

MUHIGIRWA Benjamin

Executive Secretary