Umuryango w’Abahinzi n’Aborozi bo mu Rwanda «IMBARAGA» Organisation des Agriculteurs et Eleveurs du Rwanda

BP 1462 Kigali, Tél +250788843303 | +250788610584/ ; E-mail: info@imbaraga.org; website: www.imbaraga.org

TERMS OF REFERENCE (ToR)

Establishment of G+1 poultry cages for laying chickens

1. Introduction

 IMBARAGA Farmers Organization is a Rwandan non-governmental organization established in 1992 by local farmers. Its core mission is to support the transformation of agriculture from traditional practices to a more professional, profitable, and socially impactful sector. IMBARAGA aims to make agriculture a viable economic activity that significantly contributes to improving the livelihoods and welfare of farmers. The organization’s mission is to increase farmers’ professionalism through capacity building for enhanced productivity and competitiveness, while also protecting their social and economic rights through lobbying and advocacy. IMBARAGA envisions a professional farmer who is a change maker, driving both economic development and social transformation within their communities.

Within this framework, IMBARAGA is implementing the Youth Entrepreneurship in Agriculture in Rwanda (YEA-R) Program, which aims to empower young people to engage in agriculture as a sustainable and viable business. The program supports youth-led agribusiness initiatives through targeted interventions, including access to productive assets, technical support, and market-oriented value chains.

In line with the objectives of the YEA-R Program, IMBARAGA Farmers Organization hereby invites eligible and qualified suppliers to submit bids for the establishment of poultry cages for laying chickens, in accordance with the technical specifications and requirements outlined in this Terms of Reference.

2. Objective

The objective is to contract a qualified and experienced supplier for the establishment of 50 poultry cages and each one designed to accommodate 300 laying chickens for youth groups in accordance with the technical specifications and delivery schedule outlined in this terms of reference.

3. Scope of work

The selected contractor shall be responsible for the following:

• Installing poultry cages using timber (wooden structures) suitable for laying chickens.
• Designing and constructing two-level poultry housing units with a total capacity of 300 chickens (150 chickens per level).
• Installing essential poultry management equipment, including:
  1. Automatic drinkers
  2. Feeders
  3. Egg-laying boxes (nesting areas)
• Establishment of an attached store to the poultry house for:
  1. Storage of poultry feed
  2. Isolation of sick chickens when necessary
• Installation of a protective fence around the poultry facility
• Ensuring adequate ventilation, lighting, and implementation of appropriate biosecurity measures within the poultry structures
• Providing all materials, labor, tools, and equipment necessary for the successful completion of the works
• Ensuring compliance with standards and best practices for poultry housing.

4. Technical specifications

Each poultry cage shall meet the following minimum specifications:

Structure

• Design: G+1 (two-level structure)
• Materials and features:

1. The installation surface shall be paved with stones and finished with a strong cement mix.
2. The poultry house shall be elevated using timber beams and wooden planks.
3. The floor shall consist of a concrete slab with a plywood covering.
4. Metal mesh fencing and railings shall be installed to ensure proper ventilation.
5. Wooden doors shall be installed for secure enclosure.
6. Roofing shall be made of BG30 quality iron sheets.

Capacity:

1. Lower level: 150 chickens
2. Upper level: 150 chickens

Poultry equipment:
Each poultry cage shall be equipped with:

1. An automatic drinking system
2. Adequate feeders for poultry feeding
3. Egg-laying cages or nesting areas suitable for laying chickens

Store annex
Each poultry cage shall include a store with the following purposes:

1. Storage of poultry feed and management equipment
2. Temporary isolation area for sick birds
3. The store shall have dimensions of 5 m × 2 m (10 m²).

Fence

Each poultry facility shall include a protective fence surrounding the poultry structure to ensure:

1. Biosecurity
2. Protection against predators
3. Restricted access for unauthorized persons

5. Component separation for pricing

For the purpose of financial evaluation, the following components shall be priced separately:

1. Poultry house (cage structure)
2. Store annex
3. Fence

Top of Form

Bottom of Form

6. Implementation locations

The activities will take place in the following districts and sectors:

1. Rusizi District: Bugarama, Rwimbogo, Gashonga, and Giheke sectors
2. Nyamasheke District: Kanjongo, Bushenge, Bushekeri, and Macuba sectors
3. Rutsiro District: Kivumu, Boneza, Mushubati, and Nyabirasi sectors
4. Rubavu District: Busasamana, Bugeshi, Kanzenze, and Mudende sectors
5. Muhanga District: Nyamabuye, Shyogwe, Cyeza, and Nyarusange sectors

Each district will have 10 poultry cages.

7. Delivery schedule

• The contractor must be capable of delivering the services within 1.5 months.
• A detailed delivery plan and schedule shall be submitted as part of the technical proposal.

8. Supplier qualifications and eligibility
Interested bidders must meet the following minimum requirements:

1. Proven experience in the establishment of poultry cages
2. Availability of skilled personnel and sufficient technical capacity for poultry cage establishment works
3. Ability to complete the works within the specified timeframe
4. Compliance with poultry cages establishment safety standards

9. . Mandatory documentation

Bidders must submit the following documents as part of their bid:

a) Technical proposal
The technical proposal shall include:

1. A description of the poultry cage establishment methodology
2. The design approach for the poultry cages
3. A detailed work plan and implementation schedule
4. The proposed delivery timeline

b) Financial proposal
The financial proposal shall clearly indicate:

1. The cost of the poultry cage structure (G+1 structure)
2. The cost of the store annex
3. The cost of the fence
4. The total cost, inclusive all applicable taxes

c) Supporting documents

1. Rwanda Development Board (RDB) Registration Certificate
2. Rwanda Revenue Authority (RRA) Tax Clearance Certificate
3. Certificates of Good Completion for similar services

10. Submission of bids

• Bids shall be submitted via email: Imbaragaprocurement@gmail.com

• Both technical and financial proposals must be submitted.
• The submission deadline is 27th March 2026, by 5:00 PM.
• Late submissions will not be considered.

11. Evaluation criteria

Bids will be evaluated based on the following criteria:

• Compliance with the technical specifications
• Relevant experience and past performance
• Quality of the technical approach and work plan
• Capacity to complete the works within the required timeframe
• Financial competitiveness
• Completeness of the required documentation

12. Contract award

The contract will be awarded to the bidder whose proposal is determined to be responsive and offers the best value for money, in accordance with the evaluation criteria.

Done at Kigali, 23^rd March 2026

Jean Paul Munyakazi,

Legal Representative,

IMBARAGA Farmers Organization