Tender Notice for Procurement and Distribution of Vegetable Seeds to CJP Rightsholders in Gisagara District

TENDER NOTICE

Tender title: Procurement and distribution of vegetable seeds to CJP rightsholders in Gisagara District.

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 tasked with 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 assist 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 execute 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 detect 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

The purpose of this tender is to supply and distribute vegetable seeds to CJP rightsholders in Muganza, Ndora, and Kibirizi Sectors of Gisagara District.

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.

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 three (3) working 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 involving the distribution/supply of agricultural inputs/seeds, 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 the three sectors of Muganza, Ndora, and Kibirizi in Gisagara District. 

Note: 

• Prior to contracting, DUHAMIC-ADRI perform 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 perform 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 perform 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 perform. 

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 assist 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 October 27,2026

MUHIGIRWA Benjamin

Executive Secretary