Tender Notice for Provision of Snacks, Soft Drinks and Kitchen Consumables to Duhamic-Adri for Annual Contract

TENDER NOTICE

TENDER TITLE: PROVISION OF SNACKS, SOFT DRINKS AND KITCHEN CONSUMABLES TO DUHAMIC-ADRI FOR ANNUAL CONTRACT

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. Objective of this tender

The objective of this tender is to select a reliable supermarket/supplier capable of providing a wide range of snacks, beverages, and kitchen consumables to DUHAMIC-ADRI. The selected supplier will play a crucial role in ensuring the availability of diverse and high-quality products for the organization's activities.

3. Scope of Work:

The scope of supply includes the following items:

Different snacks: Various types of biscuits, cakes, doughnuts, samosas, chapatti, etc.

Drinks: Milk, juice, soda, water 

Kitchen consumables: Tea bags, tea masala, brown sugar, Nescafe, ginger powder, Aroma plant, milk powder, coffee....

5. Location of supermarkets

Interested supermarkets must be located within 10 km of DUHAMIC-ADRI's head office in Kicukiro, Niboye sector.

6. Submission Requirements:

Interested bidders shall submit the following documents:

• Financial quotation inclusive of all applicable taxes and transportation/delivery costs from the supermarket to DUHAMIC-ADRI Head Office
• Company registration certificate issued by RDB
• Proof of using EBM 
• Valid tax clearance certificate issued by RRA

Note:

• The supermarket must be physically established and stocked with the required items, as DUHAMIC-ADRI will perform a visit before awarding the tender.
• The sample shall be available for evaluate by bidders from October 28 to November 05, 2026, during working hours.

7. Submission Deadline

Bids must be submitted no later than November 06, 2026 at 02:00 PM local Kigali time. Late submissions will be rejected without evaluate (Only hard copies shall be accepted)

8. Bid Opening

Bids will be opened publicly on November 06, 2026 at 02:30 PM at DUHAMIC-ADRI head office located in Kicukiro District, Niboye sector. Bidders or their authorized representatives are invited to attend.

9. Delivery Terms and Conditions

The following delivery conditions shall apply throughout the contract period:

• Delivery shall be made to the DUHAMIC-ADRI Head Office located in Kicukiro District, Niboye Sector.
• Quoted unit prices must be inclusive of all transportation and delivery costs to the above-mentioned delivery point.
• Purchase Orders (POs) shall be issued by DUHAMIC-ADRI on a needs-basis. The supplier is therefore expected to keep sufficient stock to respond to orders.
• Delivery shall be made within the timeframe specified on each individual Purchase Order. Failure to deliver within the stipulated timeframe may result in penalties as outlined in the contract.
• All products supplied must be in good condition, within their validity/expiry period, and properly packaged.

10. Pricing and Payment

• Suppliers shall quote unit prices inclusive of tax and delivery cost to DUHAMIC-ADRI Head Office, Kicukiro District, Niboye Sector.
• Payment shall be processed upon delivery and upon submission of invoice(s), supported by delivery notes signed by authorized DUHAMIC-ADRI personnel.

11. Duration of contract

The successful bidder will enter into a one-year (with possibility of renewal basing on the performance) contract with DUHAMIC-ADRI 

12. 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 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 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 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 assist depending on the nature and severity of the safeguarding incident detected.

13. 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.

Note:

• The quoted unit prices will remain fixed for the entire contract period
• Prior to contracting, DUHAMIC-ADRI reserves the right to perform a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
• DUHAMIC-ADRI reserves the right to perform due diligence on all documents submitted by the bidder. If any reference is found to be unauthentic, the bidder shall be immediately disqualified. 
• 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.

Done at Kigali on October 26,2026

MUHIGIRWA Benjamin

Executive Secretary