Tender Notice for Supply, Installation and Testing of Mobile Solar- Powered Irrigation Equipment With Battery

TENDER NOTICE

Tender title: Supply, installation and testing of mobile solar- powered irrigation equipment with battery.

1. Brief description of DUHAMIC-ADRI

DUHAMIC -ADRI is a non-profit organization located in Kigali, the capital city of Rwanda, in Kicukiro District, Niboye Sector. Officially operating in Rwanda since 12th July 1985.

Mission:Supporting integrated initiatives for Holistic Development of Rural Population in their struggle for self-reliance’

Vision:A rural world tasked with its self-socio-economic development

Core Values: Integrity, Professionalism, Transparency

2. Project Background

The Emergency Transit Mechanism (ETM) Centre in Gashora, Bugesera District, is a humanitarian protection facility established in September 2019 through a tripartite partnership between the Government of Rwanda, the African Union (AU), and the United Nations High Commissioner for Refugees (UNHCR). The Centre provides temporary protection, assistance, and essential services to vulnerable refugees and asylum seekers evacuated from precarious and life-threatening situations, while durable solutions, including resettlement and other pathways, are pursued.

As of May 2026, the Gashora ETM Centre was hosting 396 asylum seekers, including men, women, and children, originating from Sudan (244), Eritrea (87), Ethiopia (31), Somalia (16), and South Sudan (18), against an installed capacity of 700 persons. The nationality and demographic composition of the Centre’s population changes over time in response to evolving displacement dynamics and onward movements. Asylum seekers generally remain at the Centre for approximately six to twelve months before pursuing onward movement through available durable solutions.

The Centre is situated on a 32-hectare site, of which approximately 24 hectares are arable and suitable for agricultural production. Currently, this land is cultivated by approximately 250 smallholder farmers from vulnerable households in the neighboring host community, with each farmer cultivating an individual plot of approximately 5–20 ares. Despite the availability of arable land and proximity to a freshwater source, Lake Milayi, agricultural production remains predominantly subsistence-oriented, rain-fed, and characterized by low levels of productivity, diversification, and value addition. At the same time, asylum seekers residing at the Centre have limited opportunities to participate in productive livelihood activities and to create practical skills that could contribute to their well-being during their stay.

This situation presents an opportunity to strengthen the productive use of the Centre’s available agricultural resources while promoting greater self-reliance, skills development, food and nutrition security, and livelihood opportunities for asylum seekers and vulnerable members of the host community. Improved and diversified agricultural production could also contribute to increasing the availability of fresh, nutritious foods within the Centre, while creating opportunities for practical learning and income-generating activities.

3. Rationale of the tender 

DUHAMIC-ADRI intends to procure, install, and test mobile solar-powered irrigation equipment with battery storage to assist reliable, climate-smart agricultural production at the ETM Gashora Centre in Bugesera District. The system will enhance access to irrigation water, reduce dependence on fossil fuels, and enhance the sustainability and productivity of agricultural activities.

4. Purpose of the tender

The purpose of this tender is to Supply, installation and testing of mobile solar- powered irrigation equipment with battery in Bugesera District. work

The required quantities and detailed technical specifications are provided in the tables below, which shall also serve as the financial proposal (quotation) templates to be completed by the bidders.

Photo: Movable solar pump complete

5. Scope of Work

The selected firm/company is expected to:

• Supply 10 high-quality movable solar-powered irrigation pumps complete with Battery: 12V and 200A with charge controller, 10m of suction Flexible hose pipe (TDH=40m and Q=45L/Min), Solar Panels: 400Wp, Trolley of 2 Wheels with the battery room, Hose pipe of 32mm thick: 100m, 3 Flare Nuts spanners for each kit (Size: 8,10,15); 
• Supply and deliver the agreed-upon irrigation equipment to the designated locations.
• deliver installation services and offer technical training sessions on the proper use, maintenance, and benefit of the equipment to farmers and local technicians.
• make sure that the supplied equipment is adaptable to the local conditions and meets the specific needs of farmers in Bugesera District.

6. Expected deliverables

The expected deliverables from the selected firm/company include:

• Supplied 10 high-quality movable solar-powered irrigation pumps complete with Battery: 12V and 200A with charge controller, 10m of suction Flexible hose pipe (TDH=40m and Q=45L/Min), Solar Panels: 400Wp, Trolley of 2 Wheels with the battery room, Hose pipe of 32mm thick: 100m, 3 Flare Nuts spanners for each kit (Size: 8,10,15); 
• Prepared manuals (Catalogue) for equipment operation, maintenance, and troubleshooting.
• Training sessions for farmers on the proper use and benefits of the supplied equipment.
• Training report with list of trained participants.

7. Location of kits distribution

The 3 kits shall be distributed at the Gashora ETM Centre in BUGESERA District.

8. Application documents

The following mandatory documents shall be submitted by all participating bidders:

• A company registration certificate issued by RDB
• A valid tax clearance certificate issued by RRA
• A valid RSSB clearance certificate
• Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or Valid EBM usage certificate)
• At least three (3) certificates of good completion for similar collaborate with their contracts or purchase orders (Certificates without contracts or purchase order will not be accepted).
• A commitment letter proving to complete the assignment in a period not exceeding 15 calendar days starting from the contract signature date.
• Financial proposal including all applicable taxes and transport cost to the sites.

All the above documents are mandatory; failure to submit any of them will result in automatic disqualification.

Note: 

• Prior to contracting, DUHAMIC-ADRI may 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 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.
• DUHAMIC-ADRI reserves the right to reject any equipment or materials that do not comply with the required specifications or that fail to function properly during testing, and to proceed to the next-ranked bidder(s).
• 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.

9. Bid submission

The bid documents shall be submitted in a sealed envelope to the DUHAMIC-ADRI Head Office, located in Kicukiro/Niboye, no later thanMonday, October 5,2026, at 11:00AM, at 11:00 AM. The bid opening session will take place at11:30 AM on the same day.

Only hard copies will be accepted. Bidders shall clearly indicate their company name and the title of the tender on the envelope as follows:Supply, installation and testing of mobile solar-powered irrigation equipment with battery.”

10. 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.

11. 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 September 21, 2026

MUHIGIRWA Benjamin

Executive Secretary