TENDER NOTICE

Tender title: Procurement of laptops for SERVE Project staff

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 overview

DUHAMIC-ADRI, in partnership with CARE International Rwanda and its implementing partners, is implementing a five-year program titled Supporting and Enhancing Resilient and Viable Employment Opportunities (SERVE). This program, funded by the MasterCard Foundation, aims to build a resilient, sustainable, gender-equitable, and inclusive entrepreneurial environment that increases dignified and fulfilling work opportunities for young people, primarily women (70%), aged between 18 and 35 years, within agricultural value chains.

The SERVE Project operates across ten districts in Rwanda: Rulindo, Gakenke, Nyabihu, Rubavu, Rwamagana, Kayonza, Kirehe, Ngoma, Nyamagabe, and Huye.

3. Justification of needs

For the project to be successfully implemented, activities must be properly planned, executed, and reported, which requires the use of various materials and equipment, including computers/laptops for project management staff and field officers to effectively perform their duties.

In this regard, DUHAMIC-ADRI intends to procure four (4) laptops for use by SERVE Project staff.

4. Scope of work

The assignment involves the procurement of four (4) laptops with the specifications detailed in the table below for SERVE Project staff.

5. Documents to be submitted

Interested bidders shall submit their bids comprising the following documents:

• Copy of a trading certificate issued by RDB
• Valid tax clearance certificate
• Valid RSSB clearance certificate
• Proof of use of EBM
• Three (3) certificates of good completion, each supported by corresponding signed contracts or purchase orders. Certificates submitted without supporting contractual documents will not be considered. The experience must relate to the supply of computer and ICT equipment (such as laptops, desktop computers, and related IT accessories).
• A commitment letter to deliver all required quantities within three (3) working days from the date of receipt of the purchase order/contract.
• Financial proposal (quotation) indicating proposed prices inclusive of transport costs to DUHAMIC-ADRI head office, Kicukiro District, and all applicable taxes.

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

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 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.

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.

Note:

• 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 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, during the evaluation process or upon delivery, to reject any item that does not comply with the required specifications. During delivery, if the successful bidder fails to replace the rejected items with compliant ones within the specified timeframe, DUHAMIC-ADRI reserves the right to reject the award and proceed with 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.

Done at Kigali, June 22,2026

MUHIGIRWA Benjamin

Executive Secretary