Tender Title:
Construct and or Retrofit houses for Climate Just Communities (CJC) Programme Participants as per the Lots in Gitesi, Mutuntu and Murambi Sectors, Karongi District.

Introduction

DUTERIMBERE ONG is a national Non-Government Organization (NGO) registered in Rwanda Governance Board (RGB) and governed by the “Law nº 058/2024 of 20 June 2024”. It is working in Rwanda to empower women in eradication of poverty. The organization was established in May 1987 by 29 women with the objective of promoting and recognizing the role of women in development at all levels. The organization is currently owned by 1044 members drawn across 4 Provinces and Kigali city, Rwanda.

Our governance structure is composed by a general assembly top on leadership hierarchy, a Board (of 16 members led by chairperson to manage the organization’s strategic and policy issues. The committees of internal auditors (3 members) in the structure are tasked to control organization operations in relation to established rules and regulations. There is also Conflict management committee composed of 3 members with mandate to regulate conflicts among members if any. The Executive Secretariat is composed of Executive Secretary and various talented recruited staff that are tasked with conception, planning, implementation and evaluation of the organization activities.

Background Information

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. 

Following an independent evaluation in 2021 of the Climate Justice Fund’s work, drawing on experiences of communities in Malawi, Zambia and Rwanda who have implemented or are supported by the Fund and stakeholder feedback on the Climate Justice Fund, the Scottish Government set a future approach for action on climate justice and prioritized targeting the funding to the people most vulnerable to climate change in the communities– particularly women and youth – and ensuring their participation is at the centre of the Fund’s work which will be achieved through delivering against distinct pillars of climate justice. In March 2022, in line with this revised approach, the Scottish Government re-launched the CJF and a Supplier Event to provide details of this opportunity and answer questions on the programme specification, procurement and tendering process was held. In May 2022, the Scottish Government advertised a competitive, open tender procedure for the Provision of Climate Just Communities in Malawi, Zambia and Rwanda but the invitation to tender was published on 7 September 2022.

In response to this invitation to tender, a consortium made of Trōcaire, the Scottish Catholic International Aid Fund (SCIAF) and Christian Blind Mission (CBM) UK was constituted, with local partners including Rwanda Climate Change and Development Network (RCCDN), its member’s organizations (DUHAMIC-ADRI, DUTERIMBERE NGO, Rwanda Development Organization /RDO) as well as the National Union of Disabilities Organization Rwanda (NUDOR). This Consortium submitted a tender on 18 November 2022 and on 11 July 2023, the Scottish Government awarded the CJC contract to the Consortium. The contract entered into force on 1 August 2023 and will run until March 2025, with the option to extend up until March 2026.

The purpose of the 3-year Scottish Government funded CJC Programme is to implement 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 CJC Programme will be “of” and “for” the community: communities will be engaged in a participatory, culturally sensitive manner to identify climate-change-related needs (in their own terms) then design interventions (owned by them) to respond.

The Programme will be implemented across 3 Districts (Gisagara, Karongi & Ngororero) and jointly in consortium with Trocaire (Principle Sub-Contractor) and local delivery partners including Rwanda Climate Change and Development Network (RCCDN), its member’s Organizations (DUHAMIC-ADRI, DUTERIMBERE NGO, Rwanda Development Organisation/RDO) as well as the National Union of Disabilities Organisation Rwanda (NUDOR). 

Purpose and objectives of retrofitting houses

Retrofitting of houses for vulnerable households under Climate Justice Community program in Karongi District has several objectives aimed at enhancing the resilience of these communities to climate change impacts.

The following are the main objectives:

Retrofit houses to enhance resilience to climate change impacts in Karongi District.

Provide necessary materials and labor for retrofitting of 60 houses as per the Lots in Karongi district.

Ensure the retrofitting process adheres to quality standards (Rwanda building code) and meets the needs of vulnerable households especially for the people with disability.

Awareness on climate change mitigation to community members.

Job creation within the community through retrofitting assignment.

Scope of Work

This tender is divided into 3 lots as below:

• Lot 1: Construction/retrofitting of 20 houses in Gitesi Sector,
• Lot 2: Construction/retrofitting of 20 houses in Mutuntu Sector,
• Lot 3: Construction/retrofitting of 20 houses in Murambi Sector all in Karongi district

• Conduct retrofitting/construction activities for 60 houses in Gitesi, Mutuntu and Murambi sectors in Karongi district.
• Provide nails, galvanized wire, iron sheets, windows, doors, cement, gutters, kitchen, toilet and labor force as per project requirements.
• Conduct retrofitting/construction activities in the sectors of Murambi, Mutuntu and Gitesi in Karongi district as per the agreed upon standards:
• Ensure that the retrofitting process considers Rwanda building code standards and conscious on accessibility requirements especially for households of people with disability.
• Work under the supervision of DUTERIMBERE ONG staff, CJC youth champions and local authorities especially land managers at sector level and the district disaster desk team among others leaders.

The financial proposal should be presented in the table below, detailing the quantities and technical specifications of the materials to be used:

Notice: For cases where the existing houses have been destroyed by disasters to the ground level, the contractor shall start work from that level the house is found without ANY additional cost from the quoted costs and agreed costs in the agreement. The same shall apply to the kitchen and toilet structures.

Bid security

Safeguarding and protection from Sexual Exploitation and Abuse is everyone’s responsibility who works directly or indirectly with DUTERIMBERE ONG in any assignment. All DUTERIMBERE ONG staff and affiliates, including volunteers and Suppliers/contractors’s staff and implementing partners are required to adhere to our organization’s full safeguarding and protection policy procedures and the separate Code of Conduct as shared to our different stakeholders.

By applying to this tender therefore, the contractor, is committed to denounce and to report any safeguarding issues or fraud to our focal point on email; gnamahoro@yahoo.fr Phone +250 788 887 739 immediately. Appropriate measures shall be taken in case of non-compliancy to this policy.

Note: Visits for the different sites starts after this tender is out and the contact person is 0785642793 Festus Muhirwa.

Deliverables:

• Completed retrofitted of 60 houses (20 in each targeted sector) in Karongi District.
• Documentation of materials used, labor hours and any challenges encountered during the retrofitting process.
• Final report summarizing the retrofitting activities, including lessons learned and recommendations for future projects.
• Documentation on point of views and appreciation from the family members who gained the house retrofitted.

Qualifications:

• Demonstrated experience in construction works, particularly in retrofitting houses for climate resilience.
• Knowledge on Rwanda building code and of local building practices and materials in Karongi district.
• Ability to manage and supervise retrofitting activities effectively.
• Strong communication and coordination skills to liaise with project stakeholders and community members.

Note:

• Bidders may be allowed to bid on more than one lot; however, no bidder will be awarded more than one lot
• Notes: Local companies/builders fulfilling the requirements are highly encouraged to apply.
• Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUTERIMBERE ONG reserves the right to reject such bids.
• Prior to signing the contract, DUTERIMBERE ONG may request the successful bidder to provide a performance guarantee equivalent to 10% of the contract value.
• Women and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.
• The proposed costs must include all applicable taxes

Reporting:

The construction company will report to DUTERIMBERE ONG Executive secretary and provide regular updates on the progress of retrofitting activities before the final report. The project staff shall keep day today monitoring field especially the field staff. Any issues or deviations from the agreed-upon plan should be reported promptly for timely resolution.

Application documents:

The following terms and conditions shall be observed during tendering process:

1. The bidder must be available for the period of contract implementation (proven by a commitment letter)
2. Business registration certificate issued by RDB
3. A valid tax clearance certificate
4. Proof of using EBM
5. 2 certificates of good completion for similar works (construction activities) from recognized organizations/Institutions.
6. CV of at least two engineers (2) staff (team leader, project or company engineer) that will lead the construction activities.
7. A financial proposal (quotation) including all related taxes and other associated costs

Bids should be submitted in sealed envelopes and addressed to the Executive Secretary of DUTERIMBERE ONG head office next to NYARUGENGE Plaza not later than Tuesday 2nd September, 2025 at 10:00 Am and Tender opening at 11:00Am

The public opening of bids is scheduled on the same day at 11:30 AM at the headquarters of DUTERIMBERE ONG.