Hiring A Qualified Company to Supply, Install and Commissioning a Cold Storage Facility for Mushroom in Nyamagabe District Under Climate-Smart Agriculture and Market Development Project tender at DUHAMIC-ADRI

1. Brief description of DUHAMIC-ADRI

DUHAMIC-ADRI is a Non-Governmental Organization legally recognized under Rwandan Law. The organization was founded in 1979 with the objective of assisting farmers in organizing themselves to combat constraints related to rural marginalization. Over the years, its operations have expanded from local and regional levels to the national level. The Constituent General Assembly of April 20, 1985, officially established DUHAMIC-ADRI as an NGO operating throughout Rwanda.

DUHAMIC-ADRI was legally recognized by Ministerial Order No. 943 of July 12, 1985. Its statutes were later modified and recognized by Ministerial Order No. 025/11 of March 21, 2005. The organization also fulfilled all requirements under Law No. 04/2012 of February 17, 2012, governing national non-governmental organizations and received a compliance certificate from the Rwanda Governance Board (RGB) on June 17, 2013.

Vision: A rural world responsible for its self-socio-economic development.

Mission: Supporting integrated development through rural population initiatives aimed at self-development.

Objectives:

• Combating the marginalization of rural areas.
• Promoting and strengthening associations, cooperatives, and farmers' groups.
• Supporting rural development initiatives in various socio-economic sectors.

Introduction: 

Since July 2024, DUHAMIC-ADRI has partnered with the United Nations High Commissioner for Refugees (UNHCR) through a signed Partnership Framework Agreement (PFA) to implement Phase II of the Climate-Smart Agriculture and Market Development for Enhancing Livelihoods of Refugees and their Host Communities in Rwanda.

The Climate-Smart Agriculture initiative aims to improve food security and self-reliance for 2,036 beneficiaries (732 refugee and 1,304 host community households, including 1,091 women and 945 men). By 2026, this project will benefit over 7,851 family members through climate-smart agricultural practices and a market development approach.

Specifically, the partnership focuses on contributing to achieving the following outcomes of the project: Outcome 1: Increased Agricultural Productivity and Outcome 2: Increased Household Income.

Objectives of the Consultancy

The primary objective is to procure, deliver, install, and commission a fully operational cold storage facility with all necessary components, ensuring optimal performance, energy efficiency, and compliance with international standards for cold chain management.

Scope of Work

The selected company will be responsible for:

3.1. Supply

• Provide a cold storage facility suitable for vegetables, especially mushrooms, and other perishable crops.
• Supply all necessary equipment and materials, including insulation panels, refrigeration units, control systems, and backup power solutions (solar hybrid system is a must).

3.2. Installation and Commissioning

• Install the cold storage facility at the designated site in Nyamagabe District.
• Test and commission the facility to ensure it meets required temperature and humidity parameters for mushrooms).

3.3. Capacity Building and Training

• Provide on-site training to DUHAMIC-ADRI staff and cooperative members on operation, maintenance, and troubleshooting.

3.4. After-Sales Service and Warranty

• Offer at least a warranty of 5 years on panels, 1 year on complete set.
• Provide after-sales support and maintenance during the warranty period.

Expected Deliverables

• A detailed work plan and design proposal within one week of contract signing.
• Delivery of all equipment and materials to the site.
• Fully installed and commissioned cold storage facility 
• User manuals and training materials.
• Final handover report, including maintenance schedule and warranty documentation.
• Training the cooperative members on usage and explain to them the user manual
• Provide the necessary maintenance and warranty in the first instance
• The intended cold-room facility should be the new unused one.

SOLAR COLD ROOM (Technical Specifications)

Solar-powered 5MT (Positive Temp. Unit) Complete System. CR external dimension is: 5mx2.4mx2.4m. Including the following: Insulated cold room sandwich panels 7.6kWp solar panels. Refrigeration System TES Back up System + IoT + Humidifier Battery charge regulator

Qualifications and Experience of the Consultant

6.1. Administrative documents

• A Company registration Certificate issued by RDB
• A valid Tax Clearance Certificate issued by RRA
• Proof of use of the Electronic Billing Machine (EBM)
• A Site Visit Certificate to be issued by DUHAMIC-ADRI during the visit
• A bid security of 990,000 Rwf 

6.2. Technical documents: Proposed cold room catalogue, lifting structure drawings, site room assembly procedures, Test report format to be attached. Specifications Compliance statement to be attached. Technical qualifications of proposed cold room are mandatory for evaluation of price bid.

6.3. Reference documents: Bidder Must have at least 2 functional Solar cold rooms installed & commissioned in Rwanda in the last 1 year to date. Bidder to arrange for demonstration of at least 1 solar cold room to client prior to signing any contract. Bidder to provide at least 1 reference letter from their client for solar cold room with the bid documents

6.4. Testing and Commissioning: Testing and commissioning activities must be carried out only in the presence of Client Representative. Performance data should be recorded and submitted to Client prior to handover. All faulty components, damages, scratches, poor installation Must be corrected by contractor prior to Handover

• Duration 

The entire assignment (supply, installation, testing, and commissioning) must be completed within 8 weeks of the date of signing the contract.

• Location for installation 

This cold room will be installed in NYAMAGEBE District, GASAKA sector within the existing KIGEME modern market

• Proposal Submission Requirements

Interested companies are invited to submit:

• A technical proposal, including:

• Company profile and relevant experience.
• Detailed methodology to prove how bidder understanding the Assignment, Technical Approach to be used, Implementation Plan & Timeline, Quality Assurance & Testing, Risk Assessment & Mitigation, Capacity Building and Environmental, Health & Safety Measures.
• Technical specifications of the proposed cold storage solution.
•  List of key staff with qualifications and experience. (Team leader: must have at least bachelor’s degree in mechanical/electrical engineering or related field with Minimum 5 years’ experience in managing cold storage installation projects, with at least 1 similar project completed successfully and Electrical Engineer: A1 or A0 in Electrical Engineering with minimum 3 years’ experience in electrical system design and installation for industrial facilities or related works)

• A financial proposal, including:

• Detailed cost breakdown (equipment, transport, installation, training, etc.).
• Applicable taxes.

3. At least two references (Certificates of good completion with their contracts or purchase orders) for similar completed assignments.

Evaluation Criteria

Proposals will be evaluated based on

• Technical capacity and relevant experience (30%).
• Proposed methodology (30%).
• Cost-effectiveness and financial proposal (30%).

Delivery time and after-sales service (10%).

Bidders who score below 70% in their technical proposals will not be shortlisted for the financial proposal opening, and their financial proposals will be returned unopened.

Thank you for expressing interest in working with DUHAMIC-ADRI

Done at Kigali August 14, 2025

MUHIGIRWA Benjamin

Executive Secretary