Provision of milk powder for the period of one year with the possibility of renewal based on performance Tender at DUHAMIC -ADRI

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 responsible for its self-socio-economic development

Core Values: Integrity, Professionalism, Transparency

2. Justification of needs

DUHAMIC-ADRI, aims to enhance the well-being and productivity of rural communities through access to quality refreshment items.

Objective of this tender

The objective of this tender is to identify and contract a competent and reliable supplier for the regular provision of milk powder to DUHAMIC-ADRI over a period of one year, with the possibility of renewal based on satisfactory service delivery and operational needs.

Location of supermarkets

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

3. Scope of work

The scope of work includes the supply of milk powder. 

The table below outlines the details of the required items.

4. ELIGIBILITY CRITERIA

To qualify for evaluation, bidders must submit all mandatory eligibility requirements as follows:

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

Site Visit 

Prior to the award of the tender, DUHAMIC-ADRI will conduct a site visit to the premises of the bidder. The purpose of this visit is to verify the bidder’s physical existence, operational capacity, and ability to perform the contract requirements.

DUHAMIC-ADRI reserves the right to reject and disqualify any bidder whose premises are found to be non-operational, inaccessible, or inconsistent with the information provided in the bid submission. 

5. INSTRUCTIONS TO BIDDERS

5.1 Language of Bid

All documents submitted shall be written in English.

5.2 Bid Validity Period

Bids shall remain valid for a minimum period of ninety (90) calendar days from the submission deadline.

5.3 Bid Submission

Bids must be submitted in sealed envelopes clearly marked:

• " Provision of milk powder to DUHAMIC-ADRI for the period of one year with the possibility of renewal based on performance.

Bids shall be submitted to:

• DUHAMIC-ADRI Head office
• Address: Kicukiro District, Niboye Sector, Kigali city, Rwanda

5.4 Submission Deadline

Bids must be submitted no later than June 16, 2026 at 02:00 PM local Kigali time. Late submissions will be rejected without review (Only hard copies shall be accepted)

5.5 Bid Opening

Bids will be opened publicly on June 16, 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.

5.6 Costs of Bidding

The bidder shall bear all costs associated with the preparation and submission of the bid. DUHAMIC-ADRI will not be responsible for any such costs.

5.7 Right to Cancel or Reject

DUHAMIC-ADRI reserves the right to cancel this tender, reject all bids, or award contracts partially at its sole discretion, without incurring any liability to bidders.

5.8 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 maintain 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.

5.8.1 Pricing and Payment

• Suppliers shall quote unit prices (per 2.5 kg can) inclusive of delivery 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.

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 Conduct 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 conduct.

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 support 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 conduct a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
• DUHAMIC-ADRI reserves the right to conduct 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 item that does not meet the required specifications. Failure to replace rejected items shall result in rejection of the bid and consideration of 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 10,2026

MUHIGIRWA Benjamin

Executive Secretary