Procurement and distribution of vegetable seeds for kitchen gardens and terrace planting to improve nutrition and soil stabilization 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. Introduction of Climate Just Community (CJC) Project 

The Climate Just Communities (CJC) is a Scottish Government funded Project through TRÓCAIRE under the Climate Justice Fund and is implemented by DUHAMIC-ADRI in consortium with other partners in Gisagara, Karongi, and Ngororero Districts. The project has objectives of implementing effective climate justice interventions focusing on community voice and needs, prioritizing marginalized communities, women, and people with disabilities.

3. Purpose of the tender

The procurement of vegetable seeds aims to improve household nutrition, strengthen livelihoods, and stabilize soil by establishing climate-resilient vegetables on retrofitted houses and around terraces in Gisagara District.

Specific Objectives

• To enhance household access to nutritious vegetables through kitchen gardens around retrofitted houses.
• To reduce soil erosion and improve stability of terraces through vegetative cover.
• To improve soil fertility and moisture retention using sustainable agricultural practices.
• To increase income opportunities for vulnerable households through surplus vegetable production.
• To strengthen community knowledge and skills in climate-smart vegetable production and land management.

4. Scope of work

4.1RequiredQuantity and specifications

The quantities of vegetable seeds to be procured and distributed are detailed in the table below, which also serves as the financial proposal template:

4.2 Distribution sites

The vegetable seeds shall be distributed in Muganza, Ndola, and Kibirizi Sectors of Gisagara District.

5. Required Documents for Submission

• Application letter addressed to the executive Secretary.
• RDB certificate (certificate not related to the area of required items will be rejected) 
• A valid RSSB clearance certificate. 
• A valid Tax Clearance Certificate issued by RRA.
• Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or EBM usage certificate).
• 3 certificates of good completion with their related purchase order or contracts for the supply of similar goods (agriculture inputs/seeds). (A certificate without a related purchase order or contract will be rejected).
• Commitment letter to deliver within 4 working days starting from the day of contract signing/receiving purchase order.
• Financial proposal includes transport costs to distribution sites and all applicable taxes.

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

6. Bid submission

The bid documents shall be submitted in a sealed envelope to the DUHAMIC-ADRI Head Office located at Kicukiro /Niboye no later than February 19, 2026, at 11:00AM, Extended to February 23, 2025 at 11:30AM (only hard copies will be accepted).

Note: 

• Prior to contracting, DUHAMIC-ADRI may 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 the references provided by the bidder. If any reference is found to be unauthentic, it will lead to the immediate disqualification of the bidder. The same applies to administrative documents such as Tax Clearance and RSSB clearance.
• 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.
• The financial proposal (quotation) must include distribution costs to the mentioned sites and all applicable taxes.
• Local companies from Gisagara Districts fulfilling the requirements are highly encouraged to apply.

7. 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 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 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.

8. 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.