Procurement of tomatoes and fresh beans seeds for establishing demonstration plots 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. Introduction of SERVE Project 

DUHAMIC-ADRI in partnership with Care International Rwanda and its implementing partners are implementing the five years’ program Supporting and Enhancing Resilient and Viable Employment Opportunities (SERVE) Project. This program is funded by MasterCard Foundation through the partnership with Care International and focus on to build a resilient, sustainable, gender equitable, and inclusive entrepreneurial environment that increases dignified and fulfilling work opportunities for predominantly female youth in agricultural value chains in 10 districts across Rwanda namely Rulindo and Gakenke in in Northern Province; Kayonza, Rwamagana, Ngoma, and Kirehe in Eastern Province; Nyamagabe, and Huye in Southern Province; and Nyabihu and Rubavu in Western Province. 

3. Objective of this tender

• Demonstrate improved agronomic practices through the establishment of well-managed demonstration plots using certified, high-quality seeds.
• Facilitate practical learning through FFBS platforms by enabling farmers to observe, practice, and replicate recommended production techniques.
• Improve access to quality agricultural inputs for youth and women farmers participating in the SERVE Project.
• Increase crop productivity, product quality, and profitability through the use of improved seed varieties and better crop management.
• Generate evidence for decision-making by monitoring crop performance, yield, pest and disease tolerance, and input efficiency during the season.

4. Scope of work

The successful bidder will be responsible for the procurement, delivery and quality assurance of all seeds required for the establishment of the demonstration plots.

Key responsibilities

a) Procurement of certified seeds

• Supply high-quality, certified, high-yielding, and climate-resilient tomato and fresh bean seeds suitable for the target areas.

b) Quality assurance

• Ensure that all supplied seeds comply with national regulatory and phytosanitary standards.
• Provide valid certificates of quality assurance and certification for all supplied seeds.

c) Timely delivery

• Deliver all seeds to DUHAMIC-ADRI Head Office, Kicukiro District, Niboye Sector within the agreed timeline.
• Ensure proper handling and transportation to maintain seed quality and viability.

d) Technical support

• Collaborate with DUHAMIC-ADRI field officers by providing basic technical information on seed characteristics, planting rates, and recommended use where necessary.

5.Expected outcomes

By the end of Season, A 2027, the procurement and use of certified tomato and fresh bean seeds are expected to result in:

• Establishment of functional demonstration plots across SERVE intervention areas.
• Improved farmer knowledge and adoption of good agricultural practices.
• Enhanced crop performance and productivity.
• Increased access to quality inputs for youth and women farmers.
• Evidence-based recommendations for future scaling of improved varieties and agronomic practices.

6. Required quantity and their technical specifications

7. Delivery Location

The above-mentioned quantities shall be delivered to DUHAMIC-ADRI head office located in Kicukiro District, Niboye Sector. 

8. Timeline

The supply of tomatoes and fresh beans seeds shall be completed within 4 working days from the date of contract signature or receipt of the Purchase Order.

9. Required Documents for Submission

1. RDB certificate (certificate not related to the area of required items will be rejected) 
2. A valid RSSB clearance certificate. 
3. A valid Tax Clearance Certificate issued by RRA.
4. Proof of use of the Electronic Billing Machine (EBM) (An invoice submitted in the past or EBM usage certificate).
5. 2 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).
6. Commitment letter to deliver within 4 working days starting from the day of contract signing/receiving purchase order.
7. Financial proposal taxes inclusive.

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

10. 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 August 11, 2026, at 11:00AM (only hard copies will be accepted).

Note: 

• Joint venture is not allowed
• Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
• 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.
• 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 all applicable taxes.

11. 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.

12. 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.