TENDER TITLE: PROVISION OF OFFICE STATIONERY AND CLEANING MATERIALS TO DUHAMIC-ADRI FOR A PERIOD OF ONE YEAR, WITH THE POSSIBILITY OF RENEWAL BASED ON PERFORMANCE

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.

2. Tender background 

DUHAMIC-ADRI is committed to strengthening its operational capacity by ensuring the continuous availability of essential office stationery and cleaning materials. To streamline procurement and improve efficiency, DUHAMIC-ADRI intends to establish a long-term framework contract with a qualified supplier for the provision of office stationery and related consumables for a period of one (1) year.

This framework contract will reduce repetitive procurement processes, ensure timely availability of supplies, and foster a long-term relationship with a reliable supplier who can guarantee quality, competitive prices, and timely delivery.

3. Scope of Supply

The supplier shall provide a wide range of office stationery and cleaning materials as per DUHAMIC-ADRI requirements. The detailed list of required items includes, but is not limited to :

4. Delivery & Supply Conditions

• The supplier must guarantee the availability of all listed items throughout the contract period.
• Supplies shall be delivered to DUHAMIC-ADRI offices upon request, based on purchase orders issued under the framework contract.
• Purchase orders must be submitted at least one day in advance to allow the supplier sufficient time to prepare for delivery. However, DUHAMIC-ADRI may occasionally require certain items urgently or unexpectedly. In such cases, the supplier is expected to demonstrate flexibility and support with quick delivery. The supplier must ensure that all listed items are available; if not, they will be responsible for sourcing them elsewhere to meet DUHAMIC-ADRI’s needs.

5. Duration

The framework contract shall remain valid for a period of 1 year with the possibility of renewal based on performance starting from the date of signature.

6. Submission Requirements

This tender will be conducted as a public tender in accordance with DUHAMIC-ADRI’s procurement policy, and experienced companies supplying office stationery and cleaning materials will be invited to participate.

The following documents must be submitted for this tender:

1. A cover letter indicating interest in applying for this tender including your business location/address details and bank account information
2. Company registration certificate issued by RDB, demonstrating eligibility to supply the relevant materials
3. A valid Tax clearance certificate issued RRA
4. Valid RSSB certificate of clearance
5. Proof of using EBM (Electronic Billing Machine)
6. Provision of at least three (3) references: certificates of good completion accompanied by their corresponding contracts or purchase orders for supplying similar materials (preferably under framework contracts). Certificates submitted without the related contracts or purchase orders will not be accepted.
7. A quotation indicating the per unit cost and the grand total, inclusive of all applicable taxes and delivery costs to the DUHAMIC-ADRI Head Office in Kicukiro District, Niboye Sector.

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 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.

Note:

• Interested bidders for this tender must be able to supply both office stationery and cleaning materials to DUHAMIC-ADRI.
• You are kindly requested to visit the DUHAMIC-ADRI office in Kicukiro District, Niboye Sector to inspect these items, should you require clarification or additional information on any of them.
• 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.
• Blacklisted bidders from RPPA are not allowed to participate in this tender and DUHAMIC-ADRI reserve the right to reject such bids.
• Before contracting, DUHAMIC-ADRI will conduct vetting of successful bidders against terrorism-related databases. Any bidder found to have links or matches with terrorism will be automatically disqualified.
• Before contracting, the DUHAMIC-ADRI team will visit the potential bidder to verify its physical location and the availability of the required items. If it is found that the company does not have a physical office or lacks most of the required items, DUHAMIC-ADRI reserves the right to reject the bidder and proceed to the next highest-ranked bidder(s).
• Women and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.