Provision of Professional Court-annexed Mediation Services and Analytical Study on ADR Referral Patterns Tender at Tubibe Amahoro

Sow Peace," is a Rwandan non-governmental organization established in 1995 in the immediate aftermath of the Genocide against the Tutsi. Founded by survivors and human rights defenders, TA's mission is grounded in the conviction that sustainable peace must be cultivated from within communities through dialogue, mediation, and empowerment.

TA obtained legal status through Ministerial Order No 41/08.11 of 31 March 2011, published in the Official Gazette No. 33 of 15 August 2011. Headquartered in Bwishyura Sector, Karongi District, Western Province, TA currently operates across 11 districts in Rwanda, employs 27 permanent staff, and mobilizes over 2,500 community volunteers.

TA's mandate focuses on five strategic pillars:

• Peacebuilding and social cohesion
• Access to justice and ADR promotion
• Civic participation and human rights
• Gender equality and family conflict prevention
• Environmental protection and sustainable community development

TA is an active member of ADR steering committees at MINIJUST level, JADF in 11 districts, JRLOS committees in 5 districts, and umbrella networks including RCCDN, RWAMNET, and Pro-Femme Twesehamwe. TA has received funding from partners including Norwegian People's Aid (NPA), UNITAR, KNH, Action Aid, EU, SIDA, DFID, and CARE International.

2. PURPOSE AND OBJECTIVES OF THE CONSULTANCY

TUBIBE AMAHORO, in fulfilment of its mandate to advance Alternative Dispute Resolution (ADR) mechanisms in Rwanda, seeks to engage a qualified consultant or consultancy firm to provide two categories of services:

2.1 Primary Objective – Activity 1: Mediation Services

Conduct professional court-annexed mediation sessions at the following designated judicial institutions:

• Intermediate Court of Karongi
• Primary Court of Bwishyura

2.2 Secondary Objective – Activity 2: Analytical Study

Carry out a rigorous analytical study of court-to-ADR referral patterns and institutional compliance with national ADR standards established under Rwandan law and policy frameworks.

3. SCOPE OF SERVICES

3.1 Activity 1: Mediation Services

The selected consultant shall:

• Conduct court-annexed mediation sessions as referred by both designated courts;
• Facilitate mediation proceedings in accordance with policy guidelines;
• Manage pre-mediation preparation including review of case files, identification of parties, and scheduling of sessions;
• Maintain strict confidentiality throughout all proceedings;
• Draft and execute settlement agreements for cases reaching resolution, ensuring legal enforceability;
• Prepare and submit individual case reports within 24 hours of each session.

3.2 Activity 2: Analytical Study

The selected consultant shall also deliver:

• A comprehensive review and analysis of court-to-mediation referral data, patterns, and statistics at both designated courts;
• An assessment of compliance levels with national ADR standards (referral timelines, documentation, procedural adherence);
• Identification of systemic gaps, bottlenecks, and best practices in court-ADR coordination;
• Benchmarking against Rwanda Governance Board (RGB) guidelines and the Justice Sector Strategic Plan;
• Evidence-based recommendations to improve ADR integration within the two courts;
• A structured analytical report (minimum 15 pages) with quantitative findings, qualitative observations, and actionable recommendations.

4. EXPECTED DELIVERABLES

By the end of the engagement, the consultant shall submit all deliverables as specified in the table below:

Note:The two activities are independent of each other and will be implemented separately. The selected consultant/consultancy firm is therefore required to prepare and deliver each activity as a standalone assignment, including separate planning, facilitation and reporting.

5. DURATION AND IMPLEMENTATION TIMELINE

The consultancy will be implemented through two distinct activities, namely (i) Mediation Services and (ii) Analytical Study. The total duration of the assignment is twenty (20) working days from the date of contract signature, organized as follows:

Activity 1: Mediation Services

Activity 2: Analytical Study

The parties may agree in writing to extend the period if circumstances so require, without additional fees, subject to mutual consent.

6. ELIGIBILITY CRITERIA AND MANDATORY REQUIREMENTS

Applications are open to all qualified individuals and legal entities. The following requirements are mandatory and non-negotiable. Incomplete applications will be disqualified.

7. EVALUATION AND SELECTION CRITERIA

Applications will be evaluated based on the following weighted criteria:

8. OBLIGATIONS OF THE SELECTED CONSULTANT

The selected consultant shall be bound by the following professional obligations:

• Perform all services with the highest level of professional competence, independence, and impartiality;
• Comply with all applicable Rwandan laws, mediator codes of conduct, and judicial protocols;
• Maintain strict confidentiality of all information, case data, and proceedings at all times, including after the expiry of the contract;
• Attend all scheduled sessions punctually and conduct them efficiently;
• Immediately notify TUBIBE AMAHORO of any conflict of interest arising with any referred case;
• Submit all deliverables within the stipulated timelines;
• Not sub-contract any part of this engagement without prior written consent from TUBIBE AMAHORO;
• Be solely responsible for all applicable taxes, social contributions, and statutory obligations.

9. OBLIGATIONS OF TUBIBE AMAHORO

TUBIBE AMAHORO shall:

• Provide formal letters of introduction to the Intermediate Court of Karongi and the Primary Court of Bwishyura prior to commencement;
• Provide necessary logistical support and access to case referral documentation;
• Process payments in accordance with the agreed payment schedule (30% advance upon contract signing; 70% upon satisfactory delivery of all outputs);
• Review and communicate formal acceptance or revision requests within five (5) working days of submission of each deliverable;
• Designate a focal point/contract manager for day-to-day coordination.

10. APPLICATION SUBMISSION INSTRUCTIONS

10.1 Application Package

Interested applicants must submit a complete application package comprising:

1. Motivation letter addressed to the Executive Secretary, TUBIBE AMAHORO;
2. Detailed CV(s) of the proposed consultant(s);
3. Certified copy of professional mediator certificate(s);
4. EBM registration proof (certificate or declaration from RRA);
5. VAT registration certificate or exemption letter from RRA;
6. RDB registration certificate (mandatory for companies and agencies);
7. At least two (2) certificates of good completion from prior comparable assignments;
8. Detailed technical proposal with methodology;
9. Financial proposal (in a separate sealed envelope or clearly labelled section);
10. Signed conflict of interest declaration;
11. Signed confidentiality undertaking.

10.2 Submission Deadline and Address

Applications must be submitted no later than Friday 26, May 2026 at 5:00PM (Kigali time).

Applications should be submitted to:

Late applications will not be considered. TUBIBE AMAHORO reserves the right to request additional information or clarifications from any applicant.

11. GENERAL CONDITIONS AND LEGAL FRAMEWORK

• This consultancy is governed by the laws of the Republic of Rwanda and all applicable subsidiary legislation and ADR policy frameworks;
• TUBIBE AMAHORO reserves the right to cancel this ToR at any stage without obligation to explain;
• Submission of an application does not create any contractual right or obligation;
• All intellectual property, reports, data, and outputs produced under this engagement shall become the exclusive property of TUBIBE AMAHORO;
• The selected consultant will be engaged as an independent professional and not as an employee, agent, or partner of TUBIBE AMAHORO;
• Any dispute arising from the engagement shall be resolved in accordance with Rwandan law.

Done at Karongi, 19th May 2026

KABANO Pierre Celestin

Executive Secretary 

TUBIBE AMAHORO