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. Introduction:

Since July 2024, DUHAMIC-ADRI has partnered with the United Nations High Commissioner for Refugees (UNHCR) through a signed Partnership Framework Agreement (PFA) to implement Phase II of the Climate-Smart Agriculture and Market Development for Enhancing Livelihoods of Refugees and their Host Communities in Rwanda.

The Climate-Smart Agriculture initiative aims to improve food security and self-reliance for 2,036 beneficiaries (732 refugee and 1,304 host community households, including 1,091 women and 945 men). By 2026, this project will benefit over 7,851 family members through climate-smart agricultural practices and a market development approach.

Specifically, the partnership focuses on contributing to achieving the following outcomes of the project: Outcome 1: Increased Agricultural Productivity and Outcome 2: Increased Household Income.

3. Objective of the tender

The main objective of this assignment is to install and operationalize a fully automated maize milling unit for CODIGA Cooperative, including machine setup, configuration, testing, and initial training of cooperative members.

4. Scope of Work

The selected company will be responsible for the following:

• Delivery and Installation:
• Supply, deliver, and install all required components of an automated maize milling unit (cleaner, dehuller, crusher, sifter, miller, and packaging unit).
• Ensure proper connection to existing or proposed power sources (including generator, if applicable).
• Install safety devices and ensure appropriate layout within the processing facility.

• System Integration:
• Integrate and test the automation system and digital control panel.
• Ensure proper calibration and settings for maize processing.

• Testing and Commissioning:
• Conduct performance testing and ensure full functionality.
• Address any technical issues prior to handover.

• Training:
• Provide on-site training to at least 10 cooperative members and staff on operating the equipment, basic maintenance, and safety procedures.

• Post-installation Support:
• Provide a minimum one-year warranty and technical support.

Include a schedule for preventive maintenance during the warranty period.

5. Expected Deliverables

The contractor shall provide:

• Fully installed and functional maize milling unit with automation features.
• Training report including attendance list and content covered (staff/workers)
• Operation and maintenance manuals (hard copy or soft copy if applicable).
• A warranty certificate for one year and signed handover report.

The equipment to be provided should not be second-hand.

6. Duration of the Assignment

The installation, commissioning, and training must be completed within 30 calendar days from the date of contract signing

Minimum Qualifications of the Company

Interested companies must meet the following criteria:

• Be a legally registered company in Rwanda or have authorization to operate in Rwanda.
• Experience in provision of similar assignments (installation of automated maize &other cereals processing units in Rwanda proven by at least 3 references with their contracts from previous clients (the reference should be of at least 50,000,000 Rwf per each contract).
• Financial and logistical capacity to deliver and install within the required timeframe.

      7. Cost of Bidding

The bidder shall bear all costs associated with the preparation and submission of his Bid, and the Procuring Entity shall in no case be responsible or liable for those costs.

8. General instruction to bidders (ITB)

9. RESPONSIBILITY OF THE CLIENT

The client will:

• Ensure free access to the site.
• Provide the contractor with any assistance as the contracting firm may be entitled to in accordance with the Terms of Reference.
• Provide the contractor with all documents, information reports, data, any existing photographs and other information pertaining to the contractor’s work.
• Ensure the timely payment of executed works based on terms and conditions agreed on by two parties as will be defined in the contract.

10. RESPONSIBILITY OF THE CONTRACTING FIRM

• The contracting shall carry out work in a professional manner in keeping with internationally accepted standards, using qualified and appropriate staff. They shall endeavor to implement the assignment with diligence and within the time agreed upon in the contract.
• The contracting firm shall be responsible for providing their staff with all payments including salaries, travel and accommodation costs as they may be required. The Consultants shall replace any staff member who is unable to carry out the work or is considered by the Client to be unsuitable. As per the rules in keeping with internationally accepted standards for assignment of this nature, the replacement of any of the Consultants' staff should be by a person of equal competence at the same cost and subject to the approval of the Client.
• The contracting firm shall be responsible for its office costs, the cost of housing and other services for his staff whilst in Rwanda and procurement and transport of all office, technical equipment, machinery and hire of vehicles needed for the marshland reclamation and development.
• The contracting firm shall be responsible for arranging and meeting the cost of all but not limited to supporting services for assessments, topography survey, soil surveying, geotechnical investigation, laboratory analysis, and for the printing of all reports (in English).
• The contracting firm shall work together with relevant professional technicians from Gatsibo district and RAB (Nyagatare station) and other institutions with experience and expertise in the domain.
• The contract firm respects all environmental and safeguarding recommendations as defined in the reports of feasibility study and technical design of Nyabicwamba small maize processing unit for CODIGA cooperative.

11. Bill of quantities and financial proposal

Based on the scope of services and detailed scope of work, expected quality of work, complexity of the implementation and information provided in terms of reference.

The financial proposal shall be presented in the given template and per different items.

The price quotations and financial proposal shall be prepared based on the following bill of quantities

AUTOMATED MAIZE MILLING MACHINES (18T/24Hrs)

Notice:

1. The successful bidder will agree to employ local population, especially Climate-Smart Agriculture Project participant registered during participants registration and will use local materials as much as possible when they are available.
2. The payment modalities will be discussed and agreed on during contract negotiation.

Safeguarding and Anti-Corruption clauses

The consultancy firm/ consultant will be responsible for observing and respecting the DUHAMIC-ADRI code of conduct, ethical, protection and safeguarding policies and will hire and retreat with dignity, transparency and equity all staff and team members in different levels including business mentors and coaches. DUHAMIC-ADRI treat all people with dignity and respect and takes a zero tolerance on harassment, harm, sexual-abuse, exploitation, child labor, and human trafficking and any other conduct that is discriminatory or disrespectful to others. DUHAMIC-ADRI don’t tolerate any form of corruption. During the execution of the contract, the consultancy firm/ consultant and its staff will be bound by DUHAMIC-ADRI Values and approved policies where among them are the following:

• DUHAMIC-ADRI Safeguarding and Child Protection policy
• DUHAMIC-ADRI Prevention of Sexual Harassment, Exploitation and Abuse at work policy.
• DUHAMIC-ADRI Gender and non-discrimination policy.

 Moreover, the consultancy firm/ consultant must ensure the regular payment of its staff to avoid complaints and the negative side effects for DUHAMIC-ADRI image and its partners. DUHAMIC-ADRI will have rights and responsibilities to monitor and crosscheck if the terms and conditions for the consultancy team members are followed and mutually respected.

 At any time DUHAMIC-ADRI has the right to check whether your organization complies with the safeguarding and protection procedures and take appropriate action.

Note:

• 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 reserved 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.
• Women and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.

Done at Kigali, August 28,2025

MUHIGIRWA Benjamin

Executive Secretary

Thank you for expressing interest in working with DUHAMIC-ADRI