Tender title: Public tender to supply school materials for IGIRE-JYAMBERE Program participants

Client: DUHAMIC-ADRI

The deadline for submission of bids: 5^th November 2024 at 11:00 am (Kigali Time).

Description of DUHAMIC-ADRI

DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan law. The idea of its establishment dates back to 1979 with the objective of helping rural low-income populations to organize themselves to fight against the constraints of the marginalization of rural areas. The action has overtime moved from local and regional to national level with the holding of the Constituent General Assembly of April 20, 1985 who devoted DUHAMIC-ADRI as an NGO working throughout Rwanda. DUHAMIC-ADRI was legally recognized by the Ministerial Order No. 943 of July 12, 1985. Its statutes were amended and accepted by the Ministerial OrderNo.025/11of 21^th March 2005.

With the vision to have ^« A rural world responsible for its self-socio-economic development ^», DUHAMIC-ADRI has a mission of ^« Supporting integrated development through the initiatives of the rural population in their struggle for self-development^».

Scope of Tender

The objective of this tender is to look for a qualified company or firm to “Supply school materials for IGIRE-JYAMBERE Program participants at DUHAMIC ADRI office located at KICUKIRO-NIBOYE”.

General conditions for the proposals

Criteria of eligibility for bidders

Any bidder interested to apply for this tender has to fulfil the following conditions:

• Being legally registered as Company or Society authorized to operate in Rwanda,
• Having a strong experience to supply required materials proven by 3 recent certificates of good completion,
• The bidder must have a capacity to supply all specified materials in a period not exceeding five (5) days for materials for Lot 1 and ten (10) days for materials for Lot 2 after receiving the purchase order,
• Having a proof of available financial means for this tender or having a contract of Credit line equivalent to the tender value,
• The bidder must prove that his/her company uses EBM (Electronic Billing Machine) for all invoices to be paid,
• The bidder must provide recent certificates of no litigation with RRA,

Content for BID document

Composition of administrative requirement

A motivation letter addressed to DUHAMIC-ADRI Executive Secretary, P.O BOX 1080 Kigali with the following attachment:

• A copy of trading License,
• A proof to use Electronic Billing Machine (EBM) or a copy of invoice submitted in the past.
• Valid Tax clearance certificate provided by Rwanda Revenue Authority (RRA),
• A copy of Social Security Clearance issued by RSSB,
• A copy of Certificate of registration for VAT,
• Three (3) recent certificates of good completion from trustworthy institutions for similar services,
• Having a proof of available financial means for this tender or having a contract of Credit line equivalent to the proposed tender value,
• Delivery period must be provided in each offer submitted by the bidder. However deliveryshould be of ten (10) calendar days for school bags and five (5) calendar days for other school materials.

Financial proposal

The financial proposal (quotations) shall be provided basing on the following quantities:

Details of school materials to be purchased

4.1. LOT 1

4.2. LOT 1I

Note:

• One bidder has the right to apply on one or both lotshowever bid documents must be in separate envelopes
• All the prices should include taxes for Rwanda Revenue Authorities and Electronic    Billing Machine will be required for payment
• Additionally, to the above technical specifications provided, the bidder must comply with the samples available at DUHAMIC ADRI.
• A visit of samplesat Kicukiro DUHAMIC-ADRI offices is mandatory during business time (8:00 am to 5:00 pm from Monday to Friday);
• Delivery will be made in ten (10) calendar days for school bags and five (5) calendar days for other school materials

Submission of proposals, opening and bid evaluations

Submission of proposals

The completed Financial and administrative documents (original and one copy) in a sealed envelope clearly marked “Tender document to supply School materials Lot No……….” will be submitted to DUHAMIC-ADRI Head Office no later than 5^th November 2024 at 11:00 am (Kigali Time). The proposals submitted after the closing time will not be received.

Opening for administrative documents and financial proposals

The well-sealed administrative documents and financial proposals received on time will be opened in the presence of the bidders/representatives on 5^th November 2024 at 11:30 am (Kigali Time) at the headquarters of DUHAMIC-ADRI located in Kicukiro District-Niboye sector.

Bid analysis and selection of bid winner

Only the bidder to whom his or her administrative proposals were evaluated successfully and his or her financial proposal was evaluated to be the best (least cost) will be awarded this tender (or lot) as the best bidder or bid winner.

DUHAMIC-ADRI has the right of negotiation with the selected best bidder to bear its financial proposal with available budget for supplying school materials.

Before granting the best bidder, DUHAMIC-ADRI will carry out a site visit to verify and confirm if the bidder complies with all requirements as detailed in specifications.

The failure to succeed with negotiations shall be subject of republication of this tender.

Modes of payments

The invoice preparation and payment arrangements will base on the purchase order issued.

The payment will be made through Bank transfer to the Account number provided by the Supplier after delivery of school materials needed and presentation of EBM invoices.

During the payments, all financial documents and transactions related to this tender should be in the names of the Company or Firm which has competed and won the tender.