TENDER TITLE: supply and delivery of Agricultural Inputs to Support Farmers in NYABICWAMBA and MUSHISHITO Marshland located in GATSIBO and NYAMAGABE District respectively.

CLIENT: DUHAMIC-ADRI

The deadline for submission of bids: Friday December 20, 2024

Bid Submission Time: 10:00AM

Bid Opening Time: 10:30AM

Place: DUHAMIC-ADRI Headquarters (Kicukiro, Niboye)

Context and background for this tender

Brief description of DUHAMIC-ADRI

DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan law legally recognized by the Ministerial Order No. 943 of July 12, 1985 as a Local Non-Government Organization and its statutes were amended and accepted by the Ministerial Order No. 025/11 of 21th March 2005 and it has fulfilled all requirements for compliance with the new law number 04/2012 of 17/02/2012 governing the organization and the functioning of national non-governmental organization.

As local Non-Governmental Organization, DUHAMIC-ADRI has General Meeting Assembly, Board of Directors, Audit Committee, Conflict resolution committee and Executive Secretariat. The Executive Secretariat is formed by the personnel of organization in different administrative and technical units.

DUHAMIC-ADRI operates in Rwanda at countrywide scale with the vision to have “a rural world responsible for its self-socio-economic development” and the mission of supporting integrated development through the initiatives of the rural population in their struggle for self-development.

Brief description of Climate-Smart Agriculture Project

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.

Introduction

Agriculture remains the backbone of livelihoods in Nyabicwamba and Mushishito marshlands, located in Gatsibo and Nyamagabe districts, respectively. However, the productivity of these marshlands is often hindered by inadequate access to essential agricultural inputs. To address this challenge, the Climate-Smart Agriculture Project aims to procure and supply key agricultural inputs to enhance productivity, improve food security, and strengthen farmers' resilience to climate change.

Objective

To The primary objective is to ensure timely access to high-quality agricultural inputs for farmers in Nyabicwamba and Mushishito marshlands to boost crop production, enhance soil fertility, and mitigate the effects of climate change on agricultural activities.

Scope

The intervention will focus on:

• Target Beneficiaries: Farmers in Nyabicwamba and Mushishito marshlands, including both refugees and host community members.
• Inputs to be Supplied: Organic manure; Chemical fertilizers (DAP, NPK) and Lime for soil acidity management.

Implementation Strategy

• Procurement: Inputs will be procured through a competitive and transparent tender process to ensure quality and cost-effectiveness.
• Distribution: Inputs will be distributed directly to farmer cooperatives in the marshlands based on their identified locations.

Specification and Quantity to be supplied

The table below summarizes the quantity and specification needed:

Technical specification for organic manure or compost to be supplied

The organic manure or compost shall be of good quality, ready to be used and fulfilling the following technical and quality standards:

1. The compost must be friable (not feeling sticky) when clenched between fingers and crumbles when released; soil-like.
2. The compost must feel coarsely pound roasted coffee when squeezed in palms;
3. The compost must look dark-brown in colour;
4. The compost should be not smelling;
5. The compost should not contain any non-degradable materials such as plastics; metals, clothes ….
6. The compost has to be mature and meet the following laboratory analysis standards:

• Potassium content ≥0.6%
• Nitrogen content ≥ 2%
• Organic matter content ≥20%
• Nitrogen to carbon Ratio between 10-35%;
• Phosphorus content ≥ 0.4%
• Moisture content between 25-45%.
• PH: between 6-8

Notice: Before the delivery, DUHAMIC-ADRI and other project stakeholders will have right to verify and test the compliance with above technical and quality standards through physical inspection and or upon delivery to verify if they conform to the requirements and poor-quality items shall be rejected and the supplier shall be requested to replace them. 

 The following inspections shall be performed:

• Inspection at the place where the compost will be prepared before supply;
• Inspection during delivery time.

All these inspections shall be aiming to check the conformity with technical specifications provided in the bidding document.

 These inspections shall be conducted by the Project staff at the cost of the supplier. 

Requirements for Bidders/ Applicants

Due to the short time for the supplier to avail all the desired quantity and the period for farmers to cultivate in due time, the below are requirements for interested bidders:

• Proof of having transportation means justified by yellow cards of at least two (2) vehicles trucks in name of Bidder and/or contract agreement with transport company to use their trucks with approved valid Goods transport authorization issued by RURA.
• The quantity of compost availed and precise the location (name of compost producer, site, Village, Cell, Sector and District) to be visited by DUHAMIC-ADRI team;
• The recent (signed not more than 3 months) notarized contract signed between the bidder and compost producer (for the bidders who do not possess their own compost) will be presented in bids.
• The bidder will present the, result certificate (of not 3 months) of the compost sample analyzed and approved by the laboratory of RAB or NAEB. This certificate must fulfill all characteristics stated in this bidding document.

Procurement procedures

The following terms and conditions shall be observed during tendering process:

• The bidder must have sufficient store of selected agriculture input to be supplied to ensure its ability to supply a huge volume in limited time;
• An application letter addressed to the executive Secretary
• A company/cooperative registration certificate;
• Three certificates of good completion for similar tender issued by recognized and well reputable institutions operating in Rwanda;
• A valid tax clearance issued by Rwanda Revenue Authority (RRA);
• A proof of using electronic generated invoice (EBM).
• A commitment letter to supply within 6 calendar days after getting purchase order/contract
• A Bid security of at least 2% of the proposed bid
• The financial quotations shall include transport to cover all distribution sites and other related charges including applicable taxes.

Timeline

The successful bidder is expected to commence immediately upon contract signing. The delivery period is expected to take a period not more than 6 calendar days up on signing of the contract.

Submission of proposals and bid evaluations

Submission of documents for bid

• The deadline for submission of bids is December 20, 2024 at DUHAMIC-ADRI head office located in Kicukiro District, Niboye, Sector at 10:00 AM.
• Bidders are required to submit their bids in sealed envelopes before the deadline.

Opening of Proposals

• The proposals will be opened in a public session on the same date (December 20, 2024 at DUHAMIC-ADRI office 10:30 AM.

Evaluation and selection of successful bidder

Evaluation will be for the technical proposals and the financial proposals

The bidders with technical proposal which comply to the requirements as informed in this term of reference will be compared (financially) to select the least cost bidder to awarded the tender.

Before notification of the successful bidder, DUHAMIC-ADRI reserves the right of negotiation with potential bidders in ascending order to bear the proposed financial offer within the limit of available budget planned for this tender. The negotiation will be looking only for financial proposal and not for technical proposals.

Before granting the contract for the successful bidder, DUHAMIC-ADRI will carry out a site visit to verify and confirm if the bidder complies with all requirements as detailed in the terms of reference.

Safeguarding and Anti-Corruption clauses

The consultancy firm/ consultant will be responsible to observe and respect 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 labour, 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 bounded by DUHAMIC-ADRI Values and approved polices 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 has to ensure the regular payment of its staff to avoid complaints and the negative side effect 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 rights to check whether your organization complies with the safeguarding and protection procedures and take an appropriate action.

Conclusion

Supporting the farmers of Mushishito and Nyabicwamba marshlands with agricultural inputs is crucial for enhancing their productivity, ensuring food security, and promoting sustainable agricultural practices. Providing inputs such as organic manure, high-quality seeds, fertilizers like DAP and UREA, and pesticides will enable these farmers to improve crop yields, particularly in staple crops like maize. These inputs will also help in restoring soil fertility, managing pests and diseases, and optimizing water usage, which are critical factors for the marshland's agricultural sustainability.