Procurement of Computers (Laptops)

Introduction

DUHAMIC-ADRI, “DUHARANIRA AMAJYAMBERE Y’ICYARO-ACTION POUR LE DEVELOPMENT RURAL INTEGREE” is a national non-governmental organization legally operating in Rwanda granted legal personality No; 943/05 and has fulfilled all requirements for compliance with new law number 04//2012. The organization has the Vision of “A rural world responsible for its self-socio-economic development ^» and Mission of Supporting integrated initiatives for Holistic Development of Rural Population in their struggle for self-reliance.

Objectives:

• Fighting against the marginalization of rural areas.
• Stimulating the creation and consolidation of associations, cooperatives and farmers’ groups;
• Enhancing the work of farmers’ associations by initiating and encouraging the development of organizational structures such as autonomous groups, cooperatives and unions.
• Supporting rural development initiatives in various fields

Context and Needs Justification

The initiative to buy and provide laptops is rooted in the need to enhance the organization’s capacity to achieve its mission effectively and efficiently. Below is a detailed rationale for such an initiative:

• Enhancing Organizational Efficiency: Laptops helps in performing tasks such as report writing, data analysis, and project management more efficiently. This reduces delays and improves the overall workflow of the organization. Access to software like Microsoft Office, project management tools, and accounting software helps members handle administrative and operational tasks more effectively.
• Improving Communication and Collaboration by Remote Work: DUHAMIC-ADRI, operate in rural or decentralized settings. Laptops allow members to work remotely and stay connected with colleagues, partners, and stakeholders. With laptops, members can participate in virtual meetings, webinars, and conferences, which is especially important for organizations with limited travel budgets or those operating in geographically dispersed areas.
• Strengthening Data Management and Reporting: DUHAMIC-ADRI engages in community development projects that require data collection (e.g., surveys, monitoring, and evaluation). Laptops enable members to provide inputs, analyze, and store data securely. Members of DUHAMIC-ADRI often need to analyze detailed reports provided by the Executive Secretariat. Laptops make it easier to provide their inputs and feedback to these reports in a professional and timely manner.
• Capacity Building and Skill Development through Training Opportunities: Laptops provide access to online training programs, workshops, and resources that can help members improve their skills in areas like project management, fundraising, and technical expertise. Providing laptops encourages members to develop digital literacy, which is increasingly important in today’s technology-driven world.
• Record-Keeping: Laptops allow for better documentation of financial records, meeting minutes, and project progress, which enhances transparency and accountability within the organization. Digital records are easier to organize and retrieve, making the organization more prepared for audits and evaluations by donors or regulatory bodies.
• Cost-Effectiveness in the Long Run: Transitioning to digital workflows reduces the need for printing and storing physical documents, saving costs on paper, ink, and storage space.
• Professionalism and Credibility: Providing laptops demonstrates that DUHAMIC-ADRI is a modern, well-equipped organization committed to leveraging technology for development. This can improve its credibility with donors, partners, and the communities it serves. In a competitive NGO landscape, having the tools to operate efficiently and professionally can help DUHAMIC-ADRI stand out when applying for grants or partnerships.
• Digital Transformation: The global shift toward digitalization means that NGOs must adapt to remain relevant. Providing laptops ensures that DUHAMIC-ADRI stays aligned with global best practices in nonprofit management. In situations like the COVID-19 pandemic, laptops enable organizations to continue operations remotely, ensuring continuity even during disruptions.
• Sustainability: By investing in technology, the organization is investing in its long-term sustainability and ability to achieve its goals.

Generally, the initiative to provide laptops to members is a strategic investment in the organization’s future. It enhances operational efficiency, improves communication, strengthens data management, and supports the organization’s mission. By equipping its members with the necessary tools, DUHAMIC-ADRI can better serve its program participants, attract funding, and remain competitive in the non-profit sector.

It is in that perspective DUHAMIC-ADRI would like to procure the professional electronic devices to be used by members of DUHAMIC-ADRI in their overall management of the organization.

Technical specifications for 16 laptops to be purchased and quantity.

Financial Proposal

Financial offer will be provided using the following table :

Bid documents submission

Bids shall be submitted to DUHAMIC-ADRI Head Office located at Kicukiro District, Niboye sector not later than Tuesday 25^th March 2025 at 2:00PM

Delivery site

The delivery site will be at DUHAMIC-ADRI Head Office located in Kigali City, Kicukiro District, Niboye sector.

Required documents

The technical and financial proposal shall be submitted along with the following documents:

• RDB Registration Certificate
• Proof of using EBM and
• A valid RRA Tax Clearance.
• 3 Certificate of Good Completion for supplying similar goods.

Done at Kigali on 19^th, March 2025

Benjamin MUHIGIRWA

Executive Secretary