Tender Notice for Provision of Vehicle and Motorcycle Insurance Services to Duhamic-adri in Year of 2026 With the Possibility of Renewal Based on Performance

TENDER NOTICE

TENDER TITLE:PROVISION OF VEHICLE AND MOTORCYCLE INSURANCE SERVICES TO DUHAMIC-ADRI IN YEAR OF 2026 WITH THE POSSIBILITY OF RENEWAL BASED ON PERFORMANCE.

1. Brief description of DUHAMIC-ADRI

DUHAMIC -ADRI is a Kinyarwanda acronym that stands for DUHaranira AMajyambere y’ICyaro – Action pour le Développement Rural Intégré, translated as “We strive for the Development of the Rural Community” in English.

We are a non-profit organization located in Kigali, the capital city of Rwanda, in Kicukiro District, Niboye Sector. Officially operating in Rwanda since 12th July 1985

Mission: Supporting integrated initiatives for Holistic Development of Rural Population in their struggle for self-reliance’

Vision: A rural world responsible for its self-socio-economic development

Core Values: Integrity, Professionalism, Transparency
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 areas of socio-economic development

2. Tender Background

The objective of this tender is to select a qualified and experienced insurance company to provide comprehensive or third-party insurance coverage for all DUHAMIC-ADRI vehicles and motorcycles, ensuring financial protection against potential risks, including accidents, theft, natural disasters, and third-party liabilities.

3. Scope of work

The selected insurance service provider will be expected to:

Provide comprehensive insurance coverage for all DUHAMIC-ADRI-owned vehicles and motorcycles, including but not limited to:

Comprehensive coverage (damage, fire, theft)

Third-party liability coverage

Personal accident coverage for drivers and passengers.

Ensure timely claims processing and settlement in the event of accidents or losses.

Provide regular reports on policy status, claims, and coverage renewal timelines.

5. Financial Proposal

The service provider is required to submit a detailed financial proposal based on the attached list of vehicles and motorcycles and the coverage period corresponding to the project financial year.

NB: For more detailed information, please refer to the attached list of vehicles and motorcycles to be covered, which includes all the required details to facilitate the preparation of offers.

6. Required Documents for Submission

Interested service providers must submit the following documents:

• Reinsurance slip for the year 2025
• A copy of operating license issued by BNR
• Business registration certificate issued by RDB
• A valid tax clearance certificate issued by RRA
• Proof of using EBM (copy of invoice submitted in past)
• Avalid Social Security clearance certificate issued by RSSB
• At least three (3) certificates of good completion for provision of similar services
• Detailed Financial proposal including all applicable taxes

All the above documents are mandatory; failure to submit any of them will result in automatic disqualification.

Other documents 

• Bid Letter Duly signed, stamped and dated by the bidders authorized legal representative (power of attorney or delegated authority to sign should be provided where legal representative is not available.)
• Company profile with full address

7. Safeguarding clause

Safeguarding and protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility who works directly or indirectly with DUHAMIC-ADRI services delivery and operations. All DUHAMIC-ADRI staff and affiliates, including volunteers and Suppliers; sub-Suppliers’ staff and implementing partners are required to adhere to DUHAMIC-ADRI’s full safeguarding and protection policy procedures and the separate Code of Conduct that always values principles of PSEA.

DUHAMIC-ADRI has a zero tolerance to Sexual Exploitation and any other form of abuse. Child and vulnerable abuse, exploitation, harassment, discrimination, and human trafficking are strongly prohibited behaviours. All implementing partners/suppliers who are contracting with DUHAMIC-ADRI must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy in addition to the code of conduct.

By applying to this tender, the supplier, is committed to denounce and to report any safeguarding issues or fraud face to face or at the reporting email for safeguarding issues at” feedback@duhamic.org.rw ”, Toll Free: 8470 and telephone number: 0788305329 without delays.

By Applying to this tender as a supplier, I understand that DUHAMIC-ADRI has the rights to ensure 100% compliance with safeguarding and protection policies via spot checks or any other form of control mechanisms. If my business isn’t compliant, DUHAMIC-ADRI will take appropriate measures or immediately stop the contract of financial support depending on the nature and severity of the safeguarding incident detected.

Note: 

•  Local companies/builders fulfilling the requirements are highly encouraged to apply
• Prior to contracting, DUHAMIC-ADRI will conduct a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
• 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. The same applies to administrative documents such as Tax Clearance, RSSB Clearance, VAT certificate, and others.

• Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
• Women, youth and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.
• The financial proposal must include all applicable taxes.

Thank you for expressing interest in working with DUHAMIC-ADRI

Done at Kigali January 15, 2026

MUHIGIRWA Benjamin

Executive Secretary