Tender Notice for Supply of Equipment and Materials for the Mushroom Tube Production Unit and Coaching 60 Agro-promoters From Kodumu Cooperative in Nyamagabe District.

TENDER NOTICE

Tender title: Supply equipment and materials for the Mushroom tube production unit and coaching 60 Agro-promoters from KODUMU Cooperative in Nyamagabe District.

Brief description of DUHAMIC-ADRI

DUHAMIC -ADRI is 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

Introduction of Climate Smart Agriculture Project 

DUHAMIC-ADRI, in partnership with UNHCR since July 2024, is implementing Phase II of the Climate-Smart Agriculture and Market Development Project to enhance food security and livelihoods for refugee and host communities in Rwanda. The project targets 2,036 households and is expected to benefit over 7,851 family members by 2026, contributing to increased agricultural productivity and household income.

Under this initiative, KODUMU Cooperative has identified mushroom tube production as a high-potential activity for nutrition improvement and income diversification due to strong market demand, low investment costs, and quick returns.

Purpose of the tender

The purpose of this tender is to engage a qualified and experienced bidder to supply, deliver, install, and operationalize the required equipment, tools, and essential materials for the establishment of a mushroom tube production unit for KODUMU Cooperative. The selected bidder will also provide capacity-building and technical training to cooperative members to ensure effective operation of the unit in compliance with technical, quality, and safety standards.

Scope of work

The bidder shall provide technical, procurement, training, and coaching services to establish a fully functional mushroom tube production unit and build the capacity of 60 Agro-promoters under KODUMU Cooperative, enabling them to sustainably produce mushroom tubes and mushrooms for improved nutrition and income diversification.

1. The bidder shall supply, transport, and deliver the following items (or equivalent approved specifications) to KODUMU Cooperative:

1. Metallic drums (for substrate sterilization)
2. Steel rebars (for support structures or racks)
3. Steel pipes (for construction of steam system or frames)
4. Flexible plastic pipes (for steam distribution)
5. Any additional materials required for mushroom tube production, such as:
   • Plastic bags (tubes)
   • Cotton husk
   • Quality sheets
   • Packaging materials
   • Measuring tools

All equipment must be durable, safe, locally serviceable where possible, and appropriate for continuous agricultural production.

Procurement, Delivery, and Installation

• Supply all approved equipment and items according to agreed specifications.
• Coordinate logistics, transportation, and delivery to the KODUMU Cooperative production site.
• Support or supervise installation, positioning, and set up of equipment to ensure operational efficiency and safety.
• Confirm equipment functionality before handover.

1. Design and deliver structured training programs   for 60 Agro-promoters( Four days training for 60 Agro promoters (15 Agro promoters per zone*4 zones) within two production tubes cycles (February and April), covering both theoretical and practical aspects of mushroom tube production on different topic such as principles of mushroom production and nutrition benefits, substrate selection and preparation,  mixing, and sterilization systems, tube filling and sterilization processes, inoculation techniques and hygiene management, incubation management and environmental control, harvesting, post-harvest handling, and basic processing, quality control and contamination prevention and occupational safety and equipment maintenance.
2. Testing, commissioning, and operational readiness through supporting pilot production runs to test equipment performance and production processes, ensuring the production unit is fully functional and ready for sustained operation.
3. Documentation and reporting through submitting training materials and attendance records for the 60 Agro-promoters and a final technical narrative report outlining activities conducted, achievements, challenges, and recommendations for scaling and sustainability.

Required production equipment and quotation format

Beneficiaries

• Direct Beneficiaries: 60 Agro-promoters from KODUMU Cooperative (both host community and refugee members).
• Indirect Beneficiaries: Over 1,510 cooperative members and their households who will benefit from knowledge transfer and market opportunities.

5. Expected deliverables 

By the end of the assignment, KODUMU Cooperative will have:

• A fully equipped and operational mushroom tube production unit
• 60 trained and coached Agro-promoters capable of producing mushroom tubes and supporting mushroom farming for nutrition improvement and income diversification.
• Increased cooperative capacity to engage in mushroom tube production as a profitable agribusiness.
• Strengthened household incomes and improved dietary diversity among beneficiary communities.

6. Implementation Plan & Timeline

The activity will be implemented over 2 months as follows:

• Month 1: Procurement of mushroom tubes equipment.
• Months 1–2: Training, coaching, monitoring, and harvesting.

7. Required documents for submission

• A company/cooperative registration certificate with specialization in agriculture services
• A valid tax clearance issued by Rwanda Revenue Authority (RRA).
• A valid RSSB clearance.
• Proof of using EBM invoices
• 2 Certificates of good completion (for the company) with their contracts or purchase orders for providing similar goods and services
• Certificate of the bidder’s personnel who will facilitate the training sessions, demonstrating their qualifications relevant experience
• Financial quotations include transport costs to Nyamagabe District and all applicable taxes.

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

8. Bid submission

The bid documents shall be submitted in a sealed envelope to the DUHAMIC-ADRI Head Office located at Kicukiro /Niboye no later than Friday, February 6,2026 at 11:00AM (only hard copies will be accepted).

Note: 

• Prior to contracting, DUHAMIC-ADRI may 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 and RSSB clearance.
• 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–led companies that meet the required conditions and qualifications are encouraged to apply.
• The financial proposal (quotation) must include transport costs to Nyamagabe District and all applicable taxes.

9. 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 behaviors. 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.

10. Data Protection and Confidentiality

The successful bidder shall comply with all applicable data protection and privacy laws in force in the Republic of Rwanda, including Law No. 058/2021 relating to the protection of personal data and privacy. Any personal data, confidential information, or organizational records accessed during contract execution shall be used solely for the purposes of performing the contract, kept strictly confidential, and protected against unauthorized access, disclosure, loss, or misuse. Such data shall not be shared with third parties without prior written authorization from DUHAMIC-ADRI, and any actual or suspected data breach shall be reported immediately.

Thank you for expressing interest in working with DUHAMIC-ADRI.

Done at Kigali January 23, 2026

MUHIGIRWA Benjamin

Executive Secretary