Tender Notice: Provision of Printer Leasing Services (Printing, Photocopying and Scanning) to Duhamic-ADRI for a Period of One Year, With the Possibility of Renewal Based on Performance

TENDER NOTICE

TENDER TITLE: PROVISION OF PRINTER LEASING SERVICES (PRINTING, PHOTOCOPYING AND SCANNING) TO DUHAMIC-ADRI FOR A PERIOD OF ONE YEAR, 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 

DUHAMIC-ADRI wishes to hire a service provider specialized in printing-related services to lease three (3) multifunction printers for a period of one year, with the possibility of renewal based on performance.

• Two printers will be used at DUHAMIC-ADRI Headquarters (Kigali).
• One printer will be used at Huye Sub-office.

The printers will be used for photocopying, printing, and scanning services.

3. Scope of Work

The service provider will lease and install printers with the following minimum specifications:

• All-in-one black and white photocopier-printer-scanner with feeder and duplex
• Copy size: A3, A4
• Speed: 30 pages per minute
• Paper weight:
  • Cassette: 64–90 g/m²
  • Stack bypass: 64–128 g/m²
  • Duplex: 64–80 g/m²
• Multiple copies/prints: 1–999 sheets
• Standard duplexing
• Network protocol: TCP/IP (LPD/Per9100, HTTP), SMB, SNMP v1, WSD, IPv4/IPv6 support
• File formats: TIFF, JPEG, PDF, High compression PDF, Searchable PDF (optional with SEARCHABLE PDF-C1)
• Provide and install software to manage the number of copies (photocopy, printing, and scanning) per user.
• The service provider shall provide full technical support and maintenance throughout the lease period, including prompt repair or replacement of any malfunctioning printer at no additional cost to DUHAMIC-ADRI.

4. Financial proposal template:

DUHAMIC-ADRI shall make payments to the Service Provider based on the number of pages per months. The total amount payable to the Service Provider may vary depending on the actual number of pages printed by all offices; however, each page will be charged according to the unit prices detailed in the table below:

N.B: The proposed prices shall include the cost of papers to be used, scanning, and all other printer-related expenses (photocopying, scanning, printing, cartridges, etc.) as well as delivery of papers and maintenance services when needed and all applicable taxes.

5. Duration

The framework contract shall remain valid for a period of 1 year with the possibility of renewal based on performance starting from the date of signature.

6. Submission Requirements

The following documents must be submitted for this tender:

1. 1. Business registration certificate issued by RDB (The bidder’s certificate of registration includes business activities consistent with the concerned tender).
   2. A valid tax clearance certificate issued by RRA
   3. Proof of using EBM (copy of invoice submitted in past)
   4. Avalid Social Security clearance certificate issued by RSSB
   5. At least three (3) certificates of good completion for provision of similar services (leasing or selling IT Equipements) with their related contracts or purchase order (certificates without contracts/ purchase order will not be considered).
   6. A sample visit certificate to be provided by DUHAMIC-ADRI.

Financial proposal including all applicable taxes.

N.B:

• A mandatory sample visit will be conducted at the DUHAMIC-ADRI Head Office during working hours from 18 to 22 December 2025 (excluding weekends), between 8:00 a.m. and 5:00 p.m.
• Failure to submit any of the above documents will result in automatic rejection.

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:

• 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.

• Blacklisted bidders from RPPA are not allowed to participate in this tender and DUHAMIC-ADRI reserve the right to reject such bids.
• Before contracting, DUHAMIC-ADRI will conduct vetting of successful bidders against terrorism-related databases. Any bidder found to have links or matches with terrorism will be automatically disqualified.
• Women and persons with disabilities fulfilling required conditions and qualifications are encouraged to apply.

Done at Kigali, December 17, 2025

MUHIGIRWA Benjamin

Executive Secretary