DUH aranira AM ajyambere y’ Icyaro is a local non-profit organization based in Kigali, the capital of Rwanda, Kicukiro District, Niboyi Sector.

Website: http://www.duhamic.org.rw

TENDER NOTICE

TENDER TITLE: To procure and supply of Smartphones to Agro-Promotors to Support Agro-promotors of Mushishito and Nyabicwamba Marshland

CLIENT: DUHAMIC-ADRI

The deadline for submission of bids: October 21, 2024

Bid Submission Time: 11:00AM

Bid Opening Time: 11:30AM

Place: DUHAMIC-ADRI Headquarters (Kicukiro, Niboye)

Sample visit place: DUHAMIC-ADRI Headquarters (Kicukiro, Niboye)

Visit dates: From October 9 to October 18 ,2024 working hours (08:00AM to 05:00PM)

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

In line with the objectives of the Climate-Smart Agriculture (CSA) project, the role of agro-promotors is critical in delivering timely and relevant agricultural information, promoting sustainable farming practices, and supporting capacity building among farmers in rural areas. Given the increasing need for digital solutions in agricultural extension, the provision of smartphones to agro-promotors will enhance their ability to connect with farmers, access critical information, and improve overall communication for the successful implementation of climate-smart practices.

Objective

  • To improve real-time communication and coordination between agro-promotors and project management.
  • To enable agro-promotors to access, disseminate, and apply agricultural knowledge and climate-smart farming techniques.
  • To increase efficiency in data collection and reporting on key indicators such as crop yields, pest infestations, and water usage.
  • To enhance agro-promotors’ capacity to engage with and support farmers more effectively in adopting CSA practices.

Justification of this tender

The provision of smartphones aligns with the project’s goals of promoting innovation and increasing productivity through improved access to information and technology. The smartphones will:

  • Improve communication between agro-promotors, farmers, and project stakeholders.
  • Facilitate access to weather forecasts, market prices, and agricultural best practices, helping farmers make informed decisions.
  • Enhance the monitoring and reporting capabilities of agro-promotors, ensuring more accurate and timely data collection on agricultural activities, crop progress, and challenges faced by farmers.
  • Enable the use of digital tools and applications designed to support sustainable agriculture, including those focusing on climate resilience.

Specification and Quantity of smartphone to be supplied

The table below summarizes the quantity and specification needed:

S/N

Item

Specification

Quantity

Unit Cost (Rwf)

Total cost (Rwf)

1

SMART Phone with accessories including Screen protector and cover

Smart with accessories including screen protector and a cover

Operating system: Android version14, processor: mediatek, Network:2G/3G/4G (Lite advanced); display:120HZ 6.67 Hole screen,camera dual flash: ≥ 8MP/Front and ≥13MP/Rear,Memory:128ROM+3GB RAM(expandable);baterie capacity:5000m/Ah 15w type-c charging, with features: side fingerprint,infrared remote control,wet and oily touch control

202

Grand Total (All taxes)

Procurement procedures

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

Company Profile and Legal Requirements

1. Business Registration: The bidder must be a legally registered company with valid registration documents.

2. Tax Clearance Certificate: A valid tax clearance certificate issued by Rwanda Revenue Authority (RRA)

3. Proof of Physical Office: Proof of a physical office address, preferably operating in Rwanda.

Technical Capability and Experience

1. Past Experience: Proof of experience in supplying similar products (smartphones or electronic devices) for at least 3-5 years. This could include references from previous contracts or projects.

2. Technical Specifications: Ability to supply smartphones that meet the required technical specifications (e.g., Android OS version, RAM, storage capacity, camera quality, battery life, etc.).

3. After-Sales Support: Commitment to provide after-sales support, including a warranty period of 1 year and with repair services will be highly appreciated.

Delivery and Timelines

1. Availability of Stock: Commitment that Confirm that the smartphones are available in stock preferably or can be sourced within a short time frame (not more than 2 days).

Compliance with Project Goals

1. Training Support: The bidder must provide a plan for training agro-promoters on using the smartphones if required.

Product Quality and Certification

1. Product Certification: Certification or compliance with international standards for smartphones (e.g., CE, FCC, ISO) to ensure quality and safety.

2. Durability and Functionality: The smartphones must be durable for use in rural and field conditions, with features such as long battery life, protection (screen protector and cover), and sufficient storage for agricultural apps, etc.

Pricing and Payment Terms

1. Competitive Pricing: The bidder must provide the quotation indicating detailed pricing structure, including unit price, transport cost, VAT, and any other associated costs accompanied by application letter addressed to DUHAMIC-ADRI Executive Secretary.

2. Payment Terms: agree upon delivery and Being able to provide electronic generated bill (EBM).

Innovation and Value-Addition (Optional)

1. Additional Value: Any additional services or products the bidder can provide that would add value to the project, such as offering mobile applications that support agricultural activities, special discounts, or enhanced device features.
  • Timeline

The bidder winner is expected to commence immediately upon contract signing. The delivery period is expected to take a period not more than 2 working days on signing of the contract.

Submission of proposals and bid evaluations

Submission of documents for bid

  • The deadline for submission of bids for supply of SMART phones is October 22, 2024at DUHAMIC-ADRI head office located in Kicukiro District, Niboyi, Sector at 11:00 AM
  • Bidders are required to submit their offers in sealed envelope.
  • All interested bidders should visit the sample of the smartphone to be supplied
  • After registration of the bid sender at DUHAMIC-ADRI reception office, the sender will be directed to a bid box for bid submission.

Opening of Proposals

  • The proposals will be opened in a public session on October 21, 2024 at DUHAMIC-ADRI OFFICE at 11:30 AM.

Evaluation and selection of bid winner

The bidder with technical proposal which comply to the maximum requirements as informed in this term of reference and with a financial proposal evaluated to be within the limit of available budget planned for this tender will be selected and notified as a winning bidder.

Before notification of winning bidder, DUHAMIC-ADRI will reserve 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 best 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.

Conclusion

The provision of smartphones to agro-promotors under the Climate-Smart Agriculture project represents a critical step toward enhancing the effectiveness of agricultural extension services. By equipping agro-promotors with digital tools, we can bridge the information gap between rural farmers and agricultural experts, facilitate the adoption of climate-smart practices, and contribute to the overall success of the project.

Done at Kigali, October 7,2024

MUHIGIRWA Benjamin

Executive Secretary