TENDER : For DUTERIMBERE ONG, Construction Of Maize Drying Facilities And Irish Potato Seed Storage/Collection Centres In Karongi District – CLOSE : 25/09/2026

DUTERIMBERE ONG

B.P. 738 Kigali, Rwanda

Tél: 0788 442 851

E-mail: info@duterimbere.org.rw

Website: www.duterimbere.org.rw 

KN 3, African Union Road.

PUBLITION DATE: 11^th September 2026

TERMS OF REFERENCE (ToR)

HIRING OF A QUALIFIED CONSTRUCTION COMPANY FOR THE CONSTRUCTION OF MAIZE DRYING FACILITIES AND IRISH POTATO SEED STORAGE/COLLECTION CENTRES IN KARONGI DISTRICT

1. BACKGROUND AND CONTEXT

Duterimbere ONG, in partnership with Trócaire Rwanda under the Climate Justice Programme (CJP), is implementing interventions aimed at strengthening climate resilience, food security, livelihoods and agricultural value chains among vulnerable smallholder farming communities in Karongi District.

Post-harvest losses remain a significant constraint to agricultural productivity, household income and value-chain development among smallholder farmers. In Karongi District, changing weather patterns and extreme weather events associated with climate change can disrupt crop drying and storage, increasing the risk of spoilage, mould, pest infestation and deterioration of the quality of agricultural produce, particularly maize and Irish potato seed.

To address these challenges, Duterimbere ONG intends to invest in appropriate and climate-resilient post-harvest infrastructure. The proposed facilities will improve crop drying, storage, quality management and market access for farmers and cooperatives.

The proposed infrastructure comprises three (3) modern maize drying facilities and two (2) Irish potato seed storage and collection centres, designed as appropriate Diffuse Light Stores (DLS).

Duterimbere ONG therefore seeks to recruit a qualified, legally registered and experienced construction company to undertake the works in accordance with approved designs, technical specifications, Bill of Quantities (BoQ), applicable construction standards and the agreed implementation schedule.

2. OBJECTIVE OF THE ASSIGNMENT

The overall objective is to engage a qualified construction company to undertake the construction and completion of:

• Three (3) modern maize drying facilities, including elevated metallic and/or durable treated timber drying structures; and
• Two (2) Irish potato seed storage and collection centres, designed according to appropriate Diffuse Light Store (DLS) principles.

The facilities shall be durable, functional, climate-resilient, environmentally appropriate and compliant with applicable construction standards and regulations in Rwanda.

3. SCOPE OF WORKS

The selected contractor shall undertake all works necessary for the proper and complete construction of the facilities, including the following:

3.1 Site Preparation and Foundations

• Site clearing, setting out and levelling;
• Excavation and earthworks;
• Foundation preparation and construction;
• Backfilling and appropriate compaction; and
• Management of excavated materials and construction waste.

3.2 Structural Works

• Construction of reinforced concrete foundations and columns;
• Construction of masonry walls using approved bricks/blocks;
• Installation of steel and/or appropriately treated timber structural frames;
• Structural reinforcement and anchoring as required; and
• Construction in accordance with approved designs and specifications.

3.3 Roofing and Enclosures

• Installation of galvanized corrugated iron roofing sheets;
• Installation of transparent roofing sections where specified to facilitate natural/solar-assisted drying;
• Provision of adequate ventilation;
• Installation of safety mesh/netting to minimize pest entry;
• Roof drainage and rainwater management; and
• Appropriate weatherproofing.

3.4 Maize Drying Facilities

For the three maize drying facilities, the contractor shall construct and install:

• Elevated drying platforms/hangars;
• Durable wooden and/or wire-mesh drying beds;
• Appropriate structural supports;
• Adequate ventilation and cross-air circulation;
• Safe access arrangements; and
• Other fittings included in the approved BoQ.

3.5 Irish Potato Seed Storage and Collection Centres

For the two Irish potato seed facilities, the contractor shall provide:

• Properly ventilated storage structures;
• Diffuse-light arrangements appropriate for seed storage;
• Durable wooden storage crates and/or approved storage structures;
• Multi-tier shelving/racking;
• Adequate ventilation and natural light management;
• Secure doors and windows; and
• Other fittings included in the approved BoQ.

3.6 Ancillary Works

The contractor shall also undertake:

• Construction of basic sanitation facilities/toilets;
• Construction of drainage channels around the facilities;
• Storm-water and erosion-control measures;
• Access paths and other external works included in the BoQ; and
• Final site cleaning and removal of construction debris.

4. TARGET GEOGRAPHICAL LOCATIONS

The works will be implemented in Karongi District, Western Province, in the sectors of:

• Murambi Sector, Gitesi Sector and Mutuntu Sector

5. KEY DELIVERABLES

The successful contractor shall deliver:

1. Detailed work methodology and implementation schedule within five (5) working days following contract signature.
2. Mobilisation and establishment at the approved sites.
3. Completed site preparation, earthworks and foundations.
4. Completed structural and masonry works.
5. Completed roofing and external enclosures.
6. Completed maize drying platforms/beds and associated fittings.
7. Completed Irish potato seed storage facilities, shelving and storage fittings.
8. Completed sanitation, drainage and other ancillary works.
9. Cleaned and safe construction sites.
10. Rectification of defects identified during inspection.
11. Completed facilities ready for technical inspection, commissioning and handover.
12. Completion and handover documentation.

6. IMPLEMENTATION PERIOD

The entire assignment covering all designated sites shall be completed within a maximum period of sixty (60) calendar days from the official date of contract signing.

The contractor shall submit a detailed work programme indicating the sequence and duration of activities for each site.

Any anticipated delay shall be communicated to Duterimbere ONG immediately, together with reasons and proposed corrective measures.

7. CONTRACTOR ELIGIBILITY AND QUALIFICATIONS

Interested construction companies must demonstrate the following:

7.1 Administrative Requirements

• Valid Certificate of Current Standing and/or Company Registration Certificate issued by the Rwanda Development Board (RDB);
• Valid Tax Clearance Certificate issued by the Rwanda Revenue Authority (RRA);
• Valid Social Security Clearance Certificate issued by the Rwanda Social Security Board (RSSB); and
• Any other statutory licence, registration or authorization applicable to the works.

7.2 Relevant Experience

The company must demonstrate:

• At least three (3) successfully completed assignments of similar nature, such as warehouses, agricultural storage facilities, drying facilities or related civil works;
• Evidence of completion through completion certificates, contracts and/or client references;
• Adequate experience in construction of agricultural or community infrastructure; and
• Capacity to mobilize materials, equipment and labour to the designated sites.

7.3 Key Technical Personnel

The contractor shall provide, at minimum:

• Site Engineer: A0 degree in Civil Engineering with relevant professional registration where applicable;
• Site Foreman: Minimum A1/A2 qualification or equivalent experience in construction/public works; and
• Adequate skilled and unskilled labour to complete the works within the agreed timeframe.

7.4 Financial Capacity

The contractor shall demonstrate adequate financial capacity, liquidity and/or access to credit to finance mobilization and initial construction activities pending payment in accordance with the contract.

8. MATERIALS AND QUALITY REQUIREMENTS

All construction materials shall be new, fit for purpose and comply with the approved technical specifications and applicable standards.

The contractor shall ensure that:

• Materials meet the required quality standards;
• Construction works comply with approved designs and the BoQ;
• Structural works are properly executed and secured;
• Timber is appropriately treated and suitable for the intended use;
• Roofing and drainage systems provide adequate protection against rainfall;
• Facilities are safe and functional; and
• Defective materials or workmanship are replaced or corrected at the contractor’s cost.

Duterimbere ONG reserves the right to reject materials or works that do not meet the agreed specifications.

9. SUPERVISION AND TECHNICAL CONTROL

Day-to-day supervision shall be undertaken by designated Duterimbere ONG project staff in collaboration with relevant district technical personnel.

Technical inspections shall be conducted at appropriate construction stages, including:

• Foundations and substructure;
• Structural framework;
• Roofing;
• Internal installations and fittings; and
• Final completion.

The contractor shall provide unrestricted reasonable access to the works, materials and relevant records for inspection by Duterimbere ONG, Trócaire and authorized technical representatives.

Payments shall be linked to verified physical progress and approved milestones. No payment shall be considered due for works that have not been satisfactorily completed and technically verified in accordance with the contract and BoQ.

10. ENVIRONMENTAL, SOCIAL, HEALTH AND SAFETY REQUIREMENTS

The contractor shall comply with applicable environmental, social, health and safety requirements throughout implementation.

The contractor shall:

• Maintain safe construction sites;
• Provide appropriate personal protective equipment (PPE) to workers;
• Take reasonable measures to prevent accidents and injuries;
• Properly manage construction waste;
• Minimise unnecessary environmental disturbance;
• Maintain appropriate sanitation at construction sites;
• Respect safeguarding and protection requirements;
• Prevent harassment, exploitation and abuse of workers and community members; and
• Avoid unnecessary disruption to community activities and agricultural production.

11. RESPONSIBILITIES OF THE CONTRACTOR

The successful contractor shall be responsible for:

• Mobilizing labour, materials, equipment and tools;
• Transporting construction materials to the sites;
• Executing all works specified in the approved BoQ and technical specifications;
• Maintaining required construction quality;
• Complying with the agreed work schedule;
• Ensuring site safety and security;
• Rectifying defects attributable to poor workmanship or non-compliance; and
• Properly completing and handing over the facilities.

12. RESPONSIBILITIES OF DUTERIMBERE ONG

Duterimbere ONG shall:

• Facilitate access to identified construction sites;
• Coordinate with relevant local authorities and community/cooperative representatives;
• Provide approved technical designs and/or BoQ;
• Facilitate technical supervision and inspection;
• Review and approve the contractor’s work plan;
• Verify completed works and certify milestones; and
• Process payments in accordance with contractual terms and verified progress.

13. REQUIRED BID SUBMISSION DOCUMENTS

Interested companies shall submit the following:

1. Company profile;
2. Valid RDB registration/current standing certificate;
3. Valid RRA Tax Clearance Certificate;
4. Valid RSSB Clearance Certificate;
5. Technical proposal and work methodology;
6. Detailed implementation schedule;
7. Evidence of at least three (3) similar completed assignments;
8. Completion certificates and/or client references;
9. CVs and qualifications of proposed key technical personnel;
10. Financial proposal based on the provided BoQ;
11. Evidence of financial capacity, where required; and
12. Any additional documents specified in the Request for Quotation (RFQ).

14. EVALUATION AND CONTRACT AWARD

The contract shall be awarded to a qualified and responsive bidder in accordance with Duterimbere ONG’s procurement procedures.

The evaluation shall consider:

• Compliance with mandatory administrative requirements;
• Relevant technical experience;
• Proposed methodology and work schedule;
• Qualifications and availability of key personnel;
• Capacity to complete the works within sixty (60) days;
• Financial capacity;
• Compliance with the BoQ and technical specifications; and
• Overall value for money.

15. CONTRACT MANAGEMENT AND PAYMENT

The successful bidder shall enter into a formal construction contract with Duterimbere ONG.

Payment terms, including any advance payment, milestone payments, retention and final payment, shall be defined in the contract.

Payments shall be based on verified physical progress, satisfactory quality of work and formal certification by the authorized project/technical team.

Any variation to the approved scope or BoQ shall require prior written approval from Duterimbere ONG before implementation.

16. DEFECTS AND RECTIFICATION

The contractor shall correct, at its own cost, defects resulting from poor workmanship, defective materials or failure to comply with approved designs and specifications during the applicable defects liability period specified in the contract.

17. FINAL INSPECTION AND HANDOVER

Final handover shall take place after:

• Completion of all contractual works;
• Technical inspection and verification;
• Correction of identified defects;
• Cleaning of the sites and removal of construction debris;
• Confirmation that the facilities are safe and fit for their intended purpose; and
• Signing of the relevant completion and handover documentation.

The completed facilities shall be formally handed over to Duterimbere ONG and relevant community/cooperative representatives in accordance with the agreed arrangements.

18. SAFEGUARDING AND PROFESSIONAL CONDUCT

The contractor and its personnel shall conduct themselves professionally and respectfully with all stakeholders when executing this assignment. The contractor shall comply with applicable safeguarding requirements and shall prevent harassment, exploitation, abuse, discrimination, child labour and forced labour in connection with this mandate.

19. CONCLUSION

Duterimbere ONG seeks to engage a competent and experienced construction company capable of delivering quality, durable and climate-resilient post-harvest infrastructure within sixty (60) calendar days.

The successful contractor will work closely with Duterimbere ONG, Trócaire Rwanda, local authorities, cooperative representatives and relevant technical personnel to ensure that the five facilities are constructed in accordance with the approved designs, BoQ, technical specifications and applicable standards and are fully functional for use by the targeted farming communities.

20. VALIDITY: This offer is valid until 25^th September 2026 at 11h00am