TENDER : For DUTERIMBERE ONG, Procure and Deliver 25 metric tonnes of high-quality, certified Irish potato seeds for distribution in Karongi District – CLOSE : 24/09/2026

DUTERIMBERE ONG

TERMS SUPPLY OF 25 METRIC TONNES OF CERTIFIED IRISH POTATO OF REFERENCE (ToR)

SEEDS 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.

Irish potato production is an important livelihood and food-security activity for farming communities in the targeted areas. However, access to quality and certified planting material remains an important factor affecting productivity, crop quality and farmers’ incomes.

Under the programme, Duterimbere ONG intends to facilitate access to quality planting material through the procurement and distribution of 25 metric tonnes of certified Irish potato seeds to targeted farmers/cooperatives in Karongi District.

To ensure quality, traceability and compliance with national requirements, the seeds shall be sourced exclusively from a supplier certified and/or authorized by the Rwanda Agriculture and Animal Resources Development Board (RAB) to produce and/or supply certified Irish potato seed.

Duterimbere ONG therefore seeks to procure a qualified and RAB-certified supplier capable of supplying and delivering the required quantity and quality of Irish potato seed within the agreed timeframe.

2. OBJECTIVE OF THE PROCUREMENT

The objective is to procure and deliver 25 metric tonnes of high-quality, certified Irish potato seeds for distribution to targeted farmers and/or farmer cooperatives in Karongi District.

The procurement aims to:

• Improve farmers’ access to quality planting material;
• Increase productivity and production of Irish potatoes;
• Strengthen the Irish potato value chain;
• Improve food security and household livelihoods; and
• Promote the use of certified and traceable planting materials

3. SCOPE OF SUPPLY

The selected supplier shall be responsible for the complete supply and delivery of 25 metric tonnes of certified Irish potato seed.

The supply shall include:

• Certified Irish potato seed of approved varieties;
• Seed meeting applicable RAB certification and quality requirements;
• Proper packaging and labelling;
• Appropriate handling and transportation;
• Delivery to the designated delivery point(s) in Karongi District; and
• Provision of all relevant certification and traceability documentation.

The supplier shall be responsible for ensuring that the seeds remain in good condition and maintain their quality throughout transportation and delivery.

4. TECHNICAL SPECIFICATIONS

The Irish potato seeds supplied shall meet the following minimum requirements:

The specific varieties, seed class, packaging size and other technical requirements shall be agreed with Duterimbere ONG based on RAB recommendations and the needs of the targeted farmers/cooperatives.

5. SUPPLIER ELIGIBILITY

Only suppliers meeting the following requirements shall be considered:

5.1 Mandatory Requirements

The supplier shall provide:

1. Valid company registration documents;
2. Valid RRA Tax Clearance Certificate;
3. Valid RSSB clearance certificate, where applicable;
4. Evidence of being a certified/authorised supplier of Irish potato seed by RAB;
5. Valid certification documents for the proposed Irish potato seed;
6. Evidence of previous experience supplying certified Irish potato seeds;
7. Company profile; and
8. Any other statutory or procurement documents required by Duterimbere ONG.

Suppliers that cannot demonstrate valid RAB certification/authorization shall be considered non-responsive.

5.2 Experience

The supplier should demonstrate relevant experience in the supply of certified Irish potato seed to farmers, cooperatives, institutions or agricultural programmes.

Evidence may include:

• Previous contracts;
• Purchase orders;
• Completion/delivery certificates;
• Client references; and/or
• Other relevant documentation.

6. SEED CERTIFICATION AND TRACEABILITY

The supplier shall provide documentary evidence confirming the certification status and origin of the seeds.

Each batch/lot shall be identifiable and traceable through appropriate labels and documentation.

The supplier shall provide, as applicable:

• RAB seed certification documentation;
• Seed class and variety;
• Batch/lot number;
• Quantity;
• Production/source information;
• Certification date; and
• Relevant phytosanitary or quality documentation.

Duterimbere ONG reserves the right to verify the certification status and authenticity of the supplied seed with RAB or other competent authorities.

7. DELIVERY AND LOGISTICS

The supplier shall transport and deliver the full quantity of 25 metric tonnes to the location(s) designated by Duterimbere ONG in Karongi District.

The supplier shall be responsible for:

• Loading and transportation;
• Appropriate handling of the seed;
• Protection from excessive heat, moisture, contamination and physical damage;
• Offloading at the designated location(s); and
• Ensuring that the quantity and quality delivered correspond to the approved purchase order/contract.

The delivery schedule shall be agreed in the contract, taking into account the appropriate planting season and programme implementation schedule.

The supplier shall notify Duterimbere ONG in advance of the expected delivery date.

. INSPECTION AND ACCEPTANCE

Duterimbere ONG, together with relevant technical personnel where appropriate, shall inspect the seeds upon delivery.

Inspection shall verify:

• Quantity delivered;
• Variety;
• Seed certification status;
• Packaging and labelling;
• Physical condition;
• Batch/lot traceability;
• Relevant documentation; and
• Compliance with the agreed specifications.

Duterimbere ONG reserves the right to reject all or part of a delivery that does not meet the agreed specifications or certification requirements.

Rejected seed shall be replaced by the supplier at its own cost within an agreed timeframe.

Where necessary, Duterimbere ONG may request verification or testing by a competent authority or laboratory.

9. KEY DELIVERABLES

The successful supplier shall provide:

1. 25 metric tonnes of certified Irish potato seed;
2. RAB certification/authorization evidence;
3. Seed certification and traceability documentation for each batch/lot;
4. Properly labelled and packaged seed;
5. Delivery to the designated location(s) in Karongi District;
6. Delivery note and supporting documentation; and
7. Invoice and any other contractual documentation.

10. IMPLEMENTATION PERIOD

The supply shall be completed within the timeframe agreed in the contract and, preferably, sufficiently before the planting period to allow timely distribution to the targeted farmers/cooperatives.

The supplier shall indicate its proposed delivery timeframe in the financial and technical proposal.

11. RESPONSIBILITIES OF THE SUPPLIER

The supplier shall:

• Supply the agreed quantity and quality of certified seed;
• Ensure that all seed is properly certified, labelled and traceable;
• Maintain seed quality during storage and transportation;
• Provide all required certification documents;
• Transport and deliver the seed to the designated location;
• Replace rejected or non-conforming seed at its own cost; and
• Comply with all applicable Rwandan laws, regulations and RAB requirements.

12. RESPONSIBILITIES OF DUTERIMBERE ONG

Duterimbere ONG shall:

• Provide the supplier with the required specifications and delivery locations;
• Facilitate coordination with relevant stakeholders;
• Inspect and verify the supplied seed;
• Confirm acceptance of compliant deliveries;
• Provide timely feedback on any identified non-conformity; and
• Process payment in accordance with the contract and verified delivery.

m13. REQUIRED BID SUBMISSION DOCUMENTS

Interested suppliers shall submit:

1. Company profile;
2. Valid company registration certificate;
3. Valid RRA Tax Clearance Certificate;
4. Valid RSSB clearance certificate, where applicable;
5. Valid RAB certification/authorization as an Irish potato seed supplier;
6. Certification documents for the proposed seed;
7. Technical specification of the proposed seed, including variety and seed class;
8. Evidence of previous similar supplies;
9. Proposed delivery schedule;
10. Financial quotation for 25 metric tonnes, including applicable taxes, transport and other related costs;
11. Validity period of the quotation; and
12. Any other documents required in the Request for Quotation (RFQ).

14. EVALUATION AND CONTRACT AWARD

Duterimbere ONG shall evaluate bids in accordance with its procurement procedures.

The evaluation shall consider:

• Compliance with mandatory administrative requirements;
• Valid RAB certification/authorization;
• Compliance of the proposed seed with the required specifications;
• Seed variety and certification status;
• Relevant supplier experience;
• Delivery capacity and proposed timeframe;
• Price and overall value for money; and
• Completeness and validity of supporting documentation.

RAB certification/authorization shall be a mandatory eligibility requirement.

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

15. PAYMENT

Payment shall be made in accordance with the terms agreed in the supply contract.

Payment shall be subject to:

• Verified delivery of the required quantity;
• Confirmation that the seed meets the agreed specifications;
• Verification of certification and traceability documents; and
• Acceptance of the delivery by Duterimbere ONG.

No payment shall be made for quantities not delivered or seed rejected due to non-compliance with the agreed specifications.

16. QUALITY ASSURANCE AND NON-CONFORMITY

The supplier shall guarantee that the supplied seed meets the agreed quality and certification requirements.

Where supplied seed is found to be uncertified, improperly labelled, damaged, diseased, non-conforming or otherwise unsuitable for planting, the supplier shall replace the affected quantity at its own cost.

The replacement shall be subject to the same inspection and acceptance requirements.

17. SAFEGUARDING AND PROFESSIONAL CONDUCT

The supplier and its personnel shall conduct themselves professionally and respectfully when interacting with Duterimbere ONG staff, farmers, cooperatives, local authorities and other stakeholders.

The supplier shall comply with applicable safeguarding requirements and shall prevent harassment, exploitation, abuse, discrimination, child labour and forced labour in connection with the assignment.

18. CONCLUSION

Duterimbere ONG seeks to engage a RAB-certified/authorised supplier capable of supplying and delivering 25 metric tonnes of quality, certified and traceable Irish potato seed to targeted farmers and/or cooperatives in Karongi District within the agreed timeframe.

The procurement is intended to improve access to quality planting material, increase agricultural productivity, strengthen the Irish potato value chain and contribute to improved food security, climate resilience and household livelihoods.

19. VALIDITY: This offer is valid until 24^th September 2026 at 11h00am

ANNEXES

1. Technical Specifications/Seed Requirements
2. Price Schedule/BoQ
3. Bid Submission Form
4. Delivery Schedule
5. Required Seed Certification Documentation