Hiring the security company to provide security services to DUHAMIC-ADRI offices
TENDER NOTICE Tender Tittle Hiring the security company to provide security services to DUHAMIC-ADRI offices Date tender launched April 09, 2025 Submissiondeadline April 15, 2025, 11:00 AM Public opening date April 15, 2025, 11:15 AM Public opening location DUHAMIC-ADRI HEAD OFFICE, KICUKIRO-NIBOYE Inquiry contactemail procurement@duhamic.org.rw
Overview of DUHAMIC-ADRI
DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan Law. The idea of its creation dates back to 1979 with the objective of assisting farmers to organize themselves to fight against the constraints of the marginalization of rural areas. The action has moved from local and regional to national level with the holding of the Constituent General Assembly of 20th April 1985 which devoted DUHAMIC-ADRI as an NGO working throughout Rwanda.
DUHAMIC-ADRI was legally recognized by the Ministerial Order No 943 of 12th July 1985. Its statutes were modified and recognized by the Ministerial Order No 025/11 of 21th March 2005. Subsequently, DUHAMIC-ADRI has fulfilled all requirements for compliance with the new law N° 04/2012 of 17/02/2012 governing the organization and the functioning of national non-governmental organizations, and received on 17/06/2013 a certificate of compliance from Rwandan Governance Board (RGB).
Vision, mission, object and structure
The Vision of DUHAMIC- ADRI is « a rural world responsible for its self-socio-economic development » In accordance with its statutes (article 2), the Mission of DUHAMIC-ADRI is “supporting integrated development through the initiatives of the rural population in its struggle for self-development. Currently the organization is working in 28 districts of Rwanda to support more than 730,000 Vulnerable population in various domains.
Objectives of DUHAMIC-ADRI
- 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 as autonomous groups, cooperatives and unions;
- Supporting rural development initiatives in various areas of socio-economic development
Justification of needs:
DUHAMIC-ADRI operates multiple offices in Rwanda, including its headquarters and field offices in different regions. The organization’s work involves collaboration with local communities, government agencies, and international partners, making it essential to maintain a secure environment for staff, visitors, and assets. To achieve this, DUHAMIC-ADRI intends to contract a reputable security services provider to deliver high-quality security solutions tailored to its needs.
Scope of services and duties
The Service provider shall provide all manpower, staff, expertise, or other personnel resources which may be required for the full compliance of its duties, obligations and liabilities in terms of the Client’s Requirements and Contract.
The Security guards assigned to provide security services at the specified premises shall perform a wide range of security duties which shall include but not necessarily be limited to:
- Pedestrian and vehicular access control
- Visitor orientation
- Inspection and verification of Identity Cards
- Vehicle and personal searches
- Security patrols
- Prevention of the asset’s theft, assets damage
- Response to emergency incidents (fire, intruder, accident, etc.)
- Gatehouse administration
- Incident Reporting
- Prevention of non-authorized premises access.
- The Service provider should ensure that all Security Guards assigned to provide the security services are fully trained and competent to perform all the duties listed above.
Provision of equipment and uniform
The security agency shall also provide and equip the assigned guards with the following:
- Complete set of security guard uniform and shoes
- Provide with the guard the needed security guards equipment (raincoat and others)
Required documents to be submitted:
Your bid must include the following documents:
- RDB Registration Certificate
- Proof of using EBM
- Valid tax certificate clearance (RRA)
- Valid Social Security certificate (RSSB)
- A detailed company profile indicating general information, the number of security guards, the number of districts the company operates in, and the number of years of experience.
- Letter of interest addressed to DUHAMIC-ADRI Executive Secretary.
- Professional indemnity insurance (Mandatory and failure to provide this document will lead to the elimination)
- Valid Operating License by Rwanda National Police (Mandatory and failure to provide this document will lead to the elimination)
- At least three (3) good completion certificates (Provision of Security Services) in the last 3 years.
Financial proposal:
Financial proposals shall be presented in the table below:
| No | District | Unit price per month (night shift) | Unit price per month (Day shift) |
| 1 | Gasabo | ||
| 2 | Kicukiro | ||
| 3 | Nyarugenge | ||
| 4 | Burera | ||
| 5 | Gakenke | ||
| 6 | Gicumbi | ||
| 7 | Musanze | ||
| 8 | Rulindo | ||
| 9 | Gisagara | ||
| 10 | Huye | ||
| 11 | Nyamagabe | ||
| 12 | Kamonyi | ||
| 13 | Muhanga | ||
| 14 | Nyanza | ||
| 15 | Nyaruguru | ||
| 16 | Ruhango | ||
| 17 | Bugesera | ||
| 18 | Gatsibo | ||
| 19 | Kayonza | ||
| 20 | Kirehe | ||
| 21 | Ngoma | ||
| 22 | Nyagatare | ||
| 23 | Rwamagana | ||
| 24 | Karongi | ||
| 25 | Ngororero | ||
| 26 | Nyabihu | ||
| 27 | Nyamasheke | ||
| 28 | Rubavu | ||
| 29 | Rusizi | ||
| 30 | Rutsiro | ||
| Total Unit price all tax inclussive | |||
Bid Evaluation Criteria
Bids will be evaluated as follows:
| The bidder has provided the correct administrative documents | 30 Marks |
| A detailed company profile indicating general information, the number of security guards, the number of districts the company operates in, and the number of years of experience. | 25 Marks |
| 3 good completion certificates of similar service provision | 15 Marks |
| Financial proposal | 30 Marks |
Note:
- Though DUHAMIC-ADRI is potentially having sub-office in any of the above district, the number of sub office to be covered will be determined during the contract negotiations and may change overtime.
- The guard must be fluent in Kinyarwanda and possess at least a basic understanding of English.
- DUHAMIC-ADRI reserves the right to cancel the tender if none of the bidders meet the requirements.
Bid submission
The technical and financial proposals must be submitted in a sealed envelope at the DUHAMIC-ADRI head office not later than Tuesday 15, 2025, at 11:00 AM. The bid opening is scheduled for the same day at 11:15 AM.
Done at Kigali on 09 April 2025
MUHIGIRWA Benjamin
Executive Secretary