Supply of Agroforestry Trees
Terms Of Reference For Bidding On Different Tenders To Ipc
Background
Initiative pour la participation Citoyenne (IPC), is a network composed of 5 local civil society organisations namely SDA-IRIBA; IPFG; EAR Kigeme Diocese; UNICOOPAGI and CDJP Gikongoro. It was created in 2013 and funded by GIZ to date. It obtained legal personality in 2019 by Rwanda Governance Board with No 551/RGB/NGO/LP/10/2019.
IPC considers itself as a bridging entity between citizens and local government. It aims at promoting and strengthening citizen participation in planning and monitoring processes of local governments.

Vision
A society where people effectively participate in the sustainable development of their communities, their country and consider the results achieved as their own heritage.

Mission
Promote citizen participation through a framework of exchange, consultation, and joint actions to improve the living conditions of the target populations.

Scope of the Activities
IPC is seeking a competent individual and companies to bid for the tenders to supply agroforestry & fruits trees in Nyamagabe District for the project with regards to “Improve adaptation and mitigation capacities for targeted population against climate change effects in Rwanda supported by RGB/UNDP

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Supply of agroforestry trees
IPC would like to invite the competent companies to bid for the tender related to the supply of agroforestry and fruit trees under the following specifications:
Item Species Specifications Number of Seedlings Destination
Agroforestry trees Calleandra


The seedlings must at least have 90-120 days in nursery, vigorous and good physical looking 600 Nyamagabe District , Mbazi Sector ,Ngambi Cell in Kivomo Village,Manwari Cell in Mihororo Village, Mutiwingoma Cell, Kabuga Village
Leucaena 600
Grevellia 15,000
Alnus 4,500
Fruit trees Tree tomato 4,500
Passion fruit 3500
Guava (amapera) 1000

Avocado Grafted Hass or fuerte avocado 900
General conditions of the tender

Criteria of eligibility for bidders
To be eligible, any bidder interested to apply for this tender has to fulfill the following conditions:
1. The bidder shall be established and operational in Rwanda with proven experience in Agroforestry & fruits Trees nursery development (to provide 3 certificate or attestation of similar rendered service);
2. The bidder shall have a good record in providing of Agroforestry & fruits Trees
Content of bidding documents
The submitted bid document shall provide the following information: The proposal documents shall include separate documents including:
• Professional/Technical proposal
• Financial proposal.
Composition of Professional/ Technical documents

Technically the following documents shall be examined:
1. Letter addressed to IPC ’s president of Board of Directors explaining that the bidder has well understood the minimum requirement and is complying with them;
2. Registration Certificate from RDB demonstrating that the company is registered under trees Nursery development as business activity
3. Up to date tax clearance from Rwanda Revenue Authority;
4. Prior experience
5. 3 recent attestations of good completion for Agroforestry & fruits Trees distribution issued by reputable Institutions in Rwanda;

6. Distribution plan for Agroforestry & fruits Trees
Composition of Financial proposal
The financial proposal shall contains :
• Cost of all needed items to enable the distribution of trees indicating unit prices and total prices including all related taxes and transport costs
• Ability to use EBM for invoice delivery
The quotations shall be established as follow:
S/N Item Specification Quantity Unit price (RwF) Total price (RwF)


Total
The prices are given with all taxes & Transport included and quotated in Rwandan Francs (RwF).
Payment conditions
The conditions include:
• Electronic generated bill (EBM Invoice) printed with IPC’s TIN Number 111673185

Mode of application
The document (bid) needs to constitute of:
1. Motivation letter addressed to IPC’s President of Board of Directors
Two original documents namely professional proposal (1 document) and financial proposal (1 document) both sealed in one envelop namely “TENDER DOCUMENTS TO AGROFORESTRY & FRUITS TREES”
Submission of proposals, opening and bid evaluations
Submission of bid documents
The deadline for submission of the offers is 21st October, 2022 by 2h00 p.m. The application documents should be hard copies and should be submitted at IPC’s office located in Nyamagabe District at SDA IRIBA near Nyamagabe District office not later than the above-mentioned date and time. Late application documents will not be received.
Opening for technical and financial proposals
The technical and financial documents received will be opened not later than 21st October, 2022 at 2:00 pm and analyzed by the procurement committee.

Final bid analysis and selection of bid winner
Only the bidder to whom his or her technical proposal was evaluated successfully and his or her financial proposal was evaluated to be the most competitive (reasonable cost) will be awarded this tender as bid winner. The best bidder should be negotiated to make sure that the bid is given in respect of available budget and the negotiation will be looking only for financial document and not for professional/technical documents. The failure during negotiation shall be subject of republication of this tender.
Done at Nyamagabe, on 10th October 2022
MUSHINZIMANA Joseph
President of BoD and Legal Representative of IPC