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REQUEST FOR PROPOSALS (RFP) Consultancy Services for Carbon Emission Reduction through Tree Planting in Rwamagana, Bugesera, and Rusizi Districts

Issued by: Help a Child Rwanda

Date of Issue: May 23rd, 2025

Deadline for Submission: June 06th, 2025

1.Background

Help a Child is a Christian non-governmental organisation headquartered in the Netherlands. Help a Child sees every child as a unique gift of God. Therefore, Help a Child wants every child, regardless of their social, political, religious, ethnic, or economic background, to have a life in dignity, with love, and with a promising future.

In Rwanda, Help a Child (HaC), in collaboration with AEE and EPR under the Turakura Kids Rwanda Program, implements holistic child welfare initiatives. Given growing climate change concerns, HaC has prioritised environmental sustainability through tree planting, Climate-Smart Agriculture, and school greening programs. In 2025, HaC intends to plant 15,000 to 30,000 trees across Rwamagana, Bugesera, and Rusizi districts, integrating community training and environmental education to ensure sustainability. To meet this goal, we seek an experienced, self-motivated consulting firm to lead the carbon emission reduction activities through tree planting in Bugesera, Rwamagana and Rusizi districts.

2. OBJECTIVE

To engage a qualified consulting firm to plan, implement, and monitor a comprehensive carbon emission reduction program through strategic tree planting that aligns with the ecological needs of each district and builds community ownership.

3.AREA OF OPERATION

Tree planting activities will focus on the following districts, sectors and cells:

Table 1: Area of operation of Turakura Program

Districts

Sectors

Cells

Rwamagana

Fumbwe

Nyarubuye

Mununu

Sasabirago

Nzige

Rugarama

Kigarama

Murama

Rubona

Mabare

Byinza

Kabuye

Rusizi

Mururu

Karambi

Miko

Kabasigirira

Giheke

Kigenge

Kamashangi

Turambi

Nkanka

Gitwa

Kamanyenga

Rugabano

Bugesera

 Rweru

Batima

Kintambwe

Nkanga

Shyara

Nziranziza

Kabagugu

Rebero

Nyarugenge

Murambi

Ngenda

Gihinga

4.SCOPE OF WORK

The consulting firm will be responsible for:

Conducting environmental site assessments and mapping designated districts, sectors and cells.

Coordinating community meetings and stakeholder sensitisation.

Training communities on nursery establishment, tree care, and the benefits of afforestation.

Establishing nurseries and managing seedling production.

Selecting appropriate tree species adapted to district-specific climates (up to the cell level):

Kindly select from the list below. It includes trees suitable for carbon emission reduction efforts in Rwanda. It focuses on species with known names in Kinyarwanda. These trees are well-adapted to local climates and ideal for planting in communities and around ECD centres in Rwamagana, Bugesera, and Rusizi. You can propose to plant others with strong evidence that they align with the purpose of this call for proposals.

Rwamagana District

Umwembe (Mangifera indica)

Avoka (Persea americana)

Gereveriya (Grevillea robusta)

Umusave (Markhamia lutea)

Umurinzi (Albizia chinensis)

Amaronji (Citrus sinensis / Orange)

Rusizi District

Ipapayi (Carica papaya)

Gereveriya (Grevillea robusta)

Umuvugangoma/Jakaranda (Jacaranda mimosifolia)

Inturusu (Eucalyptus spp.)

Umusebeya (Albizia spp.)

Amacunga (Citrus reticulata / Tangerine)

Imizabibu (Vitis vinifera / Grapes)

Bugesera District

Moringa

Umuko (Acacia spp.)

Kasiya (Senna siamea)

Inkeri z’ishyamba (Ziziphus mauritiana)

Intambwe (Bougainvillea)

Ipapayi (Carica papaya)

Amacunga (Citrus spp.)

Plant, supervising the distribution and planting of seedlings.

Organising labour and logistics with community teams.

Post-planting follow-up: watering, weeding, fencing, pest control.

Conduct monitoring using geo-referenced data, monthly reporting and report on tree survival.

Prioritise cost-effective approaches such as using locally available planting materials, community labour, and clustering of sites to reduce transport and follow-up costs.

5. DURATION

The duration of this project is from June to December 2025. Key activities will align with the seasonal planting calendar:

Nursery preparation: June to August

Community mobilisation, training and capacity building: June to September

Field planting: October

Post-planting care and monitoring: November to December

6. DELIVERABLES

Inception report with detailed work plan, stakeholder engagement strategy, selected tree species per sector and nursery establishment plan.

Nursery establishment report.

Community mobilisation and training completion report.

Monthly progress reports with GPS-tagged photos.

Species-specific post-planting observation checklist based on two-month survival indicators.

Final report verifying the number and health status of trees planted.

1.CRITERIA FOR TWO FINAL PAYMENTS

The final instalment of payment shall be made only upon verification of the following conditions:

A minimum of 85% tree survival rate by December 2025.

Trees show clear signs of growth based on species-specific indicators.

At least one verification and confirmation visit was completed by Help a Child staff or a designated partner.

Geo-tagged photo evidence of trees planted per site, clearly linked to the nursery origin.

Signed validation report from local leaders and community focal points confirming maintenance and ownership.

Trees visibly maintained (e.g., mulched base, protected from livestock, weeded, or fenced).

2.TWO-MONTH SURVIVAL VERIFICATION CRITERIA

To support timely monitoring and ensure proper care, the following indicators shall be used two months after planting to assess early survival and performance:

Seedlings remain upright and firmly rooted in the ground.

Leaves are green and flexible, with no severe signs of wilting or yellowing.

At least 3–5 healthy leaves or new shoots are visible for most species.

No significant pest or disease infestation is observed on foliage or stems.

For climbing or vine species (e.g., Imizabibu), evidence of support anchoring or twining.

Mulch is still in place, and weed control measures are visibly applied.

Water retention is evident around the base or mulch zones.

Community caretakers can explain maintenance efforts (watering schedule, fencing, etc.).

These checks will be performed during post-planting follow-up visits and documented through geo-referenced photos and summary forms.

Species-specific two-month post-planting observable criteria

Rwamagana District

Umwembe (Mangifera indica): 4–6 leaves, stem firm and upright; minor leaf expansion.

Avoka (Persea americana): Presence of 4+ healthy leaves; no black spots or drooping.

Gereveriya (Grevillea robusta): 40–60 cm height; intense apical shoot; light branching may begin.

Umusave (Markhamia lutea): Broad leaves were established, with no discolouration or fungal signs.

Umurinzi (Albizia chinensis): Upright growth with early compound leaves visible.

Amaronji (Citrus sinensis): Green flush or early new shoots; upright central stalk.

Rusizi District

Ipapayi (Carica papaya): 5–7 leaves; central stem 40–60 cm; no signs of stunting or yellowing.

Gereveriya (Grevillea robusta): Same as above; around 40–60 cm under good care.

Umuvugangoma (Jacaranda mimosifolia): Soft, feather-like leaves well-spread; plant erect.

Inturusu (Eucalyptus spp.): 40–60 cm; leaves green and elongated; no pest marks.

Umusebeya (Albizia spp.): Shoots upright; compound leaflets emerging.

Amacunga (Citrus reticulata): Same as citrus above; signs of early flush.

Imizabibu (Vitis vinifera): Shoots reaching 30+ cm; twining behaviour initiated.

Bugesera District

Moringa: 50–70 cm; several new side branches; light green foliage.

Umuko (Acacia spp.): 40–60 cm; thorn appearance and resilient stem.

Kasiya (Senna siamea): Dense foliage of 6–8 compound leaves; upright posture.

Inkeri z’ishyamba (Ziziphus mauritiana): 30+ cm; rugged leaf texture; no breakage.

Intambwe (Bougainvillea): Shoots emerging and twining support stake; 3+ new leaves.

Ipapayi (Carica papaya): See above under Rusizi.

Amacunga (Citrus spp.): As above, signs of flushing or shoot formation

3.PAYMENT SCHEDULE

This schedule outlines the payment instalments for the Consultancy Services for Carbon Emission Reduction through Tree Planting in Rwamagana, Bugesera, and Rusizi Districts. It is aligned with the deliverables to ensure early mobilisation, successful implementation, and final accountability.

Table 2: Payment schedule

Phase

Aligned Deliverables

Payment (%)

1. Contract Signing & Mobilisation

Inception report with detailed work plan, stakeholder engagement strategy, and selected tree species per sector; nursery establishment plan and submission of monthly progress reports (reports will come regularly).

30%

2. Nursery establishment, community awareness campaign & training

Nursery establishment report and community mobilisation and training completion report, with documented evidence (photos, lists, logs) and submission of monthly progress reports (reports will come regularly).

30%

3. Field planting completion

Planting documentation across sites (GPS-tagged photos, planting summaries by district) in the form of a report and submission of monthly progress reports (reports will come regularly).

20%

4. Two-month survival check

Post-planting care observations report aligned with the two-month survival indicators with a minimum 85% tree survival rate, including photo evidence, field visit reports, and submission of monthly progress reports (reports will come regularly).

Species-specific post-planting observation checklist based on two-month survival indicators.

This payment of 10% will be made only if a minimum of an 85% tree survival rate is confirmed.

10%

5. Final Payment

The final report shall verify the number and health status of trees planted, validate from stakeholders/local leaders with a minimum 85% tree survival rate, and submit monthly progress reports (reports will come regularly).

This payment of 10% will be made only if a minimum of an 85% tree survival rate is confirmed.

10%

Regular monthly progress reports are expected during all project phases to support disbursements and allow for adaptive management.

7.APPLICANT ELIGIBILITY AND PROPOSAL CONTENTS

Eligible applicants must fulfil the following criteria:

Be a registered company with at least 1 year of existence, and authorised to carry out agriculture and climate conservation-related activities.

Having a Tax Clearance from RRA

One or more team members must have a track record in tree planting, conservation, agribusiness, and climate resilience activities.

Experience working within rural development, especially with schools, and surrounding communities

Experience working with NGOs is an added advantage.

An interested consulting firm must submit:

A technical proposal (max. 10 pages) outlining methodology, team, and timeline.

Detailed financial proposal (inclusive of all taxes).

An up-to-date CV(s) of key personnel.

Evidence of experience in reforestation, agroforestry, and environmental consulting.

Company registration certificate and Tax clearance

Two sample reports of similar past assignments.

8. EVALUATION CRITERIA

Technical soundness and approach – 40%

Relevant experience – 30%

Financial competitiveness – 20%

Community engagement strategy – 10%

9. SUBMISSION DETAILS

Submit proposals electronically to [email protected] & [email protected] by June 06th, 2025. Late submissions will not be considered.

Help a Child Rwanda reserves the right to accept or reject any or all proposals and is not bound to provide reasons for its decision.

In your motivation letter, please reflect on your motivation for wanting to become a consultant for Help a Child. This includes a reflection on Help a Child's being a child-centred and Christian organisation.

Help a Child is committed to keeping children safe. All staff, consultants, and consulting firms are required to sign and adhere to the Help a Child’s PSEA and safeguarding.

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