Sustainable Growers Rwanda

Programs Depertment. 

INVITATION TO BID

Title of Tender:

Tender Reference Number: SGR/CS/06-2025

Procurement Method: Open Tender

Date of Issue:10th June  2025

Submission Deadline: 20th June 2025

Sustainable Growers Rwanda (SGR) is a nonprofit organization working to advance gender equity, economic independence, and resilience in the coffee sector across Rwanda, the Democratic Republic of Congo, and Tanzania. By providing tailored training and facilitating access to finance and markets, while strengthening women’s leadership throughout the coffee value chain, SGR empowers thousands of smallholder women farmers to produce high quality coffee, access premium markets, and build more sustainable livelihoods while contributing to a more inclusive and resilient coffee industry in the region.

BACKGROUND AND RATIONALE

Sustainable Growers Rwanda (SGR) continues to build the financial literacy and economic resilience of women coffee farmers through the Team Saving and Lending (TSL) methodology. TSLs have been a proven approach to improving women’s access to financial resources, enabling them to invest in household needs, agricultural inputs, and other income-generating activities.

SGR is supporting the formation new TSL groups  343 in Rwanda; and would like to support these newly formed TSL’s with required tool kits to function effectively. 

In light of this background, Sustainable Growers Rwanda is looking for potential qualified companies to supply these tool kits under framework agreement.

Technical specifications of the required TLS  materials Shall include:

Cash Box

• Material: Steel or heavy-duty metal, rust-resistant
• Size: Approx. 30cm (L) × 20cm (W) × 15cm (H)
• Compartments: Minimum of 3 (notes, coins, documents)
• Lock Mechanism: Built-in key lock with provision for external padlocks
• Handle: Foldable carrying handle on top
• Color: SGR Red brand colour

Padlocks

• Material: Hardened steel shackle, brass or stainless-steel body
• Size: 30–40 mm wide
• Type: Key-operated (minimum 3 padlocks with different keys for transparency in access control).
• Security Feature: Anti-pick locking mechanism

Passbooks

• Size: A6 (10.5 × 14.8 cm)
• Cover: PVC or laminated cardstock, waterproof and dust-resistant
• Pages: Minimum 40 pages, lined for date, amount, and description
• Binding: Staple binding
• Customization: Logo or TSL name on cover

Stamp

• Type: Manual rubber stamp with wooden or plastic handle
• Size: Approx. 3 × 4 cm impression area

Ink and Ink Pad

• Ink Pad Size: Standard 10 × 7 cm
• Pad Type: Felt or foam, refillable
• Ink Color: Blue (non-erasable)
• Ink Type: Quick-dry, waterproof ink

Ruler (30cm)

• Material: Plastic or aluminum
• Length: 30 cm
• Markings: Clear metric markings (cm/mm)
• Durability: Shatterproof or flexible design

Pen (Bic)

• Type: Ballpoint pen
• Ink Color: Blue
• Point Size: Medium (1.0mm)
• Features: Cap with clip, long-lasting ink

Calculator

• Type: Basic battery/solar-powered calculator
• Display: 8 to 12-digit LCD
• Functions: Addition, subtraction, multiplication, division, percentage
• Size: Handheld (approx. 12 × 6 cm)

Plastic Bowls

• Material: Durable, food-grade plastic
• Size: 1 to 1.5 liters
• Color: Varying colors for coin denomination separation
• Purpose: Temporary holding of coins during counting

Cotton Bags

• Material: Woven cotton
• Size: 20 × 30 cm or similar
• Closure: Drawstring
• Use: For storing coins, cash, or passbooks securely

Register Book (FIS – Financial Information Sheet)

• Size: A4 (21 × 29.7 cm)
• Pages: 80–100 ruled pages
• Cover: Hardcover or plastic cover for durability
• Columns: Pre-printed or ruled for member names, contributions, loans, repayments, dates
• Binding: Stitched 

ToRs: TSL kits will be distributed by the supplier to their respective  cooperatives; in Districts of  Rusizi, Karongi, Nyamasheke, Gakenke, Gicumbi, Nyaruguru, Huye, Kayonza, where cooperatives operate from.

ITEM DESCRIPTION	Total Quantity
Cash box	343
Padlocks	1029
Passbooks	8575
Stamp	343
Ink and Ink pad	343
Ruler 30cm	343
Pen (Bic)	686
Calculator	343
Plastic bowls	1372
Cotton bags	1029
Register book (FIS)	343

ToSupply

Technical  Terms of Reference are Indicated Below.

GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS

1.The bidder shall send the following documents:

• Detailed Technical Specifications
• Financial proposal
• Quality assurance measures

2.The following administrative documents should also be provided along with the requirements above mentioned:

1. Copy of certificate of incorporation from RDB indicating company shareholders
2. Valid tax clearance certificate from Rwanda Revenue Authority [RRA]
3. Valid Social Security clearance certificate from RSSB
4. Must have an experience of not less than five years, at least (3) original or notarized references required
5. A confirmation that the bidder has Electronic Billing Machine [EBM]
6. A summary of the company profile and any standard certifications
7. Ensure compliance with health, safety, and sanitation standards, as well as any local regulations related to hospitality services

3.Other Requirements:

• Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes and costs related to delivery to SGR offices, where applicable
• Prices shall not change for the duration of the contract.

STANDARD PROVISIONS

3.1. Guidelines, policies and ethics

All bidders must commit to the guidelines in the SGR Procurement Procedures Manual. The procedures followed by Sustainable Growers Rwanda in making any award and contract resulting from this tender, will be in accordance with the:

• SGR Procurement Manual,
• SGR Anti-terrorism and Anti-money laundering Policy
• SGR Anti-fraud, bribery and corruption Policy.

3.2. Conflict of Interest and Disqualification Provisions

Bidders shall not have a conflict of interest, such as submission of more than one bid in the same process, except as alternative offers permitted under the rules; association with a staff member involved in the awarding of the bids and also a bidder must disclose any relation with a staff member.

Sustainable Growers Rwanda encourages all bidders to conduct themselves with integrity.

Sustainable Growers Rwanda will automatically disqualify the bidder that attempts to:

• Change or omit any information related to this RFQ
• Inappropriately influence this Procurement Process;
• Enter into an arrangement with any other party that such party shall refrain from submitting a tender response;
• Enter into any arrangement with any other party (other than another party that forms part of your consortium bid or is your proposed sub-contractor) as to the prices submitted
• Engage in direct or indirect bribery, corruption or canvassing by you or your appointed advisers in relation to this Procurement Process
• Obtain information from any of the employees, agents or advisors of the Sustainable Growers Rwanda concerning this Procurement Process (other than as set out in these RFQ Conditions) or from another potential supplier or another tender response,

Additionally, Sustainable Growers Rwanda will automatically disqualify the bidder that:

• Are currently blacklisted by the Rwanda Public Procurement Authority or Sustainable Growers Rwanda itself
• Have received corruption-related convictons in Rwanda or elsewhere
• Have unresolved disputes with previous service contracts
• Are in bankruptcy proceedings
• Are excluded under applicable regional or international conventions
• Is received after the submission deadline
• Contains omissions, gaps, misrepresentations, errors and/or uncompleted sections
• Contains handwritten amendments with no initial of the authorized signatory.
• Contains ambiguous information that might mislead the tender evaluators.
• Is not submitted in a manner consistent with the provisions set out in this RFQ.

3.3. Evaluation Criteria and award

The agreement will be signed between Sustainable Growers Rwanda and the bidder whose offer follows the RFQ instructions, meets eligibility requirements, and receives the highest score out of a determined set of weighted technical and financial criteria. If required, the bidder will also present the samples of tools for evaluating that are complying with specification required. 

The best bidder will be chosen through a quality acost-based selection method in accordance with SGR procedures. Sustainable Growers may conduct negotiations with and/or request clarifications from any offer prior to award.

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. It is anticipated that award will be made solely on the basis of the original proposals.

3.4. Withdrawal

Sustainable Growers Rwanda reserves the right to withdraw this tender at any time and without notice and liability. Sustainable Growers Rwanda, reserves the right to accept or reject any quotation without being obliged to give any reasons in this respect.

3.5. Tender costs

You are responsible for obtaining all information necessary for preparation of your tender response and for all costs and expenses incurred in preparation of the tender response. Sustainable Growers Rwanda will not be responsible of any cost you incurred during the preparation of this procurement, irrespective of whether or not your tender response is successful.

3.6. Confidentiality and Information Governance

All documents related to this RFQ shall remain the property of Sustainable Growers Rwanda. Sustainable Growers Rwanda reserves the right to disclose all documents relating to this Procurement Process, including without limitation your tender response, to any employee, third party agent, adviser, or other third party involved in the procurement in support of, and/or in collaboration with Sustainable Growers.

3.7.Notification of tender award

In accordance with the evaluation criteria in this RFQ, all bidders shall receive formal notification of bidding outcomes. Successful bidders shall receive detailed award documentation.

3.8. RFQ Validity period

The bid validity period shall be 60 days.

GUIDELINE FOR BID SUBMISSION

Interested and qualified companies must submit their bid documents electronically via: recruitment@sustainablegrowers.org not later than 20th, A 2025 at 5:00PM (17h00) local time. Late bids will be automatically rejected. 

Questions regarding the technical or administrative requirements of this RFQ may be submitted by email to: recruitment@sustainablegrowers.org  by 16th  June 2025, 05:00pm.

Sustainable Growers Rwanda may at any time request further information from potential suppliers to verify or clarify any aspects of their tender response or other information they may have provided. In case you do not provide supplementary information or clarifications to Sustainable Growers Rwanda by any deadline notified to you, your tender response may be rejected in full and you may be disqualified from this Procurement Process.

Done at Kigali, on 10th June 2025.

Jimmy Gahima.

Execuitve Director

Sustainable Growers Rwanda