Request for Proposal for Provision of Printing, Branding and Visibility Services to Care Rwanda (Two-years Framework Agreement)

Effective date: October 1st, 2025

Request for Proposal

Provision of Printing, Branding and Visibility Services to CARE Rwanda (Two-Years Framework Agreement)]

RFP DOCUMENT [17/2026]

RFP ISSUE DATE: [September 23 ,2026]

PROPOSAL SUBMISSION DEADLINE: [October 5,2026]

Confidential Document Prepared by

CARE RWANDA

1. ABOUT CARE

At CARE, we seek a world of hope, inclusion, and social justice, where poverty has been overcome and people live with dignity and security.

This has been our vision since 1945, when we were founded to send lifesaving CARE Packages® to survivors of World War II. Today, CARE is a leader in the global movement to end poverty. We put women and girls in the center because we know we cannot overcome poverty until all people have equal rights and opportunities. In 2019, CARE worked in 100 countries and reached 70 million people with an incredible range of life-saving programs.

For more information about CARE and our work, visit:https://www.care.org/our-work/

2. GENERAL CONDITIONS AND CLAUSES

2.1 CARE’S GENERAL CONDITIONS

The enclosed document is not an offer to contract, but a solicitation of a vendor’s proposed intent. Acceptance of a proposal in no way commits CARE to award a contract for any or all products and services to any vendor.

CARE reserves the right to make the following decisions and actions based on its business interests and for reasons known only to CARE:

• To determine whether the information provided does or does not substantially comply with the requirements of the RFP
• To contact any bidder after proposal submittal for clarification of any information provided.
• To waive any or all formalities of bidding
• To accept or reject a proposal in whole or part without justification to the bidder
• To not accept the lowest bid
• To negotiate with one or more bidders in respect to any aspect of submitted proposal
• To award another type of contract other than that described herein, or to award no contract;
• To request, at its sole discretion, selected Vendors to deliver a more detailed presentation of the proposal
• To not share the results of the bids with other bidders and to award contracts based on whatever is in the best interest of CARE.

Any material statements made orally or in writing in response to this RFP or in response to requests for additional information will be considered offers to contract and should be included by vendor in any final contract.

All bidders will be notified in writing of the outcome of this process. A bidder who wishes to raise concern about the process may write to the Procurement Unit or use CARE’s ethics/fraud reporting channel [contact details to be inserted].

2.2 CONFIDENTIALITY/ NON-DISCLOSURE

All information gained by any vendor concerning CARE work practices is not to be disclosed to anyone outside those tasked with the preparation of this proposal. Any discussion by the vendor of CARE’s business practices could be reason for disqualification. CARE, at their discretion, reserves the right to require a non-disclosure agreement.

Reciprocally, CARE commits that information received in response to this RFP will be held in strict confidence and not disclosed to any party, other than those persons directly tasked with the evaluation of the responses, without the express consent of the responding vendor.

Finally, the information contained within this RFP is confidential and is not to be disclosed or used for any other purpose by the vendor.

2.3 PUBLICITY

Any publicity referring to this project, whether in the form of press releases, brochures, or photographic coverage will not be permitted without prior written approval from CARE.

2.3 LIABILITY

The selected vendor(s) will be required to show proof of adequate insurance at such time as CARE is prepared to procure the services. The participating vendor will also be required to indemnify and hold harmless CARE for, among other things, any third-party claims arising from the selected vendor’s acts or omissions and will be liable for any damage caused by its employees, agents or subcontractors.

Before signature of the Framework Agreement, the selected supplier must deliver evidence of valid insurance of at least [amount] covering public and product liability and, for installation works, injury to workers and damage to third parties

2.4 FORCE MAJEURE

1. Neither Party shall be tasked with a performance that is delayed, hindered, or is rendered inadvisable, commercially impracticable, illegal, or impossible by a “Force Majeure Event.” A Force Majeure event includes, without limitation, an act of nature, a pandemic, emergency, civil unrest or disorder, actual or threatened terrorism, war, fire, governmental action or interference of any kind, power or utility failures, strikes or other labor disturbances, a health warning issued by the Center for Disease

Control (or similar agency), any other civil or governmental emergency and/or any other similar event beyond a Party’s reasonable control.

1. The Party that seeks to invoke this Force Majeure provision (the “Affected Party”) shall deliver the other Party (the “Unaffected Party”) with a written notice within five

(5) working days of the date the Affected Party determines a Force Majeure Event has occurred.

If a Force Majeure Event continues for more than [30] days, CARE may terminate the affected order(s) or this agreement without penalty.

2.6 ERRORS AND OMISSIONS

CARE expects the vendor will deliver all labor, coordination, assist, and resources required based on the vendor’s proposal and corresponding final SOW. No additional compensation will be available to the vendor for any error or omission from the proposal made to CARE. The only exclusions are add-ons, deletions, and/or optional services for which the vendor has received written authorization from CARE.

2.7 OWNERSHIP OF WORK

All work created under this Framework Agreement, including artwork, designs and print-ready files, must be original work, and no third party should hold any rights in or to the work. All rights, title and interest in the work shall be vested in CARE.

The supplier may not reuse CARE’s logos, artwork or files for any other purpose and must return or delete them on request after completion of the order.

2.8 CONFLICT OF INTEREST

CARE encourages every prospective Supplier to avoid and prevent conflicts of interest, by disclosing to CARE if you, or any of your affiliates or personnel, were involved in the preparation of the requirements, design, specifications, cost estimates, and other information used in this RFP.

3. BIDDER’S DECLARATION

4. CONDITIONS AND GUIDELINES FOR SUBMISSION OF PROPOSAL

4.1 PROPOSAL GUIDELINES

This Request for Proposal represents the requirements for an open and competitive process.

All vendors must deliver written notification via email to(RWA.Procurement@care.org) of their intent to participate, or not to participate in the bidding process by [September 24,2026].

Notification of intent to participate is non-binding, and failure to notify will not disqualify a bidder who submits a compliant proposal by the submission deadline.

Proposals will be accepted until [October 5,2026],delivered via email solely to

(RWA.Procurement@care.org),no later than the above specified date.

Any proposals received after this date and time will not be accepted. All proposals must be signed by an official agent or representative of the company submitting the proposal.

Proposals must be received by 17:00 (Kigali time, CAT) on the submission date. The technical and financial proposals must be sent in separate emails, with the financial proposal password-protected (the password to be provided only when CARE requests it after technical evaluation). CARE will acknowledge receipt by email. Attachments larger than [x] MB should be shared through a download link.

If the organization submitting a proposal must outsource or contract any work to meet the requirements contained herein, this must be clearly stated in the proposal.

Additionally, all costs included in proposals must be all-inclusive to include any outsourced or contracted work. Any proposals which call for outsourcing or contracting work must include a name and description of the organizations being contracted.

All costs must be itemized to include an explanation of all fees and costs.

Contract terms and conditions will be negotiated upon selection of the winning bidder for this RFP. All contractual terms and conditions will be subject to evaluate by the CARE legal department, and will include scope, budget, schedule, and other necessary items pertaining to the project.

A draft Framework Agreement, including the general terms, service levels and payment terms, is attached as Annex [x]. Bidders must state any exceptions in their proposal; material exceptions may affect the evaluation. Negotiation after selection will be limited to clarifications and minor adjustments.

Any verbal information obtained from, or statements made by representatives of CARE shall not be construed as in any way amending this RFP. Only such corrections or addenda as are issued in writing by CARE to all RFP participants shall be official. CARE will not be tasked with verbal instructions.

4.2 PROJECT PURPOSE AND DESCRIPTION

CARE is issuing this RFP (Request for Proposal) soliciting qualified bidders to submit proposals intended for the [Provision of Printing Service to CARE Rwanda].

This RFP is an invitation to bid, not an offer of contract. Bidders must submit a responsethat complies with the minimum requirements contained herein.

4.3 PROJECT OVERVIEW

CARE is seeking a provider to submit proposals intended for the [Provision of Printing Service to CARE Rwanda]

The resulting agreement will be a two-year, non-exclusive Framework Agreement covering the categories listed below (see ’Framework Agreement Terms and Ordering Procedure’).

Requirements 

Refer to the list below for the required printing services

Framework Agreement Terms and Ordering Procedure

This RFQ is for a two-year Framework Agreement (FWA) for printing, branding and visibility services. The FWA is non-exclusive and does not guarantee any minimum quantity or value. CARE may buy the same or similar items from other suppliers where necessary, for example for urgent requirements or where the FWA supplier cannot deliver.

Indicative annual volumes, based on the last two financial years, are provided in Annex [x] for evaluation purposes only.

Lots [subject to confirmation]: bidders may bid for one or more lots. Lot 1 - IEC, Office and Meeting Materials, Stickers and Labels. Lot 2 - Apparel, Wearables and Promotional Items. Lot 3 - Event, Visibility and Outdoor Signage. Lot 4 - Awards and Recognition. Bidders must quote for all items within each lot they bid for.

Ordering: individual orders will be placed through written Purchase Orders issued by CARE Rwanda. For orders above [threshold], CARE may request quotations from the FWA suppliers of the lot. Only items ordered, delivered and accepted will be paid.

Duration: the FWA runs for two years from signature and may be extended once by written agreement for up to [6] months. CARE may terminate the FWA for convenience with [30] days’ written notice, and immediately in case of fraud, breach or repeated poor performance.

Pricing Instructions

Prices must be quoted in Rwandan francs (RWF) per unit of measure in the specification table, (VAT inclusive), and must include artwork set-up, proofing, packaging and delivery within Kigali.

Where the unit price depends on quantity, bidders must quote for each of the following quantity bands: [1-100; 101-500; 501-1,000; over 1,000].

Any separate charges (for example design or artwork, urgent or express production, delivery outside Kigali, installation) must be listed separately in the price schedule. Charges not listed will not be paid.

Prices shall remain fixed for the initialtwelve (12) monthsof the contract. Thereafter, the vendor may requestone price adjustment per year, subject to submission of adequate supporting justification and a maximum adjustment cap of[X]%. Any price adjustment shall only take effect uponprior written approval by CARE. Further details and conditions regarding price adjustments will be finalized during contract or Framework Agreement (FWA) negotiations with the successful bidder.

in each lot they bid for. Proposals with incomplete price schedules may be rejected.

Service Levels, Quality and Delivery

guide times (from approved artwork and Purchase Order): standard printed materials within [5] working days; apparel, signage and awards within [10-14] working days; urgent orders within [48] hours where feasible (any express surcharge to be stated in the price schedule).

Proofing and branding: the supplier must submit a proof or mock-up for CARE’s written approval before production. Production without approved proof is at the supplier’s risk. Materials must comply with CARE’s brand guidelines and any donor branding and marking requirements notified with the order.

Inspection and remedies: CARE will inspect goods on delivery. Defective, non-conforming or incorrectly branded items must be replaced or reprinted at the supplier’s cost within [5] working days.

Late delivery: CARE may apply liquidated damages of [0.5]% of the order value per day of delay, capped at [10]%, unless the delay is caused by CARE or by a Force Majeure Event.

Delivery: to CARE Rwanda’s offices in Kigali , with a delivery note. Delivery outside Kigali will be on request at the rate stated in the price schedule.

Payment: within [30] days of receipt of goods or services accepted by CARE and a valid invoice matched to the Purchase Order and delivery note. No advance payments will be made.

Performance evaluate: CARE will evaluate supplier performance [quarterly] against on-time delivery, quality (rejection rate) and responsiveness. Persistent under-performance may guide to suspension or termination.

Installation and permits: for signage, billboard and other installation works, the supplier is tasked with [obtaining municipal permits], safe working practices (including work at height) and making good any damage, and provides a [12]-month warranty on installed items.

Additional Compliance Requirements

Sanctions and counterterrorism: by submitting a proposal, the bidder confirms that neither it, its owners, directors nor proposed subcontractors appear on applicable sanctions or terrorism watch lists, and agrees to screening by CARE.

Safeguarding and ethics: the supplier must comply with CARE’s policies on protection from sexual exploitation, abuse and harassment (PSEAH) and on child protection, must not use child or forced labour in its supply chain, and must not offer gifts or hospitality to CARE staff.

Data protection: personal data appearing on materials (for example name badges and certificates) and all artwork files must be treated as confidential, used only to fulfil the order, protected against unauthorized access, and deleted or returned after completion, in line with Law N° 058/2021 on the protection of personal data and privacy.

Subcontracting: only with CARE’s prior written approval; the supplier remains fully tasked with its subcontractors.

Audit and records: the supplier must keep records related to the FWA for [x] years and allow CARE and its donors to audit them.

Where feasible, the supplier should use FSC-certified or recycled paper [optional].

By signing the Bidder’s Declaration, the bidder confirms acceptance of the requirements in this section.

4.4 PROJECT TIMELINE

All bidders are advised to strictly follow the timeline below as noted.

Any technical questions arising during the preparation of your response to this RFP should be submitted in writing via email to(RWA.Procurement@care.org)no later than [September 25, 2026].

Indicative contract signature: [date]. FWA start date: [date]. CARE will notify all bidders of the outcome in writing.

4.5 EVALUATION CRITERIA

CARE will evaluate all proposals based on the following criteria. To ensure consideration for this Request for Proposal, your proposal should be complete and include all of the following criteria:

• Overall Proposal Suitability:proposed solution(s) must meet the scope and needs included herein and be presented in a clear and organized manner
• Previous Work and Awards:Bidders will be evaluated on examples of their work pertaining to the requirement as well as client testimonials and references
• Technical Expertise and Organizational Experience: Bidders must deliver descriptions and documentation of staff technical expertise and experience. Bidders also need to deliver their experiences as an organization which include

but not limited to years of experience, financial stability, expertise, and production capacity (equipment, staffing and turnaround capability).

• Management approach: proposed account management, order and proofing process, quality control, guide times, contingency arrangements for urgent orders and management of subcontractors.
• Value and Cost:Bidders will be evaluated on the cost of their solution(s) based on the work to be performed in accordance with the scope of this project.

CARE will evaluate proposed budgets and pricing after the initial evaluate of the criteria above.*

Preliminary Compliance and Scoring Rules

Preliminary (pass/fail) check: proposals will first be checked for (a) receipt by the deadline and a signed Bidder’s Declaration; (b) valid RDB registration, VAT registration, and RRA and RSSB clearance certificates; (c) a complete price schedule for the lot(s) bid; and (d) samples submitted, where requested. Proposals failing any item will not be evaluated further.

Minimum technical score: only proposals scoring at least [70]% of the technical points ([56] of 80) will have their financial proposals opened.

Technical scoring will use a 0-5 scale per sub-criterion [scoring guide to be added], multiplied by the weights above.

Price evaluation: financial score = (lowest total evaluated price ÷ bidder’s total evaluated price) × 20. The total evaluated price is the sum of unit prices × the reference quantities in Annex [x]. Arithmetic errors will be corrected using unit prices, and abnormally low prices may be rejected if the bidder cannot justify them.

Samples: bidders must submit the samples listed in Annex [x] (for example T-shirt, polo shirt, branded folder, notebook, name badge and pull-up banner) by the submission deadline. Samples will be assessed under Technical Expertise, and the winning bidder’s samples will be kept as the quality reference.

Finalists: CARE may check references and visit production facilities before award.

Award: CARE intends to award the Framework Agreement to [one/up to two] supplier(s) per lot, ranked by total score. The first-ranked supplier will be used first, and the second-ranked as back-up in case of non-performance or unavailability.

5. Application process

The proposals should indicate the following:

• Company profile and detailed CVs of key people to be assigned to the work and Catalogue detailing their delivery processes.
• Evidence of experience in similar printing, branding, or signage assignments, demonstrated by at least three (3) references with contact details or addresses of referees and a minimum of three (3) certificates of similar work completed in the past.
• Technical proposal, including a description of the proposed methodology

detailing how deliverables will be achieved with a clear time frame.

• Financial offer detailing various costs associated with the delivery of the above services, in PDF Format and must be a separate document from the technical offer. Email sharing both technical and financial offer should be the same.
• Data Processing Certificate 
• VAT registration certificate; RDB registration certificate; RRA tax clearance certificate; RSSB tax clearance certificate.Certificates should be valid at the submission date.
• Evidence of at least [3] years’ operation in printing, branding or signage.
• Description of production capacity: own equipment and premises versus outsourced items (with names of subcontractors), staff numbers and typical turnaround times.
• Completed price schedule for the lot(s) bid, in PDF and Excel, in RWF.

Interested bidders are requested to submit their offer not later thanOctober 5 ,2026 at 17:00 (Kigali time, CAT)to the following e-mail address:rwa.procurement@care.org with mention “Provision of Printing Service to CARE Rwanda”.

Kigali, September 23, 2026

Procurement Unit