Tender Notice for Provision of Photography and Videography Services to Sustainable Growers Under Framework Agreement

SUSTAINABLE GROWERS RWANDA 

P.O BOX 864 Kigali, Rwanda

INVITATION TO BID.

Title of Tender: Provision of Photography and Videography Services to Sustainable Growers Under Framework Agreement. 

Tender Reference Number: PPVS/PT/26/06/2026

Procurement Method: Open Tender

Date of Issue: 26th June 2026

Submission Deadlines: 5th July, 2026

INTRODUCTION. 

Sustainable Growers is a non-governmental organization (NGO) that specializes in innovative coffee cultivation training techniques for smallholder women coffee farmers, with the goal of increasing their visibility in the coffee supply chain. Bloomberg Philanthropies has supported Sustainable Growers since its inception. This partnership along with the commitment of the governments of Rwanda, the Democratic Republic of Congo, and Tanzania has transformed the lives of over 77,000 women farmers, creating a secondary impact on over 341,000 family members." As SGR grows its presence across the region and engages with international partners, government stakeholders, and the global coffee community, the availability of consistent, high-quality, and professionally produced video and photography content is critical to maintaining brand integrity, enhancing visibility, and strengthening organisational credibility.

SGR is seeking to engage a single, reliable supplier to deliver comprehensive video and photography production services for use across events, corporate communications, office operations, field activities, stakeholder engagement, and promotional campaigns.

I. OBJECTIVES 

The objective of this procurement is to detect and contract a qualified service provider capable of delivering professional photography and videography services across SGR's operational activities, ensuring:

• Consistent, high-quality visual content aligned with SGR's brand guidelines and communications strategy
• Authentic and dignified representation of women farmers, cooperatives, and field activities
• Timely delivery of edited photo and video assets for use across digital, print, and broadcast platforms
• Capacity to cover both planned events and ad hoc field assignments across Rwanda, DRC, and Tanzania
• Flexibility to accommodate varying content formats and platform-specific requirements

II. SCOPE OF WORK 

The selected service provider shall be capable of delivering services across the following categories. SGR reserves the right to add or remove categories based on operational needs.

Event Coverage 

Field and Farmer Documentation 

Institutional and Communications Content

Post-Production Services 

Deliverables 

The selected service provider shall be required to:

• Deliver fully edited photo galleries within five (5) working days of each assignment, unless otherwise agreed
• Deliver edited video content within ten (5) working days of each assignment, unless otherwise agreed
• Deliver same day photos and videos for events that require same-day publication 
• deliver both high-resolution and channel-optimized versions of all photo assets for use across digital, print, web, and social media channels. 
• deliver video files in formats compatible with social media, broadcast, and presentation use
• Ensure all content conforms to SGR brand guidelines and communications standards as provided by SGR
• Obtain signed consent forms from all individuals featured in photography and video content, particularly farmers and community members
• Deliver raw files upon SGR's request
• keep a secure backup of all deliverables for a minimum of six (6) months following each assignment
• Attend pre-assignment briefings to align on content objectives, key moments, and messaging priorities

Eligibility Criteria 

Interested service providers must demonstrate the following:

• Detailed technical specifications of equipment and production capacity
• Financial proposal with transparent pricing per action 
• Quality assurance and post-production processes
• Evidence of experience in documentary, NGO, or development sector photography and videography

The following administrative documents should also be provided:

• Copy of certificate of incorporation from RDB indicating company shareholders
• Valid tax clearance certificate from Rwanda Revenue Authority (RRA)
• Valid Social Security clearance certificate from RSSB
• Minimum of five (5) years of professional experience; at least three (3) original or notarized client references required
• Confirmation that the bidder has an Electronic Billing Machine (EBM)
• Summary of company profile and any relevant certifications or professional memberships

Proposal Submission Requirements 

Interested service providers are required to submit the following:

Technical Proposal

• Company or individual profile and registration documents
• Portfolio of previous work (minimum 5 samples across different assignment types, including at least one video production)
• List of three (3) client references with contact details
• Description of equipment, production capacity, and post-production workflow
• guide time commitments by assignment type
• Team composition and CVs of at least three key personnel (Senior Photographer, Senior Videographer, Creative Director/Project guide)

Financial Proposal

• Day rate and half-day rate for photography and videography (separately)
• Per-deliverable pricing for post-production services
• Travel and logistics costs for field assignments
• Volume discount structure for retainer or multi-assignment engagements
• Payment terms
• Validity period of the quoted prices

Evaluation Criteria 

CONTRACT & ENGAGEMENT TERMS

The selected service provider will enter into a framework agreement with SGR for an initial period of one (1) year, renewable subject to satisfactory performance. The agreement will not guarantee a minimum number of assignments but will establish agreed pricing, quality standards, and delivery terms for the duration of the contract.

SGR reserves the right to engage additional service providers for specific assignments if the contracted provider is unable to meet quality or delivery requirements for any given engagement.

STANDARD PROVISIONS

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

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 a bidder must disclose any relation with a staff member.

Sustainable Growers Rwanda encourages all bidders to perform 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 in relation to this Procurement Process
• Obtain information from any employees, agents or advisors of Sustainable Growers Rwanda concerning this Procurement Process other than as set out in these RFQ Conditions

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

• Is currently blacklisted by the Rwanda Public Procurement Authority or Sustainable Growers Rwanda itself
• Has received corruption-related convictions in Rwanda or elsewhere
• Has unresolved disputes with previous service contracts
• Is in bankruptcy proceedings
• Is excluded under applicable regional or international conventions
• Submits 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

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. The best bidder will be chosen through a quality cost-based selection method in accordance with SGR procedures. Sustainable Growers Rwanda may perform 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.

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.

Tender Costs

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

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 assist of and/or in collaboration with Sustainable Growers.

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.

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 5th July 2026 at 5PM 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 not later than 2nd July 2026 at 5PM local time.

Only the written answers issued by Sustainable Growers Rwanda will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Sustainable Growers Rwanda or any other entity should not be considered as an official response to any questions regarding this RFQ.

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 deliver supplementary information or clarifications 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 26th June 2026.

Christine Condo 

Chief Executive Officer - Sustainable Growers