Tender Notice for Provision of Print Services to Sustainable Growers Under Framework Agreement

SUSTAINABLE GROWERS RWANDA 

P.O BOX 864 Kigali, Rwanda

INVITATION TO BID.

Title of Tender: Provision of Print Services to Sustainable Growers Under Framework Agreement. 

Tender Reference Number: PPS/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 printing production services for use across events, corporate communications, office operations, field activities, stakeholder engagement, and visibility campaigns.

OBJECTIVES 

The objective of this procurement is to detect and contract a qualified supplier capable of producing and delivering the full range of SGR branded print materials, including but not limited to:

• Consistent quality and adherence to SGR brand guidelines across all items
• Timely delivery of materials for planned and ad hoc events
• Competitive pricing with transparent cost structures
• Capacity to manage both small and large volume orders
• Ability to accommodate custom specifications and new product categories as needed

SCOPE OF WORK 

The selected supplier shall be capable of producing materials across the following categories. SGR reserves the right to add or remove categories based on operational needs.

Print Collateral & Publications

Apparel & Wearables

Event & Conference Materials

Field & Farmer-Facing Materials

Office & Operational Materials

Deliverables 

The selected supplier shall be required to:

• keep a current product and pricing catalogue annually and made available to SGR upon request
• deliver design proofs (digital mockups) for approval before production of any item
• Deliver all materials within agreed guide times; standard orders within 10 working days and urgent orders within 5 working days where possible
• Ensure all materials conform to SGR brand guidelines (colour, logo placement, typography) as provided by SGR
• Package and deliver materials safely to SGR offices or event venues as specified
• deliver replacement or reprint for items that do not meet agreed specifications at no additional cost
• Issue itemised invoices and delivery notes for all orders

Eligibility Criteria 

Interested suppliers must demonstrate the following:

• Detailed Technical Specifications
• Financial proposal 
• Quality assurance measures

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

• 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
• Must have an experience of not less than five years, at least (3) original or notarized references required
• A confirmation that the bidder has Electronic Billing Machine [EBM]
• A summary of the company profile and any standard certifications

Proposal Submission Requirements 

Interested suppliers are required to submit the following:

Technical Proposal

• Company profile and registration documents
• Portfolio of previous work (minimum 5 samples across different material categories)
• List of three (3) client references with contact details
• Description of production capacity and quality control processes
• guide time commitments by material category

Financial Proposal

• Unit pricing for all items listed (minimum order quantities where applicable)
• Volume discount structure
• Delivery and logistics costs
• Payment terms
• Validity period of the quoted prices

Evaluation Criteria 

Contract & Engagement Terms 

The selected supplier 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 order volume but will establish agreed pricing, quality standards, and delivery terms for the duration of the contract.

SGR reserves the right to engage additional suppliers for specific items if the contracted supplier is unable to meet quality or delivery requirements for any given order.

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 also 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 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 convictions 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

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 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. It is anticipated that the award will be made solely on the basis of the original proposals. 

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 preparation of your tender response and for all costs and expenses incurred in preparation of the tender response. Sustainable Growers Rwanda will not be tasked with any cost you 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 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 26th June 2026.

Christine Condo 

Chief Executive Officer - Sustainable Growers