SUSTAINABLE GROWERS RWANDA

P.O BOX 864 Kigali, Rwanda

INVITATION TO BID

Item	Detail
Title of Tender	Supplying of domestic animals as part of Sustainable Growers Rwanda Premium Sharing Rewards (PSR) activity
Tender Reference Number	PSR/RWA/10/2026
Procurement Method	Open Tender
Date of Issue	27/10/2026
Submission Deadline	10/11/2026, 5:00 PM (17h00) local time

I. INTRODUCTION

Sustainable Growers Rwanda (SGR) is a non-governmental organization 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. Sustainable Growers’ initiatives have transformed the lives of over 77,000 women farmers, creating a secondary impact on over 341,000 family members in Rwanda, Democratic Republic of the Congo, and Tanzania.

Through the Premium Sharing Rewards (PSR) programme, SGR publicly recognizes and rewards women coffee farmers who have acquired knowledge, applied SGR-promoted technologies and improved the well-being of their families. In this perspective, SGR is looking for qualified bidders to supply female breeding livestock (goats, heifers and piglets) for the PSR and farmers’ graduation under a supply contract. This pack sets out the technical specifications and the bill of quantities that every bidder must complete and return with its bid. Suppliers based in the award regions, including women-owned businesses and cooperative enterprises, are encouraged to bid.

II. GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS

1. The bidder shall send the following documents:

• Detailed Technical Specifications, including a photo of each animal offered 
• Financial proposal 
• Quality assurance measures: all guidelines from the Ministry of Agriculture regarding the specifications and distribution of the animals must be observed. Every animal supplied must:
  • Be clinically healthy, free from any visible signs of disease or deformity;
  • Have no history of contagious diseases;
  • Have an official government veterinary health certificate issued by a licensed veterinarian;
  • Be vaccinated against major endemic diseases and accompanied by a vaccination card.

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

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. Proof of experience of not less than five years, with at least three (3) original or notarized references
5. A confirmation that the bidder has an Electronic Billing Machine (EBM)
6. A summary of the company profile and any standard certifications
7. Bid security of 2,000,000 RWF from a reputable financial institution

3. Other requirements:

• A detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes and costs related to delivery to the SGR operational areas listed in Section 3.2.
• Prices shall not change for the duration of the contract.

Service Quality

• The awarded contractor is expected to supply required animals in the required quality and quantity, and on time.
• The awarded contractor must assign sufficient supporting staff, and a focal person in particular, to accommodate SGR requests.
• The awarded contractor shall give each awardee a short briefing on the basic care, feeding and health of the animal at handover, on the date arranged with SGR.
• SGR requires validation of animal requirements indicated in this pack before contract award.

III. TECHNICAL SPECIFICATIONS 

3.1 Scope of Supply

The scope of the supply of female breeding livestock required for this bid includes the following:

• Supply of local breed female goats: 14 animals
• Supply of crossbreed heifers: 14 animals
• Supply of local breed female piglets: 14 animals
• Transport: transport and delivery to SGR operational areas (North, South, East and Western Provinces)

All animals must be of the breed type specified below and sourced locally within the province to which they are allocated. Goats and heifers must be of insemination (breeding) age and not pregnant; piglets must be weaned (Section 3.5).

3.2 Distribution per Species and districts

Region	Goats	Heifers	Piglets
Western Province (Rusizi, Karongi and Rutsiro)	4	4	4
Northern Province (Gakenke and Gicumbi)	3	3	3
Southern Province (Huye and Nyaruguru)	5	5	5
Eastern Province (Kayonza and Kirehe)	2	2	2
Total	14	14	14

Local sourcing rule: Animals allocated to a region must be bought from farms or livestock markets within that same Province. Animals moved in from another province or country will be rejected. The bidder must state the farm or market of origin and the owner’s national ID for each animal.

3.3 Specification: Local Breed Female Goat

Reference breed: Small East African goat (local Rwandan goat). Small to medium frame, short smooth coat, small upright or semi-erect ears, straight face. 

Parameter	Specification
Breed	Pure local/indigenous type; no visible exotic crossbreeding
Sex and age	Doe, 8 to 12 months, at insemination age
Live weight	Minimum 20 kg with good frame development
Reproductive status	Not pregnant, never served, normal external genitalia, at least two functional teats
Physical condition	Alert and active, bright eyes, clean coat, sound legs and hooves; no lameness, mastitis, external parasites or abscesses
Identification	Unique ear tag per animal, recorded on the certificate
Minimum vaccination and treatment record	PPR (peste des petits ruminants) and other vaccines in the current RAB schedule (e.g., goat pox, anthrax); deworming and tick-control dates

3.4 Specification: Crossbreed Heifer

Reference type: Ankole/local dam crossed with an exotic dairy or dual-purpose breed (e.g., Friesian, Jersey, Sahiwal). Medium to large frame, shorter or smaller horns than pure Ankole (or polled), reduced or absent hump, mixed coat (black and white, brown, red or patched), developing udder.

Parameter	Specification
Breed	Cross breed (local Ankole x exotic); the bidder must declare the cross and approximate exotic blood level for each animal. Pure exotic animals and pure local animals are not acceptable.
Sex and age	Heifer, 18 to 24 months, at insemination age
Live weight	Minimum 200 kg (heart-girth tape estimate recorded)
Reproductive status	Not pregnant (confirmed by rectal palpation or ultrasound), never served, normal vulva and udder development
Physical condition	Alert, sound legs and hooves; no lameness, lumpy skin lesions, heavy tick load or wounds; clear eyes and nostrils
Identification	Unique ear tag per animal, recorded on the certificate
Minimum vaccination and treatment record	FMD, lumpy skin disease, anthrax and blackleg; Brucella S19/RB51 (calfhood) where applicable; deworming and acaricide dates

3.5 Specification: Local Breed Female Piglet

Reference breed: Indigenous/local Rwandan pig. Small to medium frame, mostly black or dark coat, longer snout, bristly hair, semi-erect ears.

Parameter	Specification
Breed	Local/indigenous type; no obvious Large White or Landrace crossing
Sex and age	Female piglet, weaned, 2 to 3 months old
Live weight	Minimum 10 kg
Reproductive status	At least 12 well-spaced teats, normal vulva
Physical condition	Alert, good appetite, sound legs and feet; no skin lesions, respiratory signs, mange or lice
Identification	Unique ear tag or ear notch per animal, recorded on the certificate
Minimum vaccination and treatment record	FMD and swine erysipelas per the RAB schedule; deworming and ectoparasite treatment dates

3.6 Mandatory Documentation per Animal

Each animal must be delivered with all of the following. An animal without complete documents will be rejected.

1. Official government veterinary health certificate, signed and stamped by a District or Sector Veterinary Officer (RAB or Ministry of Agriculture authorized). It must be dated no more than 14 days before delivery and show the animal ID, species, breed, age, sex, owner, region of origin and test results, and declare the animal clinically healthy and fit for breeding and transport.
2. Vaccination card showing vaccines, dates, batch numbers and veterinarian signature, matching the animal ID.
3. Animal movement permit from the point of origin to the delivery point.
4. Seller’s declaration of ownership and no history of contagious disease in the herd.

3.7 Transport and Delivery

• Animals must be transported humanely in clean, well-ventilated vehicles with non-slip flooring.
• Avoid long transport hours or overcrowding (maximum 10 goats per 1.5 m x 2.5 m pen area).
• Species must not be mixed during transport. Females must not be mixed with males or aggressive animals.
• Provide adequate water and rest stops if the journey exceeds 3 hours.
• Animals must be delivered to the venue of the regional ceremony in each province on the ceremony date (Western Province 01/12/2026, Southern Province 08/12/2026, Northern Province 10/12/2026, Eastern Province 15/12/2026), or to another point in the same province that SGR confirms in writing at least 7 days before.

3.8 Inspection and Acceptance

• A joint inspection by SGR and a veterinary officer takes place at delivery, checking age, weight, body condition, non-pregnancy, identification and a match between each animal and its documents.
• Any animal that fails the specification or lacks complete documents is rejected and replaced by the contractor at its own cost within 7 days.
• A 30-day observation period applies after delivery. During this period, the contractor shall replace, at its own cost and within 7 days, any animal that dies or falls sick from a condition that existed before delivery.

IV. FINANCIAL OFFER (SPECIFIC PRICING GUIDELINE)

All prices must be in Rwandan Francs (RWF), tax inclusive, and include all costs related to transport and delivery to SGR operational areas. Prices shall not change for the duration of the contract.

4.1 Summary Bill of Quantities:

SN	Category	Specifications	Unit	Qty	Unit price tax inclusive (RWF)	Total cost (RWF)
01	Domestic animal: Local breed female goat	Doe, 8 to 12 months, min. 20 kg, not pregnant (Section 3.3)	Head	14
02	Domestic animal: Crossbreed heifer	Heifer, 18 to 24 months, min. 200 kg, not pregnant (Section 3.4)	Head	14
03	Domestic animal: Local breed female piglet	Weaned female piglet, 2 to 3 months, min. 10 kg (Section 3.5)	Head	14
GRAND TOTAL Rwf (tax inclusive)

Note: The quantities indicated in the table above are maximum; SGR has the right to downsize the quantity before awarding the supplier the contract.

5. STANDARD PROVISIONS

5.1. 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 

5.2. 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 tender 
• 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 tender conditions) or from another potential supplier or another tender response,

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 a bid that is received after the submission deadline
• Submits a bid that contains omissions, gaps, misrepresentations, errors and/or uncompleted sections
• Submits a bid with handwritten amendments not initialled by the authorized signatory
• Submits a bid that contains ambiguous information that might mislead the tender evaluators
• Submits a bid that is not consistent with the provisions set out in this tender

5.3. Evaluation Criteria and award

The agreement will be signed between Sustainable Growers Rwanda and the bidder whose offer follows the tender 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 and cost-based selection method in accordance with SGR procedures. Sustainable Growers Rwanda 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 tender, 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. 

5.4. 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.

5.5. 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 for any cost you incurred during the preparation of this procurement, irrespective of whether or not your tender response is successful. 

5.6. Confidentiality and Information Governance

All documents related to this tender 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.

5.7.Notification of tender award 

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

5.8. Bid 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 10th November 2026 at 5:00 PM (17h00) local time. Late bids will be automatically rejected.

Questions regarding the technical or administrative requirements of this tender may be submitted by email to: recruitment@sustainablegrowers.org  by 5th November 2026 at 5:00 PM.

Only the written answers issued by Sustainable Growers Rwanda will be considered official and carry weight in the tender 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 tender.

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 27th October 2026

Christine Condo

Chief Executive Officer 

Sustainable Growers