REQUEST FOR PROPOSAL (RFP)

FOR THE SUPPLY AND DELIVERY OF POST-HARVEST HANDLING AND STORAGE MATERIALS FOR YOUTH COOPERATIVES

1. BACKGROUND AND INTRODUCTION

World Relief is a global Christian humanitarian organization operating in Rwanda since 1995.

World Relief Rwanda is implementing the Powering Rural Youth (PRY) Project across 20 districts in the Northern, Southern, and Western Provinces of Rwanda. The project aims to contribute to the creation of dignified and fulfilling employment opportunities for youth within Rwanda’s agri-food systems.

As part of efforts to reduce post-harvest losses and improve market access for youth cooperatives, World Relief Rwanda intends to facilitate access to standardized post-harvest handling and storage materials for youth cooperatives engaged in the production of maize, beans, Irish potato, chili, fresh/green beans, onions, tomato, cabbage, egg plants, amaranths, and other vegetables.

World Relief Rwanda hereby invites eligible and qualified suppliers to submit request for proposal (RFP)for the supply and delivery of post-harvest handling and storage materials under the PRY Project.

2. OBJECTIVE OF THE REQUEST FOR PROPOSAL 

The objective of this RFP is to identify competent and experienced suppliers capable of supplying and delivering high-quality, durable post-harvest handling materials to youth cooperatives located across the project intervention districts.

Suppliers demonstrating environmentally sustainable manufacturing practices and use of recyclable materials will be favorably considered.

3. SCOPE OF SUPPLY AND SERVICES

The successful bidder(s) shall be required to:

- Supply post-harvest handling materials in accordance with the technical specifications provided under Section 4 of this RFP document;

- Deliver the materials to designated project sites across the 20 districts of intervention under Section 5 of this RFP document;

- Conduct inspection and handover of delivered materials to cooperative representatives;

- Provide on-site training to end-users (youth cooperatives) covering proper use of weighing scales, grading trays, packing methods, stock recording using ledgers, and basic operation of digital inventory tools;

- Provide user guidance materials and simple maintenance instructions;

- Replace defective materials, particularly weighing scales and digital tools, within the warranty period.

Bidders may submit bids for one or more item categories. However, bids covering only part of the quantity within a category shall not be accepted. World Relief Rwanda reserves the right to award one or multiple contracts based on the evaluation results and project needs. 

4. CATEGORIES, TECHNICAL SPECIFICATIONS, AND QUANTITIES OF POST-HARVEST MATERIALS

Item	Quantity	Minimum Technical Specifications
Weighing scales	120	Digital, 100Kg Minimum Capacity, durable for field use, accuracy ±0.1kg, with tare function for digital models. Digital models shall include a tare function, clear display, rechargeable power supply, and robust construction suitable for field and warehouse operations.
Grading trays	120	Perforated food-grade plastic, stackable, dimensions approx. 60x40x10cm, with handles
Sacks	1500	Woven White polypropylene bag/Sacks for grains like Use for: Maize, Beans and Soya. 50–100kg capacity, Net Weight 50kg-100Kg, UV treated, with printing area for labeling. Industrial use: Agriculture
Crates	240	Plastic ventilated stackable and nestable Crates, manufactured from virgin UV-stabilized HDPE or PP, with approximate dimensions of 400 × 300 × 300 mm and a minimum load capacity of 30 kg. Crates shall have perforated sides and base for ventilation, reinforced construction for durability, ergonomic handles, and be suitable for repeated use under field, transport, warehouse, and cold-storage conditions.
Reinforcedplastic tarpaulin (Sheeting)	120	Waterproof, rot proof and UV resistant; Reinforced plastic tarpaulin in 4m x 5m or 4m x 6m sheet developed and designed for long outdoor use in all climates; Made of woven high-density black polyethylene (HDPE) fibers, warp x weft, laminated on both sides with low density polyethylene (LDPE) coating.
Ledgers	240	Hardbound record books, 100+ pages, with pre-printed columns for date, produce type, quantity in/out, sales, balance, and buyer name
Basic digital inventory tools	240	Handheld tally counters plus a simple digital inventory tracking tool in Excel and/or mobile-based format capable of recording stock received, stock issued, balances, and sales transactions.
Plastic meshbag (packagingpotatoes)	2000	Product: PP mesh bag; Material: PP; Color: Orange, yellow or red; Specification: 45 x 75 cm; Type: Tubular; Application: Packaging Irish potatoes; Top: With drawstring; Capacity: 25- 35 Kg; Packaging: 2000Pcs / bale

5. DISTRIBUTION OF POST-HARVEST MATERIALS BY PROVINCE AND DISTRICT

Province	Districts Covered	Number of Cooperatives Supported	Allocation of Complete Sets per District
Northern Province	Gakenke, Rulindo, Gicumbi, Musanze, Burera	To be determined	To be determined
Southern Province	Kamonyi, Muhanga, Ruhango, Nyanza, Gisagara, Huye, Nyamagabe, Nyaruguru	To be determined	To be determined
Western Province	Rusizi, Nyamasheke, Karongi, Ngororero, Nyabihu, Rubavu, Rutsiro	To be determined	To be determined

Note: Delivery shall be made directly to designated beneficiary cooperative sites within the PRY project intervention districts.

Detailed district allocations, beneficiary locations, and delivery schedules shall be provided to interested bidders upon request and to the successful bidder during contract implementation.

6. SUBMISSION REQUIREMENTS AND MANDATORY DOCUMENTS

Interested bidders shall submit their RFP in a sealed envelope clearly marked:

"RFP – Supply of Post-Harvest Handling and Storage Materials – Ref No. WRR/PH/2026"

The RFP submission shall contain the following mandatory documents arranged in the order below:

1. Application letter addressed to the Country Director, World Relief Rwanda;
2. Certificate of company registration;
3. Valid RRA Tax Clearance Certificate;
4. Company profile including organizational structure and key technical staff;
5. Evidence of relevant experience in supply of agricultural post-harvest equipment, handling materials, or similar supplies;
6. At least three (3) completion certificates for similar assignments accompanied by corresponding contracts or purchase orders;
7. Signed commitment letter confirming ability to complete delivery and training within twenty-one (21) calendar days from contract signature;
8. Manufacturer authorization letters or dealership certifications for weighing scales and digital inventory tools (where applicable);
9. Warranty commitment statement (minimum 6 months for scales and digital tools; 3 months for crates and cartons);
10. Technical proposal including:

- Delivery methodology and schedule;

- Quality assurance and inspection plan;

- Training plan for cooperatives;

- Material durability and suitability demonstration;

11. Financial proposal (separately sealed or clearly separated within the envelope), indicating:

- Unit prices in RWF inclusive of taxes;

- Total price per item category;

- Delivery and training costs;

- Proposed payment terms;

12. Proof of physical operational presence in Rwanda (office, warehouse, or service center).

7. REQUIRED EXPERIENCE AND TECHNICAL CAPACITY

Interested bidders must demonstrate:

- Proven experience in supply and delivery of post-harvest handling equipment, agricultural inputs, or related materials;

- Technical capacity to deliver to remote rural locations across 20 districts;

- Availability of qualified personnel for training delivery (at minimum, two trainers with experience in post-harvest management);

- Ability to provide basic user guidance in Kinyarwanda and English or French;

- Demonstrated financial capacity to deliver the assignment without advance payment, as payments shall be output-based and linked to delivery and training milestones.

8. AFTER-SALES SUPPORT, WARRANTY, AND TRAINING REQUIREMENTS

8.1 The mandatory service package shall include:

Service	Requirement
Delivery	Full delivery to each beneficiary cooperative site (sites spread across 20 districts)
Training	One-day on-site training per cooperative covering: weighing and grading, proper packing, use of ledgers and digital inventory tools, basic loss recording
User materials	Simple illustrated user guides in Kinyarwanda
Warranty	6 months for weighing scales and digital tools (parts and labor); 3 months for crates, tarpaulins, grading trays, and other supplied materials against manufacturing defects.
After-sales support	Replacement of defective scales or digital tools within 14 days of notification; spare parts availability for scales

Bidders must provide a detailed after-sales service plan including response timelines and replacement procedures.

8.2 World Relief Rwanda reserves the right to inspect, test, and verify all materials upon delivery. Any item found not to comply with the required specifications, approved samples, or quality standards may be rejected and shall be replaced by the supplier at no additional cost to World Relief Rwanda.

8.3 World Relief Rwanda may request samples of selected items before contract award or prior to bulk delivery for quality verification purposes. Failure of samples to meet the required specifications may result in disqualification or rejection of the supplied materials.

9. SUBMISSION METHOD AND DEADLINE

RFP submissions shall be delivered to:

World Relief Rwanda

Kacyiru Sector, Gasabo District

KG 5 Avenue, House No. KG 5 Ave 107A

Kigali, Rwanda

Submission Deadline:

June 22, 2026 at 11:00 AM Kigali Time

Late submissions shall not be accepted.

Bid opening shall take place immediately after the submission deadline in the presence of bidders or their authorized representatives who choose to attend.

10. EVALUATION CONSIDERATIONS

The evaluation process shall follow a two-stage approach:

Technical Evaluation Criteria	Weight
Relevant Experience in Similar Assignments	15%
Quality of Technical Proposal and Delivery Methodology	15%
Logistics and Distribution Capacity	10%
Training Approach and User Support Plan	10%
Warranty and After-Sales Support	10%
Technical Compliance with SpecificationsFinancial Evaluation-Cost competitiveness:	10%30%
Total Financial & Technical Score	100%

World Relief Rwanda reserves the right to conduct reference checks, due diligence reviews, and site visits where necessary.

11. CONTACT DETAILS FOR CLARIFICATIONS

All requests for clarification regarding this RFP must be submitted in writing to:

Email: WRRwanda@wr.org

Subject Line: "RFP for post-harvest handling materials"

Deadline for Clarification Requests: 

June 18, 2026 at 11:00 AM Kigali Time

12. GENERAL PROVISIONS AND ETHICAL STANDARDS

World Relief Rwanda reserves the right to accept or reject any proposal, wholly or partially, and is not bound to award the contract to the lowest-priced bidder.

World Relief Rwanda maintains zero tolerance against fraud, corruption, collusion, coercion, bribery, and unethical procurement practices. Any attempt to influence the procurement process shall result in automatic disqualification.

Done at Kigali, on June 16, 2026

Yours sincerely,

Clemence Nkulikiyinka

Country Director

World Relief Rwanda