Sustainable Growers Rwanda
INVITATION TO BID
Title of Tender: Best Agricultural Materials (BAP Tools and Equipments)
Tender Reference Number: SGR/BAP/03-2026
Procurement Method: Open Tender Framework Agreement.
Date of Issue: 06th March 2026
Submission Deadline: 16th March 2026
I. 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 nearly 80,000 women farmers, creating a secondary impact on 320,000 family members.
Sustainable Growers Rwanda extends its interventions to Women Small Holder Coffee Farmers working in 25 cooperatives and grouped into about 1037 teams in Rwanda, Tanzania. Throughout the year, farmers receive different training sessions delivered by Relationship Coffee Women based on seasonal coffee calendar. To facilitate this process, SGR equips Cooperatives and Relationship Coffee Women, and farmer Teams with training materials that are necessary for training and adopting the learned practices by farmers. These Terms of Reference provide the list of input, the unit of measure and their technical specification that guide the procurement process and ensure the delivery of quality input.
In a view to enable the combination of different activities at the same time, these requested inputs are immediately needed to be supplied.
Requested input include exclusively intended to support the delivery of training sessions on Best agricultural Practices among women coffee farmers.
Important note: Samples of each item must be apporved by SGR before awarding a contract to the supplier.
In this perspective, Sustainable Growers is looking for a potential qualified and reputable supplier to provide Best Agricutural Practices Materials and Equipments, as highlihted in terms of reference here below;
Lot 1. Rubber wristbands (bracelets)
Purpose:
The wristbands are intended for use by coffee farmers during coffee harvesting (likely for identification, training participation tracking, or awareness campaigns).
Quantities: 961 Pces are needed including 451Pces Kinyarwanda and 510Pces Kiswahili.
Material & Style
- Material: Rubber (standard wristband material similar to silicone/rubber awareness
bracelets). - Style: Solid band (no breaks in the loop).
Physical Dimensions
- Band Width: 1/2 inch (approximately 12.7 mm).
- Band Color: Maroon 500A and Maroon 500Y
Printing / Text Details
- Font Name: Arial Bold (clear, standard sans-serif).
- Font Color: White (high contrast against Maroon background).
- Text Content (by language group):
- Kinyarwanda: “SOROMA IKAWA IFITE IBARA RIHEBUJE” (meaning roughly “Pick coffee with excellent color”).
- Swahili: “VUNA KAHAWA YA RANGI NYEKUNDU” (Harvest red-colored coffee).
- Following pictures are provided for illustration of materials currently used
Lot 2. Harvesting jacket
Quantity: 340 jackets are needed including 71 in Kinyarwanda and 269 in Kishwahili.
Material & Fabric
- Fabric: 100% polyster material
- Reflective elements: Two horizontal reflective bands for visibility (typically > 5 cm wide), positioned on the chest/abdomen compliant with basic high-visibility safety garment norms.
Logo areas:
- Right side: SGR embroidered or screen-printed logo.
- Front left: Bloomberg Philanthropies logo (embroidery or print).
Color
Primary color: Maroon 500A and Maroon 500Y. The reflective strips are in high-visibility gray to stand out against Maroon.
Design & Visibility Features
- Two horizontal reflective stripes: Positioned across torso for enhanced visibility under headlights/low light common in safety vests/jackets.
- Logo placement: Usually screen printed durable and weather-resistant.
Sizing & Fit
- Offered in multiple sizes to suit field staff and farmers (small to XXXL) for ease of movement.
Pictures of jackets currently used
Lot 3:
Item 1. Pruning shears
Quantity: 80 secateurs
Specifications:
Shape: Beak Blade
Material: Stainless Steel
Handle Material: Steel
Folded: Unfolded
Finishing: PTFE Coated
Note: Below picture is for illustration purpose
Item 2. Sandak gumboots
Quantity: 120 pairs
Specifications:
- Brand: Sandak Gumboot
- Material: Lightweight PVC for casual waterproof use
- Outsole: Simple tread for home and wet surfaces
- Height: Mid-calf design for comfort and flexibility
- Lining: Smooth, fast-dry interior finish
- Waterproofing: Fully sealed for splash protection
- Weight: Lightweight for daily wear and removal
- Size: 30 paires of 40”, 60 pairs of 41”, and 30 pairs of 42”
Below picture is for illustration purpose
Item 3. Long Rain coat
Quantity: 120 pieces
Speficiations:
- Ultra-Lite Rain Suit Women Durable Protective Rainwear Waterproof Raincoat Rain Gear for Farming, Hiking, portable & light-weighted packaging
- High-quality materials: Reinforced EVA material to resist tearing and tearing. At the same time, tight stitching to ensure 100% waterproof and can resist wind and heavy rain.
- Durable and portable, tear resistant and lightweight. Soft material, comfortable to wear. Easy to fold in small size and keep in backpack for emergency.
The picture below serves for illustration purpose
2. GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS.
1. 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 any standard certifications of the company, and how the supplier ensure compliance with health, safety, as well as any local and international regulations related to motor vehicles.
2. Other Requirements:
- Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes and costs related to delivery to Sustainable Growers Rwanda offices, where applicable
- Prices shall not change for the duration of the contract.
3. STANDARD PROVISIONS
3.1. 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
3.2. 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 RFQ
- Inappropriately influence this Procurement Process.
- Enter an arrangement with any other party that such party shall refrain from submitting a tender response.
- Enter 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
3.3. 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 and cost-based selection method in accordance with SGR procedures. Sustainable Growers 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 RFQ, 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.
3.4. 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.
3.5. 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 of any cost you incurred during the preparation of this procurement, irrespective of whether or not your tender response is successful.
3.6. 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 support of, and/or in collaboration with Sustainable Growers.
3.7. 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.
3.8. RFQ Validity period
The bid validity period shall be 60 days.
4. GUIDELINE FOR BID SUBMISSION.
Interested and qualified companies must submit their bid documents electronically
via: recruitment@sustainablegrowers.org not later than 16th March 2026 at 5:00
PM (17h00) 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 by 12th March 2026, 05:00pm.
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 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 6th March 2026
Jimmy Gahima.
Execuitve Director
Sustainable Growers Rwanda.