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 provide 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 identify 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
| Service | Specification Notes |
| Conference and workshop photography | Full-day coverage; high-resolution images; edited and categorised by session |
| Event videography | Full-day coverage; highlight reel and full-length edits |
| Panel and speaker documentation | Individual and group shots; candid and staged |
| Ceremony and award coverage | Key moments; dignified and brand-aligned framing |
| Exhibition and booth coverage | Product, people, and environment shots |
| Same-day content delivery | For events and activations where required; select edited photos and short-form video content delivered within hours of capture for immediate use on social media or live communications |
Field and Farmer Documentation
| Service | Specification Notes |
| Cooperative farm photography | On-location; natural light preferred; farmer-centred storytelling |
| Training and capacity-building sessions | In-field and classroom settings |
| Coffee production process documentation | From farm to processing; sequential storytelling |
| Community and farmer portrait series | Individual and group; dignified; consent-compliant |
Institutional and Communications Content
| Service | Specification Notes |
| Staff and leadership portraits | Studio-quality; branded backdrop optional |
| Office and facility photography | Interior and exterior; environmental storytelling |
| Campaign and social media content | Platform-optimised; vertical and horizontal formats |
| Donor and partner visit documentation | Accompanied field visits; candid and formal coverage |
| Testimonial video production | Farmer and staff testimonials; subtitled; edited |
| Brand and product photography | Coffee product photography; packaging; lifestyle shots |
Post-Production Services
| Service | Specification Notes |
| Photo editing and retouching | Colour correction; cropping; brand-consistent treatment |
| Video editing | Multi-format edits; colour grading; subtitling; music |
| Graphic overlays and motion graphics | Lower thirds; title cards; branded intros and outros |
| Asset organisation and delivery | Categorised folders; high-resolution and web-optimised versions |
| Raw file archiving | Delivery of raw files upon request |
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
- Provide both high-resolution and channel-optimized versions of all photo assets for use across digital, print, web, and social media channels.
- Provide 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
- Maintain 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
- Lead time commitments by assignment type
- Team composition and CVs of at least three key personnel (Senior Photographer, Senior Videographer, Creative Director/Project lead)
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
| Criterion | Weight |
| Technical capacity and portfolio quality | 30% |
| Range of products and services offered | 20% |
| Pricing competitiveness and transparency | 25% |
| Lead times and delivery reliability | 15% |
| Experience with NGOs or development sector | 10% |
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 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 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 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.
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 responsible for 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 responsible for 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 support 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 provide 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