SUSTAINABLE GROWERS RWANDA
P.O BOX 864 Kigali, Rwanda
INVITATION TO BID
Title of Tender:Provision of Sound System, Audio-Visual Production Equipment including LED Screens and displays, and Fundraising Technology Services for the GCC Conference, Welcome Dinner (in Kigali), and Fundraising Dinner (in Kigali)
Tender Reference Number: PT/SS/10/2026
Procurement Method: Open Tender
Date of Issue: 2 Sept 2026
Submission Deadline: 12 Sept 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 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.
Sustainable Growers is seeking to engage a single, reliable supplier to provide comprehensive sound, audio-visual, event production, and fundraising technology services, including LED screens, a sound system, small screens, projection mapping, on-site technical support, and fundraising technology (a live pledge dashboard, QR donation system, auction platform, and registration system), for use in the GCC flagship events.
II. GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS.
The objective of this tender is to identify a professional and experienced company to provide Sound System, Audio-Visual Production Equipment including LED Screens and displays, and Fundraising Technology Services during for a conference for Sustainable Growers Rwanda.
1.The bidder shall send the following documents:
- Detailed supplier profile highlighting experience in providing Sound System and Professional Sound Engineer
- Example of past work (portoflio) including list of clients and types of events covered (especially international or high-profile events)
- Team composition (list of key personnel)
- Profile/CV of the proposed sound engineer
- Contingency plan for equipment failure
- A detailed, all-inclusive financial quotation in Rwandan francs, showing the total package price, staffing costs by role, preparatory costs, communication, transport in Kigali, meals, overtime or extended-hour rates, taxes and any other charge.
- Quotation validity period, payment terms and clear confirmation of availability for the full assignment
Pricing instruction: The quotation must be complete and all-inclusive. Any assumption, exclusion or optional item must be stated separately. SGR will not accept unapproved hidden or post-award charges and will not cover any additional costs for the bidder.
2.The following administrative documents should also be provided along with the requirements above mentioned:
- Registration certificate from RDB
- Valid tax clearance certificate from Rwanda Revenue Authority [RRA]
- Valid Social Security clearance certificate from RSSB, if applicable
- Evidence of at least three (3) years' experience providing sound, audio-visual, DJ, and/or event technology production services for conferences, galas or similar events, with at least three (3) reference contacts
- A confirmation that the bidder has Electronic Billing Machine [EBM]
- Demonstrated capacity to deliver a full, independent equipment set and technical crew at two separate venues within the tender period
- Demonstrated experience deploying fundraising or event technology platforms (e.g. live pledge/donation dashboards, QR donation systems, auction platforms, or bid registration systems) for at least one (1) prior event, with a reference contact
- A summary of the company profile and any standard certifications
3.Other Requirements:
- Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes
- Prices shall not change for the duration of the contract
- Itemised, all-inclusive pricing quoted separately for Lot 1 (GCC Welcome Dinner) and Lot 2 (Fundraising Dinner), plus a combined total
- Delivery, setup and collection costs, if charged separately
- Payment terms
- Validity period of the quoted price
4. TERMS OF REFERENCE
OBJECTIVES
The objective of this procurement is to identify and contract, under a framework agreement, a qualified service provider capable of delivering reliable, professional sound, audio-visual, and fundraising technology production services at all events, including:
- Clear, distortion-free audio for speeches, remarks and presentations at each event
- Reliable wireless microphone coverage for speakers, dignitaries and the Master of Ceremonies (MC) at each event
- Appropriate background/ambient music before, during and after dinner at each event
- Professional, hands-on technical support throughout each event
- Prompt setup, sound-checking and breakdown aligned with each venue's schedule
- Contingency measures (backup equipment) to prevent technical failure during all events
- High-resolution LED screen(s) for stage backdrop, branding, and live content display at each event
- Additional small screens/monitors positioned in secondary viewing areas to relay programme content.
- Projection mapping capability to enhance stage design and visual storytelling during key programme moments.
- A functional fundraising technology suite, live pledge dashboard, QR code donation system, auction platform, and registration system, to support real-time fundraising, specifically at the Fundraising Dinner.
- Seamless integration between the sound, visual, and fundraising technology systems so that pledges, bids, and donations are reflected on screen in real time.
SCOPE OF WORK
This tender covers three events, all to be awarded to a single service provider under one framework contract:
Event 1: GCC Conference
Venue and Expected attendance: Kigali - indoor conference (250 people)
- 1 ballroom - (250 people)
- Breakout room 1 - (100 people)
- Breakout room 2 - (50 people)
Event dates: 24th Sept 2026 (7:00AM- 5:00PM), and 25th Sept 2026 (7:00AM- 3:00PM)
Event 2: GCC Welcome Dinner
Venue: Kigali – outdoor covered tent
Expected attendance: Approximately 250 participants
Event date/time: 24th September 2026 (5:00PM-11:00PM)
Sound Requirement: Appropriate equipment to support live entertainment activity
Event 3: Fundraising Dinner
Venue: Kigali - indoor conference hall
Expected attendance: Approximately 150 participants
Event date/time: 25 September 2026 (4:30PM-11:00PM)
Sound Requirement: Appropriate equipment to support live entertainment activity
At each event, the selected service provider shall independently supply, deliver, install, test, operate and dismantle a complete sound, audio-visual, and event technology package suitable for an indoor conference hall of this scale, and an outdoor set-up, comprising at minimum:
| Item | Specification / Notes |
|---|---|
| PA / speaker system | Full-range speakers with adequate coverage and clarity for an indoor hall seating approximately 250 guests (for all the 3 events) |
| Mixing console | Professional digital or analogue mixer with sufficient input channels (for all the 3 events) |
| Wireless microphones | Minimum of eight (8) handheld/lapel wireless microphones for speakers, dignitaries and the MC (for all the 3 events) |
| Podium and tabletop microphones | Corded or wireless, for the main speaking point and tabletop mircropones for panelists (at least 6 microphones) - (Podium microphones for all the 3 events, tabletop microphones for Event 1) |
| Monitor speakers | For the head table / stage area, where applicable (for all the 3 events) |
| Audio playback input | Laptop/device connectivity (AUX, HDMI, Bluetooth) for background music and any AV or video content – (for all the 3 events) |
| Backup equipment | Spare microphones, cables, batteries and amplifier on standby – (for all the 3 events) |
| Cabling, power & staging | All necessary cabling, extension cords, power distribution and surge protection – (for all the 3 events) |
| Technical crew | Minimum of one (1) qualified professional sound engineer, one (1) qualified professional DJ, plus support technician(s) as needed, present from setup through breakdown, at each event – (for all the 3 events) |
| LED screen(s) | Two High-resolution large LED video wall/screen(s) for stage backdrop, branding and live content display, sized appropriately for the venue and audience sightlines (only for Event 1 and Event 3 above) |
| Small screens / monitors | Supplementary screens or monitors positioned in secondary viewing areas (e.g. registration area, side hall) relaying the same live feed (only for Event 1 and Event 3 above) |
| Projection mapping system | Projector(s) and mapping software/hardware to project branded visuals, motion graphics or content onto the stage backdrop or designated surfaces. (only for Event 1) |
| Video/content switching | Ability to coordinate with the production team – (only for Event 1 and Event 3 above) |
| On-site AV technician | Dedicated audio-visual technician(s), in addition to the sound engineer, present from setup through breakdown at each event – (for all the 3 events) |
In addition to the sound and audio-visual requirements above, the selected service provider shall supply, configure, and operate a fundraising technology platform comprising, at minimum, for the Fundraising Dinner (Event 3)
| Item | Specification / Notes |
|---|---|
| Live pledge dashboard | Real-time, on-screen display of pledges/donations as they are made during the Live Investment Pledges session, updating live and visible to all guests |
| QR code donation system | On-site QR codes enabling guests to donate instantly via mobile phone, linked to a secure payment gateway, with real-time confirmation |
| Auction platform | Digital platform to support the Coffee Legacy Auction, including bid, live bid tracking/display, and winner confirmation |
1. DELIVERABLES
At each of the two events, the selected service provider shall be required to:
- Conduct a pre-event site visit and technical assessment of the venue's conference hall
- Submit an equipment and technical plan for SGR's approval prior to the event
- Deliver, install and test the complete sound system on-site, with setup completed at least two (2) hours before guest arrival, or as otherwise agreed with SGR
- Provide a dedicated professional sound engineer, and a dedicated professional DJ, on-site throughout the event, from setup through breakdown
- Coordinate closely with the SGR event coordinator and MC on programme cues, microphone handoffs and music transitions
- Maintain backup equipment on-site to mitigate any technical failure during the event
- Dismantle and remove all equipment promptly at the close of the event
- Issue an itemised invoice and delivery/service note for each event separately
- Conduct a pre-event technical rehearsal of the LED screens, projection mapping, and fundraising technology platform together with the sound system
- Provide a designated on-site technician for the fundraising technology platform (pledge dashboard, QR donation system, auction platform, bid registration system) throughout Event 3
- Ensure real-time, accurate display of pledges, bids and donations on screen during the auctions and Live Investment Pledges sessions (Event 3)
2. TECHNICAL PROPOSAL REQUIREMENTS
- Company profile and registration documents
- Portfolio of previous events of similar scale (minimum 3 examples)
- List of three (3) client references with contact details
- Detailed equipment list and technical specifications proposed for this event
- Profile/CV of the proposed sound engineer, DJ, AV technician, and fundraising technology operator
- Contingency plan for equipment failure
- Detailed specifications and layout plan for the LED screens, small screens, and projection mapping equipment
- Description (with screenshots or a demo link) of the proposed fundraising technology platform: live pledge dashboard, QR donation system, auction platform, and registration system
3. EVALUATION CRITERIA
| Criterion | Weight |
|---|---|
| Technical capacity and equipment quality (sound, AV, screens, projection) | 25% |
| Fundraising technology platform capability and reliability | 15% |
| Experience with similar-scale events (conferences, galas, dinners) | 20% |
| Pricing competitiveness and transparency | 20% |
| Availability, and setup/breakdown flexibility and reliability | 10% |
| Experience with NGOs or the development sector | 10% |
III. 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 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 convictons 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
5.3. 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 acost-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.
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 of 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 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.
5.7.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.
5.8. RFQ Validity period
The bid validity period shall be 60 days.
IV. GUIDELINE FOR BID SUBMISSION
Interested and qualified companies must submit their bid documents electronically via: recruitment@sustainablegrowers.org not later than 12th September 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 9th September 2026 by 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 2nd September 2026
Christine Condo
Chief Executive Officer - Sustainable Growers