SUSTAINABLE GROWERS RWANDA
P.O BOX 864 Kigali, Rwanda
INVITATION TO BID
Title of Tender: Supply of PSR Graduation assets as part of Sustainable Growers Rwanda Premium Sharing Rewards (PSR) activity
Tender Reference Number: PSR/RWA/11/2026
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. This approach has contributed to the professionalization of women coffee farmers, positioning them as skilled entrepreneurs whose improved agricultural practices strengthen their livelihoods and communities. In this perspective, SGR is looking for qualified bidders to supply graduation assets (home appliances and agricultural equipment) 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 item offered
- Financial proposal
- Quality assurance measures
2. The following administrative documents should also be provided along with the requirements mentioned above:
- 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
- Proof of experience of not less than five years, with at least three (3) original or notarized references
- A confirmation that the bidder has an Electronic Billing Machine [EBM]
- A summary of the company profile and any standard certifications
- Bid security of 2,000,000 RWF from a reputable financial institution
3. Other requirements:
- Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes and costs related to delivery to SGR offices, where applicable
- Prices shall not change for the duration of the contract
II. TECHNICAL SPECIFICATIONS
The scope of the supply of graduation assets required for this bid includes the following:
- Lot 1 (home appliances): 14 plastic water tanks (5,000 litres), 14 knapsack sprayer pumps, 14 bicycles, 14 mattresses and 14 African wrapper fabrics (Kitenge). Lot 2 (agricultural equipment): 15,426 hand hoes, 15,426 forked hoes, 15,426 spades, 15,426 plastic watering cans and 15,426 plastic jerrycans. Each Third Model Farmer chooses one pair: one hand hoe and one forked hoe, one watering can and one jerrycan, or one hand hoe and one spade.
- Transport and delivery: all items must be delivered to SGR Headquarters, Kimihurura, KG 2 #24, P.O. Box 864, Kigali, Rwanda.
- Delivery dates: all items must be delivered between 16/11/2026 and 24/11/2026, so that they can be branded before the first Rwanda ceremony on 01/12/2026. The exact date for each lot will be confirmed at contract signature.
Service Quality
- The awarded contractor is expected to supply required materials 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 demonstration of how to use and maintain the item at handover, on the date arranged with SGR.
- The quantities indicated in the table below are maximum; SGR has the right to downsize the quantity before awarding the supplier the contract.
- SGR requires validation of a sample of each item before contract award.
Specific pricing guideline
Lot 1: Home appliances
| SN | Category | Specifications | Picture | Quantity | Unit price tax inclusive (RWF) | Total cost tax inclusive (RWF) |
| 01. | Plastic Water Tanks | 5,000-litre plastic water storage tank: A durable, high-capacity black polyethylene water tank designed for storing water in residential, agricultural, and commercial applications. It features a ribbed body for added strength, a secure top lid, and a corrosion-resistant construction suitable for long-term water storage. | 14 | |||
| 02. | Sprayer Pump | A 15-litre manual knapsack sprayer (GP15 or equivalent) designed for applying pesticides, herbicides, fungicides, and liquid fertilizers. It features a durable plastic tank, hand-operated pump, spray lance, nozzle, and adjustable shoulder straps for easy carrying and efficient spraying. | 14 | |||
| 03. | Bicycles | Model Type: Utility / Roadster Bicycle Frame Material: High-tensile steel Frame Size: 22–24 inches Wheel Size: 28 inches (700C) Rims: Steel or double-wall aluminum alloy Tyres: 28 × 1½ inch Fork: Rigid steel fork Brakes: Rod-type or caliper brakes Carrier (Rear Rack): Heavy-duty steel carrier Weight: 20-25 kg Accessories: bell and reflector set | 14 | |||
| 04. | Mattresses | Foam mattress, density 25 kg/m³, 190 × 120 × 20 cm. | 14 | |||
| 05. | African wrappers (Kitenge) | Cotton wax print of mid-range quality (not premium imported Dutch wax and not polyester), 120–150 g/m², one standard piece of 6 yards. | 14 |
Lot 2: Agricultural equipment
| SN | Category | Specifications | Picture | Quantity | Unit price tax inclusive (RWF) | Total cost tax inclusive (RWF) |
| 01. | Hand hoe with wooden handle (Cyapa Ngona) | Rectangular forged steel digging blade of approximately 230 mm × 180 mm, blade weight approximately 1.1 kg, fitted with a wooden handle of approximately 90 cm. | 15,426 | |||
| 02. | Forked hoe with wooden handle | Three forged steel tines, treated against rust, fitted with a hardwood handle of approximately 90 cm. | 15,426 | |||
| 03. | Spade with handle | Forged steel blade of approximately 280 mm × 190 mm, fitted with a hardwood or steel handle of approximately 100 cm with a D-grip or T-grip. | 15,426 | |||
| 04. | Plastic Watering Can | A durable 10-litre green plastic watering can designed for watering seedlings, plants, flowers, and garden crops. It features a large water reservoir, a top handle for easy carrying and pouring, and a long spout fitted with a sprinkler rose that distributes water gently and evenly. It is suitable for home gardening, nurseries, landscaping, and small-scale agricultural activities. | 15,426 | |||
| 05. | Plastic Jerrycan | 20-litre jerrycan made of food-grade HDPE, with a screw cap and a moulded carrying handle, suitable for carrying and storing drinking water. | 15,426 |
IV. STANDARD PROVISIONS
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
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
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. Bidders will also present samples of the items offered, complying with the required specifications, for evaluation.
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.
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. 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.
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.
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.
8. Bid validity period
The bid validity period shall be 60 days.
V. 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