INVITATION FOR BIDS

Re: Development of packaging material for perishable products.

RFP/Call Number: RFP KTRW-003

Issuance Date: Tuesday, July 3, 2026

Deadline for submission: Friday, 24th July 2026

Description: Development of prototypes of branded packaging material for perishable products (Irish potatoes, Carrots, Onions and Garlic).

Project name: Kungahara

Funded By: European Union through Rikolto SON.

Implemented By: Kilimo Trust Rwanda

1. Background information

Kilimo Trust (KT) is a not-for-profit organization working on agriculture and agribusiness for development and creation of employment opportunities across East Africa (Rwanda, Uganda, Kenya, Tanzania, and Burundi).

Kilimo Trust Rwanda is implementing the Kungahara project, a 3-year initiative (2024-2026) implemented in Musanze and Nyabihu Districts to boost the production and consumption of healthy, sustainable, and nutritious food in Rwanda’s north-western region with focusing potatoes, vegetables and fruits produced using regenerative and other sustainable production practices with funding from the European Union through Rikolto SON. 

2. Rationale for the Assignment

As part of strengthening sustainable agricultural value chains and improving market competitiveness of horticulture cooperatives, Kilimo Trust Rwanda intends to support selected cooperatives engaged in the production and marketing of organic vegetables and potatoes. Currently, most vegetable products are packaged using conventional plastic materials that contribute to environmental pollution, do not align with emerging sustainability requirements, and limit access to markets that increasingly demand environmentally responsible packaging solutions.

This assignment aligns with global and national commitments toward climate change mitigation, circular economy promotion, and reduction of single-use plastics in food systems. Kilimo Trust therefore seeks to engage a qualified designer to design, develop and, prototype as well as propose a sustainable supply model for biodegradable, compostable, food-grade packaging bags suitable for irish potatoes, onion, garlic and carrot marketed in bulk and retail formats. 

The packaging solutions shall be designed in 1kg, 2kg, 5 kg, 10 kg, 25 kg, and 50 kg capacities and suitable for handling, transportation and retail distribution.

Kilimo Trust therefore seeks to engage a qualified designer and supplier to design and develop a prototype that can demonstrate sustainable supply model for biodegradable, compostable, food-grade packaging bags suitable for perishable products (Irish potatoes, onion, garlic and carrots) marketed in bulk and retail formats. The proposed packaging materials should be made from high-quality biodegradable and compostable materials and be suitable for packaging products in 1kg, 2kg, 5 kg, 10 kg, 25 kg, and 50 kg capacities for bulk handling, transportation and retail distribution.

3. Objective of the Assignment

The overall objective of this assignment is to design and develop environmentally sustainable packaging materials that:

• Improve product presentation and market competitiveness. 
• Reduce post-harvest losses and environmental impact associated with plastic packaging. 
• Enhance access to local and export markets. 
• Strengthen products branding, identity, and visibility. 
• Ensure compliance with food safety and sustainable packaging standards. 
• Promote circular economy principles and environmentally responsible business practices.

4. Scope of Work

The successful bidder shall undertake the following tasks:

• Conduct consultations need assessment with beneficiaries in Musanze and Nyabihu Districts. 
• Assess packaging requirements for potatoes, garlic, onions, carrots and other vegetables produced in Musanze and Nyabihu. 
• Analyze handling, transportation andmarket requirements. 

4.1 Packaging Design and Development

Develop packaging concepts for 1kg, 2kg, 5 kg, 10 kg, 25 kg, and 50 kg materials incorporating:

• Beneficiaries’ logo and branding elements 
• Product identification information 
• Traceability features 
• Product origin details 
• Food safety labeling 
• Sustainability messaging 
• Market compliance requirements 

4.2 Prototype Development

Produce physical prototypes for each packaging size and present them to Kilimo Trust and beneficiary for validation and feedback.

4.3 Sustainability and Supply Plan

Demonstrate a comprehensive supply and sustainability strategy including:

• Sustainable sourcing options for raw materials 
• Local production options especially in Musanze and Nyabihu 
• Long-term supply and procurement arrangements 
• Environmental impact assessment considerations 

4.4 Testing period

Conduct at least one testing session covering:

• Proper use of packaging materials 
• Storage and handling best practices 
• Disposal and composting guidance 
• Branding and packaging management

5. Technical Specifications

The proposed packaging solution shall meet the following minimum requirements:

5.1 Material Requirements

• 100% biodegradable material.
• Environmentally safe inks and branding materials.
• Bag size capacity suitable for bulk grocery packaging and reusable.
• Lightweight and easy to handle.
• Suitable for markets and household use.
• Ideal for bulk B2B supply and retail packaging.

5.2 Functional Requirements

• Strong enough for product transportation depending on specified volume (1kg, 2kg, 5 kg, 10 kg, 25 kg, and 50 kg).
• Tear-resistant.
• Moisture-resistant while maintaining biodegradability.
• Lightweight and easy to transport.
• Suitable for market distribution.

5.3 Product Categories

• Suitable for packaging: Potatoes, Garlic, Onions and Carrots and other vegetables.
• Expected Deliverables

The successful designer shall provide:

• Guidance report and work plan.
• Packaging design concepts and testing of resistance tearing.
• Branded packaging artwork for each product.
• Physical prototypes for all package sizes.
• Sustainability and supply chain plan.
• Cost framework and long-term pricing proposal.
• Final product design report.

6. Duration of Assignment

The assignment is expected to be completed within 45 calendar days from the date of contract signing.

7. Required Qualifications

The applicant may be a manufacturer designer (company or individual) with demonstrated experience in sustainable packaging solutions. Applicants must demonstrate:

• Proven experience in designing, developing and producing packaging material for agri-food products.
• Availability of raw material packages production.
• Understanding of food safety packaging requirements.
• Strong sustainability and environmental compliance practices.

8.1 Interested applicants shall submit:

• Application letter addressed to Kilimo Trust Rwanda, Team Leader.
• Copy of Business Registration Certificate issued by RDB.
• Valid Tax Clearance Certificate from Rwanda Revenue Authority.
• Valid RSSB Clearance Certificate.
• Proof of Electronic Billing Machine (EBM) registration.
• Evidence of similar or related assignments completed.
• Technical proposal detailing design approach, material to be used and methodology.
• Proposed implementation timeline.
• Proposed unit prices for each packaging size indicating VAT status.
• Pictures of branded sample designs or existing prototypes where applicable.

9. Evaluation Criteria

10. Deadline for Submission

• Submission Deadline: 24th July-2026 at 5:00 PM (Rwanda Time)
• Late submissions shall not be considered.
• Only shortlisted candidates will be considered for the next steps.

11. Submission and Deadline 

All required documents must be written in English and submitted on this link not later than Friday 24th July 2026 at 5:00 PM Rwanda Time.