SUSTAINABLE GROWERS RWANDA
P.O BOX 864 Kigali, Rwanda
INVITATION TO BID.
Title of Tender: Provision of Print Services to Sustainable Growers Under Framework Agreement.
Tender Reference Number: PPS/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 printing production services for use across events, corporate communications, office operations, field activities, stakeholder engagement, and visibility campaigns.
OBJECTIVES
The objective of this procurement is to identify and contract a qualified supplier capable of producing and delivering the full range of SGR branded print materials, including but not limited to:
- Consistent quality and adherence to SGR brand guidelines across all items
- Timely delivery of materials for planned and ad hoc events
- Competitive pricing with transparent cost structures
- Capacity to handle both small and large volume orders
- Ability to accommodate custom specifications and new product categories as needed
SCOPE OF WORK
The selected supplier shall be capable of producing materials across the following categories. SGR reserves the right to add or remove categories based on operational needs.
Print Collateral & Publications
| Item | Specification Notes |
| Business cards | Standard and premium finish; double-sided; staff-specific |
| Letterheads | A4, branded; for internal and external correspondence |
| Envelopes | DL and C4/C5; branded |
| Notepads / Writing pads | A5 and A4; branded cover; lined pages |
| Folders / Presentation folders | A4; with pockets and business card slot |
| Brochures | Bi-fold and tri-fold; A4 and A5; full colour |
| Flyers / Leaflets | A5 and A6; various weights |
| Annual reports / Programme reports | Saddle-stitched or perfect-bound; full colour; various page counts |
| Event programmes / Agendas | Booklet format; full colour |
| Certificates of participation | A4; premium paper stock |
| Posters | A2, A1, A0 formats; full colour |
| Pull-up / Roll-up banners | Standard and wide formats (850mm x 2000mm and 1000mm x 2000mm) |
| X-frame banners | Various sizes |
| Table runners | Branded; various lengths |
| Vinyl banners / Outdoor banners | Weather-resistant; various sizes |
Apparel & Wearables
| Item | Specification Notes |
| T-shirts | Polo and crew neck; various sizes S–XXL; embroidered or screen-printed logo |
| Polo shirts | Staff and partner-facing; embroidered logo |
| Jackets / Fleece jackets | Branded; suitable for field and formal events |
| Caps / Hats | Structured and unstructured; embroidered logo |
| Lanyards | Woven or printed; with safety clip; branded |
| Aprons | For coffee tasting and field events; branded |
| Vests (staff field vests) | Branded; multi-pocket; high visibility optional |
| Scarves / Bandanas | For women farmer events; branded |
| Tote bags | Cotton canvas; branded; various sizes |
| Backpacks | Branded; for staff and partner gifting |
Event & Conference Materials
| Item | Specification Notes |
| Name badge holders & lanyards | With branded card inserts; custom printed |
| Table tents / Name placards | Folded card; A5 landscape |
| Event signage | Directional, welcome, and sponsor signage; various sizes |
| Branded tablecloths | Fitted and flat; various table sizes; full colour print |
| Branded tents / Gazebos | 3m x 3m and 3m x 6m; full colour branding |
| Display stands | A-frame and L-frame; various sizes |
| Branded gift bags | Paper and fabric; various sizes |
| Branded packaging / Wrapping | For coffee products and partner gifts |
| Branded notebooks | Hardcover and softcover; A5; with pen |
| Branded pens | Ballpoint; printed or engraved logo |
| Branded USB drives | 8GB and 16GB; custom shape or standard |
| Branded water bottles / Flasks | Stainless steel; 350ml and 500ml |
| Branded mugs / Coffee cups | Ceramic and enamel; 300ml |
| Branded keychains | Metal and acrylic; logo |
| Branded phone stands / accessories | Branded desktop phone stands |
Field & Farmer-Facing Materials
| Item | Specification Notes |
| Farmer training manuals | Saddle-stitched; A5; full colour; durable cover |
| Field notebooks / Registers | A4; branded; spiral-bound |
| Branded measuring tools | Branded measuring tapes for field use |
| Banners for cooperative events | Roll-up and backdrop formats; full colour |
| Branded packaging for coffee | Branded coffee bags (various gram sizes); heat-sealable |
| Stickers / Labels | Product labels, asset labels, seal stickers; various sizes |
Office & Operational Materials
| Item | Specification Notes |
| Branded stamps | Self-inking; custom logo and text |
| Branded tape / Packing tape | Printed with SGR branding |
| Branded desk accessories | Pen holders, document trays; branded |
| Wall-mounted branded signage | Office door signs, directional signs; acrylic or aluminium |
| Branded calendars | Desk and wall; annual; full colour |
| Branded diaries / Planners | A5 hardcover; annual |
Deliverables
The selected supplier shall be required to:
- Maintain a current product and pricing catalogue annually and made available to SGR upon request
- Provide design proofs (digital mockups) for approval before production of any item
- Deliver all materials within agreed lead times; standard orders within 10 working days and urgent orders within 5 working days where possible
- Ensure all materials conform to SGR brand guidelines (colour, logo placement, typography) as provided by SGR
- Package and deliver materials safely to SGR offices or event venues as specified
- Provide replacement or reprint for items that do not meet agreed specifications at no additional cost
- Issue itemised invoices and delivery notes for all orders
Eligibility Criteria
Interested suppliers must demonstrate the following:
- Detailed Technical Specifications
- Financial proposal
- Quality assurance measures
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 the company profile and any standard certifications
Proposal Submission Requirements
Interested suppliers are required to submit the following:
Technical Proposal
- Company profile and registration documents
- Portfolio of previous work (minimum 5 samples across different material categories)
- List of three (3) client references with contact details
- Description of production capacity and quality control processes
- Lead time commitments by material category
Financial Proposal
- Unit pricing for all items listed (minimum order quantities where applicable)
- Volume discount structure
- Delivery and logistics costs
- 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 supplier 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 order volume but will establish agreed pricing, quality standards, and delivery terms for the duration of the contract.
SGR reserves the right to engage additional suppliers for specific items if the contracted supplier is unable to meet quality or delivery requirements for any given order.
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 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 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
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 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. It is anticipated that the award will be made solely on the basis of the original proposals.
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 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.
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 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 26th June 2026.
Christine Condo
Chief Executive Officer - Sustainable Growers