SUSTAINABLE GROWERS RWANDA
P.O BOX 864 Kigali, Rwanda
INVITATION TO BID
Title of Tender:Supply of Agricultural Materials and Inputs required to facilitate farmers to adopt Best Agricultural Practices.
Tender Reference Number: SGR/BAP/06-2026
Procurement Method: Open Tender
Date of Issue: 3rd June 2026
Submission Deadline: 15th June 2026
1. 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 77,232 women farmers, creating a secondary impact on 341,818 family members.
Farm inputs and equipment are necessary for the transfer of knowledge and skills to farmers, enabling them to replicate and adopt Best Agricultural Practices on their individual farms. SGR plans to procure and equip 14 cooperatives, 556 farmer teams, and 49 RCWs with the necessary agricultural materials to be used during capacity-building sessions, with a particular focus on the 457 new TSL teams formed in 2026 across its operational zones. The requested inputs are exclusively intended to support the delivery of Best Agricultural Practices training sessions among women coffee farmers.
In this regard, Sustainable Growers is seeking qualified companies to supply the agricultural materials and inputs described below.
2. TECHNICAL SPECIFICATIONS
Lot 1: Farm Tools and Personnel Protective Equipment (PPE)
| Item | Qtty | Technical descriptions |
|---|---|---|
|
1. Secateurs |
476 Pces |
Shape: Beak Blade Material: Stainless Steel Handle Material: Steel Folded: Unfolded Finishing: PTFE Coated |
|
2. Hand saw |
476 Pces |
Blade Material: High-carbon tool steel (SK5 or equivalent), rust-resistant/chrome-plated.Blade Type: Curved, taper-ground profile designed for pull-stroke cutting.Blade Length: 300mm to 350 mm 13”Tooth Geometry: Triple-edge, impulse-hardened razor teeth (7 to 8 TPI).Handle Material: Durable, moisture-sealed hardwood (e.g., Eucalyptus or Beechwood) with an ergonomic pistol/D-grip and non-slip pommel.Assembly: Blade securely fixed to the handle with 3 heavy-duty steel rivets or lock-nut screws.Unit Weight: 280g to 350g per unit (optimized for lightweight field transport).Total Length: 480mm to 530mm.Target Application: Heavy-duty agricultural pruning and tree stumping (cutting capacities up to 15cm diameter soft/ hardwoods). |
|
3. Face shield |
70 Pces |
|
|
4. Knapsack Sprayer pump GP 15
|
25 pièces |
Tank capacity: 15 litres (rated) Tank material: UV-stabilised polypropylene lightweight yet durable Tank opening (filler neck): ~125-140 mm wide for easier filling/cleaning Design: Contoured back tank for comfortable carry
Pump type: Diaphragm pump (membrane) resists wear with water impurities in many models OR piston pump on some series with wide pressure range Maximum working pressure: ~3 bar (≈ 45 psi) Pressure control: Fixed/adjustable pressure control valve for herbicide vs fungicide spraying Filter system: Dual filter coarse strainer in lid + fine trigger filter to prevent blockages Nozzles included:
Hose length: ~1,360 mm reinforced hose for improved pressure resistance Lance length: ~500 mm GRP (Glassfibre Reinforced Plastic) lance Trigger: Ergonomic trigger with supplementary mesh filter Harness and straps: Padded ergonomic shoulder harness with waist belt (for comfort during long use)
|
|
5. Plastic gloves |
70 Pces |
Primary Material: 100% Synthetic Nitrile or Neoprene (Nitrile preferred for broad-spectrum pesticide resistance).Lining: Strictly unlined. Gloves must not have cotton, flock, or any absorbent lining, as these materials trap chemicals against the skin and cannot be adequately decontaminated.Style/Shape: Gauntlet style (straight cuff) to allow sleeves to be worn over or inside the glove depending on the spraying direction.Grip/Texture: Raised diamond, pebble, or embossed texture on the palm and fingers to ensure a secure grip on wet or slippery chemical containers and spraying equipment.Color: Green, blue, or black (high-visibility colors preferred to easily identify contamination or tears).Length: Minimum of 12 to 14 inches (30 cm to 35 cm) to provide adequate protection for the wrist and lower forearm.Thickness: Minimum of 14 mils to 18 mils (0.35 mm to 0.45 mm) at the palm. This ensures a balance between chemical/puncture resistance and the necessary dexterity to operate sprayer nozzles and open containers.Sizes Required: Assorted sizes (typically Medium/8, Large/9, X-Large/10, and XX-Large/11) to ensure proper fit for all personnel. |
Lot 2. Home roasting materials
| Item | Qtty | Technical descriptions |
|---|---|---|
|
1. Roasting plate (Ikarayi) and a wooden spatula |
70 Pces |
Material: Raw cast iron or heavy forged steel.N.B.: Aluminum must be strictly avoided as it heats up too quickly (which burns the coffee) and can release harmful particles at high temperatures.Bottom and Wall Thickness and Shape: 5 mm to 4 mm minimum; flared concave shape.Top Diameter: 35 cm to 40 cm.Depth, Height, and Shape: 10 cm to 12 cm.Usable Capacity: Approximately 1 to 2 kg of green coffee per roasting cycle.Ergonomics and Safety (Handles and Grip)Handle Type: Two sturdy side handles, integrated into the mass (cast together with the karaï or securely double-fusion welded).Thermal Shock-Resistant Design: The handles must be sufficiently wide (loops with at least an 8 to 10 cm opening).Finish and Surface Treatment (Seasoning Mandatory)Inner Surface Condition: Perfectly smooth, ground, and pre-seasoned with food-grade vegetable oil.N.B: The karaïs are delivered pre-seasoned with food-grade vegetable oil to create a natural, protective carbon layer against rust. Products delivered coated in industrial or mineral storage oil (chemical rust inhibitors) will be strictly rejected.Essential Accessory: Stirring Spatula (Included in Kit)Material: Each karaï must be delivered with its own stirring tool, carved from the wood species identified in the local area, chosen to withstand heat without burning or splitting.Shape: A large flat spatula with a long handle (30 cm to 45 cm) to keep the roaster at a safe distance from the heat of the fire/hearth. |
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2. Wooden Mortar &Pestle |
70 Pces | Recommended type |
|
3. Hand-woven plate |
70 Pces | Recommended type |
|
4. Thermos |
70 Pces | Dimension: (L x H): 135 mm x 370 mmMaterial: Stainless SteelThermal insulation performance: 12-24 hoursFeature: Eco-FriendlyApplication: Home Use, Office, Outdoor, GiftMaterial: Stainless Steel |
|
5. Filter |
70 Pces |
Recommended type |
|
6. Jug (Plastic) |
70 Pces | Recommended type Material: Plastic, PolycarbonateCapacity: 2500ml, 3500ml, 5000ml |
|
7. Spoon stainless steel |
70 Pces | Material: Food-grade 304 Stainless Steel (18/8 Cr-Ni ratio).Finish: High-polish mirror finish (easier to clean and sterilize).Physical Dimensions & WeightTotal Length: 190mm to 210 mm (Extended length to keep fingers safe from charcoal embers).Bowl Capacity: Standard 15 ml (liquid volume).Thickness: Minimum 2.5 mm gauge thickness at the neck to prevent bending under high heat. |
|
8. Kettle |
70 Pces |
Body Material: High-grade Food-Safe Aluminium (minimum 1.5mm thickness) or 304 Stainless Steel.Base Reinforcement: Thickened, double-layered bottom to withstand high, direct heat from charcoal embers without warping or burning through.Finish: Matte or brushed exterior to resist charcoal soot stains and facilitate easy cleaning.Volume Capacity: 3.5 Liters to 5.0 Liters (optimized for large farming households).Base Diameter: Minimum 20 cm to ensure stability on traditional charcoal stoves (sigiris / braziers) and maximize heat absorption.Heat Efficiency: Wide-bottom design to capture maximum heat distribution from rising charcoal embers.Handle: Heavy-duty, heat-resistant bakelite or thick wire handle wrapped in a durable, non-slip silicone/wooden grip. Spout: Wide-neck spout for easy pouring, equipped with a secure, attached flip-up cap to prevent ash and dust from entering the water. |
|
9. Coffee Parchment |
556 Kg | Moisture Content: 11% to 12% maximum.Green Coffee Yield (Standard Grade): 78% to 80% minimum.Visual Appearance: Clean, homogenous, and uniform color (creamy white to pale ecru yellow). Must be thoroughly dry and brittle/crisp to the bite.Odor: Clean and healthy. Strict zero-tolerance for foreign odors (e.g., mold, earth, smoke, chemicals, or phenol).Purity (Foreign Matter): 0.5% maximum. The lot must be entirely free of stones, wood, soil, strings, empty parchment husks, or un-depulped coffee cherries.The parchment coffee must show no signs of poor post-harvest processing. Major defects exceeding the thresholds below are grounds for disqualification:Black or Broken Grains & Coffee Berry Borer Damage (Scolyte/Broqués): 2% maximum.Moldy or Infested Beans: Strict 0%.Other Major Post-Harvest Defects: 1% maximum. |
Lot 3. Pesticide and mineral fertilizer
| Item description | Qtty | Technical description |
| NPK 22-6-12 |
278 kg |
Total Nitrogen (N): ~22 % This may be split between urea-N, ammoniacal-N and sometimes nitrate-N in some slow-release or coated products Available Phosphate (P₂O₅): ~6 % Soluble Potash (K₂O): ~12 % Appearance: Granular (often coloured – e.g., red, blue, white granules) |
| Alpha-Cypermethrin (10% EC) |
278 Litres |
|
3. GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS
3.1. The bidder shall send the following documents:
- A technical proposal, with a clear timeframe and a description of the items.
- A financial offer (VAT inclusive) detailing the various costs associated with the delivery of the above services (including transport to cooperatives), in PDF format and must be a separate document from the technical offer.
- Evidence of the company’s experience in doing similar assignments: Submit at least 3 reference certificates of good completion with their contacts and addresses of three different companies/ organisations.
- Bank account information including the scanned copy of blank check or document from the bank confirming bank account information (name, account number, swift code, …)
- Company profile;
3.2. The following administrative documents must also be submitted along with the requirements listed 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
- Must have a minimum of five years of experience; at least three (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
- Ensure compliance with applicable health, safety, and sanitation standards, as well as relevant local regulations
3.3. 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 beneficiary cooperatives in the above-mentioned districts.
- Prices shall not change for the duration of the contract.
4. STANDARD PROVISIONS
4.1 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
4.2 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 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
4.3. 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/ products for evaluating that are complying with specification required.
SGR reserves the right, at its sole discretion, to select the bidder whose proposal best aligns with budgetary constraints and the overall evaluation and judgment. Selection will not be based solely on price, but also on qualitative factors, including the bidder’s demonstrated capability, experience, and alignment with the requirements of this RFQ.
The best bidder will be chosen through a quality and cost-based selection method in accordance with SGR procedures. Sustainable Growers may conduct negotiations with and/or request clarifications from any bidder 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.
4.4. 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.
4.5. 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 that 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.
6.6. 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.
4.7.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.
4.8. RFQ Validity period
The bid validity period shall be 60 days.
5. GUIDELINE FOR BID SUBMISSION
Interested and qualified companies must submit their bid documents electronically via: recruitment@sustainablegrowers.org not later than 15th June 2026at 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 11th June 2026, 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 3rd June 2026
Jimmy Gahima
Executive Director
Sustainable Growers Rwanda