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 to women's economic empowerment has transformed the lives of over 56,000 women farmers, creating a secondary impact on 235,132 family members.
In this perspective, Sustainable Growers is looking for potential qualified and reputable supplier to provide events coverage services under framework agreement.
II.GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS
The objective of this tender is to identify a professional and experienced company to provide comprehensive event coverage services for Sustainable Growers Rwanda. The selected company will be responsible for capturing high-quality photographs and videos during events. All content and communications must align with our brand guidelines to effectively convey our messages across various platforms and to diverse audiences.
1.The bidder shall send the following documents:
2.The following administrative documents should also be provided along with the requirements above mentioned:
3.Other Requirements:
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:
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:
Additionally, Sustainable Growers Rwanda will automatically disqualify the bidder that:
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 21th July 2025 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 14th July 2025 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.
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