Consultancy for Training Services and Facilitation during Sustainable Growers Rwanda Staff Retreat Tender at Sustainable Growers Rwanda

Tender Reference Number: SGR/OT/11-05-2025

Procurement Method: Open Tender

Date of Issue: 12th November 2025

Submission Deadline: 22nd November 2025

INTRODUCTION

Sustainable Growers Rwanda (SGR) is a local NGO having a goal of improving the livelihoods of low-income women farmers and their families through collective training that creates the basis for more transparent trade, improved quality and higher prices in the coffee sector.

In this perspective, Sustainable Growers is looking for potential qualified and reputable firm to provide Training Services and Facilitation during Sustainable Growers Rwanda Staff Retreat

under framework agreement.

TERMS OF REFERENCE (TOR)

Consultancy for Training Services and Facilitation during Sustainable Growers Rwanda Staff Retreat
Location: Musanze – Northern Province – Rwanda

Dates: 22nd and 23rd December 2025

1. Purpose
   As part of its Strategic Human Resources Management initiatives, Sustainable Growers Rwanda (SGR) seeks to strengthen team cohesion, enhance staff wellbeing, and deepen employee engagement with the organization’s mission and values through a structured two-day staff retreat.

The retreat aims to provide a balanced mix of reflection, team-building, and mental health training that will:

1. Foster a sense of shared purpose and belonging among staff.

2.Equip participants with tools for managing stress and maintaining a healthy work-life balance.

3. Reinforce alignment with SGR’s mission, vision, and strategic goals.
4. Inspire renewed motivation and collaboration within teams.

The primary focus of this retreat will be to address proactivity in cultivating a positive, resilient, and highly engaged workforce capable of effectively advancing Sustainable Growers Rwanda’s mission.

2. Background and Context

Modern workplaces, including Sustainable Growers Rwanda, face growing challenges related to stress, burnout, and employee disengagement, factors that can adversely affect productivity, morale, and organizational performance.

Evidence shows that integrating mental health awareness with structured team-building and reflection session significantly enhances collaboration and performance.

This retreat is therefore designed to:

• Strengthen interpersonal relationships and teamwork
• Build awareness and capacity in mental health and wellbeing
• Reflection session for 2025 and inspire collective commitment toward the organization’s 2026 strategic goals

3. Scope of Work and Methodology

The desired consultant/firm will be responsible for designing, facilitating, and delivering an interactive and outcome-oriented two-day retreat program comprising the following components:

Day 1: Reflection session

A half-day session dedicated to reflection and planning, including:

• Review of program achievements and lessons learned in 2025
• Discussions and planning for 2026 strategic goals

The consultant will develop and submit a detailed facilitation plan and methodology covering these sessions, ensuring an engaging, participatory, and inclusive approach.

Day 2 (Morning): Team Building and Cohesion

A half-day session focused on cultivating shared purpose, passion, and commitment toward the organization’s mission and vision. Activities will include:

• Interactive indoor and outdoor team-building games.
• Trust and communication exercises.
• Facilitated reflection and debrief sessions to extract key lessons.
• Action planning to leverage team strengths and address collaboration challenges.

Day 2 (Afternoon): Mental Health Training and Wellbeing Workshop

A half-day training designed to enhance mental resilience and emotional intelligence, covering topics such as:

• Stress management and burnout prevention
• Emotional intelligence and mindfulness techniques
• Conflict management and positive communication
• Practical exercises on self-care and coping strategies

4. Follow-Up Support (Post-Retreat Recommendations)

The consultanting firm will be expected to propose follow-up measures to sustain retreat outcomes. The consultant will also provide a comprehensive retreat report, including recommendations for annual team-building activities, and suggestions for ongoing mental health coaching or employee wellbeing programs

5. Expected Outcomes and Impact

By the end of the retreat, the following outcomes are anticipated:

• Improved interpersonal communication, trust, and teamwork.
• Enhanced staff mental wellbeing and reduced stress levels.
• Increased motivation, engagement, and job satisfaction.
• Strengthened culture of collaboration, inclusivity, and recognition.
• Improved organizational productivity.

6. Deliverables to be included in the proposal

The consultanting firm should include in their proposal:

• A detailed retreat facilitation plan (agenda, methodologies, and tools).
• Delivery of all planned sessions over the two days.

7. Monitoring and Evaluation

Success of the retreat will be assessed through:

• Participant attendance and engagement metrics.
• Post-retreat surveys measuring team cohesion, mental health awareness, and motivation (to be administered by the HR Department).
• Facilitator’s end-of-assignment report summarizing key findings, lessons, and recommendations.

8. Required Expertise and Qualifications

• Proven experience in facilitating team-building and organizational development retreats.
• Professional education background in psychology, human resource development, or mental health facilitation.
• Strong skills in experiential learning, group dynamics, and adult training methodologies.
• Excellent communication, facilitation, and coaching abilities.
• Experience working with non-profit or development organizations will be an added advantage.

GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS

The goal of this tender is to find a professional and experienced firm to provide provide Training Services and Facilitation during Sustainable Growers Rwanda Staff Retreat.

1.The following administrative documents should also be provided along with the requirements above mentioned:

1. A technical proposal outlining their understanding of the assignment, approach, and work plan.
2. List of team building activities and equipment/ tools to be used by the firm
3. A financial proposal detailing professional fees and logistical costs.
4. CVs or company profile demonstrating relevant experience and any standard certifications
5. Copy of certificate of incorporation from RDB indicating company shareholders
6. Valid tax clearance certificate from Rwanda Revenue Authority [RRA]
7. Valid Social Security clearance certificate from RSSB, if applicable
8. Must have an experience of not less than five years
9. At least (3) original or notarized references from similar assignments conducted within the last three years required
10. A confirmation that the bidder has Electronic Billing Machine [EBM]

2.Other Requirements:

• Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes, professional facilitation and training fees, accommodation for trainers/ facilitators, and meals for trainers/ facilitators, training materials and equipment, transportation for participants and facilitators.
• Prices shall not change for the duration of the contract
• The fee structure must be clear and transparent pricing
• The service commitment must be provided, with proposed response times, availability for urgent matters, and overall service delivery expectations

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 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 convictons 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 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.

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 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.

4.6. 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.

GUIDELINE FOR BID SUBMISSION

Interested and qualified companies must submit their bid documents electronically via: recruitment@sustainablegrowers.org not later than 22nd November 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 18th November 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.

Done at Kigali, on 12th November 2025

Jimmy Gahima

Executive Director - Sustainable Growers