Provision of Venue and Accommodation Services for Sustainable Growers Rwanda Staff Retreat Tender at Sustainable Growers Rwanda

Tender Reference Number: SGR/OT/11-06-2025

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 invites qualified 4-star hotels or conference facilities located in Musanze, Rwanda, to submit quotations for the provision of venue, accommodation, and related services for the planned staff retreat under framework agreement

TERMS OF REFERENCE (TOR)

Scope of Services Required

The selected hotel will be expected to provide the following services and facilities:

1. Accommodation

• The hotel should be at least a 4-star hotel
• Comfortable and clean accommodation for 25 participants (single occupancy).
• 3 nights stay
• Rooms should include Wi-Fi, hot water, and basic amenities (towels, toiletries, etc.).
• Early check-in and late check-out flexibility will be an added advantage.

1. Conference and Training Facilities

• A spacious conference hall with capacity for 30 participants, equipped with:
  • Projector and screen
  • Public address (PA) system / sound setup
  • Flipcharts and markers
  • Reliable Wi-Fi
  • Adequate lighting and ventilation
• Breakout areas for small group sessions.

Refreshments and meals provided as per the schedule below.

1. Meals and Refreshments

• Day 1:Dinner
• Day 2: Breakfast, two tea breaks, lunch, dinner
• Day 3: Breakfast, one tea break, lunch, dinner
• Day 4: Breakfast
• Provision for special dietary needs (vegetarian, vegan, gluten-free) to be adapted as needed
• Adequate drinking water available throughout the sessions.

1. Outdoor and Recreational Facilities

Given the retreat’s focus on mental health and team building, the hotel should have or be able to arrange access to:

• Open green spaces or gardens suitable for outdoor games and group activities.
• Sports and recreation areas, such as:
  • Football/volleyball/basketball courts or open field
  • Nature walking trails or scenic gardens
  • Swimming pool (optional, preferred)
• Safe and quiet environment conducive for mindfulness and reflection sessions.

1. Additional Services

• Bonfire area or open-air evening space for team bonding.
• Support staff for setup, logistics, and on-site coordination.
• Ample secure parking space.
• Assistance with local transport coordination

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 detailed financial proposal.
2. Hotel profile
3. Copy of certificate of incorporation from RDB indicating company shareholders
4. Valid tax clearance certificate from Rwanda Revenue Authority [RRA]
5. Valid Social Security clearance certificate from RSSB, if applicable
6. Must have an experience of not less than five years
7. At least (3) original or notarized references from similar assignments conducted within the last three years required
8. 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