INVITATION TO BID

Title of Tender: Recruitment of Individual Procurement Consultant

Tender Reference Number: SGR/CS/04.02-2025

Procurement Method: Open Tender

Date of Issue: 23rd April 2025

Submission Deadline: 5th May 2025

INTRODUCTION

About the organisation

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.

SGR is guided by robust procurement policies to ensure transparency, value for money, and competitive, ethical procurement processes.

SGR seeks to hire a short-term Procurement Consultant to support the organization in clearing a backlog of critical pending tenders, strengthening procurement procedures, and building internal capacity of the procurement team and tender committee.

Objectives of the AssignmentThe overall objective is to support SGR in delivering timely, compliant, and efficient procurement actions by:

Fast-tracking and cleaning up the backlog of pending procurement processes.

Strengthening the procedures and functionality of the Tender Committee.

Enhancing internal procurement staff capacity through hands-on coaching and technical support.

Scope of Work: The Procurement Consultant will undertake the following tasks:

Tactical Procurement Support

Review, streamline, and finalize a set of ongoing procurement processes, including but not limited to the supply of office and cleaning supplies under a framework agreement; provision of office security services; asset insurance services; transportation services and fuel supply under framework agreements; and external financial audit services for FY2025. The consultant will also support the procurement of conference facilities and hotel accommodation; office stationery under a framework agreement; IT equipment and accessories; and a vehicle. Additionally, the consultant will assist in procurement support for 27 cooperatives across Rwanda, DRC, and Tanzania to procure agronomy tools/ input, establish nurseries for climate-resilient seedling production among others that may come in during the period of contracting. Finally, the consultant will assist SGR in developing the procurement plans and risk register in consultation with project stakeholders.

Process Review and Streamlining     google.com, pub-8424431947926653, DIRECT, f08c47fec0942fa0

Review the current procurement processes and documentation against the SGR Procurement Manual.

Recommend and implement improved procurement planning, filing, and contract management practices.

Streamline procedures and documentation for the Tender Committee (ToR, SOPs, evaluation tools, filing).

Capacity Building

Provide tailored on-site mentorship and training to procurement staff and Tender Committee members.

Develop simple procurement process guides/checklists aligned with SGR’s Procurement Procedures Manual.

Compliance and Quality Control

Ensure all tenders are aligned with internal thresholds and methods (open tendering, RFQ, direct sourcing).

Support proper evaluation, bid negotiation (if needed), and contract award processes.

Assist in documentation, including filing evaluation forms, service certificates, and contract amendments.

Expected Deliverables

Cleaned and finalized documentation for all listed procurement files in section C1.

Standardized and improved Tender Committee procedures and SOPs.

On-site training sessions delivered to procurement and relevant program staff.

A final report summarizing work completed, challenges encountered, and sustainability recommendations.

Duration and Reporting

Duration: Two (2) months full-time consultancy.

Reporting: The Consultant will report to the Executive Director of Sustainable Growers and work closely with the Head of Finance & Procurement and HR and Administration Manager.

Qualifications and Experience

The consultant will be required to maintain confidentiality of all information and documents shared during the course of the assignment.

Proven capacity to coach and train procurement and tender committees.

Strong knowledge of procurement ethics, local procurement laws, and NGO procurement procedures.

Demonstrated experience in managing full procurement cycles and developing procurement systems and tools.

Minimum of 7 years of progressive procurement experience, including at least 2 assignments with non-profit or donor-funded organizations.

Professional certification such as CIPS, CPSM, or equivalent is required.

Bachelor’s degree in Procurement, Supply Chain Management, Business Administration, or related field; Master’s preferred.

Remuneration and Logistics

A competitive lump sum will be offered based on qualifications and experience.

Consultant must ensure own medical and travel insurance.

REQUIRED DOCUMENTS

The bidder shall send the following documents:

Detailed profile includng experience in similar services

Financial proposal with cost breakdown for monthly retainer fees

A confirmation that the bidder has Electronic Billing Machine [EBM]; If the consultant doesn’t provide EBM, the quoted monthly retainer will be subject to 15% WHT deduction

Other Requirements:

Detailed breakdown of prices must be provided in Rwandan Francs (RWF) and must include all taxes accordingly

Prices shall not change for the duration of the contract

STANDARD PROVISIONS

Guidelines, policies and ethics

All selected 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 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

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.

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 of 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 Individual consultants must submit their bid documents electronically via: [email protected] not later than 5th May 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: [email protected] by 30th April 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 23rd April 2025

Christine Condo

Chief Executive Officer - Sustainable Growers.