TERMS OF REFERENCE FOR AN OUTDOOR MAINTENANCE WORK SERVICE PROVIDER

Introduction

Q Coffee founded in 2016, is a social enterprise whose mission is to increase local consumption of specialty grade coffee grown by the women beneficiaries of the SGR training program. Q Coffee Ltd. operates a retail café in Gishushu and in Kiyovu, Kigali, Rwanda that sell coffee products, coffee tours, and coffee beverages directly to customers. The retail outlets increase the visibility of women coffee growers and their coffee and has a training space for farmers, baristas, and coffee professionals to improve coffee quality from seed to cup.

In this perspective, Q Coffee Ltd is seeking a reliable and experienced outdoor gardening and fumigation service provider to maintain the landscaping and exteriors of our cafes.

Scope of Work

The selected service provider will be responsible for providing comprehensive outdoor gardening and maintenance services, including lawn care, tree and shrub care, flower bed maintenance, garden cleanup, and fumigation.

Key Requirements

• Proven track record of providing high-quality outdoor gardening and fumigation services.
• Ability to provide qualified and experienced gardening and fumigation workers.
• Ensure that all staff are trained in proper gardening practices and safety protocols.
• Possession of necessary equipment and tools for landscaping and gardening tasks, such as lawnmowers, trimmers, pruning shears, and sprayers.
• Ability to maintain a well-groomed and attractive outdoor environment.
• Adherence to industry best practices for landscaping and pest control.
• Excellent customer service skills and responsiveness to inquiries.
• Assumption of liability for any accidents or incidents caused by their employees.

General Qualifications and Required Documents

Interested providers should meet the following requirements: 

• Experience of 5 years in providing outdoor gardening and fumigation services.
• Provide information about the qualifications and experience of your gardening and fumigation staff.
• List the equipment and tools you have available for landscaping tasks.
• Provide 3 recommendation letters from previous clients.
• Having RDB registration certificate.
• Original or notarized copy of the Rwanda Social Security Board certificate.
• Tax clearance certificate issued by RRA.
• A confirmation that the bidder has Electronic Billing Machine [EBM].
• Original or notarized copy of the non-bankruptcy certificate from RDB.

Confidentiality and Information Guidance

All documents related to this tender shall remain the property of Q Coffee and must be returned on demand.

Unless requested otherwise, Q Coffee 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 Q Coffee.

Evaluation Criteria and reward

The award will be made to the offer or whose offer follows the tender instructions, meets eligibility requirements, and receives the highest score out of a determined set of weighted technical and financial criteria. Please note that if there are significant deficiencies regarding responsiveness to the requirements of this tender, an offer may be deemed “non-responsive” and thereby disqualified from consideration. It is anticipated that award will be made solely based on these original quotations. However, Q Coffee reserves the right to conduct any of the following:

• Q Coffee may conduct negotiations with and/or request clarifications from any offer prior to award.
• While preference will be given to offer who can address the full technical requirements of this tender, Q Coffee may issue a partial award or split the award among various Providers.

Submission Method

Interested companies must submit their bid documents electronically via:

recruitment@sustainablegrowers.org not later than 16^th February 2025 at 5:00PM local time. Late bids will be automatically rejected by the system.