TERMS OF REFERENCE FOR A PASTRIES 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 pastry supplier to provide us with high-quality pastries for our cafes.

Scope of Work

The selected pastry supplier will be responsible for providing a consistent supply of the following pastries:

• Croissants
• Pain au chocolat
• Banana cake
• Lemon cake
• Any other pastry product.

The pastries must meet our strict quality standards in terms of taste, texture, and appearance.

Key Requirements

• Proven track record of providing high-quality pastries to retail businesses.
• Familiarity with food safety and hygiene standards.
• Ability to consistently produce pastries that meet our high standards for taste, texture, and appearance.
• Use of high-quality ingredients and fresh, seasonal produce.
• Adherence to food safety and hygiene regulations.
• Sufficient capacity to meet our pastry needs on a regular basis.
• Ability to meet tight turnaround times for urgent orders.
• Competitive pricing structure and flexible payment terms.
• Transparent pricing with clear itemization of costs.
• Appropriate packaging to maintain the quality and freshness of the pastries.

General Qualifications and Required Documents

Interested providers should meet the following requirements:

• Company profile and experience.
• Samples of pastries.
• Pricing structure and payment terms.
• Provide 3 references 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.

Jean Aime NIYONKURU

Social Enterprise Executive Manager