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 looking for potential companies to supply specific supplies and dry goods under framework contract.

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1. Lot 5: Office supplies 

NB: Suppliers are allowed to bid for 2 lots only. 

1. General qualifications and required documents

Interested companies should meet the following requirements: 

1. Having experience of 3 years in performing similar services
2. Providing 3 recommendation letters of similar related services
3. Having RDB registration Certificate
4. Original or notarized copy of the Rwanda Social Security Board certificate
5. Tax clearance certificate issued by RRA
6. A confirmation that the bidder has Electronic Billing Machine [EBM]
7. Original or notarized copy of the non-bankruptcy certificate from RDB 

2. Tender Validity period

The tender validity period shall be 60 days. 

3. Rejection of tender responses

Q Coffee Ltd reserves the rights to reject any tender responses which:

• 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 tender

4. 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. Q Coffee 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.

5. Quotations

Quotations in response to this tender must be all taxes inclusive and presented in Rwanda currency. They must remain valid for not less than sixty (60) calendar days after the offer deadline. Bidders are requested to provide quotations on official letterhead.

6. Confidentiality and Information Governance

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.

7. Technical Specifications

(SEE ATTACHED EXCEL LIST OF ITEMS PER LOT)

8. Evaluation Criteria and award

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 on the basis of these original quotations. However, Sustainable Growers Rwanda 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 suppliers

9. Withdrawal

• Q Coffee reserves the right to withdraw this tender at any time and without notice and liability.
• Q Coffee reserves the right to accept or reject any quotation without being obliged to give any reasons in this respect.

10. Submission method

Interested companies must submit their bid documents electronically via:

recruitment@sustainablegrowers.org and copy anitha@sustaianablegrowers.org no later than 28^th August 2023 at 5:00PM local time. Late bids will be automatically rejected by the system.

Done at Kigali, on 17^th August 2023

Micheline Habineza

Director of Operations