Request for Quote/Proposal (RFQ/RFP)
Commodity/Service Required: Customized Farm Software Management System:
A network and access point for communication and support with growers and to manage Souk Farm Ltd operations
Type of Procurement: Purchase Order
Type of Contract: Firm fixed price
Term of Contract: TBD
Contract Funding: USAID
This Procurement supports: Feed the Future Rwanda Kungahara Wagura Amasoko
Submit Proposal to: info@ftfkwa.org
Date of Issue of RFP: 16 January 2023
Bidders Conference Date : 24 January 2023
Conference Location: Virtual
Please confirm your attendance by 18 January 2022 at 5:00pm CAT to info@ftfkwa.org in order to receive a conference link.
Date Questions from Suppliers Due: 27 January 2023 at 5:00pm CAT
Date Proposal Due: 1 February 2023
Approximate Date Purchase Order Issued to Successful Bidder(s): 28 February 2023
Method of Submittal:
All offers will be received through this email: info@ftfkwa.org
Respond via e-mail with attached document in MS Word / pdf format.
The Bidder/Seller agrees to hold the prices in its offer firm for 90 days from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ.
Solicitation Number: FTF KWA 2022-140
Attachments to RFP:
1. 1. Attachment “A” – Commodity Specifications
2. 2. Attachment “B” – Instructions to Bidders/Sellers
3. 3. All PO Terms and Conditions are listed on our website at: https://www.rti.org/sites/default/files/rti-purchase-order-terms-and-conditions-v1.16.pdf, http://www.rti.org/files/PO_FAR_Clauses.pdf or for commercial items: http://www.rti.org/files/PO_FAR_Clauses_Commercial_Items.pdf (hereinafter the “Terms”). Supplier’s delivery of products, performance of services, or issuance of invoices in connection with this purchase order establishes Supplier’s agreement to the Terms. The Terms may only be modified in writing signed by both parties.
All bidders/sellers are responsible to carefully review each attachment and follow any instructions that may be relevant to this procurement
Attachment A
Commodity Specifications or Statement of Work
Statement of Work
Description of Activity/Service:
Farm Software Management System:
A network and access point for communication and support with growers and to manage farm operations for Souk Farms Ltd
Location: Kigali, Rwanda

Similar Jobs in Rwanda
Learn more about Research Triangle Institute (RTI)
Research Triangle Institute (RTI) jobs in Rwanda

Project Overview
Feed the Future Rwanda Kungahara Wagura Amasoko is a five-year program working with and through the Government of Rwanda (GOR) to boost economic growth by increasing exports of the country’s high-value agricultural products such as coffee, tea, fresh beans, peppers, and chili. Kungahara Wagura Amasoko works across high-value agriculture export value chains to co-create solutions to help facilitate Rwanda’s movement from subsistence agriculture to high-value exports, driving $300 million in new investments into the sector.
Kungahara Wagura Amasoko seeks to grow the value of Rwanda’s high-value agriculture exports; create jobs along the targeted value chains by generating additional productive employment in processing, packing, and cold chain logistics; and impact household income across our target districts. The program is implemented by RTI International.
Background
Rwandan small and medium sized enterprises (SMEs) in high-value agricultural export lack access to sound systems, procedures, human capital, and best practices that would allow them to improve the business practices (e.g., operations, financial management, and governance) necessary to build investor confidence and attract capital. This includes innovations in technology that can have an impact on the Rwandan agriculture export sector in areas such as processing, logistics, and traceability, that ensure export competitiveness.

Kungahara Wagura Amasoko seeks to bridge this gap by integrating and undertaking development of innovative, cost effective, and flexible digital systems and tools needed to ensure strategic information flow within and between diverse relevant market actors for timely decision-making.
In line with this mandate, RTI International is seeking for quotations from experienced farm management software vendors who can develop and implement a digital system to synchronise sales, procurement, and production activities. SOUK Farms is an established grower and exporter of high-value horticultural produce from Rwanda. The company’s operations include cultivating, processing, and exporting high-quality horticultural produce to markets in Europe and the Middle East. The key export crops are Avocados, Bird eye chillies, Habanero, French Beans, Karela, and Strawberries. Their main export markets are Europe (Belgium, France, Netherlands, Germany), United Kingdom, UAE, and Qatar. SOUK’s farming operations are spread across 92 hectares of land. The firm cultivates on four large farms under lease agreements, and also manages a network of more than 300 outgrowers and contract farmers across Rwanda. Current outgrower programs enable >65% income increase per household on average. SOUK recorded revenues of USD1.5m in FY2021 and is in line to achieve a revenue of USD 3.1m in FY2022 from export of high-value horticulture produce.
SOUK Farms intends to build and deploy an operations management software that automates record keeping from the farm level all the way to export sales. With this software, SOUK expects to manage its entire export operations seamlessly and reduce post-harvest losses significantly. This tool would incorporate export demand forecasts from the sales team and subsequently back calculate the production inputs required to meet the demand forecast. Souk will directly pay for the maintenance of the software.
Description of Services
The overall objective of this SOW is to source vendors with proven experience and qualified staff to develop and integrate a custom farm management software for SOUK Farm Ltd with functionalities below:
Department Functionalities/Specifications
Packhouse
• Inventory of materials, what was taken out and what was returned. There should be a breakdown of the various items and what has been removed from inventory and what has been left.
• When inventory is below a certain quantity (i.e., at least enough boxes for 3 weeks of shipments), the system should notify users that more materials need to be purchased.
• Automated budgeting based on weekly export plan, including reconciliation function to track actual vs budgeted
• The export plan performance monitoring, export plan vs what was shipped, do the percentages of the success rates
• General information page and specification page to include information such as dimensions and the boxes, the number of boxes on a pallet.
• KPIs of what the cost of the packing and sorting activity is being achieved, based on the inputs. It would be the cost per produce.
• Controllable cost: Sorting/grading cost per kg
• Uncontrollable costs: Boxes, NAEB Fees, Pallets, Pallet corners, etc
• Overall cost

Farm
• For each farm and each crop
• Automated budgeting functionality (although customizable)
• Overall Budget over crop cycle > Monthly budget breakdown > Weekly budget breakdown
• Crop protection calendar
• Automation of activities required per week (i.e. we should be able to have a breakdown of planned farm activities per week).
• Checkbox planned activities against actual activities
• Farm health status based on above
• Weekly farm report functionality
• Line by line budget functionality, (for kgs, litres, bags, etc). It should include the breakdown per month and per week and then be able to tally for the total product
• Reconciliation of farm expenses vs the budgets, show deviations and percentages and give alerts
• Weekly reconciliations vs what was estimated in the budget, the system would keep track of the budget
• Crop calendar, to be able to accurately give the timelines of when to expect harvesting and when planting has been done, and also provide alerts as to when the production season is coming to and end so that the team knows.
• Casuals management functionality
• Planned casuals cost based on activity
• Actual cost paid to casuals and variance functionality to budgeted (above)
• Casuals recording and payment system
• Production plan, keep accurate information on expected production for the all the crops to be able to give an accurate indication
• Harvesting records, look at what is actually produced from the farm on a weekly basis so that you are able to see production plan vs the harvesting records. To include the grading for each of the various products
• Outgrower differentiator functionality
• Inventory management, what is in the Head Office inventory, what has been given to each of the farms. For chemicals, fertilizers, seeds, PPE, etc
• Functionality to be able to plan and create supply plan and target plans based on product demand
• Production budgets per crop, how much does it cost per kg to produce, and based on the reconciliation how much did it really cost per kg to produce

Additional features
• Reminders for the team to upload their information
• Sharing option and access option to allow people to be able to share and access various documents
• Audit trail functionality to see who edited what
• Syncing, allow for use offline, and then when connected to the internet it would be able to sync and upload the information on the cloud


Management Dashboard
• Inventory at packhouse
• Inventory at the farm
• Budget vs Actual summary in terms of how we are according to the target
• Harvest vs Actual data
• Farm status (based on activity plan vs actual)
Minimum Eligibility Criteria:
To be eligible to apply for this opportunity, vendors must meet the following minimum criteria:
• A duly registered vendor able to operate in Rwanda.
• Vendor must have a minimum of 3 years of experience providing farm management software services including design, implementation and maintenance
Application Instructions
• Company Overview: 2 pages maximum
• Full address of the applicant/Firm/Company.
• Company profile, including number of years providing farm management software.
• Registration certificate and date.
o Include Unique Entity ID (SAM.gov) or proof of confirmation that Unique Entity ID has been requested.
• Company Expertise: 3 pages maximum
o Description of at least three similar or related assignments, preferably in the agriculture sector, including referee name and contact information (phone and e-mail) for each assignment.
o Summary biography of the expert team who will be providing support.
• Proposed Design: 4 pages maximum
o Overview of proposed design of the software relative to requirements of the SOW, including timeline for completing the assignment.
• Annexes:
o Budget submitted in excel template, see Attachment C
o Curriculum Vitaes for all proposed team members, detailing relevant education, work experience, and certifications (not to exceed 2 pages maximum per CV)
By signing this attachment, the bidder confirms he has a complete understanding of the specifications and fully intends to deliver items that comply with the above listed specifications.
Signature:
Title:
Date:
Attachment “B”
Instructions to Bidders/Sellers
1. Procurement Narrative Description: The Buyer (RTI) intends to purchase commodities and/or services identified in Attachment A. The Buyer intends to purchase the quantities (for commodities) and/or services (based on deliverables identified in a Statement of Work). The term of the Ordering Agreement shall be from Award Date to the Delivery date of the Offeror unless extended by mutual agreement of the parties. The Buyer intends to award to a single “approved’ supplier based on conformance to the listed specifications, the ability to service this contract, and selling price. We reserve the right to award to more than one bidder. If an Ordering Agreement is established as a result of this RFQ/RFP, supplier understands that quantities indicated in the specifications (Attachment A) are an estimate only and RTI does not guarantee the purchase quantity of any item listed.
2. Procuring Activity: This procurement will be made by Research Triangle Institute (RTI International), located at
RTI International, SANLAM Towers, 2ND Floor, KN 67 St. No.10 Kigali, Rwanda
who has a purchase requirement in support of a project funded by
USAID

(insert client’s name)
RTI shall award the initial quantities and/or services and any option quantities (if exercised by RTI) to Seller by a properly executed Purchase Order as set forth within the terms of this properly executed agreement.
3. Proposal Requirements. All Sellers will submit a quote/proposal which contains offers for all items and options included in this RFQ/RFP. All information presented in the Sellers quote/proposal will be considered during RTI’s evaluation. Failure to submit the information required in this RFQ/RFP may result in Seller’s offer being deemed non-responsive. Sellers are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach RTI’s office designated in the RFQ/RFP by the time and date specified in the RFQ/RFP. Any offer, modification, revision, or withdrawal of an offer received at the RTI office designated in the RFQ/RFP after the exact time specified for receipt of offers is “late” and may not be considered at the discretion of the RTI Procurement Officer. The Seller’s proposal shall include the following:
a The solicitation number:
b The date and time submitted:
c The name, address, and telephone number of the seller (bidder) and authorized signature of same:
d Validity period of Quote:
e A technical description of the items being offered in sufficient detail to evaluate compliance with the requirements in the solicitation. This may include product literature, or other documents, if necessary.
f If RTI informs Seller that the Commodity is intended for export and the Commodity is not classified for export under Export Classification Control Number (ECCN) “EAR99” of the U.S. Department of Commerce Export Administration Regulations (EAR), then Seller must provide RTI the correct ECCN and the name of Seller’s representative responsible for Trade Compliance who can confirm the export classification.
g Lead Time Availability of the Commodity/Service.
h Terms of warranty describing what and how the warranties will be serviced.
i Special pricing instructions: Price and any discount terms or special requirements or terms (special note: pricing must include guaranteed firm fixed prices for items requested.
j Payment address or instructions (if different from mailing address)
k Acknowledgment of solicitation amendments (if any)
l Past performance information, when included as an evaluation factor, to include recent and relevant contracts for the same or similar items and other references (including points of contact with telephone numbers, and other relevant information)
m Special Note: The Seller, by his response to this RFQ/RFP and accompanying signatures, confirms that the terms and conditions associated with this RFQ/RFP document have been agreed to and all of its attachments have been carefully read and understood and all related questions answered.
4. Forms: Sellers (potential bidders or suppliers) must record their pricing utilizing the format found on Attachment “A”. Sellers must sign the single hardcopy submitted and send to address listed on the cover page of this RFQ/RFP.
5. Questions Concerning the Procurement. All questions in regards to this RFQ/RFP to be directed to
info@ftfkwa.org
at this email address:
info@ftfkwa.org
The cut-off date for questions is (insert date).

27 January 2023 at 5:00pm CAT
6. Notifications and Deliveries: Time is of the essence for this procurement. Seller shall deliver the items or services no later than the dates set forth in the contract that will be agreed by both parties as a result of this RFQ/RFP. The Seller shall immediately contact the Buyer’s Procurement Officer if the specifications, availability, or the delivery schedule(s) changes. Exceptional delays will result in financial penalties being imposed of Seller.
7. Documentation: The following documents will be required for payment for each item:
• A detailed invoice listing Purchase Order Number, Bank information with wiring instructions (when applicable)
• Packing List
• All relevant product/service documentation (manuals, warranty doc, certificate of analysis, etc.)
8. Payment Terms: Refer to RTI purchase order terms and conditions found in https://www.rti.org/sites/default/files/rti-purchase-order-terms-and-conditions-v1.16.pdf , http://www.rti.org/files/PO_FAR_Clauses.pdf, or http://www.rti.org/files/PO_FAR_Clauses_Commercial_Items.pdf. Payment can be made via wire transfer or other acceptable form. Sellers may propose alternative payment terms and they will be considered in the evaluation process.
9. Alternative Proposals: Sellers are permitted to offer “alternatives” should they not be able to meet the listed requirements. Any alternative proposals shall still satisfy the minimum requirements set forth in Attachment A Specifications.
10. Inspection Process: Each item shall be inspected prior to final acceptance of the item. All significant discrepancies, shortages, and/or faults must be satisfactorily corrected and satisfactorily documented prior to delivery and release of payment.
11. Evaluation and Award Process: The RTI Procurement Officer will award an agreement contract resulting from this solicitation to the responsible Seller (bidder) whose offer conforms to the RFQ/RFP will be most advantageous to RTI, price and other factors considered. The award will be made to the Seller representing the best value to the project and to RTI. For the purpose of this RFQ/RFP, price, delivery, technical and past performance are of equal importance for the purposes of evaluating, and selecting the “best value” awardee. RTI intends to evaluate offers and award an Agreement without discussions with Sellers. Therefore, the Seller’s initial offer should contain the Seller’s best terms from a price and technical standpoint. However, RTI reserves the right to conduct discussions if later determined by the RTI Procurement Officer to be necessary.

The evaluation factors will be comprised of the following criteria:
• PRICE (30%)
1. Lowest evaluated ceiling price (inclusive of option quantities).
• DELIVERY. (10%)
1. Seller provides the most advantageous delivery schedule.
• TECHNICAL. (40%)
1. Services shall satisfy or exceed the specifications described in RFQ/RFP Attachment A.
• PAST PERFORMANCE AND EXPERTISE (20%)
1. Seller can demonstrate his/her capability and resources to provide the items/services requested in this solicitation in a timely and responsive manner.
12. Award Notice. A written notice of award or acceptance of an offer, mailed or otherwise furnished to the successful supplier within the time acceptance specified in the offer, shall result in a binding contract without further action by either party.
13. Validity of Offer. This RFP in no way obligates RTI to make an award, nor does it commit RTI to pay any costs incurred by the Seller in the preparation and submission of a proposal or amendments to a proposal. Your proposal shall be considered valid for 33 days after submission.
14. Representations and Certifications. Winning suppliers under a US Federal Contract are required to complete and sign as part of your offer RTI Representations and Certifications for values over $10,000.
15. Anti- Kick Back Act of 1986. Anti-Kickback Act of 1986 as referenced in FAR 52.203-7 is hereby incorporated into this Request for Proposal as a condition of acceptance. If you have reasonable grounds to believe that a violation, as described in Paragraph (b) of FAR 52.203-7 may have occurred, you should report this suspected violation to the RTI’s Ethics Hotline at 1 877-212-7220 or by sending an e-mail to ethics@rti.org. You may report a suspected violation anonymously.
16. The John S. McCain National Defense Authorization Act for fiscal year 2019 - section 889. RTI cannot use any equipment or services from specific companies, or their subsidiaries and affiliates, including Huawei Technologies Company, ZTE Corporation, Hytera Communications Corporation, Hangzhou Hikvision Digital Technology Company, and Dahua Technology Company (“Covered Technology”). In response to this request for proposal, please do not provide a quote which includes any Covered Technology. Any quote which includes Covered Technology will be deemed non-responsive. Additionally, if the United States Government is the source of funds for this RFP, the resulting Supplier shall not provide any equipment, system, or service that uses Covered Technology as a substantial or essential component
Acceptance:
Seller agrees, as evidenced by signature below, that the seller’s completed and signed solicitation, seller’s proposal including all required submissions and the negotiated terms contained herein, constitute the entire agreement for the services described herein.
By: (Seller Company Name)
Signature:
Title:
Date: