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Quotation are invited for Provision of Travel Agency Services under Framework Agreement Location: Kigali Deadline: Saturday, 21/03/2026 17:00 INTRODUCTION Sustainable Growers is a non-governmental organization (NGO) that specializes in innovative coffee cultivation training techniques for smallholder women coffee farmers, with the goal of increasing their visibility in the coffee supply chain. Bloomberg Philanthropies has supported Sustainable Growers since its inception. This partnership along with the commitment of the governments of Rwanda, the Democratic Republic of Congo, and Tanzania has transformed the lives of 86,507 women farmers, creating a secondary impact on 315,901 family members. In this perspective, Sustainable Growers is looking for potential qualified companies to provide Travel Agency Services under framework agreement. II. GENERAL QUALIFICATIONS AND REQUIRED DOCUMENTS 1.The bidder shall send the following documents: Detailed Technical Specifications Financial proposal Quality assurance measures 2.The following administrative documents should also be provided along with the requirements above mentioned: Copy of certificate of incorporation from RDB indicating company shareholders Valid tax clearance certificate from Rwanda Revenue Authority [RRA] Valid Social Security clearance certificate from RSSB Must have an experience of not less than five years, at least (3) original or notarized references required A confirmation that the bidder has Electronic Billing Machine [EBM] A summary of the company profile and any standard certifications Ensure compliance with health, safety, as well as any local and international regulations related to travel agency services 3.Other Requirements: Detailed breakdown of prices must be provided in USD and Rwandan Francs (RWF) equivalency and must include all taxes and costs related to delivery to SGR offices, where applicable Prices shall not change for the duration of the contract III. TECHNICAL SPECIFICATIONS The primary objectives of this request for quotation for the provision of travel agency services: To provide personalized and quality travel experiences to Sustainable Growers Rwanda, including booking flights, accommodations, tours, and transport. To deliver expert travel advice, ensuring Sustainable Growers Rwanda makes informed decisions based on its own preferences and budget To create and maintain strong relationships with local and international service providers, including airlines, hotels, and tour operators. Specific requirements for the services to be offered The bidder must accept to supply air tickets and other travel related services and guarantee to respect instructions given Sustainable Growers Rwanda The bidder must commit to offer best prices calculated from the best tariff of any recognized airline, considering the shortest and direct routing, special tariff, and any information provided by Sustainable Growers Rwanda. The bidder will advise the routing and offer the best prices to all persons traveling on behalf or recommended by the client whether for business or private purposes Provide Sustainable Growers Rwanda with available airline flight schedules and itinerary prior to reservation To issue and deliver tickets maximum 30 minutes after receiving the order from Sustainable Growers Rwanda or an official email considering the travelers specificities (frequent flyer program). To facilitate refund, where applicable, any lost or stolen tickets with the agreement of the issuing tickets airline To advise Sustainable Growers Rwanda passengers, all details needed about their itineraries (e.g., requirements for visas and assist with applications, pandemic conditions, general health, immigration, foreign exchange, restrictions and latest updates about airports and flights), a printed routing including all the Airlines Companies used. To refund unused tickets in case of flight cancellation by the issuing airline To provide or arrange, on demand the travel insurance to passengers at the cost of the Sustainable Growers Rwanda. The amount will be added on the ticket. Assist and/or investigate any incident reported by the passenger. To provide all flight bookings (internal flights) worldwide as requested by the Sustainable Growers Rwanda. Reserve flights, accommodations, and other travel-related services. Offer around-the-clock assistance to Sustainable Growers Rwanda during trips for emergencies or changes in itinerary. IV. STANDARD PROVISIONS 5.1. Guidelines, policies and ethics All 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 5.2. 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 convictions 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 5.3. 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 cost-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 the award will be made solely on the basis of the original proposals. 5.4. 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. 5.5. 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 for any cost you incurred during the preparation of this procurement, irrespective of whether or not your tender response is successful. 5.6. 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. 5.7.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. 5.8. RFQ Validity period The bid validity period shall be 60 days. V. GUIDELINE FOR BID SUBMISSION Interested and qualified companies must submit their bid documents electronically via: recruitment@sustainablegrowers.org not later than 21st March 2026at 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: recruitment@sustainablegrowers.org by 18th March 2026, 05:00pm. Only the written answers issued by Sustainable Growers Rwanda will be considered official and carr Tender Link : https://www.jobinrwanda.com/job/tender-notice-provision-travel-agency-services-under-framework-agreement
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