Terms of Reference for a Delivery Service Provider

TERMS OF REFERENCE FOR A DELIVERY 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 looking for a reliable and experienced delivery service provider to meet our diverse delivery needs regardless of weather conditions.

Scope of Work

The selected delivery service provider will be responsible for transporting a variety of items, including but not limited to raw materials, merchandise, pastries, and equipment, between our suppliers and our cafes.

Key Requirements

• Proven track record of providing reliable and timely delivery services.
• Well-maintained suitable transportation mode with weatherproofing features.
• Experience in transporting various types of food goods,including food items, equipment, and packaging materials.
• Driver with valid licenses and proper training.
• Flexibility to accommodate varying delivery volumes and time-sensitive deliveries including weekends.
• Effective communication with our team regarding delivery status and estimated arrival times.

General Qualifications and Required Documents

Interested providers should meet the following requirements:

• Having experience of 5 years in performing similar services
• Providing 3 recommendation letters of similar related services
• Driver’s license and driving record.
• Insurance coverage information.
• Having RDB registration Certificate (For Companies)
• Original or notarized copy of the Rwanda Social Security Board certificate (For Companies)
• Tax clearance certificate issued by RRA (For Companies)
• A confirmation that the bidder has Electronic Billing Machine [EBM] (For Companies)
• Original or notarized copy of the non-bankruptcy certificate from RDB (For Companies)

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.

Done at Kigali, on 6^th February 2025

Jean Aime NIYONKURU

Social Enterprise Executive Manager