Tenders Are Invited For Provision Of Photography And Videography Services

Tenders are invited for Provision of Photography and Videography Services to Sustainable Growers under Framework Agreement Location: Kigali Deadline: Sunday, 05/07/2026 17:00 SUSTAINABLE GROWERS RWANDA P.O BOX 864 Kigali, Rwanda INVITATION TO BID. Title of Tender: Provision of Photography and Videography Services to Sustainable Growers Under Framework Agreement. Tender Reference Number: PPVS/PT/26/06/2026 Procurement Method: Open Tender Date of Issue: 26th June 2026 Submission Deadlines: 5th July, 2026 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 over 77,000 women farmers, creating a secondary impact on over 341,000 family members." As SGR grows its presence across the region and engages with international partners, government stakeholders, and the global coffee community, the availability of consistent, high-quality, and professionally produced video and photography content is critical to maintaining brand integrity, enhancing visibility, and strengthening organisational credibility. SGR is seeking to engage a single, reliable supplier to provide comprehensive video and photography production services for use across events, corporate communications, office operations, field activities, stakeholder engagement, and promotional campaigns. I. OBJECTIVES The objective of this procurement is to identify and contract a qualified service provider capable of delivering professional photography and videography services across SGRs operational activities, ensuring: Consistent, high-quality visual content aligned with SGRs brand guidelines and communications strategy Authentic and dignified representation of women farmers, cooperatives, and field activities Timely delivery of edited photo and video assets for use across digital, print, and broadcast platforms Capacity to cover both planned events and ad hoc field assignments across Rwanda, DRC, and Tanzania Flexibility to accommodate varying content formats and platform-specific requirements II. SCOPE OF WORK The selected service provider shall be capable of delivering services across the following categories. SGR reserves the right to add or remove categories based on operational needs. Event Coverage Service Specification Notes Conference and workshop photography Full-day coverage; high-resolution images; edited and categorised by session Event videography Full-day coverage; highlight reel and full-length edits Panel and speaker documentation Individual and group shots; candid and staged Ceremony and award coverage Key moments; dignified and brand-aligned framing Exhibition and booth coverage Product, people, and environment shots Same-day content delivery For events and activations where required; select edited photos and short-form video content delivered within hours of capture for immediate use on social media or live communications Field and Farmer Documentation Service Specification Notes Cooperative farm photography On-location; natural light preferred; farmer-centred storytelling Training and capacity-building sessions In-field and classroom settings Coffee production process documentation From farm to processing; sequential storytelling Community and farmer portrait series Individual and group; dignified; consent-compliant Institutional and Communications Content Service Specification Notes Staff and leadership portraits Studio-quality; branded backdrop optional Office and facility photography Interior and exterior; environmental storytelling Campaign and social media content Platform-optimised; vertical and horizontal formats Donor and partner visit documentation Accompanied field visits; candid and formal coverage Testimonial video production Farmer and staff testimonials; subtitled; edited Brand and product photography Coffee product photography; packaging; lifestyle shots Post-Production Services Service Specification Notes Photo editing and retouching Colour correction; cropping; brand-consistent treatment Video editing Multi-format edits; colour grading; subtitling; music Graphic overlays and motion graphics Lower thirds; title cards; branded intros and outros Asset organisation and delivery Categorised folders; high-resolution and web-optimised versions Raw file archiving Delivery of raw files upon request Deliverables The selected service provider shall be required to: Deliver fully edited photo galleries within five (5) working days of each assignment, unless otherwise agreed Deliver edited video content within ten (5) working days of each assignment, unless otherwise agreed Deliver same day photos and videos for events that require same-day publication Provide both high-resolution and channel-optimized versions of all photo assets for use across digital, print, web, and social media channels. Provide video files in formats compatible with social media, broadcast, and presentation use Ensure all content conforms to SGR brand guidelines and communications standards as provided by SGR Obtain signed consent forms from all individuals featured in photography and video content, particularly farmers and community members Deliver raw files upon SGRs request Maintain a secure backup of all deliverables for a minimum of six (6) months following each assignment Attend pre-assignment briefings to align on content objectives, key moments, and messaging priorities Eligibility Criteria Interested service providers must demonstrate the following: Detailed technical specifications of equipment and production capacity Financial proposal with transparent pricing per action Quality assurance and post-production processes Evidence of experience in documentary, NGO, or development sector photography and videography The following administrative documents should also be provided: 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 Minimum of five (5) years of professional experience; at least three (3) original or notarized client references required Confirmation that the bidder has an Electronic Billing Machine (EBM) Summary of company profile and any relevant certifications or professional memberships Proposal Submission Requirements Interested service providers are required to submit the following: Technical Proposal Company or individual profile and registration documents Portfolio of previous work (minimum 5 samples across different assignment types, including at least one video production) List of three (3) client references with contact details Description of equipment, production capacity, and post-production workflow Lead time commitments by assignment type Team composition and CVs of at least three key personnel (Senior Photographer, Senior Videographer, Creative Director/Project lead) Financial Proposal Day rate and half-day rate for photography and videography (separately) Per-deliverable pricing for post-production services Travel and logistics costs for field assignments Volume discount structure for retainer or multi-assignment engagements Payment terms Validity period of the quoted prices Evaluation Criteria Criterion Weight Technical capacity and portfolio quality 30% Range of products and services offered 20% Pricing competitiveness and transparency 25% Lead times and delivery reliability 15% Experience with NGOs or development sector 10% CONTRACT & ENGAGEMENT TERMS The selected service provider will enter into a framework agreement with SGR for an initial period of one (1) year, renewable subject to satisfactory performance. The agreement will not guarantee a minimum number of assignments but will establish agreed pricing, quality standards, and delivery terms for the duration of the contract. SGR reserves the right to engage additional service providers for specific assignments if the contracted provider is unable to meet quality or delivery requirements for any given engagement. STANDARD PROVISIONS 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 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 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 in relation to this Procureme Tender Link : https://www.jobinrwanda.com/job/tender-notice-provision-photography-and-videography-services-sustainable-growers-under