Request for Proposal (RFP) for Provision of Printing and Branding Services

REQUEST FOR PROPOSAL (RFP)

Provision of Printing and Branding Services

RFQ Number: 007/TCPA/2026

Date: June 10, 2026

Terms of Reference

Provision of Printing and Branding Services

TCP Africa: KoraLink Program

1. Background

The Commons Project Foundation, Africa (TCP Africa) is a regional initiative based in Kigali and operating across Africa, aiming to advance a person-centered model of healthcare by digitizing health records, empowering individuals to securely manage and share their data, and collaborating with partners such as Africa CDC and the Mastercard Foundation to expand access, improve outcomes, and create digital health jobs.

The KoraLink Program is a bold initiative designed to harness the tech-savvy energy of young people in Africa and revolutionize health in their communities. The program seeks to support and inspire a movement of young changemakers to serve as digital agents who sell health products and other services to their communities. Using digital innovation and enterprising spirit, the program places young people at the heart of health transformation, building a future-ready workforce committed to inclusive, equitable and sustainable health systems.

The program targets financially disadvantaged young people aged 18–35, particularly women, residing in rural and urban areas, who are often without full-time employment, with strong community ties, a high school or higher education, eager to acquire entrepreneurial digital skills, and are ready to work as sales agents to expand access to essential products and services, and transform health access and outcomes across Rwanda.

TCP Africa's Brand Design and Communications workstream leads program documentation, visual storytelling, and public-facing content across digital and print channels. To support program delivery across up to 30 districts nationwide, TCP Africa requires a broad range of high-quality printed and branded materials, including event collateral, corporate print, promotional merchandise, and branded apparel. TCP Africa will retain a printing and branding service provider for a 12-month period, with the possibility of renewal based on performance and budget availability.

2. Objectives

TCP Africa seeks to engage a professional printing and branding service provider on a retainer basis to supply printed and branded materials in support of the KoraLink Program and TCP Africa's wider organizational needs. The selected provider will:

• Supply a comprehensive range of high-quality printed and branded materials to support program events, community outreach, communications, and staff needs as may be required.
• Produce branded apparel, promotional merchandise, and corporate print items in accordance with KoraLink and TCP Africa brand guidelines.
• Deliver all items to agreed specifications, timelines, and quality standards, with pre-production proofs or samples submitted for approval before full production runs.
• Respond to ad hoc and urgent orders as required during the contract period.

This is a retainer-based engagement. Orders will be placed and fulfilled on an as needed basis and only work formally ordered and delivered will be compensated.

3. Scope of Work

The selected provider will supply printed and branded materials as required by TCP Africa across the following categories. All items must conform to KoraLink and TCP Africa brand guidelines, which will be provided to the selected provider upon contract commencement. Specifications for individual orders will be confirmed in purchase orders issued by TCP Africa.

The above list is indicative and not exhaustive. TCP Africa reserves the right to request additional items of a similar nature during the contract period. All designs and artwork will be provided by TCP Africa unless otherwise agreed. The selected provider shall advise TCP Africa on optimal file formats, and pre-press requirements.

4. Expected Outputs and Deliverables

Specific items, quantities, specifications, and delivery deadlines will be outlined in individual purchase orders issued by TCP Africa for each engagement.

5. Areas of Operation

TCP Africa's offices are located in Kigali. Delivery of printed and branded materials is primarily required at TCP Africa's Kigali offices, with occasional delivery to field locations or event venues across up to 30 districts nationwide in Rwanda. The selected provider must be able to arrange delivery to specified locations as required or advise on cost implications for delivery outside Kigali.

6. Duration of the Work

This is a retainer-based engagement for 12 months, renewable subject to satisfactory performance and budget availability. Orders will be placed on a need basis, and only work formally ordered and delivered will be compensated.

7. Institutional Arrangement

• All orders will be placed by TCP Africa via an official purchase order. No work should commence without a written purchase order.
• Pre-production proofs (digital mock-ups or physical samples) must be submitted to and approved by TCP Africa before any full production run commences.
• The selected provider will submit a delivery note and brief quality confirmation with each delivery batch, to be reviewed and signed off by the relevant TCP Africa staff member.
• The selected provider will liaise and coordinate with TCP Africa's Brand Design and Communications team for all branding and design alignment.
• The selected provider will be expected to use its own equipment, machinery, and supply chain to deliver the above.

8. Required Expertise and Experience

Company Requirements:

• A minimum of 5 years of demonstrated experience providing printing and branding services, preferably to international organizations, NGOs, development-sector programs, or comparable institutional clients.
• Registered business with valid trading license, VAT registration and tax clearance certificate.

Experience

• Demonstrated capacity to produce a comprehensive range of items, including large-format event materials (banners, teardrops, pop-up displays), corporate print (business cards, folders, factsheets, brochures), branded apparel (T-shirts, polo shirts, caps), and promotional merchandise (pens, notebooks, lanyards, USB drives, tote bags).
• Proven ability to deliver products to brand specification, including correct Pantone colour matching, logo placement, and material quality.
• Experience managing pre-production approval processes (proofs, samples) for institutional clients.
• Ability to manage multiple concurrent orders and respond to urgent or event-driven requests.
• Excellent communication and coordination skills with the ability to work effectively with TCP Africa's Brand Design and Communications team.
• Attention to detail and commitment to delivering high-quality products within agreed timelines.

Language Skills:

• Fluency in written and spoken English and Kinyarwanda.
• French language capability is an advantage.

Accessibility Competence: 

• Experience integrating sign language interpretation and other accessibility features into digital and learning content is an advantage.

9. Technical and Functional Skills

• In-house production capacity or demonstrated access to reliable supply chain partnerships covering all item categories in this TOR.
• Demonstrated knowledge of print production processes, including offset printing, digital printing, screen printing, embroidery, and large-format production.
• Experience working with brand guidelines to ensure compliance with the client’s items.
• Ability to advise TCP Africa on material selection, finish options, and cost optimization for different order types.
• Quality control processes to ensure all products meet agreed specifications before delivery.
• Capacity to provide branded storage or kitting services for event packs or distribution sets, if required.

Technical Proposal

The technical proposal should include:

• Company profile and overview of production capacity, with at least three (3) professional references from relevant institutional or NGO clients.
• Portfolio or catalogue of previous work, including samples or photographs of items produced for previous clients, covering as many of the item categories listed in Section 3 as possible.
• CVs of key personnel who will manage this engagement, including the designated account manager, graphic designer, etc.
• Description of quality assurance processes, including how pre-production proofs and samples are managed.
• Overview of production and delivery lead times for standard and urgent orders.

1. Financial Proposal

The financial proposal should include:

• A clear unit price list in Rwandan Francs (RWF) for each item category listed in Section 3, specifying: unit price per item, minimum order quantities where applicable, price per batch at indicative quantities (low, mid, and high volume), delivery charges within Kigali and outside Kigali (per district or region), and any additional charges for rush orders, branded storage, or kitting.
• All rates should be presented in RWF and inclusive of all taxes and duties.
• Providers are encouraged to indicate any volume discount structures available for larger orders.

11. Selection Criteria

Proposals will be evaluated using a cumulative analysis model. Only proposals that are responsive, compliant, and complete will be evaluated. Proposal weights are:

• Technical Criteria Weight: 70%
• Financial Criteria Weight: 30%

12. Intellectual Property and Usage Rights

All printed and branded materials produced under this engagement — including artwork files, design adaptations, and production outputs — shall reflect the intellectual property of TCP Africa and the KoraLink Program. The selected provider may not use, reproduce, publish, or share any TCP Africa or KoraLink branded materials for its own promotional purposes without prior written authorization from TCP Africa.

13. Confidentiality and Participant Consent

The selected company must adhere to TCP Africa’s participant consent and data protection protocols. All photography, videography, and visual content involving programparticipants must be conducted with informed consent, provided by the programin the assignment brief. The company must handle all materials, participant information, and program data with strict confidentiality.

14. Submission of Proposal

Interested firms are invited to submit electronically via email to procurement@thecommonsproject.org no later than June18, 2026 by 5pm a technical and financial proposals including relevant experience, proposed methodology, and cv. The selection will be based on technical competence, understanding of the assignment, proposed methodology, relevant experience, and cost-effectiveness. Proposal reviews begin immediately. For best consideration, please submit as early as possible.