TENDER NOTICE FOR THE PROVISION OF HOTEL SERVICES, EVENT HOSTING, AND FACILITATION SERVICES TO DUHAMIC-ADRI

CLIENT: DUHAMIC-ADRI

THE DEADLINE FOR SUBMISSION OF BIDS: Tuesday, January 28, 2025

BID SUBMISSION TIME: 11:00AM 

SUBMISSION DEADLINE: 11:30 AM

PLACE OF SUBMISSION: DUHAMI-ADRI Headquarters (Kicukiro District, Niboye Sector)

Overview of DUHAMIC-ADRI

1 Foundation

DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan Law. The idea of its creation dates back to 1979 with the objective of assisting farmers to organize themselves to fight against the constraints of the marginalization of rural areas. The action has moved from local and regional to national level with the holding of the Constituent General Assembly of 20^th April 1985 which devoted DUHAMIC-ADRI as an NGO working throughout Rwanda.

DUHAMIC-ADRI was legally recognized by the Ministerial Order N^o 943 of 12^th July 1985. Its statutes were modified and recognized by the Ministerial Order N^o 025/11 of 21^th March 2005. Subsequently, DUHAMIC-ADRI has fulfilled all requirements for compliance with the new law N° 04/2012 of 17/02/2012 governing the organization and the functioning of national non-governmental organizations, and received on 17/06/2013 a certificate of compliance from Rwandan Governance Board (RGB).

1.2 Vision, mission, object and structure

The Vision of DUHAMIC- ADRI is « a rural world responsible for its self-socio-economic development » In accordance with its statutes (article 2), the Mission of DUHAMIC-ADRI is “supporting integrated development through the initiatives of the rural population in its struggle for self-development.

1.3 Objectives of DUHAMIC-ADRI

1. Fighting against the marginalization of rural areas;
2. Stimulating the creation and consolidation of associations, cooperatives and farmers' groups;
3. Enhancing the work of farmers' associations by initiating and encouraging the development of organizational structures as autonomous groups, cooperatives and unions; Supporting rural development initiatives in various areas of socio-economic development

Context and justification of needs

DUHAMIC-ADRI is a prominent Non-Governmental Organization committed to fostering rural development and empowerment within Rwanda. Our organization operates extensively across 27 districts, collaborating with local communities, government bodies, and other stakeholders to drive positive change in rural areas. As part of our holistic approach to development, we regularly host a variety of events (meetings, trainings, workshops, graduation events, etc.) with the aim to provide the capacity building, skill enhancement and community engagement of project beneficiaries and stakeholders.

These events serve as vital platforms for knowledge sharing, networking, and collaboration among stakeholders, including farmers, community leaders, government officials, and development partners.

The effective and successful organization and facilitation of those events require the outsourcing of hotel hosting services and facilities which include but not limited to catering, well-equipped conference rooms, and comfortable accommodations for beneficiaries, staff, and other stakeholders to ensure safe hospitality of participants in the organized events.

Objective of the tender

The objective of this tender is to identify and contract suitable (two and three-stars hotels) to provide comprehensive hospitality services to support DUHAMIC-ADRI’s project implementation activities. The aim is to ensure a conducive environment for workshops, meetings, and events, contributing to the effective delivery of DUHAMIC-ADRI’s mission as a non-profit organization.

Proposed hotel hosting packages 

• VIP Meal Package
• Standard Meal Package
• Outside Catering Services
• Accommodation Packages,....

Proposed Package details

The table below lists the items that must be included in all packages but are not limited to these.

Note:

• For the conference rooms, each should be equipped with a projector, a quality sound system, and small notebooks with pens. Flip charts and markers will be provided upon request, as needed.
• For meal packages, the proposed prices should be based on a per-person (single quantity) basis.
• A sound system may also be required outside the hotel and can be quoted/requested separately.

Hotels should provide a high-quality sound system and projector, well-designed seating arrangements with adequate lighting to ensure participant comfort, and on-site technical support for equipment setup and troubleshooting.

Location of hotels/restaurants

The preferred hotels should be centrally located within Kigali city, ideally with 6 kilometers from DUHAMIC-ADRI Headquarters in Kicukiro District, Niboye Sector, KK 338 St, Kigali, to ensure convenient accessibility.

Eligibility Criteria

Mandatory Documents to be submitted 

• A company registration certificate issued by RDB
• A valid tax clearance certificate issued by RRA
• A valid RSSB certificate
• Proof of using EBM (Electronic Billing Machine)

Other requirements

• RDB Classification certificate
• Three certificates of good completion for similar service provision issued by recognized institutions.
• A cover letter expressing your interest in collaborating with DUHAMIC-ADRI, outlining the services you offer, the distance in kilometers between your hotel and DUHAMIC-ADRI, and a brief overview of your hotel’s experience, addressed to the DUHAMIC-ADRI Executive Secretary.

Failure to submit the mandatory documents will result in automatic rejection. Other requirements will be evaluated and scored based on a marking scheme.

• Selection and confirmation of the winning bidder

DUHAMIC-ADRI will select two hotels (three and two-stars). The two successful bidders which include one three-star hotel and one two-star hotel will be confirmed following a validation process based on the results of a field visit conducted by members of the DUHAMIC-ADRI Procurement Committee or other designated DUHAMIC-ADRI staff. 

Evaluation criteria

Technical evaluation

1. Administrative documents (Eliminatory)
2. RDB Classification certificate /10marks
3. Three certificates of good completion Three certificates of good completion for similar service provision issued by recognized institutions with their contracts/purchase orders /45 marks
4. Preferred distance: The hotel should be located within 6 kilometers of DUHAMIC-ADRI /15 marks).

Financial evaluation

A detailed financial proposal (quotation) presented according to the format provided above (30 marks). Please note that the bidder with the lowest cost will receive the highest score, followed by the others.

Contract Duration

The successful bidders (hotels) will enter into a one-year contract with possibility of renewal with DUHAMIC-ADRI to provide hotel services for different events to be organized by DUHAMIC-ADRI during implementation of its projects.

Safeguarding and Anti-Corruption clauses

Safeguarding and protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility who works directly or indirectly with DUHAMIC-ADRI services delivery and operations. All DUHAMIC-ADRI staff and affiliates, including volunteers and contractors; sub-contractors’ staff and implementing partners are required to adhere to DUHAMIC-ADRI’s full safeguarding and protection policy procedures and the separate Code of Conduct that always values principles of PSEA.

DUHAMIC-ADRI has a zero tolerance to Sexual Exploitation and any other form of abuse. Child and vulnerable abuse, exploitation, harassment, discrimination, and human trafficking are strongly prohibited behaviors. All implementing partners/Service providers who are contracting with DUHAMIC-ADRI must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy in addition to the code of conduct.

By applying to this Terms of Reference, the Service provider, is committed to denounce and to report any safeguarding issues or fraud face to face or at the reporting email for safeguarding issues at” feedback@duhamic.org.rw”, and the FREE telephone number: 8470 or 0788305329 without delays.

By Applying to this tender as a service provider, I understand that DUHAMIC-ADRI has the rights to ensure 100% compliance with safeguarding and protection policies via spot checks or any other form of control mechanisms. If my business isn’t compliant, DUHAMIC-ADRI will take appropriate measures or immediately stop the contract of financial support depending on the nature and severity of the safeguarding incident detected.

The interested bidder shall submit their bids (both technical and financial offer separately) not later than Tuesday, January 28, 2025 at 11:00AM

The public opening is scheduled on the same day at 11:30AM

For any concerns or clarifications, please contact us at Tel: 0788305329 or via email: procurement@duhamic.org.rw