Request for Proposals

PROVISION OF TRAINING, MEETING AND CONFERENCE FACILITIES AS WELL AS CATERING AND ACCOMMODATION SERVICES IN DIFFERENT DISTRICTS-RWANDA 2024-2027

1. Background

Savings Banks Foundation for International Cooperation (SBFIC) has changed its name in 2021 and became "German Sparkassenstiftung Eastern Africa (DSIK)". The abbreviation "DSIK" derives from the German name (Deutsche Sparkassenstiftung fiir internationale Kooperation). It has had a permanent office in Rwanda since 2009. It is legally registered as an international NGO in Rwanda. DSIK implements projects for the German Federal Ministry of Economic Cooperation and Development (BMZ), namely until end June 2023, Regional Project I mainly focused on Vocational and Commercial Education for the Microfinance Sector in Eastern Africa and the Regional Project 2 mainly focused on Rural Development in Eastern Africa through Institution Strengthening of the Microfinance Sector, However, per 1st July 2023 both projects were merged to one regional project under the name “Sustainable transformation of the Financial Sector in Eastern Africa through Institution Strengthening of the Microfinance Sector and Socio-ecological Transformation of the Economy with a focus on Rural Development”. Additionally, since July 2023, DSIK is implementing 2 projects for the Belgian Development Agency Enabel, namely “Develop and Deliver Business Development Support Services for existing Mirco and Small Enterprises” and “Develop and Deliver Business Development Support Services for youth and women Start-Ups.”

DSIK is in close exchange with the other member of the regional project in activities in more than 40 countries worldwide, but particularly with Burundi, Tanzania, Uganda and Kenya.

Main project partners in Rwanda are the Ministry of Trade and Industry (MINICOM) and the Ministry of Finance and Economic Planning (MINECOFIN), as well as the Rwanda Institute of Cooperatives, Entrepreneurship, and Microfinance (RICEM). Stakeholders in project implementation are the Kigali Independent University (ULK), the National Cooperatives Confederation of Rwanda (NCCR) and the Rwanda Cooperative Agency (RCA). 

DSIK is inviting eligible bidders to submit bids for the provision of accommodation and catering services as well as provision of facilities during trainings, meetings or conferences. GERMAN SPAKASSENSTIFTUNG EASTERN AFRICA (DSIK) intends to recruit maximum two service providers per district in each of Rwanda’s 30 districts. As Sparkassenstiftung pays attention to protecting the environment while pursuing its project goals, it will be an added value if the hotel provider can consider such aspects in its offer. 

1. Bidding procedure

Interested service providers which meet the bidding requirements are requested to submit their proposals by completely filling the below-shown tables and attaching all requested documents. All bidding documents must be submitted in one pdf file which is sent to the email address: procurement.rwanda@sparkassenstiftung.de no later than April 9^th, 2024, at 2.00pm local Rwandan time. Late bids will be rejected. Physical bids will not be accepted. The e-mail should clearly be named “PROVISION OF HOTEL SERVICES” and indicate the district applied for.

If one bidder would like to offer his service for more than one district, separate proposals for each city/district must be submitted (one pdf file per venue). 

Bidding evaluation will be conducted in accordance with Sparkassenstiftung Eastern Africa Procurement Manual. 

GERMAN SPAKASSENSTIFTUNG EASTERN AFRICA (DSIK) however reserves the right to cancel this tender at any time before a contract is signed without incurring any liability to the bidders. The tender notification of the evaluation results will be communicated through the respective e-mails or telephone that have been provided in the documents handed in by the bidder. 

The successful bidder will sign a framework contract with a duration of three (3) years, which provides non-exclusive rights to provide the respective services upon request of GERMAN SPAKASSENSTIFTUNG EASTERN AFRICA (DSIK). GERMAN SPAKASSENSTIFTUNG EASTERN AFRICA (DSIK) reserves the right to accept or reject any or all tenders without assigning any reason, whatsoever.

• More information

The bidders may contact Mr. Olivier Gatete Senior Accountant, via Tel: 0788359482, Email: olivier.gatete@sparkassenstiftung.de for further questions. 

Bidding requirements

Eligible hotels must meet the following criteria: 

• General experience of at least three years (to be justified by RDB certificates of incorporation for the years 2021, 2022 and 2023);
• Specific experience of at least three years in the interested domain (to be justified by at least 1 certificate of good completion or proof of ongoing contract in similar domains for each of the last three years, i.e., at least 3 different certificates/contracts in total representing 2021, 2022 and 2023);
• Being in order with Rwanda Revenue Authority in terms of taxes payment (to be justified by the tax clearance certificate from RRA);
• Being in order with Rwanda Social Security Board (to be justified with a scan of valid pension clearance certificate from RSSB);
• Registered in VAT (to be justified by the VAT certificate);
• Copy of trade license
• Being registered with Electronic Billing Machine (EBM) (to be justified by the EBM registration certificate or a printed EBM invoice of a recent date);
• Offer free WIFI in all training/meeting/conference and accommodation facilities.
• Be ready to offer eco-friendly packaging of drinking water to the participants during the training/meeting/conference will be added value.

The interested bidders must submit their proposal by filling the proposal template under V. and attaching all the requested documents. The template is mandatory. Other formats will not be accepted. 

Proposal template to be used.

The template may also be downloaded as a Word file from our homepage

https://sparkassenstiftung>-easternafrica.org/join-us/tenders or requested to the contact mentioned under III. 

1. Mandatory part

General information: 

Proposal template:

Meeting/training/conference facilities

Training equipment:

Accommodation facilities:

Catering facilities:

Eco-friendly drinking water during the training/meeting/conference:  

2. Mandatory attachments to be provided:

1. RDB certificates of incorporation for the years 2021, 2022 and 2023 showing that the company/firm is eligible in the specific field of business with at least three years of experience.
2. A scan of at least 3 certificates of good completion or proof of ongoing contract in similar domains for each of the last three years, i.e., at least 3 different certificates/contracts in total representing 2021, 2022 and 2023;
3. A scan of a valid tax clearance certificate from RRA; A scan of valid pension clearance certificate from RSSB. 
4. A scan of the VAT certificate.
5. A scan of the EBM registration certificate or a printed EBM invoice of a recent date; 7. Picture(s) of sample training room for at least 25 persons.
6. Picture(s) of sample training room for at least 50 persons.
7. Picture(s) of sample training room for at least 100 persons and above; 10. Picture(s) of sanitary facilities for training participants.
8. Picture(s) of sample accommodation room which represents the quality standard offered.

Done at Kigali, on 22^nd  March 2024

Jeanne d’Arc Umurerwa

Deputy Country Director 

German Sparkassenstiftung (DSIK)