Tender for Preferred Supplier to Provide Hotel Services (Accommodation and Conference Package) In Kayonza, Muhanga, Musanze, Nyanza, Nyamasheke, Rusizi, Karongi, Ngoma, Kirehe, Bugesera, Huye, Rubavu and Kigali

Operational since 2012, Three Stones was established in Rwanda to help support and build the capacity of local organizations. Since this time we have worked in over ten countries.
To better reflect and support our growth and enable expansion into new markets and countries, in 2017, Three Stones International, LLC was registered in the United States as a minority-owned small-business.

Tender For Preferred Supplier To Provide Hotel Services (Accomodation And Conference Package) In Kayonza, Muhanga, Musanze, Nyanza, Nyamasheke, Rusizi, Karongi, Ngoma, Kirehe, Bugesera, Huye, Rubavu And Kigali.
Three Stones International
Three Stones was established in Rwanda in 2012 with the goal to support and build capacity of local organizations. Operating as an international consulting firm also registered in the United States, we have conducted over 60 assessments, evaluations, and social research assignments as well as more than 30 strategic and action plans for local and international organizations.
We are a research, management and development firm who capitalizes on years of experience to provide locally originated development solutions. Through a responsive bottom-up approach Three Stones values grassroots organizations and their commitment to affecting change at all societal levels, and the innovative spirit of our staff who provide creative solutions.
This call for proposal is open on equal terms to all hotels rating of 3, 4& 5 stars in Kigali and Rubavu; while we look for hotels rating of 2, 3&4 stars in other districts.

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Description of tender
Hotel accommodation & Conference package
• Shall apply international standards in providing conferencing and accommodation services.
• Shall have all necessary equipment and facilities as well as experienced professional trained staff to handle minimum requirement of TSIR.
• Shall have discount rate available
• Shall have Secured parking facilities.
• Shall have a reliable internet connection in the hotel guest rooms.
• The hotel must have a 24hrs uninterrupted electricity system.
• Have some basic facilities in the room such as a single or double bed, tea/ coffee facilities, A/C, telephone for emergency, hot and colder water.
• Apart from the above hotels are expected to have an internet connection and safe deposit
in rooms and washing/ ironing provisions.

Service Specifications Quantity Price includes applicable tax
Accommodation Have some basic facilities in the room such as a single or double bed, breakfast, tea/ coffee facilities, A/C, telephone for emergency, hot and colder water 1 room
Conference Hall & facilities Full day Package Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with
soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants between 10- 30 persons Per person
Conference Hall & facilities Full day Package Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants between 31-50 persons Per person
Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants over 50 persons Per person
Half day Package Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants between 10-30 persons Per person
Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants between 31-50 persons Per person
Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, two bottled mineral water, two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…) for participants over 50 persons Per person
Ability to facilitate meeting participants staff and other delegates.
• Ability to set up multiple styles for setting arrangements in meeting rooms; Eg conference, theatre, etc.
• Meeting room with adequate lighting.
• Good internet connections to be available in the conference rooms.
• Secured parking facilities.
• Audio visual (such as projector, screen, laptop, microphone, etc.) to be organized as requested
• A proper heating/cooling system.
• To have competent staff to facilitate TSIR workshops and events
• Qualified IT personnel to assist IT set-up and requirements during conferencing.
• A security guard specifically for the equipment in the conference room.
Service Quality.
• The awarded contract service provider is expected to provide high-quality services in efficient manner.
• TSIR workshops, trainings and meetings organized are critical events for its partners and stakeholders thus expected to have the following service quality:
• The meeting facilities and all meeting rooms must be ready and available to accommodate all participants.
• The accommodation rooms must be clean, safe and readily available to accommodate all participants.
• The service provider must assign sufficient supporting staff to accommodate the organizers and respond to organizers’ requests.
• The service provider must assign Technical staff on lighting, cooling/heating system, sound and IT support on any technical logistics at any and all times during the conference/ meeting/ training and at the request of organizer.

Submission Procedure
Interested and eligible local bidders shall submit the following:
• Expression of interest letter addressed to the Managing Director of Three Stones International Rwanda Ltd. Expression of interest should include the following elements:
• Financial offer which includes costs of Services. Financial offer should include a breakdown of cost per unit and all applicable taxes.
• RDB registration certificate.
• Tax clearance from RRA & RSSB.
• At least two good completion certificates for contracts of a similar size and scope.
• Company profile (include e-mail, phone number, Physical address of the office)
• Valid tax clearance certificate
• Reference from two former or current clients

Only online submission will be accepted submitted to: registration@threestonesinternational.com no later than 30th September 2022 5pm CAT. Shortlisted candidates will be communicated.
Done at Kigali, 12th September, 2022
Valence TWAGIZIHIRWE
Managing Director