INVITATION FOR BID

Client: RWANDA Youth in Agribusiness Forum(RYAF)

Title: Provision of hotel services for hosting RYAF events (Framework contract)

Tender reference: No 0005/G/NCB/Proc-RYAF-CH/2023-2024

Source of funding: RYAF Revenue and RYAF Partners

Rwanda Youth in Agribusiness Forum (RYAF)is private non-profit nationwide platform of youth involved in Agriculture-related businesses, established and recognized Officially through the official Gazette of the Republic of Rwanda No. 50 of 11/12/2017. RYAF has a mission to empower, promote, mobilize, advocate and inform young individuals and youth organizations to fully contribute to agriculture transformation through improved agribusiness, job creation, stable food market and inclusive food system. RYAF is running different programs for the benefited of its members and Rwandan farmers through the collaboration with different partners and currently RYAF is hosted by the ministry of Agriculture and Animal resource development, Kacyiru, MINAGRI CICA Building. 

RYAF is seeking for qualified firm for the provision of hotel services for hosting different events of RYAF (the provision of venue, refreshments outside catering, indoor catering and accommodation during various conferences, workshops, trainings, meetings, receptions, working dinners, and cocktails). The tender is divided into two (2) lots as follows: 

1. Lot 1: Services from four Star hotels in Kigali city
2. Lot 2: Services from three Star hotels in Kigali city
3. Lot 3: Services from below three stars in other provinces rather than kigali

Administrative requirements: 

For the hotels/Restaurant to qualify administratively they must submit the following documents: A letter of intention duly signed by the authorized person to legally engage the hotel  in the business transactions.

Valid tax clearance certificate

Valid clearance of the Social Security

Certificate Trading License issued by RDB

A Certificate indicating the star grading of the hotel

Technical and Financial requirements 

The price quotations are required for the following items: 

Other information

1. Each bidder has to submit the attachments indicating the possible details/menu on: tea/coffee break package; Dinner/Lunch package; breakfast package and cocktail package
2. On each lot, the successful bidder will be awarded the framework of one year which should be renewable only two times based on performance of service provider. On Lot 3; the contract will be awarded to more than one bidder based on difference per location but one bidder per district
3. The purchase order will be always provided in two days before the events. 

The Bids well typed duly signed, appropriately bound, and presented in three copies (one of which is the original) accompanied by with administrative documents required, sealed in an envelope, must reach the RYAF office not later than 30/11/2023 at 10:00 AM.  The opening will be done on the presence of all bidder representative who choose to attend at 10:30 AM on the same date at the office of RYAF, KG 567 street, MINAGRI, CICA Building. 

Done on 13/11/2023

RWIRIRIZA Jean Marie Vianney

RYAF /Chief Executive Officer