Tender Reference Number: RTP-PROC-0004-02-2025

Service: PROVISION OF RESTAURANT SERVICES IN KAYONZA, RUHANGO, RUBAVU AND MUHANGA DISTRICT UNDER FRAMEWORK AGREEMENT FOR THE YEAR 2025/2026

Procurement Method: Domestic Tender

Date of Issue: 10^th March 2025

Submission Deadline: 18^th March 2025

Background

Right To Play is a global organization that uses the transformative power of play to educate and empower children to rise above adversity. We pioneer a unique approach to learning, both inside and outside of the classroom, and harness play, one of the most fundamental forces in child’s life, to help children dismantle barriers and embrace opportunities to learning and development.

Right To Play is seeking proposals from registered and reputable hotels and restaurants to supply refreshments for training sites in Kayonza, Ruhango, Muhanga and Rubavu. We invite all interested and qualified entities to submit their proposals. Proposals will be evaluated based on their compliance with the technical specifications outlined in this document and their overall value for money.

Scope of Work:

The successful bidder will be responsible for providing refreshments during training sessions conducted at the designated schools listed below. When submitting their pricing, the supplier must consider the specific locations where the services will be delivered, ensuring that all logistical requirements are met for each site.

Terms and Conditions:

• All prices must be quoted in Rwandan Francs (RWF).
• Bidders should provide a detailed quotation, including the unit price (with VAT) for each service described.
• The contract duration will be for one year, with the possibility of extension based on performance and mutual agreement.
• All quoted prices must remain fixed and valid for the entire duration of the contract.
• The selected supplier must strictly adhere to the agreed-upon delivery schedules, ensuring that refreshments are delivered according to the specified requirements.
• The bidder must demonstrate the ability to meet the logistical demands of supplying refreshments to multiple locations efficiently.
• Right To Play reserves the right to reject any proposal that does not meet the outlined criteria.

Refreshment Menu Requirements: The menu should include a variety of food and beverage options, such as:

• A selection of items for the lunch (buffet).
• A variety of snacks and beverages for the tea break.
• Inyange bottled mineral water (500 ml).
• Inyange bottled juice (500 ml).

Locations of Delivery:

Bid Evaluation Criteria: Proposals will be evaluated based on the following criteria:

• Compliance with Technical Specifications:Adherence to the outlined requirements and standards.
• Experience and Qualifications of the Service Provider:Proven expertise and qualifications in providing similar services.
• Cost-Effectiveness and Value for Money:Competitive pricing while ensuring quality and service standards are met.
• Quality of Service and Ability to Meet Deadlines:Demonstrated commitment to high-quality service and timely delivery

Submission of Bidding Documents:
Bidders are required to submit the following documents as part of their bid in a single PDF file:

• Company registration certificate
• Valid clearance certificate from RSSB
• Valid tax clearance certificate and proof of providing VAT invoices
• At least 5 years of experience in the field
• Company profile (including email, phone number, and physical address of the office)
• Three references from four former or current clients over the past 2 years

All submitted proposals will undergo a thorough evaluation to ensure that the selected supplier meets our requirements and offers the best possible value. Please note that the successful bidder will be contracted for a period of one year. The contract will be awarded to the bidder who meets all minimum requirements and demonstrates a high level of experience, ability, and competency.

Expression of interest must be submitted send their well-presented bids to Right To Play Rwanda through rwandaprocurement@righttoplay.com  with all above documents. The subject of your e-mail must entitled“PROVISION OF RESTAURANT SERVICES TO RIGHT TO PLAY RWANDA 2025 not later than 18^th March 2025 at 5.00pm local time. Late bid will be automatically rejected.

The opening of the bids will take place in a separate session. Communication of the opening result will be shared through e-mail to the bidders.

Right to Play reserves the right to reject any bid deemed inappropriate and is not obliged to consider the lowest offer.