Tender For Preferred Supplier To Provide Hotel Services (Accomodation And Conference Package) In Kayonza, Muhanga Rubavu And Kigali.

Background

Right To Play is a global organisation that protects, educates and empowers children to rise above adversity using play. By harnessing play, one of the most powerful and fundamental forces in a child’s life, we helped 2.3 million children last year to stay in school and out of work, to prevent life-threatening diseases like HIV and malaria and to stay safe from exploitation and abuse. We are the only global development organization focused exclusively on using play to transform the lives of children and youth impacted by poverty, war, disease and inequality.

Established in 2000, Right To Play reaches children through experiential programming in 15 countries in Africa, Asia, the Middle East, and North America. These programs are supported by our headquarters in Toronto, Canada; London, UK and eight national offices across Europe (Germany, The Netherlands, Norway, Sweden, Switzerland, UK) and North America (Canada, US).

This call for proposal is open on equal terms to all hotels rating of 4& 5 star in Kigali and Rubavu; while we look for hotels rating of 2& 3 star in Kayonza and Muhanga.

The successful bidder shall be contracted for a period of one year. The contract will be awarded to bidder who will meet all minimum requirements and clearly demonstrates a high degree of experience with ability and competency.

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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 RTP.
• 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 (Inyange 50mml), 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 (Inyange 50mml), 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 (Inyange 50mml), 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 (Inyange 50mml), 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 (Inyange 50mml), 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 (Inyange 50mml), two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flip chart…)  for participants over 50 persons     Per person

 Submission of bidding documents

The bidder must submit the following documents:

1.            Letter of interest addressed to RTP Country Director of Right To Play

2.            Hotel profile showing the background & the hotel assets which back the business.

3.            Company registration certificate and certificate of star rating.

4.            Valid tax registration certificate from Rwanda Revenue Authority

5.            Valid clearance certificate from RSSB

6.            Valid tax clearance certificate and proof of EBM use from Rwanda Revenue Authority.

7.            Having at least 3 years of experience in the field

8.            Provision of at least 3 certificates of good completion or recommendation from both former or current private and public institutions in the last two years.

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, mikes, etc.) to be organized as requested
• A proper heating/cooling system.
• To have competent staff to facilitate RTP 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.
• RTP 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 bidders must submit their documents well-presented to Right To Play Rwanda via rwandaprocurement@righttoplay.com. The subject of your e-mail must entitled “Expression Of Interest To Provide Hotel Services To Right To Play Rwanda  2022/2023” 

The deadline for bidders to start submitting their bids is from 8th August to 31st August 2022 not later than 17:00 PM local hour. Bids that will be submitted after the deadline date and time will not be considered.

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.

Done at Kigali, 8th August 2022

MARY KHOZI

Country Director

Right To Play Rwanda