TENDER NOTICE FOR THE PROVISION OF HOTEL SERVICES, EVENT HOSTING,AND FACILITATION SERVICES TO DUHAMIC-ADRI

TENDER NOTICE FOR THE PROVISION OF HOTEL SERVICES, EVENT HOSTING, AND FACILITATION SERVICES TO DUHAMIC-ADRI

CLIENT: DUHAMIC-ADRI

THE DEADLINE FOR SUBMISSION OF BIDS: Tuesday, January 28, 2025

BID SUBMISSION TIME: 11:00AM

SUBMISSION DEADLINE: 11:30 AM

PLACE OF SUBMISSION: DUHAMI-ADRI Headquarters (Kicukiro District, Niboye Sector)

Overview of DUHAMIC-ADRI

1 Foundation

DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan Law. The idea of its creation dates back to 1979 with the objective of assisting farmers to organize themselves to fight against the constraints of the marginalization of rural areas. The action has moved from local and regional to national level with the holding of the Constituent General Assembly of 20th April 1985 which devoted DUHAMIC-ADRI as an NGO working throughout Rwanda.

DUHAMIC-ADRI was legally recognized by the Ministerial Order No 943 of 12th July 1985. Its statutes were modified and recognized by the Ministerial Order No 025/11 of 21th March 2005. Subsequently, DUHAMIC-ADRI has fulfilled all requirements for compliance with the new law N° 04/2012 of 17/02/2012 governing the organization and the functioning of national non-governmental organizations, and received on 17/06/2013 a certificate of compliance from Rwandan Governance Board (RGB).

1.2 Vision, mission, object and structure

The Vision of DUHAMIC- ADRI is « a rural world responsible for its self-socio-economic development » In accordance with its statutes (article 2), the Mission of DUHAMIC-ADRI is “supporting integrated development through the initiatives of the rural population in its struggle for self-development.

1.3 Objectives of DUHAMIC-ADRI

Fighting against the marginalization of rural areas;Stimulating the creation and consolidation of associations, cooperatives and farmers' groups;Enhancing the work of farmers' associations by initiating and encouraging the development of organizational structures as autonomous groups, cooperatives and unions; Supporting rural development initiatives in various areas of socio-economic development

Context and justification of needs

DUHAMIC-ADRI is a prominent Non-Governmental Organization committed to fostering rural development and empowerment within Rwanda. Our organization operates extensively across 27 districts, collaborating with local communities, government bodies, and other stakeholders to drive positive change in rural areas. As part of our holistic approach to development, we regularly host a variety of events (meetings, trainings, workshops, graduation events, etc.) with the aim to provide the capacity building, skill enhancement and community engagement of project beneficiaries and stakeholders.

These events serve as vital platforms for knowledge sharing, networking, and collaboration among stakeholders, including farmers, community leaders, government officials, and development partners.

The effective and successful organization and facilitation of those events require the outsourcing of hotel hosting services and facilities which include but not limited to catering, well-equipped conference rooms, and comfortable accommodations for beneficiaries, staff, and other stakeholders to ensure safe hospitality of participants in the organized events.

Objective of the tender

The objective of this tender is to identify and contract suitable (two and three-stars hotels) to provide comprehensive hospitality services to support DUHAMIC-ADRI’s project implementation activities. The aim is to ensure a conducive environment for workshops, meetings, and events, contributing to the effective delivery of DUHAMIC-ADRI’s mission as a non-profit organization.

Proposed hotel hosting packages

VIP Meal PackageStandard Meal PackageOutside Catering ServicesAccommodation Packages,....

Proposed Package details

The table below lists the items that must be included in all packages but are not limited to these.

Item/Service description

Quantity

Unit price

Full Buffet (complete)

soft drink or a cup of tea/coffeeat least 3 types of meat (beef, fish, chicken)at least 3 types of fruitsat least 3 types of snacks·Starters (appetisers) (4 Salad options, and 1 soup) ....

1

VIP meal Package

Tea break

African teaBlack/green teaCoffeeFresh juiceHot milkSpice teaCookies, cakes, ...Sandwich (vegetarian)At least 2 types of breadAt least 2 meat snacksFruits

1

Standard Meal package

Full Buffet

soft drinkat least 2 types of meat (beef and either fish or chicken)at least 2 types of fruitsat least 1 type of snackStarters (appetisers) (3 Salad options, and 1 soup) ....

1

Tea break

· African tea· Black/green tea· Coffee· Spice tea· Juice· At least 2 types of snacks (bread, cake...)· At least 1 meat snack· Fruits

1

Outside Catering meal Services

VIP Buffet Package

1

VIP Tea Break package

1

Standard Package buffet

1

Standard Package tea break

1

Accommodation Packages (Rooms)

An Executive room with breakfast

1

A standard room with breakfast

1

Two beds room with breakfast

1

Training/conference Rooms with sound system and projectors

Conference room with capacity of 1-30 persons

1

Conference room with capacity of 31-50 persons

1

Conference room with capacity of 51-80 persons

1

Conference room with capacity of 81-100 persons

1

Conference room with capacity of 101-150 persons

1

Conference room with capacity of 151-200 persons

1

Conference room with capacity of above 200 persons

1

Training materials

Sound system

1

Flip chart with marker

1

Others

Mineral drinking water

1

Soft drink

1

Grand Total (All taxes inclusi…