Tender for Preferred Supplier of Hotel Accommodation and Conference Package Services in Each District of Rwanda 2025-2026

TENDER FOR PREFERRED SUPPLIER OF HOTEL ACCOMODATION ANDCONFERENCE PACKAGE SERVICES IN EACH DISTRICT OF RWANDA 2025-2026

Organization Background

Interpeace, an international organisation for peacebuilding, strives to prevent violence and build lasting peace. Headquartered in Geneva, Switzerland, we have 30 years of experience working in Africa, the Middle East, Asia, Europe, and Latin America. Violent conflict tears apart societies and colors all relationships. Interpeace builds trust as the glue that brings societies back together and works to have solutions designed and led locally, from the grassroots communities to the most senior decision‑making levels.

The current Interpeace’s programme in Rwanda “Reinforcing community capacity for social cohesion and reconciliation through Societal Trauma Healing in Rwanda’’ aims to contribute to the consolidation of a cohesive, resilient, and inclusive Rwandan society that is able to overcome the wounds of the past and peacefully manage conflicts and diversity. It also supports collaborative and inclusive livelihood initiatives and promotes evidence‑based and citizen‑centred policies through partnerships with various institutions, with funding from the Embassy of Sweden in Rwanda.

For more information about Interpeace, please visit www.interpeace.org

Interpeace Rwanda office located in Kimihurura ,KG2 Avenue ,15 compound is inviting interested and qualified service providers to submit the proposals to provide office supplies and stationaries described in below table.

Description of tender Hotel Accommodation

Shall apply international standards in providing conferencing and accommodation services and shall have rating of either 3, 4, stars.
Shall have all necessary equipment and facilities as well as experienced professional trained staff to handle minimum requirement of INTERPEACE RWANDA.
Shall have discount rate available
Shall have Secured parking
Shall have a reliable internet connection in the hotel guest
The hotel must have a 24hrs uninterrupted electricity
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.

Hotels of 4 or 3 stars Accommodation, Conference Hall & facilities

Service

Specifications

Quantity

Price include applicabletax (Rwf)

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 withSound system); power extension; with internet connection, lunch with soft drink, two bottled mineral water (Inyange 500ml), two Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flipchart & it’s stand) for participants between 10-

25 persons

Per 1 person

Full equipped Conference Hall space (Projector with Sound system); with internet connection, power extension; lunch with soft drink, two bottled mineral water (Inyange 500ml), two Coffee/Tea break, projectorand screen, Sound system and Stationaries (block notes, markers, pens, flipchart & Its stand) for participants between 26-50 persons	Per 1 person
Full equipped Conference Hall space (Projector with Sound system); with internet connection, power extension; lunch with soft drink, two bottled mineral water (Inyange 500ml), two Coffee/Tea break, projectorand screen, Sound system and Stationaries (block notes, markers, pens, flipchart…) for participants over 50 persons
Half day Package	Full equipped Conference Hall space (Projector with Sound system); with internet connection, lunch with soft drink, power extension; one bottled mineral water (Inyange 500ml), one Coffee/Tea break, projector and screen, Sound system and Stationaries (block notes, markers, pens, flipchart & it’s stand) for participants between10-25persons	Per 1 person
	Full equipped Conference Hall space (Projector with Sound system); with internet connection, power extension; lunchwith soft drink, one bottled mineral water (Inyange 500ml), one Coffee/Tea break, projector and screen, sound system and stationaries (block notes, markers, pens, flipchart & it’s stand) for participants between 26-50 persons	Per 1 person
	Full equipped Conference Hall space (Projector with Sound system); with internet connection, power extension; lunch with soft drink, one bottled mineral water (Inyange 500ml), one Coffee/Tea break, projector and screen, sound system and stationaries (block notes, markers, pens, flipchart & it’s stand) for participants over 50 persons	Per 1 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
Clean washroom
Good internet connections to be available in the conference
Secured parking
Audio visual (such as projector, screen, laptop, mikes, ) to be organized as requested
A proper heating/cooling
To have competent staff to facilitate INTERPEACE RWANDA workshops and events
Qualified IT personnel to assist IT set-up and requirements during
A security guard specifically for the equipment in the conference

Service Quality.

The awarded contract service provider is expected to provide high-quality services in efficient manner.
INTERPEACE RWANDA 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
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, washroom and IT support on any technical logistics at any and all times during the conference/ meeting/ training and at the request of organizers/

Submission of bidding documents

The bidder must submit the following documents:

The quotation of a unit price (include all applicable taxes) for each of the above described
Company registration certificate
Valid tax registration certificate from Rwanda Revenue Authority
Valid clearance certificate from RSSB
Valid tax clearance certificate and proof of EBM use from Rwanda Revenue
Having at least 3 years of experience in the field
Company profile (include e-mail, phone number, Physical address of the office)
The successful bidder shall be contracted for a period of two years. The Contractor will be awarded to bidder who will meet all minimum requirements and clearly demonstrates a high degree of experience with ability and competency

Interested providers must send their well-presented bids by 3rd March 2025 to rw-procurement@interpeace.org, with all above required documents. The subject of your e-mail must entitle “EXPRESSION OF INTEREST FOR THE HOTEL SERVICES TO INTERPEACE FOR 2025/2026” (DISTRICT)

Done in Kigali,30th January 2025