Hotel & Radio Services - IMBARAGA Farmers’ Organization Umurimo

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Hotel & Radio Services - IMBARAGA Farmers’ Organization

Employer: IMBARAGA Farmers’ Organization

Posted: 28 April 2022

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TORs FOR HOTEL AND RADIO SERVICES

1. “Introduction”

IMBARAGA Farmer’s Organization is an independent, Non-governmental National Farmers Organization that works to improve the socio-economic conditions of an estimated 30,400 members located in 26 out of 30 districts throughout the country.

IMBARAGA was founded in 1992 with the mission to protect, defend and safeguard its member’s rights and it is structured from the village to the national level and governed by the vision of making its members “Professional farmers; the trigger of development” through “lobby and advocacy”; “increase the productivity and access to market and Environmental protection and conservation”.

2. Background

With the financial support from the Norwegian People’s Aid (NPA), IMBARAGA implemented the Public Policy Information, Monitoring and Advocacy (PPIMA) program in Gakenke and Ruhango districts, but the main activities are currently carried out in Ruhango and the follow-up activities of PPIMA best practices and outcomes are in progress in Gekenke district.

The PPIMA project aims to promote an active interest among Rwandan civil society organizations and citizens in public policy matters. The PPIMA project also seeks to help citizens to self-organize and acquire the skills they need to engage effectively in national and local implementation processes of policy formulation, and M&E for ensuring that policies work to deliver improved services, especially for poor Rwandans. Within the framework of PPIMA implementation, IMBARAGA must train all the actors of the districts of Gakenke and Ruhango in various fields or levels of intervention and host the dialogues/meetings. Similarly, the national level activities will be organized inKigali. All these activities will require the tendering process and the suitable bidder will sign a renewable one-year contract,which is why IMBARAGA wishes to hire the service providers in different lots as follows:

Lot no1: Provision of hotel and conference services in Gakenke District

In the northern region (Gakenke district), IMBARAGA intends to organize various activities related to the trainings and meetings which will be held in Gakenke and in Musanze and which will require catering for the participants including accommodation, lunch, dinner, coffee breaks, refreshments, meeting rooms and accessories among others.

Thus, for this lot, the tenderer should mention the following items with clear prices in his/her quotation:
- - Conference hall with projector, sound systems and microphones for below 35 participants;
- - Conference hall with projector, sound systems and microphones for 37 to 50 participants;
- - Conference hall with projector, sound systems and microphones from 51 to 60 participants;
- - Accommodation (Single rooms)
- - Lunch with beef meat +soft drink;
- - Dinner with beef meat + soft drink;
- - Coffee/tea break;
- - Refreshment (mineral water 500ml or soda 300ml );
- - Training materials (Flip-charts, markers, note books and pen);
- Notice: The provider of these hotel and conferencing services must be able to fulfill the following general requirements:
- - Shall have a reliable Internet connection in the hotel conference facilities and bedrooms;
- - The hotel should provide single bedrooms with breakfast;
- - The hotel should have an uninterrupted electricity system;
- - The meeting room should have adequate lighting;
- - Ability to provide quality services in an efficient manner;
- - Accommodation rooms must be clean, safe and readily available to accommodate all participants;
- - Etc.
Interested bidders shall submit their bids with price schedules, signed and stamped. They shall make a table of the above services and items they can provide for ease of comparison.

For rooms, bidders are required to indicate the total capacity of the hotel with the specific price for each category of rooms.

Lot no2: Provision of hotel and conference services in Ruhango District

In the southern region (Ruhangodistrict), IMBARAGA intends to organize various activities related to trainings and meetings which will be held in Ruhangoand in Muhanga or Nyanza and which will require catering for the participants including accommodation, lunch, dinner, coffee breaks, refreshments, meeting rooms and accessories among others.

Thus, for this lot, the tenderer should mention the following items with clear prices in his/her quotation:
- - Conference hall with projector, sound systems and microphones for below 35 participants;
- - Conference hall with projector, sound systems and microphones for 36 to 50 participants;
- - Conference hall with projector, sound systems and microphones from 51 to 60 participants;
- - Accommodation (Single rooms)
- - Lunch with beef meat + soft drink;
- - Dinner with beef meat + soft drink;
- - Coffee/tea break;
- - Refreshment (mineral 500 ml water or soda 300 ml);
- - Training materials (Flip-charts, markers, note books and pen);
Notice: The provider of these hotel and conferencing services must be able to fulfill the following general requirements:
- - Shall have a reliable Internet connection in the hotel conference facilities and bedrooms;
- - The hotel should provide single bedrooms with breakfast;
- - The hotel should have an uninterrupted electricity system;
- - The meeting room should have adequate lighting;
- - Ability to provide quality services in an efficient manner;
- - Accommodation rooms must be clean, safe and readily available to accommodate all participants;
- - Etc.
Interested bidders shall submit their bids with price schedules, signed and stamped. They shall make a table of the above services and items they can provide for ease of comparison.

For rooms, bidders are required to indicate the total capacity of the hotel with the specific price for each category of rooms.

Lot no3: Provision of hotel and conference services in Kigali City

IMBARAGA Farmers Organization intends to organize various meetings and workshops at the national level and these will be hostedin Kigali City.Thus, the hotel service provider who wishes to apply for the accommodation of these services must highlight the following items in his/her price quotation:
- - The full day conference package (Lunch, 1 tea break) for 50 participants;
- - The half-day conference package (with all its details) for 50 participants.
- - Lunch with beef meat + soft drink;
- - Coffee/tea break;
- - Refreshment (mineral 500 ml water or soda 300 ml);
Interested bidders shall submit their bids with price schedules, signed and stamped. They shall make a table of the above services and items they can provide for ease of comparison.

For rooms, bidders are required to indicate the total capacity of the hotel with the specific price for each category of rooms.

Lot no4: Supply of radio services in Ruhango district

Some of IMBARAGA activities will be aired in Ruhango district and the service provider who wishes to apply for this lot will be required to submit his/her price quotation with the following details:
- - Gather field data and produce the pre-recorded spot;
- - Advertise the spot;
- - Air the radio call in program 1 hour in studio;
- - Air a live District Dialogue Forum 2 hours on field.
The tenderer who wants to provide the mentioned services must ensure radio coverage in the southern province and especially in the district of Ruhango.

Lot no5: Supply of radio services in Gakenke district

Some of IMBARAGA activities will be aired in Gakenke district and the service provider who wishes to apply for this lot will be required to submit his/her price quotation with the following details:
- - Gather field data and produce the pre-recorded spot;
- - Advertise the spot;
- - Air a live District Dialogue Forum 2 hours on field.
The tenderer who wants to provide thementioned services must ensure radio coverage in the northern province and especially in the district of Gakenke.
General criteria for Lots no 1, 2, 3, 4&5
- 1. The bidder should be an experienced hotel service provider;
- 2. The bidder should also possess the work permit;
- 3. The bidder should have a TIN or VAT number and a registration certificate;
- 4. The bidder should have RDB certificate;
- 5. The bidder should have certificates of duty completion;
- 6. The bidder should have the tax payment certificate for the last year;
- 7. The bidder should present the quotation highlighting all the prices of the services, VAT inclusive;
- 8. The bidder should prove COVID-19 preventive measures strategies.
- 9. Bids should state modalities of payment.
All bids in English will be addressed to the attention of the General Secretariat of IMBARAGA Farmers Organization and submitted to the following e-mail address: application@imbaraga.org no later than Wednesday, May 4, 2022 at 5:00 pm.

Done at Kigali, on April 25, 2022
MUNYAKAZI Jean Paul

Legal Representative