To:

Whom It may Concern

From: Cc:

AIMS Rwanda Committee on Contract

Our file Reference: RFQ-AIMSRW/0252-2025/LR-05-0795

Category/Score

Requirements

Documents/Information to be

submitted by the Bidder

Financial Capacity (20%)

Evidence of Capacity to pre-finance your operations uninterruptedly at least for 3 months.

 Bank statement of 3 previous months (March, April and May 2025)

Technical and Professional Capacity (30%)

Previous experience: Provide a detailed list of at least three contracts (at least one should be an academic Centre of excellency) under which relevant catering services were provided over the past two years with:

a.  Details of their monthly/annual financial values;

b. Periods during which they were provided;

c.  Locations at which they were provided;

d. Details of public/private recipients for each service.

Copies of contracts with all specific details

Quality Control mechanism – health and safety mechanisms

A detailed health and safety                            guidelines implemented by your company to ensure a control mechanism is in place

Technical and Professional Capacity (30%)

Valid     certification     from     health              and/or               food authorities

 A report from Sector ( Umurenge) for the past 3 months from when you submit your bid

Quality of Personnel:

• On-site contract manager must have at least 5 years of experience as a manager of a similar sized catering service;
• the Chef should be fully qualified have 5 years of experience of managing a similar size
• other personnel (waiters, servers, etc.) should have at least 3 years of experience to deliver similar catering service to universities, schools etc.;

·        CVs of all staff to deploy;

·        COVID           19                       fully vaccinated (3 doses) certificates of all staff to deploy.

• the winning company of this tender will be required to present within one week; the health certificates from a referral hospital of all your staff to deploy. Those health certificates should indicate at least TB status.

Moral righteousness of staff deployed

For each staff to deploy, please provide:

• A valid police clearance.

Maintenance of Equipment

• Description of mechanism to ensure proper care of refrigeration and other kitchen equipment if necessary

Controlled Slaughtering system

Contract with a butchery which possess halal document

Registration and company certificates

•  RDB certificate;
• Valid Tax Clearance certificate (RRA).

Valid power of attorney

• Power of attorney in favor of person authorized to sign the documents if asked.

A proposed intercontinental menu (well-balanced diet).

AIMS Rwanda reserves the right to accept or decline or change the proposed menu.

• Variety of meals served;
• Menu should not be repeated during the week;
• Drinks shall be calculated on consumptions basis

Technical and Professional Capacity (30%)

Special diet for exceptional cases.

Approved menu with due diligence to the seasonal requirements and needs.

• Acceptance of the proposed weekly menu for vegetarian and non- vegetarian;
• A clear indication of special diet;
• A clear indication of flexibility to provide packaged meal.

Décor and list of equipment:

• Plan to arrange décor on tables including table cloths (preferably AIMS Rwanda logo colors) and floral arrangements if needed be;
• Food warmers and all appliance necessary for catering;
• Waiters and waitresses to be dressed professionally.

• Cafeteria decoration plan, especially on the service tables;
• List of appliances to be used;
• Staff identification such us uniforms, budges etc.

Catering service for special events

• A clear indication of availability to provide catering for special events.

Type of food: Vegetarian and non-vegetarian foods and cooking processes

• Description of cooking arrangements                                         for vegetarian and non- vegetarian dishes.

Utensils for cooking and equipment/materials for serving/eating food in case of unplanned scenario

• Detailed list of equipment and materials owned by the company.

Hygienic areas/kitchenette

Detailed description of mechanism in place to ensure:

•  Daily cleaning of environment,                                       that includes sinks and utensils (pots, plates, cups and cutleries;
• monthly   general cleaning (specify the type   of   cleaning materials)   of

Refrigeration and storage facilities;

• daily mopping and wiping of kitchen floor;
• proper storage of food items to avoid cross contamination;
• regular inventory of food items received for food preparation;
• provision of proper work gear: professional work gear, cap, footwear, glove when is necessary;
• daily keeping of cooking environment clean and neat as well as cover waste bins from flies.

Timing (20%)

Type

Meal

of

Meal Time

Indication of Menu

A detailed weekly menu is required and must be observed constantly throughout a week

·        Your proposal should indicate menu for day 1 to day 7 for all three meals;

·        menu must not be repeated in a week.

Clear indication of timing for meals

Breakfast

6:30 - 7:30

• Fresh juice
• Jam,              butter and honey
• Hot milk
• Omelette
• Soups, yoghurt, chapatti, boiled eggs
• Samaso, cake,salami, samoso, mini pizza

Morning Coffee Break

10:00 - 11:00

• Cup of coffee or tea  with hot milk

Buffet lunch without soft drink

12:30

13:30

–

• Buffet salads with at least three components;
• Main courses/hot buffet with at  least  8 components;
• Desserts with at     least      2 components.

Afternoon coffee break

14:30

15:30

–

• Cup of coffee or tea with hot milk

Buffet dinner without soft drink

18:30

19:30

–

• Buffet salads with at least three components;
• Main course/hot buffet with at least                       8 components;
• desserts with at least two components

Time for Meals:

• Delivery of meals must be at least 20 minutes before the food is served;
• Food must be served between the proposed window above.

Cost                      and payment (30%)

Reasonable cost per person per day:

• Contract currency: strictly Rwandan Francs (RWF);
• head count payment modality;
• payment upon presentation of invoice;
• payment will be affected after 60 calendar days;
• your invoices must clearly indicate;
• Unit cost per person per day;
• Total before Tax;
• 18% VAT;
• Total cost (with 18% VAT inclusive per person per day)

Detailed financial Proposal