TENDER NOTICE
TENDER TITLE: PROVISION OF HOTEL SERVICES TO FACILITATE MEETING, WORKSHOP AND OTHER EVENTS TO DUHAMIC-ADRI IN NGORORERO AND GISAGARA DISTRICT.
| Tender publication date | August 10, 2026 |
| Submission deadline | August 18,2026, at 2:00PM |
| Opening date & time | August 18,2026, at 2:30PM |
| Submission location | DUHAMIC-ADRI Head Office, Kicukiro-Niboye (Only hard copy submissions are accepted) |
| Inquiry contact email | procurement@duhamic.org.rw |
1. Brief description of DUHAMIC-ADRI
DUHAMIC -ADRI is a non-profit organization located in Kigali, the capital city of Rwanda, in Kicukiro District, Niboye Sector. Officially operating in Rwanda since 12th July 1985.
Mission: Supporting integrated initiatives for Holistic Development of Rural Population in their struggle for self-reliance’
Vision: A rural world responsible for its self-socio-economic development
Core Values: Integrity, Professionalism, Transparency
2. 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 this 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.
3. Proposed hotel hosting packages
- VIP Meal Package
- Standard Meal Package
- Outside Catering Services
- Accommodation Packages,
Proposed Package details
The table below lists the items that must be included in all packages but are not limited to these for the hotel located in Gisagara District.
| Item/Service description | Quantity | Unit price | |
| VIP Package | Half day with full package (Conference Room, Buffet, Coffee break, Drinking Water, etc.) | 1 | |
| Full day (Conference Room, Buffet, Coffee break, Drinking Water, etc.) | 1 | ||
| Special Buffet &soft drink (with 3 types of meat) with salads and fruits | 1 | ||
| Full Buffet &soft drink (with 2 types of meat) with salads and fruits | 1 | ||
| Coffee break | 1 | ||
| Mineral drinking water | 1 | ||
| Conference room, with Projector and sound system | |||
| Conference with capacity of 50 persons | 1 | ||
| Conference with capacity of 51-100 persons | 1 | ||
| Conference with capacity of 101-500 persons | 1 | ||
| Standard package | Full Buffet& soft drink (with 1 type of meat, either cow or chicken) | 1 | |
| Coffee break | 1 | ||
| Mineral drinking water | 1 | ||
| Conference room, with Projector and sound system | |||
| Conference with capacity of 50 persons | 1 | ||
| Conference with capacity of 51-100 persons | 1 | ||
| Conference with capacity of 101-500 persons | 1 | ||
| Outside Catering | Buffet& soft drink (with 2 types of meat) | 1 | |
| Full Buffet& soft drink (with 1 type of meat, either cow or chicken | 1 | ||
| Coffee break | 1 | ||
| Mineral drinking water | 1 | ||
| Mango,apple,pineapple juice (bottle 500ml) | 1 | ||
| 3types of snacks (bread,cake and samosa) | 1 | ||
| Rooms | One night for ordinary room with breakfast | 1 | |
| One night for ordinary with two beds with breakfast | 1 | ||
| VIP | 1 | ||
The table below lists the items that must be included in all packages but are not limited to these for the hotel located in Ngororero District.
| Item/Service description | Quantity | Unit price | |
|---|---|---|---|
| Full Buffet &soft drink (with 3 types of meat) with salads and fruits | 1 | ||
| VIP Package | Coffee break | 1 | |
| Mineral drinking water | 1 | ||
| Conference room with sound system | 1 | ||
| Conference with capacity of 50 persons | 1 | ||
| Conference with capacity of 50-100 persons | 1 | ||
| Conference with capacity of 100-200 persons | 1 | ||
| Conference with capacity of above 200 persons | 1 | ||
| Standard package | Buffet& soft drink (with 2 types of meat) | 1 | |
| Full Buffet& soft drink (with 1 type of meat, either fish or chicken | 1 | ||
| Coffee break | 1 | ||
| Mineral drinking water | 1 | ||
| Conference with sound system and capacity of 50 persons | 1 | ||
| Conference with sound system and capacity of 50-100 persons | 1 | ||
| Conference with sound system and capacity of 100-200 persons | 1 | ||
| Conference with sound system and capacity of above 200 persons | 1 | ||
| Outside Catering | Buffet& soft drink (with 2 types of meat) | 1 | |
| Full Buffet& soft drink (with 1 type of meat, either fish or chicken | 1 | ||
| Coffee break | 1 | ||
| Mineral drinking water | 1 | ||
| Mango,apple,pineapple juice (bottle 500ml) | 1 | ||
| 3types of snacks (bread,cake and samosa) | 1 | ||
| Conference with sound system and capacity of 50 persons | 1 | ||
| Conference with sound system and capacity of 50-100 persons | 1 | ||
| Conference with sound system and capacity of 100-200 persons | 1 | ||
| Conference with sound system and capacity of above 200 persons | 1 | ||
Rooms |
|||
| One night for ordinary room without breakfast | 1 | ||
| One night for ordinary room with breakfast | 1 | ||
| One night for ordinary with two beds without breakfast | 1 | ||
| One night for ordinary with two beds with breakfast | 1 | ||
| VIP | 1 | ||
Note:
- For the conference rooms, each should be equipped with a projector, a quality sound system, and small notebooks with pens. Flip charts and markers will be provided upon request, as needed.
- For meal packages, the proposed prices should be based on a per-person (single quantity) basis.
- Interested hotels, motels, and restaurants are allowed to submit bids for the provision of the above-mentioned services only in the district where they are based and/or operate.
Hotel/Motel/Restaurant services should provide a high-quality sound system and projector, well-designed seating arrangements with adequate lighting to ensure participant comfort, and on-site technical support for equipment setup and troubleshooting.
Location of Hotel/Motel/Restaurant services
The preferred Hotel/Motel/Restaurant services should be centrally located in Gisagara and Ngororero District to ensure convenient accessibility.
Eligibility Criteria
1. Mandatory Documents to be submitted
- A company registration certificate issued by RDB
- A valid tax clearance certificate issued by RRA
- A valid RSSB certificate
- Proof of using EBM (Electronic Billing Machine)
- Financial proposal tax inclusive
Failure to submit the mandatory documents will result in automatic rejection.
2. Other requirements
- A cover letter expressing your interest in collaborating with DUHAMIC-ADRI, outlining the services you offer, and a brief overview of your Hotel/Motel/Restaurant services experience, addressed to the DUHAMIC-ADRI Executive Secretary.
Contract Duration
The successful bidders (Hotel/Motel/Restaurant services) will enter into a one-year contract with possibility of renewal with DUHAMIC-ADRI to provide Hotel/Motel/Restaurant services for different events to be organized by DUHAMIC-ADRI during implementation of its projects.
Site Visit
Before the award of the contract, DUHAMIC-ADRI reserves the right to conduct a verification visit to the hotel, motel, or restaurant of the potential successful bidder to confirm its capacity, facilities, hygiene standards, and compliance with the tender requirements. Failure to meet the required standards during the verification may result in disqualification, and DUHAMIC-ADRI reserves the right to award the contract to the next highest-ranked responsive bidder.
Submission Deadline
Bids must be submitted no later than August 18, 2026 at 02:00 PM local Kigali time. Late submissions will be rejected without review (Only hard copies shall be accepted)
Bid Opening
Bids will be opened publicly on August 18, 2026 at 02:30 PM at DUHAMIC-ADRI head office located in Kicukiro District, Niboye sector. Bidders or their authorized representatives are invited to attend.
Safeguarding clause
Safeguarding and protection from Sexual Exploitation and Abuse (PSEA) is everyone’s responsibility who works directly or indirectly with DUHAMIC-ADRI services delivery and operations. All DUHAMIC-ADRI staff and affiliates, including volunteers and Suppliers; sub-Suppliers’ staff and implementing partners are required to adhere to DUHAMIC-ADRI’s full safeguarding and protection policy procedures and the separate Code of Conduct that always values principles of PSEA.
DUHAMIC-ADRI has a zero tolerance to Sexual Exploitation and any other form of abuse. Child and vulnerable abuse, exploitation, harassment, discrimination, and human trafficking are strongly prohibited behaviours. All implementing partners/suppliers who are contracting with DUHAMIC-ADRI must adhere to DUHAMIC-ADRI’s full safeguarding and protection policy in addition to the code of conduct.
By applying to this tender, the supplier, is committed to denounce and to report any safeguarding issues or fraud face to face or at the reporting email for safeguarding issues at” feedback@duhamic.org.rw ”, Toll Free: 8470 and telephone number: 0788305329 without delays.
By Applying to this tender as a supplier, I understand that DUHAMIC-ADRI has the rights to ensure 100% compliance with safeguarding and protection policies via spot checks or any other form of control mechanisms. If my business isn’t compliant, DUHAMIC-ADRI will take appropriate measures or immediately stop the contract of financial support depending on the nature and severity of the safeguarding incident detected.
Data Protection and confidentiality
The successful bidder shall comply with all applicable data protection and privacy laws in force in the Republic of Rwanda, including Law No. 058/2021 relating to the protection of personal data and privacy. Any personal data, confidential information, or organizational records accessed during contract execution shall be used solely for the purposes of performing the contract, kept strictly confidential, and protected against unauthorized access, disclosure, loss, or misuse. Such data shall not be shared with third parties without prior written authorization from DUHAMIC-ADRI, and any actual or suspected data breach shall be reported immediately.
Note:
- Prior to contracting, DUHAMIC-ADRI reserves the right to conduct a vetting process to the successful bidders to ensure compliance with anti-terrorism and other regulatory requirements.
- DUHAMIC-ADRI reserves the right to conduct due diligence on all documents submitted by the bidder. If any reference is found to be unauthentic, the bidder shall be immediately disqualified. The same applies to all administrative documents, including but not limited to valid Tax Clearance and RSSB Clearance certificates.
- Bidders who are blacklisted by RPPA are not eligible to participate in this tender. DUHAMIC-ADRI reserves the right to reject such bids.
- Women-, youth-, and persons-with-disabilities–led companies that meet the required conditions and qualifications are encouraged to apply.
MUHIGIRWA Benjamin
Executive Secretary