Terms of Reference (ToR) for Provision of Catering and Restaurant services to WaterAid Rwanda

1. Background:

WaterAid Rwanda (WARw) works with implementing partners and government to plan and implement inclusive and sustainable access to clean water, sanitation, and hygiene (WASH). WARw also seeks to influence policy change through government and other key WASH stakeholders to secure and protect the right of communities we work with to safe, affordable water and sanitation services. 

WARw is an NGO implementing programs and activities that require reliable catering and Restaurant services for its staff, visitors, consultants, partners, and stakeholders. These activities include meetings, workshops, training, and conferences held at national and regional levels.

To support effective implementation of these activities, WARw regularly conducts meetings, workshops, trainings, conferences, and official events that require reliable food and beverage services. WARw intends to contract qualified catering service providers and restaurants to deliver high-quality, safe, and cost-effective services in line with organizational policies and Rwanda procurement and public health standards.

2. Objectives of the Assignment

The objective of this ToR is to identify catering and restaurant services who can deliver high-quality and timely services, including:

• Ensure timely and professional delivery of food and beverages 
• Meet national food safety and hygiene standards
• Accommodate diverse dietary requirements
• Provide operational flexibility

3. Scope of Services

Component I: Catering Services

Catering services will mainly support on-site and off-site events organized by WaterAid Rwanda.

3.1 Services Required

The catering service provider shall provide:

• Tea/coffee breaks (morning and or afternoon)
• Lunches and/or dinners (buffet, plated and or packed meals)
• Drinking water and soft beverages
• Event-based catering for meetings, trainings, workshops, and conferences

3.2 Service Delivery Requirements

• Timely delivery and setup in line with agreed schedules
• Provision of enough serving staff
• Provision of clean catering equipment (chafing dishes, spoons, forks, food warmers, serving utensils, serviettes, topkicks and others)
• Setup and clearing of catering service areas
• Clean and professional presentation of food and service staff

3.3 Hygiene, Health, and Safety

• Comply with Rwanda Food and Drugs Authority (RFDA) 
• Ensure food handlers have valid medical/health certificates
• Maintain proper food handling, storage, and transportation standards

Component II: Restaurant Services

Restaurant services will support host meals for staff, visitors, partners, and official delegations at the restaurant premises.

3.4 Services Required

The service provider shall provide:

• Breakfast and lunch
• Pre-arranged group meals and reservations
• Flexible menu options for individuals and groups
• Take-away or packed meal options where required
• Conference facilities.

3.5 Service Standards

• Clean, safe, and accessible dining environment
• Professional and courteous service staff
• Reasonable service time for group bookings
• Clear and transparent menu pricing

5. Areas of operations

We are inviting hotels operating in Kigali, Bugesera, Nyamagabe, Nyagatare, Kirehe, Huye, Karongi, Rubavu, Rwamagana and Musanze Districts to submit their applications.

6. Evaluation Criteria

Proposals will be evaluated based on:

• Compliance with the ToR
• Quality and range of services offered
• Cost competitiveness 
• Experience and references
• Location and accessibility

7. Confidentiality

All information shared by WaterAid Rwanda during the course of this engagement shall be treated as confidential. 

8. Safeguarding

• The service provider will sign and abide by the WaterAid safeguarding policy and code of conduct.
• The service provider will report all incidents, suspicions or allegations relating to Safeguarding to the Safeguarding Focal Point immediately (no later than 24 hours).
• Mismanagement of a safeguarding incident is grounds for termination of this agreement.

9. Submission Requirements

Interested service providers should submit the following requirements through WARwanda@wateraid.org by 23th Sept 2026, at 5:00 pm. Later applications will be automatically rejected.

• Company profile including the full description of services offered
• Rate card as per table below, (accommodation, conference packages, transfers)
• RDB registration certificates
• At least 3 References or recommendations letters
• VAT registration certificate and recent tax clearance certificates.
• Any other additional services offered.

10. Rate card table:

11. Disclaimer:

WaterAid Rwanda will contact only shortlisted applicants for further negotiation; If not required, only the selected candidate will be notified.

Note:

WaterAid has zero tolerance for all forms of harassment, discrimination, abuse and bullying, especially pertaining to children and vulnerable adults. Consultant(s) will be required to commit to adhere to WaterAid’s safeguarding policies & code of conduct. Consultant or consultancy firm will ensure all staff on the project sign up to safeguarding policies as required. The consultant(s) will be required to support district and community level structures in understanding and implementation of safeguarding policies.