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Terms of Reference (ToRs) for Hiring hotels for accommodation from all provinces (across the country) Tender at Forum for African Women Educationalists (FAWE)
1.Background
The Forum for African Women Educationalists (FAWE) is a Pan African women’s organization whose mission is to support girls’ and women acquire education for development. FAWE was founded in 1992 and its headquarters are in Nairobi, Kenya. FAWE Rwanda is one of the 34 chapters across Africa.
FAWE Rwanda was founded in 1997 by a group of Rwandese women whose common goal is to build the country and promote national development through girls’ and women’s education. Since its inception, FAWE Rwanda has grown to become a reputable partner and focal point on female education in Rwanda.
FAWE Rwanda intend to establish a framework contract with hotel service providers of all categories (2 stars, 3 stars,4 stars and 5 stars) and across the country to host meetings, workshops conferences and accommodation.
2. Required documents for Administrative/ technical evaluation:
- Official letter to the Executive Director of FAWE Rwanda for bidding this lot.
- Company Registration Certificate from RDB with core of hotel services
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- Valid Tax Clearance from Rwanda Revenue Authority (RRA)
- At least 3 certificates of good completion of similar services.
- Financial proposal in Rwandan Francs (all tax inclusive)
3. Instructions to bidders:
1. Failing to submit any of the requested documents will lead to the rejection of the bid.
2.The financial offer will be analyzed for only companies that will pass the administration/technical analysis.
3. The table below shows the list of items that needs to be quoted: The bidders are requested to provide quotations (unit cost) for each item.
|
Item |
Quantity |
Unit price |
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Small conference hall including AC for 1-30 persons |
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Conference hall including AC, sound system for 31-40 persons |
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Conference hall including AC, sound system for 41-100 persons |
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Conference hall including AC, sound system for 102-200 persons |
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Big Conference including AC, sound system for 201-800 persons |
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Big Conference including AC, sound system for 800 persons and above |
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Full day conference package ( Conference room, internet, projector, sound system, markers, pens, note books, flip chart, 2 bottles of water, 2 tea coffee break,( include juices, assorted snacks,2 types of fruits) and lunch of two types of meals ( Beef and chicken)+ Soft drink) |
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Full day conference package ( Conference room, internet, projector, sound system, markers, pens, note books, flip chart, 2 bottles of water, 2 tea and coffee break,( include juices, assorted snacks,2 types of fruits) and lunch of three types of meals ( Beef, chicken, and fish)+ Soft drink) |
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Half day conference package ( Conference room, internet, projector, sound system, markers, pens, note books, flip chart, 1 bottles of water, 1 tea and coffee break,( include juices, assorted snacks,2 types of fruits) and lunch of two types of meals ( Beef, chicken)+ Soft drink) |
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Half day conference package ( Conference room, internet, projector, sound system, markers, pens, note books, flip chart, 1 bottles of water, 1 tea and coffee break,( include juices, assorted snacks,2 types of fruits) and lunch of three types of meals ( Beef, chicken and fish)+ Soft drink) |
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|
Tea break & coffee break , assorted snacks and 2 types of fruits |
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Breakfast |
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Lunch with ( Beef, chicken and fish + 1 soft drink ) |
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Lunch with ( Beef and chicken + 1 soft drink ) |
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Dinner with ( Beef, chicken and fish + 1 soft drink ) |
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Dinner with ( Beef and chicken + 1 soft drink ) |
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Soft drinks |
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Alcoholic drinks |
4. Accommodation
|
Room type |
Quantity of rooms |
price |
5. Proposal submission
The interested Firms meeting the above criteria are requested to submit their proposals both in 2 separate sealed inner envelopes (one containing the technical offer and the other one the financial offer in Rwandan Francs). The following physical address of FAWE Rwanda Address: REB premises, Remera, B.P 6703, Kigali, Rwanda, and submitted by 19th January 2026 before 3 pm.
Done at Kigali on 22nd December 2025.
Approved by:
Mutesi B Alice
Executive Director
FAWE Rwanda
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