Terms of Reference (TORs) for Hiring a service provider for the provision of outside catering to FAWE Rwanda Chapter 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 intends intend to establish a framework contract with service providers for outside catering services. The framework will allow FAWE Rwanda to procure catering services as-needed 

2. Objectives of the Assignment

The purpose of this assignment is to hire competent catering service providers to provide outside catering services for FAWE Rwanda activities as requested. 

3. Scope of Services 

The selected service provider(s) will be expected to provide outside catering services upon request, which may include but are not limited to:

• Preparation and supply of tea breaks (morning or afternoon)
• Preparation and supply of meals (breakfast, lunch, dinner)
• Provision of snacks and refreshments
• Provision of bottled water, juices, and soft drinks
• Setup and arrangement of catering service areas
• Provision of necessary catering equipment (chafing dishes, tables, tablecloths, etc.)
• Serving of food and beverages during events
• Cleaning of catering areas after service
• Services may be required at FAWE Rwanda offices or at external venues within Kigali.

The table below shows the list of services that needs to be quoted: The bidders are requested to provide quotations (unit cost) for each service.

4. Required documents for Administrative/ technical evaluation:

• Official letter to the Executive Director of FAWE Rwanda expressing the company’s interest to bid for this lot.
• Company Registration Certificate from RDB with core business for outside catering services.
• Valid Tax Clearance from Rwanda Revenue Authority (RRA)
• At least 3 certificates of good completion of similar services from various institution/ Non-Government Organizations.
• Demonstrate capacity to serve varying group sizes
• Have trained catering staff

5. Proposal submission

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 2026.

Approved by:

Mutesi B Alice

Executive Director

FAWE Rwanda