Notice for the Hosting Meetings and Trainings Tenders at UPHLS

TENDER REFERENCE: 002/UPHLS/2026

Procurement Procedure: Open Competitive bidding

Publication date: June 02nd, 2026

SERVICE PROCUREMENT NOTICE

Umbrella of organisations of persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)

1. Publication reference

No 002/UPHLS/2026

2. Contracting Authority

Umbrella of Organisations of Persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)

CONTRACT SPECIFICATIONS

3. Nature of contract:  Services

4. Duration of the contract: One year

5. Contract description

The purpose of the contract is to: “Tenderfor hosting of UPHLS meetings and trainings”

6. Number of lots 

This tender is composed of three (3) lots as follow:

Lot 1: Hotels to host UPHLS meetings and Trainings in Kigali city (Fours Star)

Lot 2: Hotels to host UPHLS meetings and Trainings in Kigali city (Three star)

Lot 3: Hotels to host UPHLS meetings and Trainings in Huye, Muhanga, Musanze, ,Rubavu, Karongi, Rusizi, Rwamagana , Kayonza, Bugesera, Gatsibo and Nyagatare Districts (Three star).

7. REQUIREMENT

• Lot One: Hotels to host UPHLS meetings and Trainings in Kigali city

Hotels in this category must be the ones ranked at Four (4) stars

Note: All facilities must be fully accessible to persons with disabilities including walkways, conference rooms, restrooms, restaurant, bed rooms, Etc…

• Lot Two: Hotels to host UPHLS meeting and trainings in Kigali city

Hotels in this category must be the ones ranked at Three (3) stars

Note: All facilities must be fully accessible to persons with disabilities including walkways, conference rooms, restrooms, restaurant, bed rooms, Etc…

• Lot Three: Hotels to host UPHLS meeting and Training in Huye, Muhanga, Musanze ,Rubavu, Karongi, Rusizi, Rwamagana , Kayonza, Bugesera, Gatsibo and Nyagatare Districts

Hotels in this category must be the ones ranked at Three (3) stars

Note: All facilities must be fully accessible to persons with disabilities including walkways, conference rooms, restrooms, restaurant, bed rooms, Etc…

8. DETAILED REQUIREMENTS / DESCRIPTION OF THE SERVICES

Bids from potential Hotels shall comprise detailed description of services provided by the hotel and cost as follows:

• Full day conference package per person
• Half day conference package per person
• Cocktail per person
• Accommodation per person (lunch, dinner and different categories of rooms)
• A copy of the menu showing detailed including lunch, dinner, Coffee break, Water, Conference halls shall be provided.
• A copy of the menu showing detailed drinks (Soda, Jus, beer, Liquor.) and different foods with specialities shall be provided.

9. CONDITIONS OF PARTICIPATION

9.1. Eligibility

Participation in tendering is open on equal terms to natural and legal person of tenderers when submitting for lot.

The participation of an ineligible natural or legal person will result in the automatic exclusion of that person. In particular, if that ineligible person belongs to a consortium, the whole consortium will be excluded.

10. Sub-contracting

Sub-contracting is not allowed

PROVISIONAL TIMETABLE

11. The date of invitation to tender:

April, 02nd, 2026

AWARD CRITERIA

12. Award criteria

The selection will be based on: Cost based selection, accessibility of hotel facilities to persons with disability, and based on the visit done by the contracting authority. 

TENDERING

13. Deadline for receipt of tender

The deadline for receipt of tender is June, 30th, 2026 at 10:00 AM

14. Tender format and details provided

The bid may be constituted of: 

Submission of tender document that reflects the following details: 

• Date (day, month, year)
• Number of tender
• The name of Client 
• Financial offer 
• Tax clearance delivered by RRA
• Trading license (RDB)
• VAT certificate
• Social security funds clearance
• Three (3) References of similar tenders executed (3 certificates of good completion)

15. How tenders may be submitted

Bids written in English, should be sent to the UPHLS Administration office or on the email: (infos@uphls.org) on or before June 30th, 2026 at 10:00 AM,local time. 

16. Alteration or withdrawal of applications

Tenders may alter or withdraw their applications by written notification prior to the deadline for submission of tenders. No application may be altered after this deadline.

17. Operational language

The offers, all correspondences and documents related to the tender exchanged by the tenderer and the Contracting Authority must be written in English. Supporting documents and printed literature furnished by the tenderer may be in English, French or Kinyarwanda. 

INSTRUCTIONS TO TENDERERS

PUBLICATION REF: No002/UPHLS/2026

In submitting their tenders, tenderers must respect all instructions and specifications contained in this tender document. Failure to submit a tender containing all the required information and documentation within the deadline specified may lead to the rejection of the tender. These instructions set out the rules for the submission, award and implementation of contracts financed under this call for tenders.

Attachment

attachment_file_0dab3c6f8339d70cbc87