Notice to Supply Dry Food Tender at Mantis Epic Hotel & Suits

Introduction and background

We are pleased to invite qualified and experienced service providers to submit their proposals for the provision of: Dry food as detailed in this tender document. The purpose of this tender is to identify a competent contractor who can deliver high quality services in accordance with the specifications, timelines, and conditions outlined herein.

This tender is divided into three lots, each covering a different scope of work:

Lot 2: Dry Food

This document provides all necessary information to assist bidders in preparing responsive and competitive submissions. It includes the scope of work, technical requirements, eligibility criteria, evaluation process, contractual terms, and submission instructions.

Bidders are encouraged to carefully review all sections of this tender document to ensure full compliance with the stated requirements. Failure to provide complete and accurate information may result in disqualification.

Our organization is committed to a transparent, fair, and competitive procurement process. We look forward to receiving your proposal and potentially establishing a successful professional partnership.
2. Objectives of the tender

The objectives of this tender are to:

• Ensure a consistent and reliable supply of high-quality items
• Achieve value for money through competitive pricing
• Ensure full compliance with quality, brand, hygiene, and specification standards

3.Scope of Supply

The successful bidder shall supply and deliver all listed items on as needed basis, strictly in accordance with:

• Official Purchase Orders (POs) issued by Mantis Epic Hotel & Suits
• Approved specifications, brands, quantities, and delivery schedules as outlined in annexures to the tender document (hard copy to be obtained from the hotel).

4. Delivery and Compliance Requirements

4.1 Delivery Conditions

• All items shall be delivered to Mantis Epic Hotel & Suits premises at the agreed delivery times.
• Goods must be new, unused, and in original packaging
• Products must be suitable for hospitality industry use, in good quality, and according to required specifications.
• All items (if applicable) must comply with Rwandan regulatory requirements.
• Regarding dry food, shelf life of six (6) months at the delivery time should be respected.

4.2 Inspection and Rejection

Mantis Epic Hotel & Suits reserves the right to inspect and reject any products that are:

• Damaged or defective
• Poorly packaged
• Incorrectly labelled
• Not compliant with approved specifications or brands
• Expired or nearing expiry dates
• Incorrectly labelled

4.3. Replacement of Rejected Goods

• Any rejected items must be removed and replaced at no additional cost to the Hotel within an agreed timeframe.
• Partial deliveries, under-supply, or over-supply shall not be accepted unless prior written approval is granted by the Hotel.

5. Supplier Eligibility and Mandatory Documentation

Bidders must meet the following minimum eligibility criteria:

5.1. Legal and Statutory Compliance

Bidders must provide:

• Valid Company registration certificate from RDB for private companies/ Or RGB Certification for Cooperatives

• Valid Trading License

5.2 Tax and Statutory Compliance (Mandatory)

• Tax Clearance Certificate
• VAT Registration Certificate
• Rwanda Social Security Board (RSSB) clearance certificate
• Certificate of good standing from RDB.
• HACCP certification (where applicable)
• Food and Drug administration (FDA) certificate (where applicable)
• Rwanda Standards Board (RSB) certificates (where applicable)
• Demonstrate at least three reference letters from hotels ranked four stars and above (for dry food, cleaning items and stationery).

5.3 Experience and Capacity (Mandatory)

• Minimum of three (3) years’ proven experience supplying items of interest to prospective bidders.
• Experience details must indicate:

• Nature of supply
• Contract duration
• Client contact details

N.B:Failure to submit any mandatory document shall result in automatic disqualification at the preliminary evaluation stage.

6. Pricing Structure and Price Validity

• Prices shall be quoted per unit of measure as specified in the tender schedule.
•  All prices must be inclusive of delivery, handling, and all applicable statutory charges.
•  Prices shall be firm and fixed for the entire contract duration.
•  No price adjustment, escalation, or variation shall be permitted unless expressly approved in writing by Mantis Epic Hotel & Suits management.

7.Contract Duration

The contract shall be valid for a period of one (1) year, renewable upon:

• Mutual agreement
• Satisfactory supplier performance
• Continued compliance with contract terms

8. Award of Contract

• Bidders are allowed to bid for multiple lots.
• In the event that a bidder is evaluated as the best bidder for more than one lot, Mantis Epic Hotel & Suits reserves the right to award more than one lot or award to that bidder if he/she has the capacity to perform both contracts. 
• Full compliance with eligibility requirements
• Technical capability
• Competitive pricing
• Proven reliability and experience

9.Payment Terms

Payments shall be made within thirty (30) days after:

• Delivery of goods
• Inspection and acceptance
• Approval of the corresponding invoice

10.Bid security

A non-refundable tender fee of Rwf 10,000 per lot shall be deposited into bank account 100068221058: Replacement Reserve opened at Bank of Kigali in the name of Eastern province investments corporation ltd. 

11. Tender document

The tender document will be issued at the Hotel upon presentation of proof of payment of the non-refundable tender fee. Access to the Hotel will be facilitated by contacting the following number: +250788891771.

12.Submission Guidelines

• Bidders must submit sealed bids (hard copies), clearly marked: “Tender for Lot number….” (tender name).

• Bids must be submitted no later than 07 May 2026 at 10:00 AM
•  Late submissions shall not be accepted

13. Ethical Standards

Suppliers must adhere to ethical procurement standards. Any form of bribery, inducement, collusion, or unethical practice shall result in immediate disqualification and possible legal action.