INVITATION TO TENDER

Tender Reference No.: HEAR/AGRA/MCF/2025/01

Date of Issue: September 4th, 2025

Lot 5: Accommodation & Meeting Services
Issued by:
Horticultural Exporters Association of Rwanda (HEAR)

1. Introduction

The Horticultural Exporters Association of Rwanda (HEAR), in partnership with the Alliance for a Green Revolution in Africa (AGRA) and the Mastercard Foundation, is implementing a 36-month project titled:

“Enhancing Market Access and Inclusivity in Rwanda’s Horticulture Value Chain.”

The overall goal of this project is to strengthen Rwanda’s avocado export sector by developing an inclusive digital platform, supporting contract farming models, and enhancing export readiness. Special emphasis will be placed on inclusivity of women, youth, and persons with disabilities to ensure equitable participation in the avocado value chain.

Through this tender, HEAR invites eligible and qualified firms to submit proposals for specific services, supplies, or consultancies, grouped into the 5 afore mentioned distinct lots.

2. Instructions to Bidders

•  Bidders may apply for one or more lots; however, each lot must be applied for separately with clear documentation.
• All submissions must be in English.
• Bidders must clearly indicate the Lot they are applying for in the subject line of their submission email.
• Bidders are required to pay nonrefundable application fee of 10.000Rwf payable to HEAR bank account: 4025200049171 opened in Equity Bank and present the bank pay slip along with the application documents.
• Technical and Financial Proposals must be submitted as separate documents (soft copy).
• Late submissions will not be considered.
• HEAR reserves the right to accept or reject any tender, and to withdraw the process at any time without incurring liability.

Lot 5: Accommodation & Meeting Services

Objectives

• To host project workshops, meetings, and trainings in Kigali and districts.

Scope of Work / Activities

• Provision of accommodation in hotels/guesthouses (minimum 2-star equivalent).
• Conference facilities, with seating, projector, screen, and microphones.
• Provision of meals, refreshments, and internet access.
• Full board for participants during multi-day events.

Expected Deliverables

• Successful hosting and facilitation of all meetings/workshops with satisfaction records.

Eligibility Criteria

•  Registered hospitality/service provider in Rwanda.
• Experience in hosting workshops/trainings for NGOs/projects.
• Valid RDB registration, tax clearance, and RSSB compliance certificates.

Proposal Requirements

• Technical Proposal: Profile, description of facilities, references, compliance docs.
• Financial Proposal: Itemized costs (per participant/day, accommodation and conference separately).

4. Evaluation Criteria

Proposals will be evaluated as follows:

• Technical Proposal – 70% (experience, capacity, methodology, compliance).
• Financial Proposal – 30% (price competitiveness & value for money).

5. Submission Guidelines

Bidders must submit technical and financial proposals as separate documents via email.
Email: hearwanda@gmail.com 
Deadline: September 10, 2025 at 5:00 PM Rwandan Time.
Late submissions will not be considered.

6. Contact Information

Chairperson,
Horticultural Exporters Association of Rwanda (HEAR)
Email: hearwanda@gmail.com