TENDER DOCUMENT NO: 002/UPHLS/2025: Tender Notice For the Hosting of UPHLS Meetings and Trainings
Event Details:
PROCURING ENTITY: UMBRELLA OF ORGANISATIONS OF PERSON WITH DISABILITIES IN THE FIGHT AGAINST HIV&AIDS AND FOR HEALTH PROMOTION (UPHLS)
TENDER DOCUMENT NO: 002/UPHLS/2025
TENDER TITLE:
TENDER FOR THE HOSTING OF UPHLS MEETINGS AND TRAININGS
TENDER REFERENCE: 002/UPHLS/2025
Procurement Procedure: Open Competitive bidding
Publication date: April 8th, 2025
SERVICE PROCUREMENT NOTICE
Umbrella of organisations of persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)
Publication reference
No002/UPHLS/2025
Contracting Authority
Umbrella of Organisations of Persons with disabilities in the fight against HIV&AIDS and for health promotion (UPHLS)
CONTRACT SPECIFICATIONS
Nature of contract: Services
Duration of the contract: One year
Contract description
The purpose of the contract is to: “Tenderfor hosting of UPHLS meetings and trainings”
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, Rwamagana , Kayonza, Bugesera, Gatsibo and Nyagatare Districts (Three star).
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
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, 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
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.
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.
Sub-contracting
Sub-contracting is not allowed
PROVISIONAL TIMETABLE
The date of invitation to tender:
April, 08th, 2025
AWARD CRITERIA
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
Deadline for receipt of tender
The deadline for receipt of tender is May, 08th, 2025 at 10:00 AM
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)
How tenders may be submitted
Bids written in English, should be sent to the UPHLS Administration office or on the email: ( [email protected] ) on or before May 08th, 2025 at 10:00 AM, local time.
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.
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/2025
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.
Content of tenders
Financial offer
The Financial offer must be presented as an amount in Rwandan Francs. The global price must be broken down in many details as possible on how the offer to assess the rationality of the offer. In addition to this, the financial proposal has to show the price without taxes and the total amount with taxes showing the rate of the taxes used to obtain the whole amount. If this is not clearly respected the financial proposal will be rejected.
Additional information before the deadline for submission of tenders
The tender dossier should be clear enough to avoid having to request additional information during the procedure.
Any tenderer seeking to arrange individual meetings with the Contracting Authority concerning this contract during the tender period may be excluded from the tender procedure. No information meeting will be conducted.
Submission of tenders
Tenders must be submitted in such a way that they are received not later than May, 08th, 2025 at 10:00 AM. Any tender received after this deadline will not be considered.
Tenders must include the requested documents and be submitted exclusively to the Contracting Authority on the address specified below.
Umbrella of Organisation of persons with disabilities fighting against HIV/AIDS and for health promotion (UPHLS)
P.O BOX 1493 KIGALI
Email: [email protected]
Website: uphls.org
Tel. 0788344553 (Office)
Evaluation of offers
The quality of offer will be evaluated after checking the accordance with criteria set above or any additional information set before the evaluation by internal tendering committee.
Confidentiality
The entire evaluation procedure is confidential, subject to the Contracting Authority’s policy on access to documents. The Evaluation Committee's decisions are collective and its deliberations are held in closed session. The members of the Evaluation Committee are bound to secrecy.
The evaluation reports and written records, in particular, are for official use only and may be communicated neither to the tenderers nor to any party other than the Contracting Authority.
Signature of contract(s)
Notification of award
The successful tenderer will be notified in writing that their tender has been accepted. The information will be also notified for those who won’t win the tender.
Cancellation of the tender procedure
In the event of cancellation of the tender procedure, tenderers will be notified in writing of the cancellation by the Contracting Authority and informed of the reasons for cancellation. If the tender procedure is cancelled before the submission.
Cancellation may occur where:
The tender procedure has been unsuccessful, i.e., no qualitatively or financially worthwhile tender has been received or there is no response at all;
The economic or technical data of the project have been fundamentally altered;
Exceptional circumstances or force majeure render normal performance of the contract impossible;
All technically compliant tenders exceed the financial resources available;
There have been irregularities in the procedure, in particular where these have prevented fair competition. In no event shall the Contracting Authority be liable for any damages whatsoever including, without limitation, damages for loss of profits, in any way connected with the cancellation of a tender procedure even if the Contracting Authority has been advised of the possibility of damages. The launching of a procurement procedure does not commit the Contracting Authority to implement the programme or project announced.
Note: The tender will be cancelled if one of company/hotel is convicted to be involved in sexual exploitation and abuse acts and the company/hotel fail to take serious measures on the case.
Appeals
Tenderers believing that they have been harmed by an error or irregularity during the award process may petition the Contracting Authority directly.
Done at Kigali, on April 08th, 2025
KARANGWA Francois Xavier
Executive Director of UPHLS
Date and Timings:
16-04-2025 4:58 PM to 09-05-2025 4:58 PM
