ETHICAL AND BUSINESS CONDUCT REQUIREMENTS

SNV is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit. SNV does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both the Office of the Inspector General.

Employees and agents of SNV are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to the Office of the Inspector General. In addition, SNV will inform the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

• Disclose any close, familial, or financial relationships with SNV or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
• Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
• Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
• Certify that all information in the proposal and all supporting documentation are authentic and accurate.
• Certify understanding and agreement to SNV’ prohibitions against fraud, bribery and kickbacks

About SNV

SNV is a global development partner rooted in the African and Asian countries where we operate. With 60 years of experience and a team of approximately 1,600 people, it is our mission to strengthen capacities and catalyse partnerships that transform the agri-food, energy, and water systems to enable sustainable and more equitable lives for all.

Purpose

SNV Rwanda now send a RFQ to hotels, Apartments and Boutique hotels for the following service. To support its activities SNV is currently requesting quotations for Hotel Accommodations and event management in 27 Districts, as well as hotels located in different districts where SNV implements its activities such as Rulindo, Gakenke, Burera, Musanze, Nyabihu, Rubavu, Rutsiro, Karongi, Ngororero, Muhanga, Kamonyi, Ruhango, Nyanza, Huye, Gisagara, Nyaruguru, Nyamagabe, Nyamasheke, Rusizi, Rwamagana, Kayonza, Gatsibo, Nyagatare, Kirehe, Ngoma, Gicumbi and Nyamata  detailed in Section 1 and 2, from well-established and experienced hotels (4-star, or 3-star, 2 stars, Boutique hotels, Apartments and restaurants. As a result of this RFQ, SNV anticipates issuing multiple Framework agreement (FA) to establish specific pricing levels and parameters for ordering services. The FA will allow SNV to procure services on an as-needed basis, over the next ten (10) months. SNV is only obligated to pay for suppliers/services ordered through FA and delivered by the Supplier in accordance with the terms/conditions of the FA. Offerors are responsible for ensuring that their offers are received by SNV in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere to instructions described in this RFQ may lead to disqualification of an offer from consideration

Offer Deadline and Protocol:

Complete offers must be received no later than 17:00 Kigali, Rwanda time on March 9, 2025, Offers should be delivered by email to rwandaprocurement@snv.org, with the subject line “Hotel Accommodations & event services.” Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of SNV. Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 Kigali, Rwanda time by email to rwandaprocurement@snv.org.  Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that SNV believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding. Only the written answers issued by SNV will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of SNV, or any other entity should not be considered an official response to any questions regarding this RFQ.

Technical Specifications:

Section 1 and 2 contains the technical specifications of the services that may be ordered under the FA. At this time, specific accommodation or event services to be procured under any FA resulting from this RFQ are unknown. Specific needs will depend on the needs of SNV. Individual procurement requests will be issued under the FA agreement, as the need arises for additional services.

Quotations:

Quotations in response to this RFQ must be priced at a fixed price. Pricing must be presented in Rwandan Francs. Offers must remain valid for not less than forty-five (45) calendar days after the offer deadline. Prices quoted must remain fixed for a minimum of 12 months. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event and accommodation, offerors may complete the table in Sections 1 and 2.In addition, offerors responding to this RFQ are requested to submit the following:

• a copy of their official registration or businesslicense, including RRA tax clearance
• VAT Certificate
• RDB Registration certificate
• For hotels, documentation providing an appropriate rating of hotel issued by the relevant authority (4-star, 3-star, 2 star, etc.);
• Cover letter with complete contact details of person/s to whom further correspondence must be sent, including name, position, email address and phone number.

Taxes and VAT

The quotations (per unit) must be inclusive of all applicable taxes, VAT, charges, tariffs, duties and levies.

Eligibility

By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the Rwandan laws and U.S. Government. SNV will not award a contract to any firm that is debarred, suspended, or considered to be ineligible

Evaluation and Award

Hotel Accommodation

The award will be made to a responsible offeror in each of three categories (4-star, 3 star, and 2 star) whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via analysis to be the best value based on the application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

• Technical responsiveness/full compliance to requirements-30 Points
• Lowest price – 30 points
• Established track record in undertaking contracting arrangements similar to the requirements (please provide evidence of existing or previous similar contracts/similar services) – 30 points
• Value-added of other concessions, if any – 10 points

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. SNV reserves the right to waive immaterial deficiencies at its discretion. It is anticipated that the award will be made solely on the basis of these original quotations. However, SNV reserves the right to conduct any of the following:

• SNV may conduct negotiations with and/or request clarifications from any offeror prior to award.
• While preference will be given to offerors who can address the full technical requirements of this RFQ, SNV may issue a partial award or split the award among various suppliers, if in the best interest of SNV.
• SNV may cancel this RFQ at any time.

Terms and Conditions:

This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate SNV to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer. This solicitation is subject to SNV’s standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

• SNV’s standard payment shall be made within thirty (30) calendar days of the receipt of an invoice
• Any awardresulting from this RFQ will be in the form of a Framework agreement (FA). SNV anticipates issuing a FA (or multiple FAs). Any FA issued because of this RFQ will have a minimum duration of at least 12

Technical Specifications

SNV is seeking offers from reputable, well established and experienced firms (restaurants, event venues, etc.) and hotels, duly incorporated under the Laws of Rwanda to provide Hotel Accommodations under a Framework Agreement (FA), at fixed prices for a period of 12 months.

Section 1: Hotel Accommodations (Room Reservations)

Section 2: Event/Conference Services

4. Bid proposal submission

The Interested applicants are invited to submit their proposals by email to rwandaprocurement@snv.org; by March 9, 2025, at 17h:00 Kigali time.

5. Contact for Inquiries

For any clarifications regarding this RFQ, please contact: Email: rwandaprocurement@snv.org

6. Data Protection assurance

SNV will not retain your Personal Data for longer than is allowed by law or is necessary for the Purposes.

If you are selected and offered contract, the Personal Data you have provided will be used by SNV for the purpose of this bidding administration. If you are unsuccessful on this occasion to secure tender with SNV, SNV will retain your Personal Data for required period for the purpose of any future internal or external audit.