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Tenders are invited for Provision of Beverage Items, Dry Food, Fruits and Vegetables, And Meat and Fish Products Location: Kigali Deadline: Monday, 09/03/2026 15:00 1. Introduction and background We are pleased to invite qualified and experienced service providers to submit their proposals for the provision of: Cleaning and Guests Supplies; Beverage items; Dry food; Fruits and Vegetables; Meat & Fishes products; Printing & stationeries 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 six lots, each covering a different scope of work: Lot 1: Beverage items Lot 2: Dry food Lot 3: Fruits and vegetables Lot 4: Meat & Fishes products 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, HACCP standards (where applicable), 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 Akagera Game Lodge 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 Akagera Game Lodge 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. All fresh fruits and vegetables must be delivered using a refrigerated vehicle, at a temperature not exceeding 4 degrees Celsius. They should be fresh, wholesome, and free from defects upon delivery. All fresh meat and fish must be delivered using a refrigerated vehicle maintained at atemperature not exceeding 5 degrees Celsius. They should be fresh, wholesome, and free from defects upon delivery. 4.2 Inspection and Rejection Mantis Akagera Game Lodge 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 Nonconformity to HACCP requirements. 4.3. Replacement of Rejected Goods0 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 Lodge. 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, Meat & fishes). 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 Akagera Game Lodge 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 (All), but each bidder may be awarded a maximum of one (1) lot. In the event that a bidder is evaluated as the best bidder for more than one lot, Mantis Akagera Game Lodge reserves the right to award only one lot to that bidder. The remaining lot(s) will be awarded to the bidder ranked second with the lowest evaluated price for that specific lot. 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 bid security of Frw 30,000 shall be deposited into bank account 100152476797: Replacement Reserve opened at Bank of Kigali in the name of Akagera Game Lodge. 11. Tender document The tender document will be issued at the Hotel upon presentation of proof of payment of the bid security deposit. Access to the Hotel will be facilitated by contacting the following number: +250787242280 12. Submission Guidelines Bidders must submit sealed bids (hard copies), clearly marked: Tender for Lot number:.. Bids must be submitted no later than 09 March 2026 at 03:00 pm 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. Done at Kayonza, February 23, 2026 Tender Link : https://www.jobinrwanda.com/job/tender-notice-provision-beverage-items-dry-food-fruits-and-vegetables-and-meat-and-fish
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