Rwanda Institute for Conservation Agriculture (RICA)

INVITATION TO BID (OPEN COMPETITIVE BIDDING)

Title	Provision of Event Management Services for the Second National Symposium
Tender Reference Number	RICA12/10/2026
Procurement Method	Open Competitive Bidding, publicly advertised, in accordance with Sections 8.1 and 16(C) of the RICA Procurement Policies and Procedures
Procurement Category	Non-consultancy services
Event Dates	Thursday, 12 November and Friday, 13 November 2026
Date of Issue	Tuesday, 20 October 2026
Bid Submission Deadline	Friday, 30 October 2026 at 12:00 Noon (Kigali time)

Contents

Section 1. Invitation to Bid

Section 2. Bid Data Sheet and Key Dates

Section 3. Instructions to Bidders

Section 4. Qualification and Experience Requirements

Section 5. Scope of Work and Technical Specifications

Section 6. Setup, Delivery and Dismantling Schedule

Section 7. Evaluation Methodology

Section 8. Award, Contract and Payment Terms

Annex A. Bid Submission Form

Annex B. Technical Compliance Sheet

Annex C. Price Schedule

Annex D. Statement of Relevant Event Experience

Annex E. Declaration of Eligibility and No Conflict of Interest

Annex F. Submission Checklist

Section 1. Invitation to Bid

Tender Reference:RICA12/10/2026

Date of publication: 20 October 2026

The Rwanda Institute for Conservation Agriculture (RICA) invites bids from eligible and qualified firms for the Provision of Event Management Services for the Second National Symposium, to be held on 12 and 13 November 2026 at RICA Campus, Gashora, Bugesera District.

The services comprise the supply, installation, operation and dismantling of an event tent with decoration, air conditioning, flooring, furniture, LED screens, sound, lighting, microphones, branding and simultaneous interpretation, as specified in Section 5 of this bidding document.

This tender is conducted through open competitive bidding and is publicly advertised on Jobs in Rwanda, in line with Sections 16(C) and 22.2 of the RICA Procurement Policies and Procedures. It is open to all firms that meet the eligibility and qualification requirements in Sections 3 and 4, including proven experience in successfully organizing or providing services for at least two (2) national- or international-level events.

The successful vendor will be required to complete all setup activities at least twenty-four (24) hours before the event day, as set out in Section 6. Failure to meet this deadline will attract the penalties stated in Section 8.

Bids must be submitted electronically only to tenders@rica.rw no later than Friday, 30 October 2026 at 12:00 Noon (Kigali time). Bids received after this deadline will not be considered.

Firms wishing to take part are encouraged to register their interest by email to feedback@rica.rw, giving the firm name and a contact person, so that they receive any clarifications and amendments directly. 

Section 2. Bid Data Sheet and Key Dates

The information below applies to this tender. Where it differs from any other part of this document, the Bid Data Sheet prevails.

Item	Particulars
Procuring Entity	Rwanda Institute for Conservation Agriculture (RICA)
Tender reference	RICA12/10/2026
Procurement method	Open Competitive Bidding (Sections 8.1 and 16(C) of the RICA Procurement Policies and Procedures). Approval: End-user DVC, Tender Committee, DVC – Operations & Finance, Vice-Chancellor.
Event	Second National Symposium, Thursday 12 and Friday 13 November 2026
Venue	RICA Campus, Gashora, Bugesera District
Lots	One (1) lot. Bidders must quote for all items in the Price Schedule (Annex C). Partial bids will be rejected.
Language of bid	English
Currency	Rwandan Francs (RWF), inclusive of all applicable taxes including VAT
Bid validity	Ninety (90) calendar days from the submission deadline (Section 22.2 of the Procurement Policy)
Bid security	Not required
Performance security	Not required. Contract performance is secured through the payment terms and penalties in Section 8.
Advance payment	Up to 30% of the contract price, only against an Advance Payment Guarantee from a bank licensed in Rwanda (see Section 8)
Subcontracting	Permitted only for simultaneous interpretation and specialized audio-visual equipment, up to a total of 30% of the contract price, and only if declared in the bid. The bidder remains fully responsible.
Submission method	Electronic submission only to tenders@rica.rw. Hard-copy submissions will not be accepted.
Evaluation basis	Lowest-priced bid that is substantially responsive and meets all technical and qualification requirements (Section 25.2, non-consultancy services)
Enquiries and complaints	All clarifications, complaints on receipt of bids and requests for feedback: feedback@rica.rw

Key dates

Activity	Date and time (Kigali time)
Publication of tender notice and bidding document	Tuesday, 20 October 2026
Optional venue visit (recommended)	Thursday, 22 October 2026, 10:00
Deadline for written clarification requests	Monday, 26 October 2026, 17:00
RICA responses published and sent to all registered bidders	Wednesday, 28 October 2026, 17:00
Bid submission deadline	Friday, 30 October 2026, 12:00 Noon
Bid opening	Wednesday, 4 November 2026, 10:00
Indicative notification of award	Thursday, 5 November 2026
Indicative contract and purchase order signature	Friday, 6 November 2026
Site access for setup begins	Monday, 9 November 2026, 08:00
Setup fully completed and ready for inspection	Wednesday, 11 November 2026, 08:00 (at least 12 hours before the event)
Event days	Thursday 12 and Friday 13 November 2026
Dismantling and site clearance completed	Sunday, 15 November 2026, 18:00

Section 3. Instructions to Bidders

3.1 Eligibility

To be eligible, a bidder must:

• be a firm legally registered in Rwanda with the Rwanda Development Board (RDB), with event management, event equipment rental or a closely related activity among its registered business activities;
• hold a valid tax clearance certificate from the Rwanda Revenue Authority (RRA) and a valid clearance certificate from the Rwanda Social Security Board (RSSB);
• not be debarred or blacklisted. In line with Section 6(iv) of the Procurement Policy, RICA will check the Rwanda Public Procurement Authority (RPPA) and World Bank debarment lists before any award. A debarred bidder is ineligible;
• not be bankrupt or under insolvency proceedings, and not have been convicted of corruption-related offenses in Rwanda or elsewhere.

3.2 Conflict of interest

A bidder must not have a conflict of interest. Bidders must disclose any family, financial or business relationship with a RICA staff member, Tender Committee member or anyone involved in this procurement, and must submit the signed declaration in Annex E. A bidder may submit only one bid. Any undisclosed conflict of interest will lead to disqualification.

3.3 Prohibited practices

Corruption, bribery, fraud (including misrepresentation of experience or qualifications), collusion with other bidders, coercion and obstruction of audits or investigations are prohibited. Any such practice will result in immediate disqualification and may lead to cancellation of the award, referral to the RICA Anti-Corruption Committee and to the relevant authorities.

3.4 Clarifications

Requests for clarification must be made in writing to feedback@rica.rw by the deadline in Section 2. RICA will send its responses, without identifying the source of the question, to all bidders who have registered their interest and will publish them on the RICA website at the same time. Responses and any amendments issued form part of this bidding document. Bidders are responsible for checking the RICA website for amendments before submitting.

3.5 Preparation of bids

• Quote for every item in Annex C, in RWF, inclusive of VAT and all other applicable taxes.
• Prices must cover all costs of delivering the services: equipment, transport, installation, testing, technicians and operators on site for both event days, consumables, insurance, dismantling and site clearance. No additional charges will be accepted.
• State any discount clearly in the Bid Submission Form (Annex A). Unconditional discounts only.
• Complete the Technical Compliance Sheet (Annex B), stating the brand, model, size or capacity offered for each item.
• State the total electrical load (kW) of all equipment offered, so that RICA can plan the power supply.

3.6 Submission

• Bids must be submitted electronically only, to tenders@rica.rw , before the deadline. The server time stamp of the receiving system is the official time of receipt.
• Use the subject line: Bid RICA12/10/2026 – [Bidder name].
• Submit all documents as PDF files, signed and stamped where required. Total size should not exceed 20 MB.
• Bidders will receive an acknowledgment of receipt. Bids may be modified or withdrawn only before the deadline.
• Late bids will not be considered.

3.7 Bid opening

Bids remain inaccessible until the opening session, which will take place at least one day after the submission deadline in the presence of at least three (3) members of the RICA Tender Committee, including the Tender Committee Secretary. All bids received will be recorded in the Bid Receipt Register. 

3.8 Confidentiality

Information relating to the examination and evaluation of bids is confidential until the award is notified. Any attempt by a bidder to influence the evaluation will lead to rejection of its bid.

Section 4. Qualification and Experience Requirements

Because this is a national-level event of approximately 1,000 participants with a fixed date, RICA requires bidders to show that they have delivered events of comparable standing. The requirements below are mandatory and are assessed on a pass/fail basis. A bidder that fails any of them will not be considered further.

4.1 Mandatory event experience

The bidder must have successfully organized, or provided event management or event equipment services for, at least two (2) national- or international-level events completed within the last five (5) years (between 1 October 2021 and the submission deadline).

For this tender, a national- or international-level event is an event that meets at least one of the following conditions:

• it was organized by or on behalf of a government ministry, national agency, public institution, international organization, embassy or development partner; or
• it was a national or international conference, symposium, summit, forum, exhibition or official ceremony, with participants drawn from across Rwanda or from more than one country.

For each event claimed, the bidder must provide in Annex D:

• the event name, client, venue, dates and approximate number of participants;
• a description of the services the bidder provided (for example tent, sound, lighting, LED screens, interpretation);
• documentary evidence of successful completion: a reference letter or certificate of good completion from the client, or a copy of the contract or purchase order together with proof of delivery or payment; and
• the name, position, telephone number and email address of a client contact person.

The experience must be that of the bidding firm itself. Experience of a subcontractor will not be counted toward this requirement. RICA may contact the client references to verify the information provided. Any false or misleading information will result in disqualification and may lead to blacklisting.

4.2 Key personnel

The bidder must name and provide CVs for the following personnel, who must be present on site during setup and throughout both event days:

Position	Minimum requirement
Event / Site Manager (1)	At least three (3) years of experience managing event logistics, including at least one of the events listed in Annex D. Single point of contact for RICA.
Audio-Visual Technical Lead (1)	At least three (3) years of experience operating sound, LED screens and lighting systems for conferences or large events.
Interpreters (as required)	Professional conference interpreters with proven experience in simultaneous interpretation for the required language pair (English-Kinyarwanda).

4.3 Equipment availability

For the event tent (Item 1) and the LED screens (Item 5), the bidder must provide proof of ownership or a signed lease or rental agreement with the owner, together with the owner's proof of ownership. RICA may inspect the proposed equipment before award.

Section 5. Scope of Work and Technical Specifications

The vendor shall supply, deliver, install, test, operate and dismantle the following for the Second National Symposium on 12 and 13 November 2026. The quantities and specifications below are minimum requirements. Equivalent or better items are acceptable if clearly described in Annex B.

#	Item	Minimum specification	Quantity
1	Event tent	White tent, for two (2) days, with capacity for up to 500 people. Weatherproof, with side walls and secure anchoring.	1 lot
2	Tent and stage decoration	Tent ceiling and stage ceiling fully covered with white draping materials.	1 lot
3	Flower pots	Decorative flower pots / potted plants placed around the tent and stage. Bidder to state quantity offered.	1 lot
4	Air conditioning	Air conditioning units sufficient to cool the full tent. Bidder to state number of units and unit price per unit, and total cooling capacity (BTU/kW).	1 lot
5	LED screens	Two (2) LED screen sets, each 5m x 3m, installed on both sides of the tent, with processors, mounting structures and operators.	2 sets
6	Comfort monitors	Two (2) stage comfort (confidence) monitors for speakers.	2 units
7	Sound system (main tent)	Five (5) speakers, digital audio mixer, four (4) handheld wireless microphones, sound cards, production PC, all cables and accessories.	1 lot
8	Lighting	Ambient lighting around the tent and spotlights mounted on trusses for the stage.	1 lot
9	Lectern and panel microphones	Two (2) gooseneck microphones for lecterns and six (6) speaker microphones for panelists.	1 lot
10	Lectern branding	Printing and installation of lectern branding. Artwork provided by RICA.	1 lot of 2 lecterns
11	Backdrop banner	Stage backdrop banner, 48 sqm, printed and mounted on a frame. Artwork provided by RICA.	48 sqm
12	Carpeted platform	Raised carpeted platform/flooring covering the entire tent floor.	600 sqm
13	Banquet chairs	Banquet chairs with covers.	500 pcs
14	Executive chairs	Executive chairs for the stage / VIP area.	10 pcs
15	Side tables	Side tables for the stage / VIP area.	5 pcs
16	Cocktail tables	Cocktail tables with tablecloths.	20 pcs
17	Simultaneous interpretation	Simultaneous interpretation for a hundred (100) participants for two (2) days, English ↔ Kinyarwanda, including interpreters, booth, interpreter console, transmitters and 100 receivers with headsets.	1 lot
18	Exhibition Tent	Tent for 200 pax and deco for two days	1 lot
19	Exhibition Tent Flooring	Carpeted Flooring	1 lot
20	Cafeteria Tent	Tent for 200 pax and draping for two days	1 lot

5.1 General service requirements

• All equipment must be in good working condition, clean and of professional event standard. RICA may reject any item that does not meet the specification or is visibly worn or damaged; the vendor must replace it at its own cost before the setup deadline.
• The vendor must provide qualified technicians to operate the sound, LED screens, lighting, air conditioning and interpretation equipment throughout both event days, from at least one (1) hour before the start of each day until the close of the program.
• The vendor must keep standby equipment on site (at minimum spare microphones, cables and batteries) and must repair or replace any failed equipment immediately.
• The vendor is responsible for the safety and security of its equipment and staff, compliance with health and safety requirements (including secure anchoring of the tent and safe electrical installations), and insurance of its equipment and personnel.
• The vendor must keep the site clean during setup and dismantling and restore it to its original condition.
• The vendor's staff must wear identification and follow RICA campus rules and instructions from RICA's designated event coordinator.

Section 6. Setup, Delivery and Dismantling Schedule

6.1 Setup deadline

All setup activities must be completed at least twenty-four (24) hours before the event day. This means that the tent, decoration, flooring, furniture, air conditioning, LED screens, sound, lighting, microphones, branding and interpretation equipment must be fully installed, tested and ready for inspection no later than 08:00 on Wednesday, 11 November 2026.

This deadline is a material condition of the contract. It allows RICA to inspect the installation, run a technical rehearsal and have any defects corrected before the event begins. A bid that does not commit to this deadline will be rejected.

6.2 Milestones

#	Milestone	Deadline
1	Kick-off meeting with RICA event team and submission of detailed setup plan and site layout	Friday, 6 November 2026, on contract signature
2	Site access and start of tent erection	Monday, 9 November 2026, 08:00
3	Tent, flooring, decoration and air conditioning installed	Tuesday, 10 November 2026, 12:00
4	All setup completed, tested and ready for inspection	Wednesday, 11 November 2026, 08:00
5	Joint inspection and full technical rehearsal (sound, screens, lighting, interpretation)	Wednesday, 11 November 2026, by 12:00
6	Correction of any defects identified at inspection	Wednesday, 11 November 2026, by 17:00
7	Event operation with on-site technical team	Thursday 12 and Friday 13 November 2026
8	Dismantling and site clearance	Start after close of event on 13 November; complete by Sunday, 15 November 2026, 18:00

6.3 Inspection and acceptance

RICA's designated event coordinator and the vendor's Event/Site Manager will carry out a joint inspection at Milestone 5 and sign a setup acceptance record. Acceptance of the setup does not relieve the vendor of its obligation to keep all equipment working throughout the event.

6.4 Setup plan to be submitted with the bid

Bidders must submit, with their bid, a brief setup and delivery plan (maximum three pages) showing the sequence of activities, the number of staff and the time needed for each stage, demonstrating how the 08:00, 11 November 2026 deadline will be met.

Section 7. Evaluation Methodology

Event management is a non-consultancy service. In line with Section 25.2 of the RICA Procurement Policies and Procedures, the RICA Tender Committee will recommend the contract for award to the lowest-priced bid that is substantially responsive and meets all the technical and qualification requirements of this bidding document. The criteria below are fixed and will not be changed after bids are received. Evaluation is carried out in three stages.

Stage 1: Preliminary examination (pass/fail)

#	Requirement	Result
1	Bid received on time through the designated electronic channel	Pass / Fail
2	Bid Submission Form (Annex A) signed and stamped	Pass / Fail
3	RDB registration certificate showing a relevant business activity	Pass / Fail
4	Valid RRA tax clearance certificate	Pass / Fail
5	Valid RSSB clearance certificate	Pass / Fail
6	Signed Declaration of Eligibility and No Conflict of Interest (Annex E)	Pass / Fail
7	Bidder not listed on RPPA or World Bank debarment lists (checked by RICA)	Pass / Fail
8	All items in the Price Schedule (Annex C) priced	Pass / Fail

Stage 2: Technical and qualification compliance (pass/fail)

#	Requirement	Result
1	At least two (2) national- or international-level events completed in the last five years, each with documentary evidence of successful completion and a client contact (Section 4.1, Annex D)	Pass / Fail
2	Event/Site Manager and Audio-Visual Technical Lead meeting the minimum requirements, with CVs (Section 4.2)	Pass / Fail
3	Proof of ownership or lease of the event tent and LED screens (Section 4.3)	Pass / Fail
4	All items in the Technical Compliance Sheet (Annex B) meet or exceed the minimum specifications in Section 5	Pass / Fail
5	Setup and delivery plan committing to completion of all setup by 08:00 on 11 November 2026 (Section 6)	Pass / Fail

RICA may contact client references and inspect proposed equipment to verify compliance. RICA may request clarification of a bid but will not allow any change to price or to the substance of the bid.

Stage 3: Financial evaluation

• Only bids that pass Stages 1 and 2 will be compared on price.
• Arithmetic errors will be corrected: where there is a difference between the unit rate and the line total, the unit rate prevails; where there is a difference between words and figures, the amount in words prevails. A bidder that does not accept the correction will be rejected.
• Each bid price will be compared against RICA's market-survey cost estimate. A total price more than 20% above or below that estimate will be treated as abnormal, and the bidder will be asked to justify it in writing. A bid whose price is not satisfactorily justified may be rejected.
• RICA may request best and final offers from compliant bidders. Any negotiation will not change the scope of work or the basis of evaluation.
• The compliant bid with the lowest evaluated price will be recommended for award.
• If fewer than three (3) responsive bids are received, the Tender Committee will proceed as provided in Section 8.1 of the Procurement Policy, which may include evaluating and recommending award on the bids received where this offers value for money.

Section 8. Award, Contract and Payment Terms

8.1 Award and notification

The Tender Committee's recommendation for award will be submitted for approval in line with Section 16(C) of the Procurement Policy (End-user DVC, Tender Committee, DVC – Operations & Finance, Vice-Chancellor). Once approved, RICA will issue a notification of award to the successful bidder and will inform all unsuccessful bidders of the outcome by email. Unsuccessful bidders may request feedback through ffeedback@rica.rw.

RICA reserves the right to accept or reject any bid, or to cancel this tender at any time before award, without incurring any liability to bidders.

8.2 Contract and purchase order

The successful bidder must sign the contract within three (3) working days of notification, given the event date. No goods or services may be delivered before the vendor holds a signed contract and an official RICA purchase order. The contract will include the payment schedule, the setup deadline and milestones in Section 6, the penalties below, dispute resolution and termination clauses.

8.3 Payment terms

• Advance payment (optional): up to 30% of the contract price, payable only on submission of an unconditional Advance Payment Guarantee of the same amount issued by a bank licensed in Rwanda. The advance will be deducted from the final payment.

• Final payment: the balance, within thirty (30) days of the end of the event, after signed confirmation by RICA's event coordinator that all services were delivered as contracted, dismantling has been completed, and a valid electronic billing machine (EBM) invoice has been received.

8.4 Penalties

• Late setup: if setup is not completed by 08:00 on Wednesday, 11 November 2026, RICA will deduct 2% of the contract price for each six (6) hours of delay or part of it, up to a maximum of 10% of the contract price. RICA may also obtain any missing items from another supplier and recover the cost from the vendor.
• Equipment failure or non-delivery during the event: the value of any item not delivered, or that fails and is not restored within thirty (30) minutes, will be deducted for the affected day, in addition to any other remedy available to RICA under the contract.
• Late dismantling: if the site is not cleared by the deadline in Section 6, RICA may arrange clearance and recover the cost from the vendor.

8.5 Variations

Any change to the contracted scope, quantities, value or timeline must be agreed in writing and approved by the Approving Authority. Any change of more than 20% of the contract value requires prior approval of the RICA Tender Committee.

8.6 Disputes

Disputes will first be resolved amicably between the parties. If they cannot be resolved, they will be referred to the competent courts of Rwanda, unless the contract provides otherwise.

Annex A. Bid Submission Form

[To be completed on the bidder's letterhead, signed and stamped]

Date: ................................

Tender Reference: RICA12/10/2026

To: Rwanda Institute for Conservation Agriculture (RICA), Kagasa-Rweru Rd, off RN 15, P.O. Box 007 Nyamata, Bugesera, Rwanda

We, the undersigned, declare that:

1. We have examined this bidding document, including any clarifications and amendments issued (Nos. .............), and have no reservations to it.
2. We offer to provide the Provision of Event Management Services for the Second National Symposium in full conformity with this bidding document.
3. The total price of our bid, inclusive of VAT and all applicable taxes, is RWF ................................ (in words: ........................................................................................................).
4. Unconditional discount offered (if any): ........................................
5. We commit to complete all setup activities no later than 08:00 on Wednesday, 11 November 2026, at least 12 hours before the event, and accept the penalties stated in Section 8.4.
6. Our bid is valid for ninety (90) days from the submission deadline.
7. We meet the eligibility requirements in Section 3, are not debarred, and have no conflict of interest.
8. We understand that RICA is not bound to accept the lowest or any bid.

Name of bidder
Name of authorized signatory
Position
Telephone / Email
Signature and stamp

Annex B. Technical Compliance Sheet

For each item, describe exactly what you offer (brand, model, size, capacity, quantity) and confirm compliance. Answers such as "as specified" or "complies" without description will be treated as non-compliant.

#	Item (see Section 5)	Bidder's offer (brand, model, size, capacity, quantity)	Meets spec? (Yes/No)
1	Event tent
2	Tent and stage decoration
3	Flower pots
4	Air conditioning
5	LED screens
6	Comfort monitors
7	Sound system (main tent)
8	Lighting
9	Lectern and panel microphones
10	Lectern branding
11	Backdrop banner
12	Carpeted platform
13	Banquet chairs
14	Executive chairs
15	Side tables
16	Cocktail tables
17	Simultaneous interpretation
18	Exhibition Tent
19	Exhibition Tent Flooring
20	Cafeteria Tent
Total electrical load of all equipment (kW)

Annex C. Price Schedule

All prices in RWF. Unit rates must include transport, installation, operation, technicians, dismantling and all other costs.

#	Item	Quantity	Days	Unit rate (RWF)	Total (RWF)
1	Event tent	1 lot	2
2	Tent and stage decoration	1 lot	2
3	Flower pots	1 lot	2
4	Air conditioning	1 lot	2
5	LED screens	2 sets	2
6	Comfort monitors	2 units	2
7	Sound system (main tent)	1 lot	2
8	Lighting	1 lot	2
9	Lectern and panel microphones	1 lot	2
10	Lectern branding	1 lot / 2 lecterns	N/A
11	Backdrop banner	48 sqm	N/A
12	Carpeted platform	600 sqm	2
13	Banquet chairs	500 pcs	2
14	Executive chairs	10 pcs	2
15	Side tables	5 pcs	2
16	Cocktail tables	20 pcs	2
17	Simultaneous interpretation	1 lot	2
18	Exhibition Tent	1 lot	2
19	Exhibition Tent Flooring	1 lot	2
20	Cafeteria Tent	1 lot	2
Subtotal (excluding VAT)
VAT (18%)
Discount (if any)
GRAND TOTAL (inclusive of VAT)

Amount in words: ....................................................................................

Name, signature and stamp: ....................................................................................

Annex D. Statement of Relevant Event Experience

List at least two (2) national- or international-level events completed in the last five (5) years (see Section 4.1). Attach documentary evidence of successful completion for each event.

Event 1

Event name

Client / organizer

National or international level? (explain)

Venue and dates

Approx. number of participants

Services provided by the bidder

Contract value (RWF)

Evidence attached (type)

Client contact: name, position, phone, email

Event 2

Event name

Client / organizer

National or international level? (explain)

Venue and dates

Approx. number of participants

Services provided by the bidder

Contract value (RWF)

Evidence attached (type)

Client contact: name, position, phone, email

Event 3 (optional)

Event name

Client / organizer

National or international level? (explain)

Venue and dates

Approx. number of participants

Services provided by the bidder

Contract value (RWF)

Evidence attached (type)

Client contact: name, position, phone, email

Annex E. Declaration of Eligibility and No Conflict of Interest

I, the undersigned, duly authorized to represent ................................................ (name of bidder), declare in respect of tender RICA12/10/2026 that:

1. The bidder is not debarred or blacklisted by the Rwanda Public Procurement Authority, the World Bank or RICA.
2. The bidder is not bankrupt or under insolvency proceedings, and neither the bidder nor its directors have been convicted of corruption-related offenses.
3. Neither the bidder nor any of its owners, directors or staff has any family, financial or business relationship with any RICA staff member or Tender Committee member involved in this procurement, except as disclosed below.
4. The bidder has not colluded with other bidders and has not offered any inducement to any person in connection with this tender.
5. All information provided in this bid, including the experience in Annex D, is true and accurate. I understand that false information will lead to disqualification and may lead to blacklisting.

Disclosures (if any): ........................................................................................................................................................................

Name: .................................................. Position: ..................................................

Signature and stamp: .................................................. Date: ...............................

Annex F. Submission Checklist

Bidders should use this checklist to make sure the bid is complete. Missing mandatory documents will lead to rejection.

#	Document	Included (✓)
1	Bid Submission Form, signed and stamped (Annex A)
2	Technical Compliance Sheet (Annex B)
3	Price Schedule, signed and stamped (Annex C)
4	Statement of Relevant Event Experience, with evidence for at least two events (Annex D)
5	Declaration of Eligibility and No Conflict of Interest (Annex E)
6	RDB registration certificate
7	Valid RRA tax clearance certificate
8	Valid RSSB clearance certificate
9	CVs of Event/Site Manager and Audio-Visual Technical Lead (and interpreters)
10	Proof of ownership or lease of event tent and LED screens
11	Setup and delivery plan (maximum three pages)
12	Declaration of any subcontractor (if applicable)