1. BACKGROUND & CONTEXT

The EAC MSMEs Trade Fair is a flagship regional trade exhibition that brings together Micro, Small & Medium Enterprises (MSMEs), artisans, entrepreneurs, policymakers, development partners, and other relevant stakeholders from across the East African Community (EAC). The Trade Fair serves as a platform to promote regional integration, foster business partnerships, showcase innovation and enhance MSMEs competitiveness.

The 2026 Trade Fair is held under the theme: “Advancing Regional Value Chain in Leather and Horticulture.” The event seeks to:

• Showcase locally manufactured products and innovations from participating countries.
• Promote intra-regional trade, investment linkages, and market-access opportunities for MSMEs, particularly in the leather and horticulture value chains,
• Facilitate knowledge exchange and skills transfer through symposia, live demonstrations, and Country-days.
• Strengthen the regional value chain in different sectors especially in leather and horticulture sectors through enhanced collaboration among stakeholders. Recognize the contribution of MSMEs to economic growth, employment creation, and regional integration within the EAC.

The 2026 EAC MSMEs Trade Fair will be hosted in Kigali, Rwanda, over a period of ten (10) days, from 30 October to 8 November 2026 at Gikondo Expo Ground

The Trade Fair is expected to attract between 10,000-15,000 visitors per day and 3,000 exhibitors from EAC Partner States, namely, the Republic of Rwanda, the Republic of Burundi, the Republic of Kenya, the Republic of South Sudan, the United Republic of Tanzania, the Republic of Uganda, the Democratic Republic of Congo and the Federal Republic of Somalia.

2. OBJECTIVES OF THE TERMS OF REFERENCE

These Terms of Reference (ToRs) are issued by the PSF in collaboration with Ministry of Trade and Industry to solicit competitive bids from qualified and experienced event management companies and service providers for the provision of comprehensive event management of the 26th EAC MSMEs Trade Fair 2026.

Specifically, the ToRs seek to:

• Define the scope of services required for the successful planning, organization, event execution and reporting.
• Establish the technical, financial and administrative requirements for prospective bidders.
• Set out evaluation criteria, submission requirements, and contractual obligations.
• Ensure transparency, fairness, accountability, and value for money throughout the procurement process.

3. SCOPE OF SERVICES

The successful bidder shall be responsible for the planning, supply, installation, publicity, and dismantling of all services outlined below. The scope of services is organized into six (6) service clusters.

Bidders should submit a complete and integrated proposals for the services listed in the table below in accordance with applicable procurement law and procedures.

Note: Quantities and frequencies listed above represent minimum required volumes. The MINICOM reserves the right to adjust quantities by ±10% during the finalization of the contract.

4. KEY DELIVERABLES & TIMELINE

5. ELIGIBILITY & QUALIFICATION CRITERIA

5.1 Mandatory Requirements

Bidders must meet the following minimum requirements:

• Be a legally registered company in Rwanda with valid trading license.
• Have a minimum of five (5) years of demonstrated experience in large-scale event management, trade exhibitions, or public expos.
• Demonstrate a proven track record of managing events with attendance exceeding 10,000 persons.
• Possess a valid tax clearance certificate and/or evidence of compliance with the Rwanda Revenue Authority (RRA) requirements.
• Maintain public liability insurance coverage of not less than RWF 10,000,000 (or equivalent).
• Hold Notarized certificates of good completion for organizing at least two events at the same level.

5.2 Desirable Qualifications

Bidders must meet the following minimum requirements:

• Membership or affiliation with recognized industry associations such as ICCA or AFECA..
• Prior experience in delivering EAC MSMEs Trade Fairs, or regional multi-country exhibitions.
• Established working relationships with Kigali-based venue operators and relevant institutions, including the Rwanda Development Board (RDB) and Rwanda Convention Bureau (RCB).
• ISO 9001 certification or an equivalent quality management certification.

6. TECHNICAL PROPOSAL REQUIREMENTS

Bidders shall submit a comprehensive Technical Proposal (maximum 40 pages, excluding annexes) addressing the following:

1. Executive Summary – A brief overview of the bidder's understanding of the event requirements and proposed implementation approach.
2. Company Profile – Company background, legal status, relevant experience, key clients, and organogram.
3. Event Concept & Methodology – Proposed event design, floor plan concept, exhibition layout, and attendee experience strategy.
4. Detailed Work Plan – A phased implementation schedule covering mobilization, event execution, and post-event reporting.
5. Staffing Plan – Details of key personnel including their curriculum Vitae (CVs), roles, and responsibilities.
6. Risk Management Plan – Identification of potential risks and proposed mitigation measures.
7. Sustainability & Inclusion Plan – Proposed measures for environmentally responsible event management and accessibility provisions for persons with disabilities.
8. References – At least three (3) references from comparable events, including contact details of previous clients.

7. FINANCIAL PROPOSAL REQUIREMENTS

The Financial Proposal shall be submitted in a sealed envelope separate from the Technical Proposal. It shall include:

• An itemized budget covering all services outlined in Section 3, including unit costs and totals.
• Currency: Rwandan Francs (RWF).
• Clear indication of all applicable taxes, including Value Added Tax (VAT) and Withholding Tax (WHT).
• Payment terms proposed by the bidder (a minimum 30% advance upon contract signing is the standard).
• Validity of the financial proposal: minimum ninety (90) days from submission date.

8. EVALUATION CRITERIA

Proposals will be evaluated using a Quality and Cost-Based Selection (QCBS) approach with the following weighting:

A minimum technical score of 70% shall be required for the bidder to proceed to the financial evaluation stage. The Contracting Authority reserves the right to reject any or all bids without incurring liability, in accordance with applicable procurement laws and regulations.

9. SUBMISSION REQUIREMENTS

All proposals shall be submitted in hard copy (2 originals + 1 copy) and electronic copy (USB drive or email), clearly labelled as follows;

"BID – 26th EAC MSMEs Trade Fair 2026 – [BIDDER NAME]"

Bids shall be sent to PSF at procurement@psf.org.rw not later than 7^th September 2026 at 5 pm. A guided site visit will be organized on 3^rd September 2026 at 10 am.

Documents Required for Submission

Bidders shall submit the following documents:

• Completed Technical Proposal in accordance with Section 6.
• Sealed Financial Proposal in accordance with Section 7.
• Copies of company registration certificate, valid trading license, and tax clearance certificate.
• Proof of valid insurance coverage.
• Good completion certificates
• Curriculum Vitae (CVs) of proposed key personnel.
• Signed Bid Declaration and/or Letter of Intent.
• Portfolio of previous similar events, including photographs, testimonials, attendee figures.

10. CONTRACTUAL TERMS

The successful bidder shall be required to comply with the following contractual terms;

• The contract shall be governed by the laws of the Republic of Rwanda and applicable procurement regulations.
• Dispute resolution shall follow an amicable settlement process through mediation. Failure to amicable settle, the matter will be referred to the competent courts of the Republic of Rwanda.
• Performance Security: The successful bidder shall provide a Performance Bond equivalent to 10% of the contract value, valid until 30 days after event closure.
• Liquidated damages: Delays in the delivery of critical contractual obligations may attract liquidated damages equivalent to 0.5% of contract value per day of delay, subject to the terms and conditions of the contract.
• Intellectual Property: All creative assets, designs, materials, and documentation developed specifically for the event shall become the property of the Contracting Authority upon full payment.
• Subcontracting: Subcontracting shall only be permitted with prior written approval from the Contracting Authority. The prime contractor shall retains full accountability.

11. CONTACTS & ENQUIRIES

All clarification requests must be submitted in writing by email no later than seven (7) calendar days before the submission deadline. Responses to clarification requests shall communicated to all registered bidders to ensure access to information and transparency throughout the procurement process.