Terms of Reference (ToR) – SUPPLY OF HARDWARE EQUIPMENTS TO RWANDA CHAMBER OF TOURISM

Introduction:

The Rwanda Chamber of Tourism (RCOT) serves as the coordinating body for private sector companies in Rwanda’s tourism and hospitality industry. RCOT represents over 1,300 members across seven key associations within the tourism and hospitality industry.

Mission

RCOT’s mission is to foster a favorable environment for tourism and hospitality businesses, ensuring they contribute significantly to Rwanda’s economy.

Membership and Associations

RCOT includes seven associations:

• • Rwanda Hospitality Association (RHA)
  • Rwanda Tours and Travel Association (RTTA)
  • Rwanda Safari Guides Association (RSGA)
  • Rwanda Hospitality and Tourism Educators Association (RHTEA)
  • Rwanda Association of Travel Agencies (RATA)
  • Rwanda Community Tourism Association (RCTA)
  • Rwanda Association of Professional Conference Organizers (RAPCO)

The Rwanda Chamber of Tourism (RCOT) invites qualified service providers to submit proposals for the supply, installation, and configuration of ICT equipment to enhance its infrastructure. This ToR outlines the scope of work, deliverables, and expectations for the project, which is a key initiative to modernize RCOT’s technology capabilities and improve operational efficiency, communication, and digital service delivery.

Project Overview:

• Project Title: Enhancement of ICT Infrastructure
• Objective: To supply, install, and configure modern ICT hardware and integrate it with RCOT’s existing systems, ensuring improved efficiency and productivity.
• Duration: 1 months
• Location: Kigali, Rwanda

Scope of Work:

The service provider will:

1. Supply and Install ICT Equipment: Provide laptops, iPads, monitors, smart TVs, multimedia devices, and accessories as detailed in the annex.
2. System Integration: Ensure the seamless integration of new hardware with existing systems, including ERP, CRM, and other productivity tools.
3. Training and Handover: Train RCOT staff on the usage and maintenance of the new equipment, and provide comprehensive documentation.
4. Maintenance and Support: Offer on-site and remote technical support, including backup and recovery systems, for three years.

Deliverables:

1. Fully installed and configured hardware, including:
   • Laptops (6 units)
   • iPads (4 units)
   • Monitors (2 units)
   • Samsung Smart TVs (2 units)
   • Multimedia equipment: Meeting microphones, speakers, cameras, and lighting kits.
   • Cloud VPS servers (9 units).
2. Training sessions for RCOT staff on the use of new systems and equipment.
3. Comprehensive documentation and warranty for all hardware provided.
4. Maintenance and technical support for a three-year period.

Qualifications and Requirements:

Education and Work Experience

• Proven experience in supplying and configuring ICT hardware for projects of a similar or larger scale.
• Designation of a Project Manager with at least 5 years of experience and two certified technicians.

Technical Skills and Expertise

• Accredited vendor or supplier of genuine hardware and software.
• Expertise in network integration, ERP, and CRM configuration.
• Certified personnel trained in computer and multimedia device management.

Core Competencies

• Professionalism: Ability to deliver high-quality, reliable ICT infrastructure solutions.
• Communication: Strong collaboration skills to liaise effectively with RCOT and other stakeholders.
• Teamwork: Capacity to work in a multicultural environment and provide ongoing support.
• Technological Awareness: Knowledge of the latest ICT hardware trends and tools.

Submission Details:

• Deadline for Submission: 3rd, January 2025
• Submission Email: info@rwandatourismchamber.org
• Required Documents: Proposal, portfolio, team credentials, and financial quote.

Evaluation Criteria:

Download ToR: Click here to download the full Terms of Reference (PDF)