Caterers: How to select the best deal?

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The selection of the best prospective caterer will follow 13 steps:

1. Tender documents will be received on the day, date and time clearly advertised in all Bugarama faith organizations.

2. As contained in the overall memo, offers will be judged on menu diversity; price per meal; hygiene dispositions; proposals on how a contestant will record the amount of served food-food on each plate; how to ensure such amount is more or less the same for all served lunches; and other dispositions allowing reproducibility and easy control.

3. All participants will hand in their documents in person: These documents shall be anonymous, and use of names or language likely to give away the contestant’s details will not be allowed. Tender documents will bear no name.

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4. Applicants cannot be directly related to the initiators –including Fulgence Kaneza. Therefore tender from father, mother and siblings of Iain Maronge, Denise Hart, Simon Mbarushimana and Fulgence Kaneza will not be allowed.

5. When handing in their documents, contestants will be given a covering sheet of paper wherein to write their name. A unique number will then be written on this sheet of paper and used to identify individual contestants.

6. Whereas each document presented- bearing now nothing but a number- will be sealed in front of all applicants and sent to Kigali, the covering sheet of paper- each containing the name and the allocated number- will remain with Fulgence Kaneza.

7. Once in Kigali, a person trained and experienced enough in the field of project evaluation and micro-finances will analyze and summarize the weaknesses and strengths of each application. After processing all the applications, this person will then pick-and justify his/her choice of- the best three offers.

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8. He/she will then scan all the documents and summary of the weaknesses and strengths of each tender and send them to the UK team electronically.

9. The UK team will read all the applicants’ documents together with summaries written on each, and will then pick the best three offers. If different from the ones in point 7, the UK team will consult but not necessarily opt for this expert's opinion.

10. All the applicants will meet at designated place, day, date and time to hear the results. They will receive the summary of weaknesses and strengths of their proposals. The summary of weaknesses and strengths of the best three offers will publicly and openly be read out in reverse order to give other contestants the chance to compare them with their own.

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11. Unfortunately, due to this thorough, anonymous and lengthy selection procedure, contestants will not be allowed to challenge the final appraisal, except if the first and second best offers are almost indistinguishable. In such a case, the two would compete against each other, and steps 1-10 would be repeated.

12. . Consistent with the overall memo, the second and third best offers will remain on standby should there be reasons to discontinue the contract. Furthermore, any other contestant will be able to challenge the package delivered by the winning offer at each contract review.

13.All tender documents shall remain RSVP property. However, arrangements will be made to allow access, but only on site.

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