Request for Proposal for Tender for maintenance of RUGC Fire Extinguishers

Procurement Method: National Open Competitive Bidding   

Procurement Reference Number: 2025/NCB/MFE/RUGC/020

August 2025

Invitation No: 2025/NCB/MFE/RUGC/020

1. The Rwanda Ultimate Golf Course requests for a proposal for Tender for maintenance of RUGC Fire Extinguishers. More details on the goods to be provided are provided in technical specifications.

2. The Best selected Bidder will be selected based on the lowest-priced quotation, which is eligible andtechnically compliant with the procedures described in this RFP.
3. TheRFP includes the following documents:

• Section1 - Letter of Invitation.
• Section 2 - Instructions to Bidders.
• Section 3 - Technical Proposal and Financial Proposal.
• Section 4 - Technical Specifications.

Section 1: Letter of Invitation.

1.  The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal from bidders for the Tender for maintenance of RUGC Fire Extinguishers, during the financial year 2025.
2. You are requested to submit your bid electronically to the email: info@kigaligolf.rw/ procurement@kigaligolf.rw   and hard copy to Kigali Golf Course Board room; KG 548 Street & KG 13 Avenue| P.O Box 1919 Kigali-Rwanda the no later   than 16^th September 2025 at 10:00 AM.
3. Your bid should be compiled by the following documents:
4. Photocopy of trading license having the activity bided for as its main activity
5. Testimonial of tax clearance from RRA.
6. Testimonial of debt clearance from Rwanda social security board
7. Proof of purchase of the tender document (10,000 RWF), to be paid to account number 00040-06992621-27 (Bank of Kigali), in the name of RUGC.
8. Bid Security of 200,000 RWF
9. Detailed description of the essential technical and performance characteristics of the goods/services to be supplied establishing conformity to technical specifications.
10. Three (3) Similar Work Completion Certificates /References.
11. It is in this regard that we invite you to submit your quotations, and all bids will be sent to RUGC Email: info@kigaligolf.rw and Procurement@kigaligolf.rw procurement not later than 16^th September,2025 at 10:00 AM.

4.Enquiries regarding this tender may be addressed to Email: info@kigaligolf.rw/ Procurement@kigaligolf.rw. or Tel: 252 500 000.

1.   Introduction

The short listed Bidder is invited to submit a Technical Proposal and a Financial Proposal, as  specified in these Instructions to the Bidders.

The Proposal will be the basis for contract negotiations and ultimately for a signed contract/ Purchase order with the selected Bidder.

The Bidder shall bear all costs associated with the preparation and submission of their proposal and contract negotiation.

Eligibility Criteria

2. Administrative criteria.

The Bidder shall submit the following documents:

1. Photocopy of trading license having the activity bided for as its main activity
2. Testimonial of tax clearance from RRA.
3. Testimonial of debt clearance from Rwanda social security board.
4. Proof of purchase of the tender document (10,000 RWF), to be paid to account number 00040-06992621-27 (Bank of Kigali), in the name of RUGC.
5. Bid Security of 200,000 RWF.
6. Criteria of technical and financial conformity.
7. Detailed description of the essential technical characteristics of the goods/services to be provided establishing conformity to technical specifications provided.

1. Three (3) Similar Work Completion Certificates /References.

4. Evaluation of Proposals

The evaluation of Proposals will be done as detailed below:

1. Preliminaryexamination to determine eligibility (as defined below) and administrative compliance to this tender on a pass/fail basis.

• Proposals failing at any stage will be eliminated and not considered in subsequent stages.

2. Detailed Technical evaluation.

• Proposals failing at any stage will be eliminated and not considered  in subsequent stages.

3. Financial Proposal evaluation

• An accurate and clear detailed summary of the cost of the financial proposal

5.  Best Evaluated Bid

The best evaluated bid shall be the lowest priced quotation, which is eligible and technically compliant.

6.  Terms of Payment

Payment shall be made against the invoice after delivery of the product through bank transfer in favor of the Bidder ’s Bank.

Payment shall be made within 15 days against submission of your Invoice and  supporting documents following delivery of the goods.

The Rwanda Ultimate Golf Course Ltd will pay correctly addressed and undisputed  invoices within 15 days.

The essential information on the invoice for the RUGC is:

• A description of the product supplied.
• The invoice should be attached to the contract/Purchase Order number.
•  Addressed to the finance department for RUGC.
• The costs include VAT (if applicable).
• Bank details should be accurate and conform to the contract.

7.  Award of Contract

The contract will be awarded after the evaluation of the financial and technical proposal.

8.  Taxes

The Bidder may be subject to local taxes on amounts payable by the Client under the Contract.

9.       Delivery period

The product will be delivered to RUGC as per the contract terms.

10.  Clarification and Amendment of RFP Documents

The Bidder may request a clarification of any of the RFP documents up to two (2) days before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Client’s address indicated in the instructions to Bidder.

Section 3: Technical Proposal and Financial Proposal

11  Preparation of Proposals

In preparing their Proposal, the Bidder is expected to examine in detail the documents comprising the RFP.

12.   Language

Documents to be issued by the Bidder as part of this assignment must be in English.

13.   Technical Proposal

A Bidder is required to submit a Full Technical Proposal (FTP) that reflects and matches the specifications outlined in the RFP.

14.    Financial Proposals

A Bidder is required to submit a Financial Proposal (FP). It shall list all costs associated with this assignment, including all costs as below.

1. BATCH ONE: PORTABLE FIRE EXTINGUISHERS

2. Batch Two (AUTOMATIC FIRE SUPRESSION)

Frequency: The Contractor shall service the fire extinguishers two (2) times per year.