INVITATION FOR TENDER

PROCURING ENTITY: RADISSON HOTEL & KIGALI CONVENTION CENTER LTD

TENDER NO:RHKCC/011/2025

TENDER NAME: PROVISION OF CASUAL SERVICES TO RADISSON BLU & KIGALI CONVENTION CENTER LTD (KCC)

DEADLINE FOR SUBMISSION: 22^nd July 2025

PERIOD OF SERVICES: FRAMEWORK CONTRACT

Radisson Blu & Kigali Convention Center Ltd (KCC) wishes to invite all interested and qualified bidders to submit their best proposals for PROVISION OF CASUAL SERVICES TO RADISSON BLU & KIGALI CONVENTION CENTER LTD (KCC) according to the Scope of Work (SoW) detailed below.

BACKGROUND

The Radisson Blu Hotel & Convention Center in Kigali is just 5 kilometers from the bustling city center and Kigali International Airport (KGL). Our contemporary hotel is situated in an office park with Kigali Convention Center. Our Kigali hotel's 291 rooms and suites offer private balconies and free high-speed Wi-Fi. 2 on-site restaurants, including one with all-day dining, serve up continental and Rwandan favorites as well as the Super Breakfast Buffet. For a light bite or a relaxing nightcap, visit the Lounge Bar. The hotel also offers fitness center and outdoor swimming pool and 650 parking bays.

The Kigali Convention Centre (KCC) is adjacent to the Radisson Blu Hotel & Convention Centre. KCC has a net floor area of 32,200 square meters, and the building contains facilities for business, leisure and events. Our meeting rooms are fully equipped with the latest technology and AV equipment for a successful event. There is a total of 18 versatile meeting spaces, including a state-of-the-art auditorium that can hold up to 2,600 guests for weddings or professional business meetings.

SCOPE OF WORK

The Service provider will be required to efficiently source, recruit, contract, deploy, and manage competent casual laborers to meet the staffing needs of the Radisson Blu & Kigali Convention Center Ltd (KCC) from time to time while ensuring compliance with legal and relevant country labor laws.

We hereby invite you to submit a proposal in line with the attached terms of references (TORs). You must provide information indicating that you are qualified to provide the above services, including details of your experience in handling similar assignments, complete with references, contact details (address, telephone, email and names of contact persons) of firms you have worked for. You should also include a brief organizational profile, statutory documents required, insurance covers in place and your value proposition.

It is against this background that the KCC requires the services of suitably qualified entity to provide seasonal casual labor/temporary staffing solutions to provide services to clients within certain departments. The provision of casual labor (daily and monthly rates) through labor brokers consisting of suitably skilled waiters/waitresses; barmen/ladies; housemen; laundry staff; food service assistants; chefs; stores assistant, buyers, Exhibition setup coordinators and parking marshals.

Administrative management SHALL include:

1. Provide personnel as requested from time to time as per the job description and qualification requested in writing by Head of Human Resources.
2. Conducting thorough screening, interviewing, and reference checks to assess candidates' qualifications, experience, and suitability for assignments.
3. Providing necessary training to candidates to enhance their skills and readiness for specific roles, if required.
4. Remunerate personnel for the duration of their assignment to KCC provided that all remuneration shall be paid in accordance with the rates agreed with KCC and shall be paid on or by the last day of each calendar month.
5. Managing the deployment of casual laborers to sites, ensuring timely arrivals, adherence to schedules, and compliance with client instructions.
6. Maintaining regular communication with KCC to address any staffing needs, resolve issues, and provide updates on assignments.
7. Monitoring the performance and satisfaction of both KCC and laborers and taking corrective actions as necessary.
8. Management of personnel records for the outsourced employees
9. Ensure adherence and compliance of the personnel to the Employment Act, labor laws and policies and procedures. KCC shall require proof from time to time.
10. Ensure timely payment and remission of all taxes, levies, deductions and any other statutory requirements to the accounts of the appropriate bodies. The service provider will be required to provide evidence of the same to KCC monthly. 
11. Resolve any issues of misconduct, incapacity and/or operational requirements, dismissals and/or any other matter raised by KCC regarding any of the outsourced personnel.
12. The provider shall ensure that KCC Staff have a direct role to supervise the outsourced personnel. Manage outsourced personnel annual and other leave schedules or notifications.
13. Provide replacements / relievers of staff (at no extra cost).
14. Ensure Staff motivation and welfare programs are in place.
15. Ensure that only trained staff are assigned.
16. Ensure that billing and reporting/communication to KCC as per agreed dates.
17. Provide copies of all valid statutory trade licenses.
18. Provide certificates of good conduct for all persons deployed to KCC.
19. Have an arrangement for medical care for its personnel.
20. Ability to maintain highest standards of confidentiality and professionalism

Working Hours

1. The Service Provider shall ensure; the scheduled duties shall be performed as directed by the client. 
2. Service provider must provide transport facilities for their teams to ensure safe and relevant transport outside of regulated trading hours.

Insurance

1. The Contractor/Service provider shall at their own cost and expense procure and maintain insurance with insurers satisfactory to KCC.
2. Worker's Compensation. Contractor agrees to provide workmen's compensation insurance for Contractor's personnel and agents and to hold harmless and indemnify KCC for all claims arising out of any injury, disability, or death of any of Contractor's personnel or agents while at work at KCC.
3. Liability insurance. Contractor agrees to maintain a Public Liability Policy insurance with a suitable limit to cover any negligent acts committed by Contractor or Contractor's personnel or agents during performance of any duties under this Agreement. Contractor further agrees to hold KCC free and harmless from any and all claims arising from any such negligent acts or omissions
4. Fidelity Guarantee Insurance

Materials/Uniforms

1. The Service Provider shall provide protective clothing including but not limited to gumboots, gloves, overalls, dust coats, helmets, masks and any other protective gear pursuant to provisions of the Occupational Safety and Health Act or any other statutory provision and ensure grooming of the staff. 
2. The Service Provider shall ensure that its staff is properly identifiable by providing proper identification badges and uniforms while entering and remaining within the KCC compound.

List of Qualified and Trained Casual staffs to be provided on a per needs basis, e.g.

• Waiters (F&D and M&E)
• Bartenders
• Cleaners
• Receptionists
• Kitchen cooks, chef de parti, supervisors, etc
• Culinary Stewards
• Manpower, carrier
• Electricians
• Plumbers, carpenters, etc.

NB: KCC may identify additional positions that may not be listed above and request rates as and when required.

Bid’ Requirements:

All bids must comply with the below requirements:

• Must meet the required Terms and Conditions for the tender/bid.
• Payment terms: 5-7 days from invoices reception, verification & approval

Bidding Instructions:

• Contact details: requests for clarification and bids must be submitted in writing only to: kigali@radissonblu.com
• Language: only bids submitted in English will be accepted
• Currency: All bids must be in RWF
• Bid Validity: 120 days
• Bid Submission:ONLY ACCEPT Electronic bid documents and supporting documents shall be submit on this e-mail : kigali@radissonblu.com

Deadlines (submissions received after these dates will not be considered):

Final bids must be submitted before 04:00 PM on 22^nd July 2025

Awarding of contract: The most competitive bids will be shortlisted, and the respective suppliers will be invited to defend their proposals. Unsuccessful bidders will be informed of the outcome

Bid document:

Your bid must include the following documents:

1. Company Certificate of Incorporation or Chamber of Commerce registration
2. Valid tax certificate from relevant local authority (not older than 6 months from the submission of this tender) demonstrating you comply with your tax obligations
3. Corporate Income tax (CIT) assessments year 2020-21,2022-23-24,
4. Valid Social Security certificate (RSSB)
5. Valid Certificate of non-bankruptcy delivered by RDB (MANDATORY)
6. Company Profile
7. Provide valid copies of insurance covers; (e.g. Personal Liability Insurance Cover (PLIC), Copy of valid Group Personal Incident cover (GPIC), Copy of valid Fidelity Cover (MANDATORY).
8. The financial offer which indicates the detailed price structure is required.
9. Provide references of at least 3 reputable clients you have provided services of similar nature in the last five (5) years. This should be proven by good performance certificates.

MANDATORY: Please note the bid documents must be in PDF format, signed & stamped and should not exceed 15 mb in size to avoid rejection by our email server. Failure to abide to this requirement, your offer will not be accepted and be returned sealed to you.

Price Schedule

N.B.

Quoted price above are Inclusive of PAYEE, RSSB, MLB+CHBI, But VAT Exclusive

Bid Evaluation Criteria

Bids will be evaluated as follows:

DETAILED EVALUATION AND QUALIFICATION CRITERIA

• This section contains the criteria that the Employer shall use to evaluate tender and qualify tenderers. No other factors, methods or criteria shall be used other than specified in this tender document. The Tenderer shall provide all the information requested.

• The Procuring Entity shall use the criteria and methodologies listed in this Section to evaluate tenders and arrive at the Lowest Evaluated Tender. The tender that (a) meets the qualification criteria, (b) has been determined to be substantially responsive to the Tender Documents, and(c) is determined to have the Lowest Evaluated Tender price shall be selected for award of contract.

• The Procuring Entity will start by examining all tenders to ensure they meet in all respects the eligibility criteria and other mandatory requirements in the bid document, and that the tender is complete in all aspects in meeting the requirements provided for in the preliminary evaluation criteria outlined below. Tenders that do not pass the Preliminary Examination will be considered non- responsive and will not be considered further.

STAGE ONE: PRELIMINARY EVALUATION CRITERIA (MANDATORY REQUIREMENTS)

NOTE: AT THIS STAGE, THE TENDERER’S SUBMISSION WILL EITHER BE RESPONSIVE OR NONRESPONSIVE. THE NON-RESPONSIVE SUBMISSIONS WILL BE ELIMINATED FROM THE ENTIRE EVALUATION PROCESS AND WILL NOT BE CONSIDERED FURTHER.

STAGE TWO - TECHNICAL EVALUATION

NOTE: Pass mark for technical evaluation is 70%. The bidder who attains 70% and above in the Technical Evaluation shall proceed to financial evaluation and post qualification checks.

Financial Evaluation

The financial evaluation shall be undertaken for bidders meeting the preliminary and technical requirements. Price schedule Must be fully filled, signed and stamped.

Terms and Conditions

• Bids should be valid for at least 120 days from the final submission
• All bids will be treated strictly
• All suppliers are expected to adhere to the Radisson Blu & KCC ltd Supplier Code of Conduct
• The tender award is non-exclusive. Radisson Blu & KCC Ltd reserves the right to award service agreement to multiple
• Radisson Blu & KCC Ltd reserves the right to cancel the
• Radisson Blu & KCC Ltd is not liable to disclose an explanation related to the outcome of the
• Radisson Blu & KCC Ltd reserves the right to ask suppliers of proof of financial capabilities.
• Radisson Blu & KCC Ltd reserves the right to disqualify a service provider or cancel any subsequent contracts should it be found that information disclosed was factually inaccurate and/or that a misrepresentation of facts may have occurred.