TENDER TITLE: PUBLIC TENDER TO HIRE SPORTS FACILITIES FOR ANNUAL CONTRACT

CLIENT: DUHAMIC-ADRI

The deadline for submission of bids: Wednesday, September 11, 2024

Bid Submission Time: 02:00PM

Bid Opening Time: 02:30PM

Venue for bid opening session: DUHAMIC-ADRI Kicukiro Headquarters

OVERVIEW OF DUHAMIC-ADRI

DUHAMIC -ADRI is a Kinyarwanda acronym that stands for Duharanira Amajyambere y’Icyaro.

Translating to ‘’ we strive for the development of the rural community ‘’in English. It is a non-profit organization located in Kigali, the capital city of Rwanda, within the kicukiro district, Niboye sector.it was established in 1979 by a group of Rwandans who identified the crucial need for rural development in the country.

DUHAMIC-ADRI is a Non-Governmental Organization legally granted by Rwandan law and legally recognized by the Ministerial Order No. 943 of July 12, 1985. Its statutes were amended and accepted by the Ministerial OrderNo.025/11of21th March 2005. With the vision to have « A rural world responsible for its self-socio-economic development ».

DUHAMIC-ADRI is promoting a conducive work environment and believes it is essential for fostering productivity, employee satisfaction, and overall well-being.

DUHAMIC-ADRI has a mission of « Supporting integrated development through the initiatives of the rural population in their struggle for self-development».

DUHAMIC-ADRI is seeking to hire sports facilities for its staff to promote health, wellness, and team-building activities. We invite qualified and experienced service providers to submit bids for the provision of the required sports facilities.

OBJECTIVES

The objective of this tender is to hire well-equipped and accessible sports facilities for DUHAMIC-ADRI staff. The facilities should accommodate GYM, SWIMMING POOL, SAUNA and OTHER FITNESS EXERCISES.

SCOPE OF WORK

The selected service provider will be responsible for:

1. Providing access to sports facilities for DUHAMIC-ADRI staff on agreed dates and times.
2. Ensuring that the facilities are well-maintained, safe, and meet all required standards.
3. Providing necessary sports equipment (where applicable).
4. Offering any additional services, such as changing rooms, showers, etc.
5. REQUIREMENTS:

The selected company should accommodate GYM, SWIMMING POOL, SAUNA and OTHER FITNESS EXERCISES meeting the following criteria:

Gym Facilities:

• Modern and well-maintained equipment for cardiovascular, strength, and flexibility training.
• Qualified fitness trainers for personalized guidance and group classes.
• Recognized by competitive organizations (RDB, MINISPORTS…)

Swimming Pool:

• A clean, well-maintained swimming pool suitable for both recreational and fitness swimming.
• Certified lifeguards and pool attendants to ensure safety.
• Proper filtration and sanitation systems to maintain pool hygiene.
• Recognized by competitive organizations (RDB, MINISPORTS…)

Sauna:

• A fully functional sauna with adequate space and comfort.
• Regular cleaning and maintenance to ensure a hygienic experience.
• Professional staff to assist with sauna operations and safety.

N.B: The companies with all three facilities at the same place are the ones allowed to bid for this specific tender. 

Interested bidders must meet the following criteria:

• Legally registered and licensed to operate sports facilities proven by a copy of trading License from RDB
• Proven experience in managing and providing sports facilities for corporate clients.
• Availability of a range of sports facilities that can accommodate group activities.
• Proven track record in providing high-quality sports facilities and services.
• Proven experienced professional and experienced trainers, lifeguards, and support staff.
• Strong safety and security measures in place.
• Ability to provide the required services within reasonable costs.
• Ability to provide electronic billing machine (EBM) generated invoices

Accessibility

Convenient location accessible with DUHAMIC-ADRI staff from DUHAMIC-ADRI Head office, Muhanga and Huye Sub-Offices:

• Head Office (Kigali):

• Five kilometers from DUHAMIC-ADRI Head Office
• Five kilometers from Kinamba (BK Kinamba)
• Five kilometers from Remera Bus Station

Muhanga Sub-Office

Three kilometers (3) from Muhanga Bus Station

• Huye Sub office

Five kilometers (5 km) from Huye City Market

• Experience

• Proven track record in providing high-quality sports facilities and services.
• Proven experienced professional and experienced trainers, lifeguards, and support staff.

Capacity:

Having the capacity of hosting DUHAMIC-ADRI staff in different daysin mentioned locations.

• Cost:

Competitive pricing with clear breakdowns of services informing the following:

EXPECTED TIME FOR EMPLOYEE SPORT

• Working Days (from Monday to Friday): Evening time
• Weekend Days: Any time

EVALUATION CRITERIA

The proposals will be evaluated based on the following criteria:

• Compliance with eligibility and submission requirements.
• Quality and availability of sports facilities.
• Experience in providing similar services.
• Competitive pricing.
• Safety and security measures

DUHAMIC-ADRI intends to make an appraisal visit to the potential bidders for verification of accessibility and fulfilment of the requirements before making the final decision.

COMPOSITION OF BIDS

A motivation letter addressed to DUHAMIC-ADRI Executive Secretary, P.O BOX 1080 Kigali with the following attachment:

1. One page of company profile
2. A copy of trading License from RDB,
3. A proof to use Electronic Billing Machine (EBM): A copy of invoice submitted in the past.
4. Three (3) relevant experience and references
5. Detailed financial proposal (quotations) with pricing structure (inclusive of taxes).

CONTRACT DURATION

This tender is for a period one-year duration (including 3 months trial) that can be renewed upon the performance of services provided by the bidder and appreciated by the Client (DUHAMIC-ADRI) or its Representatives.

SUBMISSION OF THE BIDS

Bids will be submitted in a sealed envelope and addressed to the Executive Secretary of DUHAMIC-ADRI at Kicukiro head office no later than Wednesday, September 11, 2024 at 02:00PM while the public opening of bids is scheduled on the same date at 02:30PM at DUHAMIC-ADRI Kicukiro headquarters.