Notice for Pool Maintenance Services Tender at Embassy of the United States of America

The Embassy of the United States of America in Kigali invites you to submit a proposal for the provision of pool maintenance services for two swimming pools at the Embassy compound and Embassy Residence.

The scope of work includes routine cleaning, water testing and chemical treatment, inspection of pool equipment, and general maintenance services conducted three times per week for a period of 12 months. Contractors are expected to provide their own equipment and chemicals and respond to emergency maintenance needs as required.

The U.S. Government intends to award a contract/purchase order to the responsible company submitting an acceptable offer at the lowest price, based on initial proposals, without holding discussions, although discussions may be conducted with companies in the competitive range if necessary.

A site visit will be held on May 19, 2026 (East African Time) at the U.S. Embassy Kigali. Prospective offerors should contact kigaligsoprocurementrequest@state.gov

by 10:00 AM East African Time for additional information or to arrange entry to the building.

Proposals are due by May 26, 2026 by 5:00 PM (East African Time). No proposals will be accepted after this time. Proposals must be submitted in English, and incomplete proposals will not be considered.

Offerors shall be registered in the SAM (System for Award Management) database at https://www.sam.gov prior to submittal of their offer/proposal as prescribed under FAR 4.1102. Failure to be registered at time of proposal submission may deem the offeror’s proposal to be considered non-responsible and no further consideration will be given. Therefore, offerors are highly encouraged to register immediately if they are interested in submitting a response to this requirement.

Sincerely, 

James Adams

Contracting Officer

STATEMENT OF WORK

POOL MAINTENANCE CONTRACT – Scope of Work.

• POOL 1 

(Pool Size: 12.7m x 6.7m x 1.73m)

• POOL 2

(Pool Size: 175Sqm)

A. CONTRACTOR IS EXPECTED TO HAVE AND UTILISE THEIR OWN EQUIPMENT SUCH AS:

• Pool brush
• Pool Skimming Net
• Pool test kit
• Pool chemicals (e.g. Chlorine, Pool acids, shock-chlorine, etc.)

B. THE CONTRACTOR SHALL PERFORM THE FOLLOWING INSPECTIONS ON EACH VISIT:

• Inspect and clean algae build up. 
• Inspect hoses and the hose protector for cracks. Report to COR if replacement is need.
• Check and clean Barracuda diaphragms.
• Check and clean Barracuda apron.
• Inspect and clean pool skimmer, bag and clips.
• Inspect all parts on the skimmer for wear and tear. 
• Inspect weir aqua vacuum lid and deck lid for cracks.
• Remove, clean and re-install weir basket. Check basket for cracks and report if it needs replacing.
• Inspect and clean universal valve at weir.
• Inspect weir vacuum cuff 
• Check the condition of weir completely.
• Check the condition of pool pump, lid and O-ring.
• Remove, clean and re-install pool pump basket. Check for cracks and replace if necessary.
• Inspect multiport wagon and repot to the COR if it needs replacing.
• If there’s not enough suction, check all seals.
•  Check and report any underground leaks.

Note: Should any of the parts need replacing, please notify the COR.

C. MAINTENANCE PROGRAM - CHEMICALS 

• Test water for right pH level with each visit. 
• Test water for alkalinity once a month.
• Test stabilizer levels (Cyanuric Acid) once a fortnight. 
• Test water for calcium hardness two or three times a season.

D. MAINTENANCE PROGRAM – POOL HARDWARE

• Filter 

The purpose of the filter is to trap suspended particles in the sand or other elements and stop them getting back into the pool. It is essential that the efficiency of the filter is not compromised. Follow the manufacturer's instructions and backwash it (i.e. reverse the flow and drain the dirt that has accumulated on the top of the media to waste). This should be done at least once a fortnight. Do it more often if necessary. Sand should need renewal every 7 years. Check that the flow through the pump strainer is not obstructed by rubbish as part of the backwash routine. 

• Skimmers 

Clean the skimmers with each visit taking out leaves and anything else that could obstruct the water flow. 

• Vacuuming 

Ensure that the Barracuda/Creepy Krauly is connected and functioning properly. Vacuum any debris not removed by Barracuda/Creepy Krauly with each visit. Exclude air from the vacuum hose before connecting it to the attachment in the skimmer. Some water clarifiers will drop accumulated solids to the bottom of the pool, and vacuuming may be required shortly after treatment. Remove and store barracuda on Fridays and reconnect on Mondays.

• Brushing 

Brush the sides and bottom of the pool with each visit, ensuring that any algae that may be discoloring the tiles, grouting or liner is removed (look for this around the steps, under-water lights and 'dead spots' where water movement is minimal). Brush towards the drain/weir so that debris and dirt is drawn into the hopper and onto the filter. 

• Tide Marks

Clean dirt from the water line with a tile and liner compatible cleaner if it appears. Greasy deposits can act as breeding sites for algae

• Maintenance Frequency:

Maintenance of pools should take place three times a week – Mondays, Wednesdays and Fridays. Should there be an emergency at one of the locations; contractor will be expected to respond immediately. This also includes special functions at the Community Center. Staffing must be arranged so that cleaning continues during “holiday” periods.

E. REPORTING

• Report all breakdowns of the pool filtration system to the COR.
• Submit written weekly reports on the condition of the pools. 

Technical Terms:

• pH 

The pH scale runs from 0 to 14 and is a measure of the acidity or alkalinity of a solution. This is a very important concept. It will be very difficult to get the best out of a pool unless the pH is correct. It is recommended that the reading be kept between 7 and 8.

• CALCIUM HARDNESS 

Calcium hardness is the amount of dissolved calcium (plus some other minerals like magnesium) in the water. Too much calcium means cloudiness and scaling up, too little could lead to the water satisfying its appetite for calcium by taking it from the grouting. 

• CHLORINE STABILISER 

The chemical name is cyanuric acid. It is also sometimes called conditioner. Low levels of stabilizer are beneficial because they prevent wastage of free chlorine by the u/v waves in sunlight, but high levels are a disadvantage because they make it take longer for the chlorine to kill micro-organisms.

• ALGAE 

Algae are microscopic plants which can literally transform the pool water from clear blue to the appearance of a stagnant pond in 24 hours. They are introduced into the pool by airborne spores, from make-up water, from covers which have been dragged over grass and moss and from vegetable matter. Onset is quite common after thunder storms, especially if the water temperature is high. Algae take up dissolved carbon dioxide and therefore cause the pH to rise rapidly. There are hundreds of different species of algae - some green, some yellow ("mustard algae"), others black or even pink. They can be the clinging type and colonize the pool surfaces, or float suspended in the water. Normally not a problem if chlorine levels are maintained.