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 FLORIST & DECORATION 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 objective is to hire a highly qualified and experienced service provider to deliver professional, timely, and creative florist & decoration services that reflects elegance to Radisson Blu & Kigali Convention Center Ltd (KCC). All services must meet or exceed Radisson Blu & Kigali Convention Center Ltd (KCC) standards in terms of aesthetics, quality, sustainability and guest experience.

1. Core Service Areas

• Hotel Public Spaces & Guest Experience Enhancement:

• Daily or Weekly Floral Arrangements in public areas including:
• Hotel lobby and reception desk
• Guest waiting lounges
• Executive and VIP floors
• Guest Room Enhancements: Floral touchpoints for suites, VIP guest rooms, and honeymoon packages.
• Welcome Bouquets: Preparation of premium-quality bouquets for VIP guests, returning guests, or celebration packages.
• Maintenance or replacement service must be done without disrupting guest activity or operations.
• Provision of on-demand floral arrangement and bouquets for VIP or returning guests.
• Response time for last-minutes floral services:1-2hrs, 7days/week
• Inventory ownership: all vases, stands, decorative furniture, and other assets must be:

• Fully owned by the service provider
• Replaced immediately if damaged or worn
• Kept in pristine condition (cleaned, polished, and not cracked/faded)

• Event and Banqueting Décor (Indoor & Outdoor):

• Provision of bespoke floral and décor concepts for:
• Conferences and seminars
• Weddings and receptions
• Corporate banquets, launches, cocktails, and themed evenings
• National day celebrations or seasonal hotel-hosted events
• Decor items must include, but are not limited to:
• Floral centerpieces, backdrops, floral archways, aisle runners
• Themed table settings, candles, linens, branded or monogrammed elements
• Ceiling installations, entrance arrangements, floral walls, and hanging gardens

Each event setup must be designed with brand-consistent color schemes, sophistication, and guest appeal.

• Event hall main entrance and inside venue decoration. Venue decoration would require various props, draping and lighting in the room to bring chosen theme to life and bidders are required to provide prices for decoration of venues such as:

• MH Halls
• AD Halls
• Auditorium
• Terrace & Rooftop
• KCC Square

2. Design & Customization:

- Concept Development: Provider must propose multiple mood boards and themes per client brief or event type.

- Customization: Capable of creating personalized experiences such as monogrammed décor, cultural elements, or holiday-specific themes (Christmas, New Year, Eid, etc.)

- Brand Alignment: All design elements must respect Radisson’s design identity, timeless elegance, modern simplicity, and clean sophistication.

- Use of premium materials ONLY, no plastic or visibly worn elements are permit

The service provider should be able to provide services within and outside Kigali City. Prices for services within and outside Kigali city should be provided by the bidder.

Bid’ Requirements:

All bids must comply with the below requirements:

• Must meet the required Terms and Conditions for the tender/bid.
• Payment terms: 30 days from invoices reception, verification & approval

Bidding Instructions:

• Contact details: requests for clarification and bids must be submitted in writing only to: tenders.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 : tenders.kigali@radissonblu.com

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

• Final bids must be submitted before 03:00 PM on 30^th 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) Year 2023 & 2024,
4. Valid Social Security certificate (RSSB)
5. Valid Certificate of non-bankruptcy delivered by RDB (MANDATORY)
6. Audited financial report for 2023 & 2024 with a turnover which is above 500,000,000 Rwf
7. Provide valid copy of insurance cover - Personal Liability Insurance Cover (PLIC), (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

SEE ATTACHED

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.

CLARIFICATION OF THE PROCUREMENT PROCESS

Bidders are solely responsible, at their own cost and risk, for obtaining information that may be necessary for preparing proposals and entering into the contract.

1. Amendment of Tender Document

• Radisson Blu & KCC Ltd reserves the right to modify any content of the TD without incurring any liability to any bidder. Any such amendment shall be communicated on online platform where the tender was published. It is the sole responsibility of bidders to ensure they are aware of any amendment and take the amendment into account in preparing proposals.

• A bidder requiring any clarification shall notify Radisson Blu & KCC Ltd in writing at the details provided in the TD and within the period for clarification.

• Radisson Blu & KCC Ltd shall determine, in its sole discretion, to accept or reject any query or request for change. Any response from Radisson Blu & KCC Ltd shall be binding on bidders.

• A bidder who contacts any member of Radisson Blu & KCC Ltd staff directly or indirectly in relation to the procurement (except staff specified in the TD) shall be disqualified.

• Radisson Blu & KCC Ltd shall not respond to any query or request received after the deadline.

1. Late Proposals:

• Radisson Blu & KCC Ltd shall not consider any proposal received after the deadline for submission of proposals. Any proposal received by Radisson Blu & KCC Ltd after the deadline for submissions shall be declared late and rejected by the Bank.

Terms and Conditions

• Bids should be valid for at least 120 days from the final submission deadline.
• All bids will be treated strictly confidentially.
• 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 suppliers.
• Radisson Blu & KCC Ltd reserves the right to cancel the tender.
• Radisson Blu & KCC Ltd is not liable to disclose an explanation related to the outcome of the tender.
• Radisson Blu & KCC Ltd reserves the right to ask suppliers of proof of financial capabilities

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.