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 MAINTENANCE SERVICES FOR X-RAY BAGGAGE SCANNERS & WALKTHROUGH METAL DETECTORS 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

General

Radisson Blu & Kigali Convention Center Ltd (KCC) seeks to appoint a service provider for maintenance services for X-Ray Baggage Scanners & Walkthrough Metal Detectors.

Key Deliverables

1. Provide comprehensive maintenance service.
2. Provide repair service.
3. Submission of reports and record keeping
4. Provide spare parts, as and when required.
5. Provide qualified and competent technicians.

SCOPE OF SERVICES AND DUTIES

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

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

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

• Final bids must be submitted before 10:00 AM on 7^th June 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 documents

Your bid must include the following documents:

1. Company Certificate of Incorporation or Chamber of Commerce registration proof.
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. List of current clients
7. The financial offer which indicates the detailed price structure is required.
8. At least three (3) references of similar service provision (PROVISION OF MAINTENANCE SERVICES FOR X-RAY BAGGAGE SCANNERS & WALKTHROUGH METAL DETECTORS) in the past 5 years. This should be proven by good performance certificates. (Certified)

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. If the size of the documents exceeds 15 mb can be submitted physically to Radisson Hotel & KCC reception.

Price Schedule A – Maintenance Service Cost breakdown

Price Schedule B – Spare Parts

List of spare parts - Astrophysics XIS6545 & XIS100

(* All quoted prices exclude VAT and 18% VAT shall be charged on the quoted prices)

List of Spares - Garrett PD6500i

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.

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.

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
• 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 suppliers.
• 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

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/Mandatory 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.