Request for Proposal

For

Tender For Purchase of Silica Sand.

ProcurementMethod: National Open Competitive Bidding

Procurement Reference Number:

2025/NCB/SS/RUGC/013

April 2025

Invitation No: 2025/NCB/SS/RUGC/013

1. The Rwanda Ultimate Golf Course requests for a proposal for Tender for Purchase of Silica Sand. More details on the scope of work are provided in the technical specifications.

2. The Best selected Bidder will be selected based on the lowest-priced quotation, which is eligible and technically compliant with the procedures described in this RFP.

3. The RFP includes the following documents:

Section1 - Letter of Invitation.

Section 2 - Instructions to Bidders.

Section3-TechnicalProposaland Financial Proposal. Section 4 - Technical Specifications.

1. The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal from the mentioned Supplier for the Tender for Purchase of Silica Sand, during the financial year 2025.
2. You are requested to submit your bid electronically to the email: info@kigaligolf.rw/ procurement@kigaligolf.rw  and hard copy to Kigali Golf Course Board room; KG 548 Street & KG 13 Avenue| P.O Box 1919 Kigali-Rwanda the no later than 26^th May 2025 at 10:00

Your bid should be compiled by the following documents:

1. Photocopy of trading license having the activity bided for as its main activity
2. Testimonial of tax clearance from RRA.
3. Testimonial of debt clearance from Rwanda social security board
4. Proof of purchase of tender document (10,000 RWF)
5. Bid security of 1,500,000 RWF from a recognized financial institution.
6. Detailed description of the essential technical and performance characteristics of the goods to be supplied establishing conformity to technical specifications.
7. Three (3) Similar Work Completion Certificates /References.
8. It is in this regard that we invite you to submit your quotations, and all bids will be sent to RUGC Email: info@kigaligolf.rw and Procurement@kigaligolf.rw procurement not later than 26th May,2025 at 10:00 AM.
9. A compulsory site visit will be conducted on 16/05/2025 at 10: 30 AM And this site visit will be conducted at KIREHE District where the quarry is located, with the aid of an official from RUGC.
10. The silica sand sample is to be delivered on 20th May 2025 at 10:00 AM to the RUGC premises, located at KG 548 Street & KG 13 Avenue, Nyarutarama – Kigali.
11. Enquiries regarding this tender may be addressed to Email: info@kigaligolf.rw/ Procurement@kigaligolf.rw. or Tel: 252 500 000.

1. Introduction

The short listed Bidder is invited to submit a Technical Proposal and a Financial Proposal, as specified in these Instructions to the Bidders.

The Proposal will be the basis for contract negotiations and ultimately for a signed contract/ Purchase order with the selected Bidder.

The Bidder shall bear all costs associated with the preparation and submission of their proposal and contract negotiation.

Eligibility Criteria

Administrative

The Bidder shall submit the following documents:

1. Photocopy of trading license having the activity bided for as its main activity
2. Testimonial of tax clearance from RRA.
3. Testimonial of debt clearance from Rwanda social security board
4. Proof of purchase of tender document (10,000 RWF)
5. Bid security of 1,500,000 RWF from a recognized financial

Criteria of technical and financial conformity.

• Detailed description of the essential technical characteristics of the goods to be provided establishing conformity to technical specifications provided establishing conformity to technical specifications.
• Three (3) Similar Work Completion Certificates /References.

4. Evaluation of Proposals

The evaluation of Proposals will be done as detailed below:

• Preliminary examination to determine eligibility (as defined below) and administrative compliance to this tender on a pass/fail
• Proposals failing at any stage will be eliminated and not considered in subsequent stages.
• Detailed Technical
• Proposals failing at any stage will be eliminated and not considered in subsequent
• Financial Proposal evaluation
• An accurate and clear detailed summary of the cost of the financial proposal

5. Best Evaluated Bid

The best evaluated bid shall be the lowest priced quotation, which is eligible and technically compliant.

6. Terms of Payment

Payment shall be made against the invoice after delivery of the product through bank transfer in favor of the Bidder ’s Bank.

Payment shall be made within 15 days against submission of your Invoice and supporting documents following delivery of the goods.

The Rwanda Ultimate Golf Course Ltd will pay correctly addressed and undisputed invoices within 15 days.

The essential information on the invoice for the RUGC is:

• A description of the product
• The invoice should be attached to the contract/Purchase Order
• Addressed to the finance department for
• The costs include VAT (if applicable).
• Bank details should be accurate and conform to the

7. Award of Contract

The contract will be awarded after the evaluation of the financial and technical proposal.

8. Taxes

The Bidder may be subject to local taxes on amounts payable by the Client under the Contract.

9. Delivery period

The product will be delivered to RUGC as per the contract terms.

10. Clarification and Amendment of RFP Documents

The Bidder may request a clarification of any of the RFP documents up to two (2) days before the proposal submission date. Any request for clarification must be sent in writing, or by standard electronic means to the Client’s address indicated in the instructions to Bidder.

11. Preparation of Proposals

In preparing their Proposal, the Bidder is expected to examine in detail the documents comprising the RFP.

12. Language

Documents to be issued by the Bidder as part of this assignment must be in English.

13. Technical Proposal

A Bidder is required to submit a Full Technical Proposal (FTP) that reflects and matches the specifications outlined in the RFP.

14. Financial Proposals

A Bidder is required to submit a Financial Proposal (FP). It shall list all costs associated with this assignment, including all costs as below.

Note: The Bidder shall Quote per cubic Meter.

LOCAL SILICA SAND EXTRCATION IN KIREHE DISTRICT FOR KIGALI GOLF COURSE MAINTENANCE.

The local extraction of silica sand is essential for meeting industrial demands, particularly in golf course maintenance. The process involves identifying high-quality deposits, employing efficient mining techniques, and complying with environmental regulations. Proper extraction methods help minimize environmental impact while ensuring the sand's optimal quality and usability for various applications. This introduction examines the significance, processes, and challenges of local silica sand extraction.

REQUIRED SPECIFICATIONS OF SILICA SAND (SiO₂) AND SITE CONDITIONS

• The client will provide a site quarry for the selected company, while site installation and silica sand extraction will be carried out by a selected company in compliance with RMB Mining Sector regulations.
• The selected company will initially deliver a sample of at least 5m³ from the quarry for client approval before commencing large-scale production.
• Silica sand will be extracted from KIREHE District, processed to the required sizes through sieving, washed to eliminate impurities, and delivered to the client designated storage in Kigali.
• For the quality of sand required for golf course maintenance, the presence of fine particles should be zero to meet the satisfaction of the maintenance team.

The following are Silica sand specifications as per client satisfaction and site requirements:

Appendix

GASORE Z. Gaston

Ag. Chief Executive Officer

 Rwanda Ultimate Golf Course LTD