PRIVATE SECTOR FEDERATION (PSF)

REQUEST FOR PROPOSAL (RFP)

Renovation of two exhibition tents - Gikondo Expo Grounds, Kigali

1. BACKGROUND

The Private Sector Federation (PSF) is an umbrella organization representing the interests of the business community in Rwanda. PSF regularly hosts trade fairs, exhibitions, and business forums aimed at promoting investment, innovation, and market linkages. 

To enhance the image and functionality of its exhibition spaces, PSF intends to renovate two existing exhibition tents, each with a total area of 2,000 square meters, located at the Gikondo Expo Grounds in Kigali.

The goal of this project is to modernize, improve the aesthetic appeal, and enhance the comfort and usability of the exhibition tents, ensuring they align with international exhibition standards.

2. OBJECTIVES OF THE ASSIGNMENT

The objective is to renovate and upgrade two existing exhibition tents to achieve:

• A modern, smart, and professional appearance suitable for international trade fairs.
• Improved lighting, flooring, ventilation, and branding layout.
• Enhanced durability, functionality, and visitor experience.

3. SCOPE OF WORK

The selected contractor will be responsible for design, supply of materials, renovation works, and final finishing. The scope includes but is not limited to:

3.1. Structural and fabric renovation 

• Inspect and reinforce the existing tent frames to ensure stability and safety.
• Replace or repair any damaged aluminum or steel structures.
• Install high-quality, weather-resistant tent fabric with thermal insulation properties.
• Ensure waterproofing, wind resistance, and UV protection.

 3.2. Flooring 

• Replace existing floor with durable, non-slip, and easy-to-clean flooring (e.g., laminated wood, PVC, terrazzo or epoxy finish).
• Provide smooth and level floor finishing suitable for heavy foot traffic and exhibition setups.

 3.3. Interior design

• Redesign interior layout to optimize space and flow for exhibitors and visitors.
• Partitioning areas for exhibitor booths, walkways, information desk, and VIP lounge.

3.4. Electrical and lighting system

•  Install energy-efficient LED lighting systems with modern fixtures.
•  Provide sufficient lighting intensity for exhibitions and product displays.
• Install power sockets and extension points for exhibitors.

 3.5. Ventilation and cooling

• Provide adequate ventilation using industrial fans or portable cooling units.
• Explore sustainable options such as solar-assisted fans.

 3.6. Branding and aesthetic upgrade

•  Install a modern façade with PSF branding and signage.
• Paint and decorate the interior to create a clean, professional look.
• Incorporate PSF colors and logos in the design theme.

 3.7. Safety and accessibility

• Install emergency exits, signage, and fire extinguishers.
• Ensure accessibility for people with disabilities.
• Comply with national construction and safety regulations.

4. DELIVERABLES

• Renovated and fully operational exhibition tents (2,000 sqm each)
  • As-built drawings and project completion report
  • One-year warranty on workmanship and materials

5. EXPECTED DURATION

The renovation work should be completed within (8 to 10 weeks) from contract signing.

6. BIDDER REQUIREMENTS

Interested firms must submit the following documents:

1. Company profile and relevant experience.
2. Proof of similar projects completed in the last 3 years.
3. Technical proposal with design concept and methodology.
4. Financial proposal with detailed cost breakdown.
5. Team composition and CVs of key personnel.
6.  Legal documents: trading license, tax clearance, RDB registration.
7. Proposed timeline for implementation.

7. EVALUATION CRITERIA

Proposals will be evaluated based on the following criteria:

8. SITE VISIT

A mandatory site visit will be organized at the Gikondo Expo Grounds.

7. SUBMISSION GUIDELINES

All proposals and required documents must be submitted as a single PDF file, with the file name reflecting the company's name.

Deadline for Submission:23rd Feb 2026, 5pm
Submission Email:procurement@psf.org.rw

RFP for Renovation of two exhibition tents - PSF.

Deliver to:
The Chief Executive Officer
Private Sector Federation (PSF)
P.O. Box 319 Kigali, Rwanda