Request for Proposal for Tender for maintenance of RUGC Fire Extinguishers
Procurement Method: National Open Competitive Bidding
Procurement Reference Number: 2025/NCB/MFE/RUGC/020
August 2025
Invitation No: 2025/NCB/MFE/RUGC/020
1. The Rwanda Ultimate Golf Course requests for a proposal for Tender for maintenance of RUGC Fire Extinguishers. More details on the goods to be provided are provided in 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.
- Section 3 - Technical Proposal and Financial Proposal.
- Section 4 - Technical Specifications.
Section 1: Letter of Invitation.
1. The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal from bidders for the Tender for maintenance of RUGC Fire Extinguishers, 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 16th September 2025 at 10:00 AM.
3. Your bid should be compiled by the following documents:
a. Photocopy of trading license having the activity bided for as its main activity
b. Testimonial of tax clearance from RRA.
c. Testimonial of debt clearance from Rwanda social security board
d. Proof of purchase of the tender document (10,000 RWF), to be paid to account number 00040-06992621-27 (Bank of Kigali), in the name of RUGC.
e. Bid Security of 200,000 RWF
f. Detailed description of the essential technical and performance characteristics of the goods/services to be supplied establishing conformity to technical specifications.
g. Three (3) Similar Work Completion Certificates /References.
h. 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 16th September,2025 at 10:00 AM.
4.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
2. Administrative criteria.
The Bidder shall submit the following documents:
a. Photocopy of trading license having the activity bided for as its main activity
b. Testimonial of tax clearance from RRA.
c. Testimonial of debt clearance from Rwanda social security board.
d. Proof of purchase of the tender document (10,000 RWF), to be paid to account number 00040-06992621-27 (Bank of Kigali), in the name of RUGC.
e. Bid Security of 200,000 RWF.
3. Criteria of technical and financial conformity.
a. Detailed description of the essential technical characteristics of the goods/services to be provided establishing conformity to technical specifications provided.
b. Three (3) Similar Work Completion Certificates /References.
4. Evaluation of Proposals
The evaluation of Proposals will be done as detailed below:
1. Preliminary examination to determine eligibility (as defined below) and administrative compliance to this tender on a pass/fail basis.
§ Proposals failing at any stage will be eliminated and not considered in subsequent stages.
2. Detailed Technical evaluation.
§ Proposals failing at any stage will be eliminated and not considered in subsequent stages.
3. 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 supplied.
§ The invoice should be attached to the contract/Purchase Order number.
§ Addressed to the finance department for RUGC.
§ The costs include VAT (if applicable).
§ Bank details should be accurate and conform to the contract.
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.
Section 3: Technical Proposal and Financial Proposal
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.
|
SECTION 4: TECHNICAL SPECIFICATIONS FOR MAINTENANCE OF FIRE EXTINGUISHERS |
1. BATCH ONE: PORTABLE FIRE EXTINGUISHERS
|
No |
Title |
TYPE/QUANTITY |
LOCATION |
|
1. |
RUGC-FE 01 |
Dry Powder(9KG) |
Support building/staffs changing room |
|
2. |
RUGC-FE 02 |
CO2(5KG) |
Support building/staffs changing room |
|
3. |
RUGC-FE 03 |
wet chemical(6L) |
Support building kitchen |
|
4. |
RUGC-FE 04 |
Dry Powder(6KG) |
|
|
5. |
RUGC-FE 05 |
CO2(5KG) |
|
|
6. |
RUGC-FE 06 |
CO2(5KG) |
LPG Tank for support kitchen |
|
7. |
RUGC-FE 07 |
Dry Powder(9KG) |
|
|
8. |
RUGC-FE 08 |
Dry Powder(9KG) |
Health club reception |
|
9. |
RUGC-FE 09 |
CO2(5KG) |
|
|
10. |
RUGC-FE 10 |
CO2(5KG) |
Kids room |
|
11. |
RUGC-FE 11 |
Dry Powder(6KG) |
Pool area |
|
12. |
RUGC-FE 12 |
wet chemical(6L) |
|
|
13. |
RUGC-FE 13 |
CO2(5KG) |
|
|
14. |
RUGC-FE 14 |
CO2(5KG) |
hose reel @golfer’s lockers room |
|
15. |
RUGC-FE 15 |
Dry Powder(6KG) |
|
|
16. |
RUGC-FE 16 |
CO2(5KG) |
sport bar |
|
17. |
RUGC-FE 17 |
Dry Powder(9KG) |
|
|
18. |
RUGC-FE 18 |
Dry Powder(6KG) |
club lounge |
|
19. |
RUGC-FE 19 |
CO2(5KG) |
|
|
20. |
RUGC-FE 20 |
Dry Powder(6KG) |
main kitchen |
|
21. |
RUGC-FE 21 |
wet chemical(6L) |
|
|
22. |
RUGC-FE 22 |
CO2(5KG) |
|
|
23. |
RUGC-FE 23 |
CO2(5KG) |
back office main kitchen |
|
24. |
RUGC-FE 24 |
Dry Powder(9KG) |
|
|
25. |
RUGC-FE 25 |
Dry Powder(9KG) |
gourmet kitchen |
|
26. |
RUGC-FE 26 |
wet chemical(6L) |
|
|
27. |
RUGC-FE 27 |
CO2(5KG) |
gourmet kitchen entrance |
|
28. |
RUGC-FE 28 |
Dry Powder(9KG) |
|
|
29. |
RUGC-FE 29 |
CO2(5KG) |
umuko fine dinning |
|
30. |
RUGC-FE 30 |
Dry Powder(9KG) |
|
|
31. |
RUGC-FE 31 |
CO2(5KG) |
board room terrace |
|
32. |
RUGC-FE 32 |
Dry Powder(9KG) |
|
|
33. |
RUGC-FE 33 |
CO2(5KG) |
club house main entrance |
|
34. |
RUGC-FE 34 |
Dry Powder(9KG) |
|
|
35. |
RUGC-FE 35 |
CO2(5KG) |
tennis court |
|
36. |
RUGC-FE 36 |
Dry Powder(9KG) |
main exit gate guard house |
|
37. |
RUGC-FE 37 |
Dry Powder(9KG) |
main gate check point |
|
38. |
RUGC-FE 38 |
Dry Powder(6KG) |
main entrance guard house |
|
39. |
RUGC-FE 39 |
CO2(5KG) |
cadees master room |
|
40. |
RUGC-FE 40 |
CO2(5KG) |
cadees master storage room |
|
41. |
RUGC-FE 41 |
Dry Powder(6KG) |
laundry |
|
42. |
RUGC-FE 42 |
CO2(5KG) |
|
|
43. |
RUGC-FE 43 |
CO2(5KG) |
STP Blower room |
|
44. |
RUGC-FE 44 |
Dry Powder(6KG) |
|
|
45. |
RUGC-FE 45 |
CO2(5KG) |
Powerhouse |
|
46. |
RUGC-FE 46 |
Dry Powder(6KG) |
|
|
47. |
RUGC-FE 47 |
CO2(5KG) |
cadees are (hose reel) |
|
48. |
RUGC-FE 48 |
Dry Powder(6KG) |
|
|
49. |
RUGC-FE 49 |
Dry Powder(9KG) |
staff entrance guard house |
|
50. |
RUGC-FE 50 |
CO2(5KG) |
|
|
51. |
RUGC-FE 51 |
Dry Powder(6KG) |
valley parking |
|
52. |
RUGC-FE 52 |
CO2(5KG) |
stores @maintenance |
|
53. |
RUGC-FE 53 |
Dry Powder(6KG) |
|
|
54. |
RUGC-FE 54 |
CO2(2KG) |
Cafeteria @Maintenance |
|
55. |
RUGC-FE 55 |
CO2(5KG) |
CEO office @maintenance |
|
56. |
RUGC-FE 56 |
Dry Powder(6KG) |
|
|
57. |
RUGC-FE 57 |
CO2(5KG) |
trucks parking @maintenance |
|
58. |
RUGC-FE 58 |
Dry Powder(6KG) |
|
|
59. |
RUGC-FE 59 |
Dry Powder(9KG) |
format carts charging stations |
|
60. |
RUGC-FE 60 |
CO2(5KG) |
store(beverage)@maintenance |
|
61. |
RUGC-FE 61 |
Dry Powder(6KG) |
shelter #16 |
|
62. |
RUGC-FE 62 |
CO2(5KG) |
|
|
63. |
RUGC-FE 63 |
Dry Powder(6KG) |
shelter #11 |
|
64. |
RUGC-FE 64 |
CO2(5KG) |
|
|
65. |
RUGC-FE 65 |
CO2(5KG) |
halfway |
|
66. |
RUGC-FE 66 |
Dry Powder(6KG) |
|
|
67. |
RUGC-FE 67 |
Dry Powder(6KG) |
course irrigation pumps house |
|
68. |
RUGC-FE 68 |
CO2(5KG) |
|
|
69. |
RUGC-FE 69 |
CO2(2KG) |
halfway mini storage |
|
70. |
RUGC-FE 70 |
Dry Powder(6KG) |
|
|
71. |
RUGC-FE 71 |
CO2(5KG) |
Range practice |
|
72. |
RUGC-FE 72 |
Dry Powder(6KG) |
|
|
73. |
RUGC-FE 73 |
Dry Powder(6KG) |
shelter #04 |
|
74. |
RUGC-FE 74 |
CO2(5KG) |
|
|
75. |
RUGC-FE 75 |
CO2(5KG) |
FIFI Pumps house |
|
76. |
RUGC-FE 76 |
Dry Powder(6KG) |
|
|
77. |
RUGC-FE 77 |
Dry Powder(9KG) |
security guard house(new parking/exit) |
|
78. |
RUGC-FE 78 |
dry powder(6KG) |
support building rooftop |
|
79. |
RUGC-FE 79 |
CO2(5KG) |
|
|
80. |
RUGC-FE 80 |
CO2(5KG) |
support building technical area 1st floor |
|
81. |
RUGC-FE 81 |
CO2(5KG) |
club house technical area 1st floor |
|
82. |
RUGC-FE 82 |
Dry Powder(6KG) |
|
|
83. |
RUGC-FE 83 |
CO2(5KG) |
club house rooftop |
|
84. |
RUGC-FE 84 |
Dry powder(6KG) |
security guard house (new parking/entry) |
|
85. |
RUGC-FE 85 |
CO2(5KG) |
Sport bar terrace |
|
86. |
RUGC-FE 86 |
Dry Powder(6KG) |
Sport bar terrace |
|
87. |
RUGC-FE 87 |
CO2(5KG) |
Pool pumps house area |
|
88. |
RUGC-FE 88 |
Dry Powder(6KG) |
Pool pumps house area |
2. Batch Two (AUTOMATIC FIRE SUPRESSION)
|
NO |
Fire Suppression ID |
TYPE/QUANTITY |
LOCATION |
|
1. |
RUGC-FS 01 |
Wet chemical/PRI-SAFETY (12L) |
Main kitchen |
|
2. |
RUGC-FS 02 |
Wet chemical/PRI-SAFETY (12L) |
|
|
3. |
RUGC-FS 03 |
Wet chemical/PRI-SAFETY (12L) |
Gourmet kitchen |
|
4. |
RUGC-FS 04 |
Wet chemical/PRI-SAFETY(6L) |
Pool kitchen |
|
5. |
RUGC-FS 05 |
Wet chemical/PRI-SAFETY (12L) |
Support building kitchen |
|
6. |
RUGC-FS 06 |
Wet chemical/PRI-SAFETY (12L) |
Frequency: The Contractor shall service the fire extinguishers two (2) times per year.
GASORE Z. Gaston
Ag. Chief Executive Officer