PROCURING ENTITY: RADISSON HOTEL & KIGALI CONVENTION CENTER LTD

INVITATION DATE: 11^th March 2025

TENDER NO:RHKCC/003/2025

TENDER NAME: PROVISION OF LANDSCAPING AND GARDEING MAINTENANCE SERVICES TO KCC PREMISES

DEADLINE FOR SUBMISSION: 17^th March 2025

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 LANDSCAPING AND GARDENING MAINTENANCE SERVICES TO KCC PREMISES 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

This landscaping and gardening maintenance service specification below will provide a guide as to what may be expected as a minimum service requirement for the services to be provided. The specification of services required, among other things, are general maintenance of lawn, trees and hedges. These include weeding, trimming and pruning of grass by mowing with grass cutting machines top dressing, using of manure, spraying of pesticides and insecticides and planting of dod grass where dead. For more detailed information on the specifications, it is recommended that bidders refer to the detail specifications below.

Scope of Work

The area involved consists of approximately 60,000 square meters or 6 hectares of combined paved and grassed areas within and around the KCC premises.

The successful Contractor must at all times provide the following garden tools:

1. Hedge and lawn edge trimmers,
2. Wheel barrows and shears,
3. Spades & hoes and other work tools
4. Water hoses and garden sprinklers
5. Sprayers for pesticides and insecticides
6. Gloves and uniforms for workers
7. Spray cans -5litres
8. Brooms and other cleaning equipment

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: firmin.nshuti@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 10:30 AM on 17^th March 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
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. Valid Social Security certificate (RSSB)
4. Valid Certificate of non-bankruptcy delivered by RDB
5. Valid RURA License
6. List of all major clients
7. Staffing capability and number of staff to be deployed (min 26 including 2 supervisors)
8. List of owned equipment/Machines,
9. The financial offer which indicates the detailed price structure is required.
10. At least three (3) references of similar service provision (Provision of Landscaping and Gardening Maintenance Services) in the past 5 years. This should be proven by good performance certificates.

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 -

Bid Evaluation Criteria

Bids will be evaluated as follows:

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

Detailed technical evaluation:

Specific experience of Service Provider (20 marks)

• Experience in provision of landscaping and gardening services (10 marks)
• Proof of evidence of having undertaken similar contract in the last 3 years (at least two letters of recommendation confirming landscaping and gardening services) (10 marks).

Methodology of the Firm (35 marks)

• Adequacy of methodology to assignment (10 marks)
• Work plan/schedule (5 marks)
• Plans of disposing of unwanted/unusable materials out of the premises (5 marks)
• Staffing capability and proposed number of staff to be deployed at each site (10 marks).
• Provide detailed proposed maintenance operation/management schedule including type of manure and spraying of insecticides/pesticides to be applied (5 marks).

Qualifications and competencies of key technical staff (CVs and copies of diplomas) minimum required are Manager and at least three Supervisors (15 marks).

1. Manager (5 marks)
2. Minimum two supervisors (10 marks) 

List the type of insecticides/pesticides, materials and equipment to be used (20 marks)

Financial Offer (10 marks)

The minimum technical score required to pass/qualify for the financial evaluation is 70%.