Provision of Security Services to KCC Premises

INVITATION FOR TENDER

PROCURING ENTITY: RADISSON HOTEL & KIGALI CONVENTION CENTER LTD

INVITATION DATE: 17^th March 2025

TENDER NO:RHKCC/004/2025

TENDER NAME: PROVISION OF SECURITY SERVICES TO KCC PREMISES

DEADLINE FOR SUBMISSION: 24^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 SECURITY 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

The Services shall include everything necessary to carry out the Security Guard scope through the deployment of suitably qualified Security Guards including the provision of equipment and other resources which are required to carry out Security Guard Services at KCC premises.

SCOPE OF SERVICES AND DUTIES

1. The Service Provider shall render the Security Services by deploying qualified security Guards,
2. The Security Guards assigned to provide the security services at the specified premises shall perform a wide range of security duties which shall include but not necessarily be limited to:
   • Operation of manual and electronic access control systems
   • Pedestrian and vehicular access control
   • Visitor reception
   • Inspection and verification of Identity Cards
   • Inspection and verification of Material Exit Passes
   • Vehicle and personal searches
   • Security patrols
   • Prevention of the theft or vandalism of KCC assets
   • Response to emergency incidents (fire, intruder, accident, etc.)
   • Gatehouse administration
   • Incident Reporting
3. The Service provider shall ensure that all Security Guards assigned to provide the security services are fully trained and competent to perform all the duties listed above.
4. On commencement of the Contract, the KCC shall issue the Service provider with an ‘Assignment Instructions Schedule’ which will outline in more detail the specific duties required for each location.
5. Part of the Security Guard Supervisor’s duties and functions shall include but not be limited to:
   • Supervise the performance of the Security Guards to maintain the standard of the services in accordance with the Contract.
   • Shall be responsible for checking and reporting the daily attendance as well as organizing a timely replacement for any absenteeism or sick leave.
   • Solve day-to-day problems at all locations to ensure smooth operations of all services.
   • Be available at all times during the ‘Morning Shift’ and must be at least “on-call” at all times during the other shifts.
6. The Service provider shall provide all manpower, staff, expertise, or other personnel resources which may be required for the full compliance of its duties, obligations and liabilities in terms of the Client’s Requirements and Contract.
7. The Service provider shall provide a stable workforce including relief guards without intermittent changes so that the Supervisors and Security Guards will become familiar, experienced and well versed in the Security Guard service requirements of the various building and office premises. No supervisor and Security Guard staff shall be removed or replaced from the facilities without the express permission of the KCC representative.

QUALIFICATIONS OF GUARDS

• Must have at least two (2) years of experience in Security Services.
• Must speak Kinyarwanda, English or French
• Must have completed secondary school.
• Must be physically and mentally fit for the role.
• Must have clean police record.
• Must be properly screened and cleared.

SUPERVISION AND CONTROL

• Must have completed an approved supervisory course and must have been in a supervisory position for at least two years
• Must have at least five years’ experience as a fully trained security Guard
• Must be able to speak, read and write English/French and Kinyarwanda
• Must have a clean (criminal) record.
• The security company shall exercise supervision, control, and administration over its guards in accordance with the country rules and regulations as well as Radisson Hotels procedures.

EQUIPMENT AND UNIFORM

• The security agency shall also provide and equip the assigned guards with the following:
• Complete set of security guard uniform and shoes
• Provide with the guard the needed equipment (raincoat)

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: 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 10:00 AM on 24^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 Operating License from • Rwanda National Police
6. List of all major clients
7. Staffing capability and number of staff to be deployed
8. The financial offer which indicates the detailed price structure is required.
9. At least three (3) references of similar service provision (Provision of Security 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:

1. Specific experience of Service Provider (25 marks)
   1. Experience in provision of Security services (10 marks)
   2. Proof of evidence of having undertaken similar contract in the last 5 years (at least two letters of recommendation confirming security services) (15 marks).

2. Main Criteria: Adequacy of the proposed work plan and Methodology in responding to the Terms of Reference (37 marks)
   1. Adequacy of methodology to assignment
   2. Training and development procedures
   3. Supervision and management procedures
   4. Staffing capability and proposed number of staff to be deployed at site

3. Qualifications and competencies of key technical staff (CVs and copies of diplomas, certificates) (28 marks).

4. Financial Offer (10 marks)

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

Done, On 17^th March 2025

At Radisson Blu & Kigali Convention Ltd,

Approved by:

Complex General Manager

ROB KUCERA