Tender Notice for Supply and Maintenance of Kitchen, Gym, Lifts, Laundry and Water Features (Framework Contract)

RWANDA ULTIMATE GOLF COURSE LTD

Company Code: 109031590

Request for Proposal

For

Tender For Supply and maintenance of kitchen, GYM, Lifts, laundry and water features. (Framework Contract)

Procurement Method: National Open Competitive Bidding

Procurement Reference Number:

2026/NCB/SMKLW/RUGC/02

June 2026

Invitation No: 2026/NCB/SMKLW/RUGC/02

1. The Rwanda Ultimate Golf Course requests for a proposal for Tender for Supply and maintenance of kitchen, GYM, Lifts, laundry and water features 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.

Section 3 – Technical Proposal and Financial Proposal.

Section 4 – Technical Specifications.

1.  The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal for the Tender for Tender for Supply and maintenance of kitchen, GYM, Lifts, laundry and water features, during the financial year 2026.
2. You are requested to submit your bid electronically to the email:  [email protected]/ [email protected]  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 09th July 2026 at 10:00 AM.
3. Your bid should be compiled by the following documents:

• Photocopy of trading license having the activity bided for as its main activity
• Testimonial of tax clearance from RRA.
• Testimonial of debt clearance from Rwanda social security board
• 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.
• Bid security of 1,800,000 RWF from a recognized financial institution.
• A compulsory site visit will be conducted on 29/06/2026 at 10: 30 AM, the site visit will be conducted at RUGC Premises located at KG 548 Street & KG 13 Avenue.
• Site Visit Certificate.
• Manufacturers’ Technical Data Sheet(s) and product catalogues for the proposed item(s), providing detailed technical specifications and demonstrating compliance with the requirements outlined in the tender document.

It is in this regard that we invite you to submit your quotations, and all bids will be sent to RUGC Email: [email protected] and [email protected] procurement not later than 09th July 2026 at 10:00 AM.

4. Enquiries regarding this tender may be addressed to Email: [email protected]/[email protected]. or Tel: 252 500 000.

1. Introduction

Bidders are 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.

2. Eligibility Criteria

•  Administrative criteria.

The Bidder shall submit the following documents:

• Photocopy of trading license having the activity bided for as its main activity
• Testimonial of tax clearance from RRA.
• Testimonial of debt clearance from Rwanda social security board
• 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
• Bid security of 1,800,000 RWF from a recognized financial institution
• Site Visit Certificate.

3. Criteria of technical and financial conformity.

a. Manufacturers’ Technical Data Sheet(s) and product catalogues for the proposed item(s), providing detailed technical specifications and demonstrating compliance with the requirements outlined in the tender document.

Evaluation of Proposals

The evaluation of Proposals will be done as detailed below:

a) 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.

b)Detailed Technical evaluation.

• Proposals failing at any stage will be eliminated and not considered in subsequent stages.

c)Financial Proposal evaluation

• An accurate and clear detailed summary of the cost of the financial proposal

4. Best Evaluated Bid

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

5. 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 30 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 30 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.
•  Addressed to the finance department for RUGC.
• The costs include VAT (if applicable).
• Bank details should be accurate and conform to the contract.

6. Award of Contract

The contract will be awarded after the evaluation of the Administration, Technical and Financial Proposal.

7. Taxes

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

8. Delivery period

The goods shall be delivered to RUGC within fifteen (15) days from the date of issuance of the Purchase Order, in accordance with the terms and conditions of the contract.

9. 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.

10. Preparation of Proposals

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

11. Language

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

12. Technical Proposal

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

13. 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.

Claire KAYITESI,

Deputy General Manager