Tender Ref No: EAXOO1/NC/S/08/24

Title: Hotel, Sports and Recreation services.

 BACKGROUND

East Africa Exchange (EAX), seeks to hire different service providers to provide Hotel and Sports & recreation services to its staff in Kigali City and Upcountry.

 EAX invites 2 star hotel category, 3 star hotel category, 4 star hotel category and 5 star hotel category and Sports & recreation services.

 The tender is in two (2) Lots as follow:

• Lot 1- Hotel services
• Lot 2- Sports & recreation services

 Note: If the hotel provides both hotel services and Sports & recreation services, they are allowed to quote for them separately according to each lot’s technical specifications.

 If a company only provides Sports & recreation services, they are allowed to quote for lot 2 only as per the technical specifications

LOT 1:  HOTEL SERVICE.

 CONFERENCE HALLS 

Please note:

The following notes below should be put into consideration and shall be a basis of evaluation of the bids to attain the successful bidder.

Conditions of the Conference rooms.

• The conference rooms should have well-furnished tables and chairs to enable the participants write easily during the training sessions.
• The conference rooms should have a stable wireless internet that avoid disruption during meeting.
• The conference rooms should be well organized before the time of the meeting or conference.
• The price should be with tax inclusive

2. FOOD AND DRINKS

Conditions of the food and drinks.

• Food and beverages should be of good quality
• Catering services should be well packed and transported in comfortable condition (designed equipment including cars, boxes and hot dishes, warmers).

NB: The bidder should include a list of other alcoholics and non-alcoholic drinks

•  The quantities will be determined on the purchase order
• Payment will be made after consumption upon the submission of the invoice

 LOT 2: SPORTS & RECREATION SERVICES

 The Sports & recreation services include the following:

•  Aerobics hall with the availability of a coach;
• Swimming pool;
• Sauna & steam
• Gym tonic;
• Massage
• Football ground;
• Volley ball ground; and
• Basketball ground.

Note: The company may quote for the sports disciplines they offer.

OBJECTIVE OF THIS ASSIGNMENT

 The objective of this assignment is to ensure that EAX staff carry out sports activities at any time including weekends and public holidays to improve their wellbeing.

KEY REQUIREMENTS

• Trading licence issued by RDB
• Two good performance certificates from the previous organisation that you worked with;
• The service provider will be committed to provide a comprehensive schedule for different sports activities with their respective quotations taxes inclusive;
•  EAX Staff will carry sports according to their choice and the payment shall be done based on the proven attendance;
•  Attendance record books shall be kept by the successful bidders who will be required to register EAX staff attendance in the sports activities.
•  The quotation shall reflect the cost per person according to the specific sport activity performed.
•  Visits to the bidder’s premises shall be carried out before contract signature.

 DURATION OF THE CONTRACT

 The duration of the contract shall be one-year renewable twice upon satisfaction of the Client.

 PAYMENT MODALITIES

 The payment shall be done on a monthly basis following the submission of the invoice which will be crosschecked and approved by the EAX Human Resource and Finance Unit before payment.

THE REQUIREMENTS ARE AS FOLLOWS:

• A certified trainer to assist staff during sport sessions
• Enough materials for fitness as but not limited to:
• Cardio machines
• Trade mills
• Bicycles
• Elliptical machines
• Bench press
• Squat machine
• Dum bells
• Triceps push down
• Scapula pull down
• Seated row to chin
• Leg press
• To have first aid equipment and personnel who is able to provide first aid in case needed!
• The sport facility should also have good ventilation system.
• The sport facility should have places where clients can take shower after exercise.
• Suitable room and modern gym tonic equipment
• Clean and large pool
• Facilities sufficient weight
• Sufficient coaches for the gym tonic and swimming (at least one Coach)
• The company must show the number of sessions available per week
• The location ofsport and recreation facilities should be in Kigali city and Upcountry  

SUBMISSION

• All interested bidders shall submit their bids on 23^rdAugust, 2024 at EAX Offices located at Silverback Mall, 4th Floor, KK 15 Rd, Sonatube, Kicukiro, Kigali, at 3:00 pm Kigali time,
• All envelopes should be well sealed and written on the bidder’s address
• Online submission is not accepted.