Company Code: 109031590

Request for Proposal 

for Tender For IT Supplies (Printers).

Procurement Method: National Open Competitive Bidding

Procurement Reference Number:

2024/NCB/RUGC/006

November 2024

Invitation No: 2024/NCB/RUGC/006

To the selected Bidder:

The Rwanda Ultimate Golf Course requests for a proposal for Tender For IT Supplies (Printers). More details on the goods to be purchased are provided in the Technical specifications.

The Best selected Bidder will be selected based on the lowest-priced quotation, which is eligible andtechnically compliant with the procedures described in this RFP.

The RFP includes the following documents:

Section 1 - Letter of Invitation. 

Section 2 - Instructions to Bidders.

The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal for Tender For IT Supplies (Printers), during the financial year 2024

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 02^nd December 2024 at 10:00 

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.
• Testimonialof debt clearance from Rwanda social security board 
• Bid security of 200,000 RWF from a recognized financial institution.
• Detailed description of the essential technical and performance characteristics of the good to be provided establishing conformity to technical specifications
• Three (3) Similar Work Completion Certificates /References.

It is in this regard that we invite you to submit your quotations, and all bids will be sent to RUGC Email: info@kigaligolf.rwand Procurement@kigaligolf.rw procurement not later than 02^nd December,2024 at 10:00 AM.

Enquiriesregarding this tender may be addressed to Email: info@kigaligolf.rw/Procurement@kigaligolf.rw. orTel: 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 Bidder.

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

Administrative

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.
• Testimonialof debt clearance from Rwanda social security board 
• Bid security of 200,000 RWF from a recognized financial institution.
• Detailed description of the essential technical and performance characteristics of the good to be supplied establishing conformity to technical specifications.
• Three (3) Similar Work Completion Certificates/References.

Criteriaoftechnicalandfinancial

Detailed description of the essential technical and performance characteristics ofthe good to be supplied provided establishing conformity to technical specifications of reference 

2. Evaluation of Proposals

The evaluation of Proposals will be done as detailed below:

Preliminaryexamination to determine eligibility (as defined below) and administrative compliance to this tender on a pass/fail 

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

Detailed Technical 

• Proposals failing at any stage will beeliminated and not considered in subsequent 

FinancialProposal evaluation

• Anaccurate and clear detailed summary of the cost of the financial proposal

3. Best Evaluated Bid

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

4. 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 will pay correctly addressed and undisputed  invoices within 15 days.

The essential information on an invoice for the RUGC is:

• Adescription of the product 
• Theinvoice should be attached to the contract/Purchase Order 
• Addressed to the finance department for 
• Thecosts including VAT (if applicable).
• Bankdetails should be accurate and conforms to the 

5. Award of Contract

The contract will be awarded after the evaluation of the financial and technical proposal.

6. Taxes

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

7. Delivery period

The product will be delivered to RUGC as per the contract terms.

8. 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.

9. Preparationof Proposals

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

10. Language

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

11. Technical Proposal

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

12. 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:

Sincerely,

GASORE Gaston

Ag. Chief Executive Officer

 Rwanda Ultimate Golf Couse LTD