GAHANGA CRICKET STADIUM  

TENDER SPECIFICATION FOR CATERING SERVICES – DECEMBER 2023  

1. INTRODUCTION 

The Gahanga Cricket Stadium (GCS, ‘The Landlord’) is an iconic venue in Kigali, with beautiful views and award-winning architecture. It is the home of Rwandan cricket and hosts local and international games as well as youth cricket. It is also used for community development initiatives run by the charity Cricket Builds Hope, and for various commercial events throughout the year, including weddings, corporate and other recreational events. Our ambition is to be the best cricket facility in East Africa, which includes increasing the people using the facility, and the level of the services available to them.  

The GCS invites qualified and experienced catering service providers to submit tenders for an exclusive lease of the bar, coffee shop, restaurant, and grill facilities at the ground. The selected service provider will have exclusive rights to operate within these facilities for a minimum period of two years, with the opportunity for renewal based on performance.  

2. ENTITLEMENTS FOR THE PROVIDER 

The provider shall 

1. Have exclusive access to the following on site facilities, for the sale of food and beverages:

1. Restaurant and kitchen
2. Grill
3. Bar
4. Coffee Shop 

2. Have access to the following shared facilities

1. Walkways and other parts of the facility necessary to access the provider’s premises
2. Toilets
3. Car parking (which will be available for provider staff and clients 

3. Be the preferred provider for provision of catering for cricket teams, officials and staff playing at the facility, including local and international teams. Over the last three years the amounts paid for this have been: 

4. Be covered under the landlord’s site insurance 

5. Have access to the GCS mains water supply 

3. REQUIREMENTS OF THE PROVIDER 

The provider shall:  

1. Adhere to the following minimum opening hours, unless otherwise agreed with the Landlord:
   • Sunday to Thursday: 09:00 to 22:00
   • Friday and Saturday: 08:00 to 00:00 
2. Be responsible for ensuring that all facilities, including the bar, coffee shop, restaurant, and grill, are always maintained in a clean and sanitary condition. 
3. Pay for all energy use for the provision of their services 
4. Provide adequate, high quality and comfortable furniture for their clients. Existing furniture that is the property of the landlord will be leased to the provider at no additional charge. 
5. Provide all necessary appliances for provision of their services, including but not limited to kitchen appliances, coffee machine, plates, glasses, cutlery etc. Existing appliances that are the property of the landlord will be leased to the provider at no additional charge.
6. Provide entertainment facilities, for example music speakers and TVs.
7. Be responsible for the maintenance of their facilities:
   • Ie: Kitchen-Bar equipment’s, furniture, kitchen cabinet, water tap/sink and any other internal/inside repairs to the damages that might be caused by the provider within his/her non shared spaces, etc. 
8. Provide a high-quality service and products for all guests of the GCS, and the GCS’ primary clients, namely the Rwanda Cricket Association and Cricket Builds Hope.

4. EXCLUSIVITY, EVENTS AND PROMOTION  

1. The provider shall have exclusive rights for the day-to-day sale of food beverages across the whole site, with the exception of:
   1. Events organised by the landlord (in house or via third parties) 
   2. Community programmes 
   3. Government sanctioned events, where they may insist on using an external provider for catering
   4. Weddings
2. The provider will be permitted and encouraged to run events and activities within their own facilities, for example karaoke nights or cinema nights, at no additional cost.
3. The landlord will offer preferential rates to the provider for renting out other areas of the site if the provider wishes to run events beyond their leased facilities
4. The provider should be prepared to collaborate and support any events organised by the Landlord on the site, for example by offering revenue share for additional business, working in partnership with third party providers 

5. TECHNICAL PROPOSAL REQUIREMENTS 

Interested service providers are required to submit a comprehensive technical proposal addressing the following key points:

1. Rent Proposal:
   • Clearly outline the proposed rent structure for the two-year lease period. This should include benefits (e.g. revenue share) to the Landlord where they are generating additional custom through events.
2. Quality and Value for Money Service:
   • Provide a detailed plan on how the catering services will ensure quality and value for money for guests and clients.
   • Set out a track record of previous, similar service provision, and that the organisation has the resources to deliver the services required
   • Provide a comprehensive sample food and drink menu, inclusive of prices, demonstrating the range and quality of offerings to be provided. This should also include a suitable buffet or similar offering for cricket players and officials. 
3. Promotional and partnership strategy:
   • How they will encourage an increase in visitors / customers at GCS, for example any marketing, promotional events, additional infrastructure you will provide
   • How they will work in partnership with GCS management for the mutual benefit of both parties 

6. SUBMISSION DEADLINE AND OTHER PROVISIONAL DATES 

1. All tender submissions must be received by 3^rd January, 2024 (10pm) being sent to gahangacricketstadium@gmail.com. Late submissions will not be considered. Requests for clarification can be made to the same email address.
2. Provider presentations, selection and contracting will take place before January 12^th, 2024
3. Providers will be expected to begin service provision by February 1^st, 2024.

7. EVALUATION CRITERIA 

Tenders will be evaluated based on the following criteria: 

1. Commercial benefit to the GCS (rent proposal)
2. Likely quality of service provision (quality and value for money plan)
3. Added value (promotional and partnership strategy) 

8. CONTACT INFORMATION 

For inquiries and clarification, please contact Eric Dusingizimana at gahangacricketstadium@gmail.com 

9. TERMS AND CONDITIONS 

The selected catering service provider will be required to sign a detailed lease agreement, adhering to the terms and conditions set by Gahanga Cricket Stadium. 

Gahanga Cricket Stadium reserves the right to reject any or all tenders without providing reasons. 

Thank you for your interest in catering services at Gahanga Cricket Stadium. We look forward to receiving your proposals. 

Sincerely,

Eric Dusingizimana,

General Manager

Gahanga Cricket Stadium 

Tel: +250788214664                                                 

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