Event Details:

INVITATION FOR TENDER

PROCURING ENTITY: RADISSON HOTEL & KIGALI CONVENTION CENTER LTD

INVITATION DATE: 28th March 2025

TENDER NO:RHKCC/006/2025

TENDER NAME: PROVISION OF MAINTENANCE AND REPAIRING SERVICES OF OTIS ELEVATORS AND LIFT TABLES

DEADLINE FOR SUBMISSION: 4th April 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 OF MAINTENANCE AND REPAIRING SERVICES OF OTIS ELEVATORS AND LIFT TABLES according to the Scope of Work (SoW) detailed below.

BACKGROUND5   16ee244742a044872666fe95237a40ba46c1578

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

To provide fully comprehensive maintenance and repairing services of Otis elevators and lift tables.

SCOPE OF SERVICES AND DUTIES

The objective of this assignment is to ensure the highest quality of elevators functionality.

The contractor will be committed to providing a maintenance service for OTIS ELEVATORS and OTIS LIFT TABLES at its premises and properties thereto.

The contractor will be committed to providing a comprehensive preventive maintenance program for OTIS elevators and lift tables. He will be requested also to do repairs if need be.

The contractor will provide a monthly program of maintenance individually designed for the equipment and its environment. This tailored program of inspection, cleaning, adjustment, and lubrication will ensure safe, reliable, and efficient operation minimizing risk of equipment failure and prevention of RADISSON BLU HOTEL & CONVENTION CENTRE, KIGALI component wear.

To meet the overall objective of the assignment, the company will require a deep comprehension of OTIS elevators and a strong experience of their repair

Duties of the contractor:

To provide enough materials for the work.

To provide skilled person who can identify faults that occurred on machine by control panel.

Realise the availability and accessibility of spare parts for maintenance of Elevators like electronic card, sensor metal, fans, Hostway, handrails, kick plate, brushed chrome, swing door-floor to mention but a few.

The company should know that: repairs include troubleshooting, replacement of defective parts and set different units so that the elevators meet the proper functioning

Technical inspection on daily basis

Preventive maintenance once every month.

RADISSON BLU HOTEL & CONVENTION CENTRE, KIGALI representative must certify the work done immediately after service is provided by using diagnostic form.

The company will be responsible for the installation of the spare parts and ensure its functionality.

MINIMUM TASKS TO BE DONE EVERY month

Use of industry –standards equipment and chemicals during the maintenance.

Inspect, clean, or change all components of Elevators.

Monitor the functionality of the machine and the control system

Tighten all electrical connections and measure voltage, current on motors whenever needed.

Lubricant all moving parts.

Cleaning the abort and the entire

Check computerising system (controls of the system)

Clean evaporator and cooling system

Inspect the speed gadgets and its validity.

Check all electrical components and controls.

Control the operational system.

Readjust the number of the run times and error logged.

Verify the functionality of the input –output combination mode.

Clean and adjust blower components to provide proper system airflow for greater comfort levels.

Oils motors as needed.

Delete all trouble shooting mechanism of all emergency shots.

Lifts doors need to satisfy two central requirements: ensure safe passenger entry and exit at the same time.

Control of the ware and tare of all mechanical parts.

Adjustment and lubricating of the rails system.

Control and adjustment of brake system.

Adjustment of the door operator’s mechanism.

Cleaning with paraffin of the door operator’s mechanism.

Adjustment of stop levels for the cabin.

Adjustment of parameters for the microprocessor or OVF 20;

Correction of program errors of the microprocessor.

Control of light in the lift shaft and in the cabin.

Control of the automatization of the command buttons.

Periodic adjustments of the logical input and output.

Adjustment of the open loop compensation using a calibration routine.

Adjustment of counter for runs and working hours.

Display of the errors and events of the software.

Program of the door operator, door control sub-system (DCSS5);

Supply and install on request of spare parts.

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: [email protected]

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 4th April 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:

Company Certificate of Incorporation or Chamber of Commerce registration

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

Valid Social Security certificate (RSSB)

Valid Certificate of non-bankruptcy delivered by RDB

Valid Manufacturer’s Authorization Letter/Representative certificate from OTIS

List of all major clients

The financial offer which indicates the detailed price structure is required.

At least three (3) references of similar service provision (Provision of Maintenance & Repairing Services of of Otis Elevators and Lift Tables ) 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 -

SN

Description

Quantity

Unit price/Month

1.

Otis Lift

21

2.

Otis Lift Tables

4

3.

VAT 18%

TOTAL Price VAT Incl. (Rwf)

Bid Evaluation Criteria

Bids will be evaluated as follows:

Technical

Specifications

The bidder demonstrates the ability to meet the requirements

Pass/Fail

Price

The price offered by the bidder is competitive versus the other

offers

Competitive/Non-

competitive

Payment terms

The bidder offers payment terms of at least 30 days or more.

Offers with payment terms of 45 days or more will be favored.

Competitive/Non-

competitive

Supporting documents

The bidder has provided the correct supporting documents

Pass/Fail

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:

Administrative Documents Evaluation (10 Marks)

Specific experience of Service Provider (25 marks)

Experience in provision of maintenance and repairs of lifts (10 marks)

Proof of evidence of having undertaken similar contract in the last 5 years (at least two letters of recommendation confirming security services) (15 marks).

Contractor Resources (prove that they have adequate equipment necessary for the execution of the service). (25 marks)

Lift Maintenance and service tools

Availability of spare parts

Quality Control Certifications (ISO 9001 certification) or Policies, control practices and procedures which ensure compliance with client’s needs.

Qualifications and competencies of key technical staff (CVs and copies of diplomas, certificates) (30 marks).

Financial Offer (10 marks)

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

Done, On 28th March 2025

At Radisson Blu & Kigali Convention Ltd,

Approved by:

Complex General Manager

ROB KUCERA