Tender Notice for Karongi Site Maintenance Call Off -Gasmeth Energy (Deadline : 24/04/2026)
| DOCUMENT TYPE | Landmark One House, KN 3 AvenueNyarugenge, Kigali, Rwandahttps://www.gasmeth.com | |||||
| Invitation to Tender | ||||||
| DOCUMENT NUMBER | ||||||
| GE-CNG-PRO-PCM-ITT-005 | ||||||
| PROJECT TITLE: | ||||||
| KARONGI SITE MAINTENANCE CALL-OFF CONTRACT | ||||||
| DOCUMENT TITLE: | ||||||
| Invitation to Bidders | ||||||
| REV | DATE | ISSUE OR REVISION DESCRIPTION | ORIGINATOR | CHECKED BY | APPROVED BY | |
| 1 | 27/03/2026 | Issued For Implementation | DT | VG | KS | |
1. INTRODUCTION
1.1. General
Gasmeth Energy (the Company) invites qualified contractors to submit proposals for a Maintenance Call-Off Contract for the Lake Kivu Gas Extraction Project facilities located in Karongi near Kibuye, Rwanda. The contract will provide on-demand maintenance services for both the project construction site and the engineers’ hostel accommodation facility.
1.2. Project Background
The Company is executing a gas extraction project from Lake Kivu. The project facilities include:
- Water treatment and wastewater management systems
- Access roads and supporting infrastructure
- Engineers’ hostel providing accommodation for project personnel
- Construction site with gas extraction infrastructure located adjacent to Lake Kivu
1.3. Contract Type
This is a Call-Off Contract that allows the Construction Manager to request maintenance services as needed throughout the contract period. The Contractor must be able to mobilize resources promptly upon receiving work orders.
2. General Requirements/ Bid information
2.1.Eligible Bidders
This invitation is open to eligible contractors who:
- Are legally registered to operate in Rwanda
- Have valid tax clearance certificates
- Possess relevant trade licenses and registrations
- Have no record of bankruptcy or legal proceedings
- Are not blacklisted by Rwanda Public Procurement Authority (RPPA) or any other procurement authority
2.2. Joint Ventures and Consortia
Joint ventures or consortia are permitted, provided:
- A lead partner is clearly designated
- All members are jointly and severally liable
- A Joint Venture Agreement is submitted with the bid
- All members meet eligibility requirements
2.3. Conflict of Interest
Bidders must not have any conflict of interest. A conflict of interest includes:
- Being an affiliate of the Employer’s staff
- Being engaged by the Employer for project management or design services
- Having close family or business relationships with key project personnel
3. SITE VISIT AND PRE-BID MEETING
3.1. Site Visit
A mandatory site visit will be conducted to allow bidders to:
- Inspect the construction site and hostel facilities
- Assess access conditions from Kibuye
- Understand the lakeside location and environmental considerations
- Evaluate mobilization requirements
- Identify potential challenges
Date: 9th April 2026
Time: 10:00
Meeting Point: Gasmeth Energy Site Office, Karongi
3.2. Pre-Bid Meeting
A pre-bid meeting will be held to:
- Clarify RFP requirements
- Address bidder questions
- Provide additional project information
- Issue clarifications or amendments
Date: To be held upon request.
Meeting Point: Gasmeth Energy Site Office, Karongi
3.3.Questions and Clarifications
All questions must be submitted in writing to:
Email: procurement@gasmethenergy.com FAO Ange Esther
Deadline: 7 days before bid submission deadline
Responses will be issued to all bidders who have obtained the RFP documents.
4. BIDDING DOCUMENTS
4.1. Contents of Bidding Documents
The bidding documents comprise:
- Part 4: Conditions of Contract (to be provided)
- Part 3: Bill of Quantities
- Part 2: Scope of Works
- Part 1: Instructions to Bidders
4.2. Request for documentation
Potential Bidders are required to contact the Company to receive all bidding documents. This must be made in writing to:
- Email: procurement@gasmethenergy.com FAO Ange Esther
4.3. Clarifications and Amendments
The Company reserves the right to amend the bidding documents before the submission deadline. Amendments will be issued as addenda to all bidders who have obtained the documents.
4.4. Cost of Bidding
The Bidder shall bear all costs associated with bid preparation and submission. The Company is not responsible for these costs regardless of the outcome.
5. PREPARATION OF BIDS
5.1.Language of Bid
The bid and all correspondence shall be in English.
5.2. Documents Comprising the Bid
The bid shall include:
5.2.1. Administrative Documents
| Attached(Y/N) |
| Executive summary |
| Company Profile & Organisation structure |
| Certificate of Company Registration |
| Certificate of Non-Bankruptcy from RDB |
| Valid Tax Clearance Certificate (issued by RRA) (less than 6 months old) |
| Trade licenses and professional registrations |
| Declared Non/Conflict of Interest |
| 2 years certified Audited Financial Statements |
5.2.2.Technical proposal
| Attached(Y/N) |
| HSE Plan & Safety Records |
| Risk Management Plan |
| Quality Assurance Plan |
| Case Studies, References and List of similar contracts completed in the last five years |
| Insurance certificates (professional indemnity, public liability, workers’ compensation) |
| CVs of key personnel (Site Manager, Electrical Supervisor, Plumbing Supervisor, Civil Works Supervisor) |
| List of equipment and tools owned or available |
| Mobilization plan and response time commitments |
5.2.3. Commercial proposal
| Attached(Y/N) |
| Completed Bill of Quantities with unit rates |
| Day work rates for labour categories |
| Day work rates for equipment and vehicles |
| Markup percentage for materials procurement |
| Overhead and profit percentages |
| Unit rate discounts for bulk orders per order or per annum |
| Additional Service |
5.3. Bid Prices
5.3.1. Unit Rates
- Unit rates shall be quoted in Rwandan Francs (RWF)
- Rates shall be inclusive of all taxes except VAT, which shall be shown separately
- Rates shall include all costs: labour, materials, equipment, tools, transportation, overhead, profit, and all other expenses
- Rates shall remain fixed for the contract period unless otherwise specified
5.3.2. Day Work Rates
Day work rates shall be provided for:
- Various labour categories (skilled, semi-skilled, unskilled)
- Equipment and vehicles (excavators, trucks, welding machines, etc.)
- Supervision and technical staff
5.3.3. Materials Procurement
Bidders shall quote a markup percentage for materials procured on behalf of the Company.
5.4. Bid Validity
Bids shall remain valid for 90 days from the submission deadline. The Company may request an extension before expiry.
5.5. Alternative Proposals
Alternative proposals will not be considered. Bidders must bid on the exact scope as specified.
6. SUBMISSION OF BIDS
6.1. Sealing and Marking
- Bids shall be submitted in sealed envelopes
- The outer envelope shall be marked: “RFP – MAINTENANCE CALL-OFF CONTRACT”
- Technical and Financial Proposals shall be in separate sealed envelopes
- The bidder’s name and address shall appear on the outer envelope
6.2. Submission Deadline
Deadline:24th April 2026, 12:00
Location: Gasmeth Energy Office, Landmark One House, KN 3 Ave, Nyarugenge, Kigali, Rwanda
6.3. Electronic Submission
Electronic submissions are encouraged and to be submitted via email to: Procurement@gasmeth.com
6.3.1. Modification and Withdrawal
- Bids may be modified or withdrawn by written notice before the deadline
- Modifications must be submitted in sealed envelopes marked “MODIFICATION”
- No bid may be withdrawn after the deadline during the validity period
7. BID OPENING
7.1. Opening
Bids will be opened Date and Time: 27th April 2026
7.2. Opening Procedure
- Only the outer envelopes will be opened
- Technical proposal envelopes will be opened
- Bidders’ names, bid security details, and presence/absence of required documents will be announced
- Financial proposals will remain sealed until technical evaluation is complete
8. EVALUATION OF BIDS
8.1. Evaluation Process
The evaluation will follow a two-stage Quality and Cost-Based Selection (QCBS) process:
Stage 1: Technical Evaluation (Weight: 70%)
Stage 2: Financial Evaluation (Weight: 30%)
8.2. Technical Evaluation Criteria
Technical proposals will be evaluated based on the following criteria (Total: 100 points):
| Criterion | Points |
| 1. Company Experience and Qualifications | 25 |
| Similar maintenance contracts (5 points per contract, max 15) | 15 |
| Years in business (1 point per year, max 5) | 5 |
| Financial capacity and turnover | 5 |
| 2. Key Personnel Qualifications | 25 |
| Site Manager qualification and experience | 8 |
| Electrical Supervisor qualification and experience | 6 |
| Plumbing Supervisor qualification and experience | 5 |
| Civil Works Supervisor qualification and experience | 6 |
| 3. Equipment and Resources | 20 |
| Ownership/availability of essential equipment | 10 |
| Workshop facilities and tools | 5 |
| Transport vehicles availability | 5 |
| 4. Methodology and Work Plan | 15 |
| Response time and mobilization plan | 8 |
| Quality assurance procedures | 4 |
| Work execution methodology | 3 |
| 5. Health, Safety and Environment | 15 |
| HSE policy and procedures | 8 |
| Safety equipment and training programs | 4 |
| Environmental management measures | 3 |
| TOTAL | 100 |
8.3. Combined Evaluation
The final score will be calculated as:
Final Score=(Technical Score×0.70)+(Financial Score×0.30)
8.4. Evaluation Committee
An evaluation committee appointed by Gasmeth Energy will conduct the evaluation. The committee’s decisions are final.
8.5. Confidentiality
Information relating to bids, evaluation, and award recommendations shall remain confidential until contract award.
8.6. Employer’s Right to Accept or Reject
The Employer reserves the right to:
- Accept or reject any bid
- Cancel the procurement process at any time
- Not award the contract
- Request clarifications or additional information
- Verify submitted information
- Reject bids with material deviations
9. AWARD OF CONTRACT
9.1. Award Criteria
The contract will be awarded to the bidder with the highest combined score, subject to:
- Successful negotiations
- Acceptable references
- Verification of submitted information
- Signing of the contract agreement
9.2. Notification
All bidders will be notified of the award decision in writing.
9.3. Performance Security
The successful bidder must provide performance security of 10% of the estimated annual contract value within 14 days of receiving the notification of award.
9.4. Contract Signing
The contract must be signed within 21 days of notification of award.
9.4.1.1Failure to Comply
If the successful bidder fails to provide performance security or sign the contract within the specified periods, the bid security may be forfeited, and the contract may be awarded to the next-ranked bidder.
10. GENERAL CONDITIONS
10.1. Corrupt or Fraudulent Practices
Gasmeth Energy requires bidders to observe the highest standards of ethics. Any corrupt or fraudulent practices will result in disqualification and possible legal action.
10.2. Blacklisting
Bidders found to have engaged in corrupt, fraudulent, collusive, or coercive practices may be blacklisted.
10.3.Complaints and Appeals
Bidders who wish to challenge any aspect of the procurement process should submit complaints in writing to the Gasmeth Energy Procurement Office within 7 days of the issue arisen.
10.4. Applicable Law
The contract shall be governed by the laws of the Republic of Rwanda.
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