The Institute of Policy Analysis and Research-Rwanda is a registered independent, not-for-profit research and policy analysis Think Tank in Rwanda. It became fully functional in 2008 with the support of African Capacity Building Foundation (ACBF ) and International Development Research Center (IDRC) with initial start up support from the Government of Rwanda.

Website:
http://www.ipar-rwanda.org
The Institute of Policy Analysis and Research (IPAR-RWANDA) is inviting eligible companies to provide proposals for pre-qualification of Office Maintenance.

The Regular maintenance services are divided into TWO (2) Components

MAINTENANCE SERVICES OF INFRASTRUCTURE
Scope of service and work description

The services cover all works regarding repair, upgrade (small renovations or/and rehabilitation works) and regular maintenance services of infrastructure undertaken at IPAR-RWANDA located in the GASABO District, Kimihurura Sector, Kigali City.
Services will comprise of the following:
Repair, upgrade, and maintenance of the electrical system.

Repair, upgrade, and maintenance of plumbing and drainage system.

Repair and maintenance of the furniture.

Other miscellaneous works related to the maintenance services such as construction works, welding and fabrication work as well as carpentry/joinery works.

MAINTENANCE SERVICES OF ELECTRO-MECHANICAL EQUIPMENT AND MACHINERY
Scope of service and work description

The services concern with all works regarding the repair and regular maintenance of the following:

Generator sets: The table below shows the main items of maintenance activities for this service.
#

MAINTENANCE ITEMS

1

Inspection

2

Check coolant heater

3

Check coolant level

4

Check oil level

5

Check fuel level

6

Check charge-air piping

7

Check/clean air cleaner

8

Check battery charger

9

Drain fuel filter

10

Drain water from the fuel tank

11

Check coolant concentration

12

Check drive belt tension

13

Drain exhaust condensate

14

Check starting batteries

15

Change oil and filter

16

Change coolant filter

17

Clean crankcase breather

18

Change air cleaner element

19

Check radiator hoses

20

Change fuel filters

21

Clean cooling system

Air-Conditioning Equipment: This service comprises of the following:

Repair of existing air-conditioning equipment

Replacement of non-repairable equipment

Installation of new air-conditioning equipment

Repair and maintenance of fridges and other cooling equipment

Regular maintenance of fire-fighting equipment

Machinery and equipment: This service includes repair, upgrade, and maintenance of electrical, electronic and mechanical equipment tools and machinery such as CCTV cameras, Fire-fighting equipment, etc.
QUALIFICATION

Contractor

The Contractor should provide at least TWO certified copies of good completion certificates from a recognized institution. The certificates should make reference to similar executed services.

Personnel

The Contractor shall present his key personnel eligible for the repair/maintenance services. In each field, the Contractor shall present the following qualification:

Ref.#

Qualification of key personnel

Labor Cost

1

Engineer -A0 (Civil)

2

Engineer -A1 (Civil)

3

Engineer -A1 (Plumbing)

4

Technician -A2 (Construction)

5

Technician -A2 (Electrical)

6

Technician �A2 (Electro-mechanical)

7

Aide-Technician

INTERVENTION

The Contractor shall intervene in due time upon written notice from the Client. Written notice may comprise of a formal letter or email.
For any maintenance/repair services, the Contractor should deploy qualified and experienced technicians in the area/field requiring maintenance or repair.
The Client shall verify the materials; the work executed and makes analysis so as to ensure the quality, resistance and the conformity to technical prescriptions.
SECURITY AND SAFETY

In case of a fault, negligence or lack of necessary precaution, experience and without consulting the Client, the Contractor will be held responsible for all damages infringed on the third party while executing the services. He must take all possible measures to prevent any dangerous damage or accident resulting from the execution of works by his enterprise.

Note: All works related to the services mentioned above shall be done without creating a disturbance of other activities within the building.

MODE OF PAYMENT (Generally for all Components)

The Contractor shall be paid base on the quantity of executed and completed works.

Prior to the execution of works, the Contractor shall submit his quotation of the proposed works for the Client�s approval. The quotation should comprise of Contractor’s profit, overheads, and applicable taxes.

In case of supply, samples of materials/items should be presented to the Client for approval before supply.

ADMINISTRATIVE DOCUMENTS REQUIRED

Trading License
Tax Clearance from RRA
Social Security Certificate from RSSB
2 Certificates of good completion
TECHNICAL EVALUATION CRITERIA

1. Technical bid evaluation

The Technical bid evaluation shall provide the following information:

A brief description of the Company

Company�s experience 5 years
References of a similar nature: similar tenders executed at least Three similar tenders executed
The list of the proposed staff team as well as the tasks that would be assigned to each staff team member. CVs recently signed by the proposed professional staff and the authorized representative submitting the proposal, Qualification and experience of Staff.
Availability of Materials
Transport means
The Site visite
Bid security of 150,000 Frw

Inspections and Tests

The inspections and tests shall be performed by the Logistics Officer in IPAR-RWANDA.

A site visit is scheduled on 05/02/2020 at 10:00 am at IPAR-RWANDA located in Kimihurura Sector and the Deadline for submission of bids is on 14/02/2020 at 10:00 am in the procurement Office of the IPAR-RWANDA.