Request for Proposal for Contract for the Supply and Maintenance of the Lightning Alert System

RWANDA ULTIMATE GOLF COURSE LTD

Company Code: 109031590

Request for Proposal for Contract for the Supply and Maintenance of the Lightning Alert System

Procurement Method: National Open Competitive Bidding 

Procurement Reference Number: 2026/NCB/LAS /RUGC/07

October 2026

Invitation No: 2026/NCB/LAS/RUGC/07

1. The Rwanda Ultimate Golf Course requests for a proposal for Tender; Supply and Maintenance of the Lightning Alert System, More details on the scope of work are provided in the technical specifications.
2. The Best selected Bidder will be selected based on the lowest-priced quotation, which is eligible and technically compliant with the procedures described in this RFP.
3. The RFP includes the following documents:

Section1 - Letter of Invitation.

Section 2 - Instructions to Bidders.

Section 3 - Technical Proposal and Financial Proposal. Section 4 - Technical Specifications.                                         

1. The RWANDA ULTIMATE GOLF COURSE LTD(RUGC) requests a proposal for the tender of Supply and Maintenance of the Lightning Alert System, during the financial year 2026.
2. You are requested to submit your bid electronically to the email:info@kigaligolf.rw/ procurement@kigaligolf.rw   and hard copyto Kigali Golf Course Board room; KG 548 Street & KG 13 Avenue| P.O Box 1919 Kigali-Rwanda the no later   than28th October 2026 at 10:00
3. Your bid should be compiled by the following documents:
4. Photocopy of trading license having the activity bided for as its main activity
5. Testimonial of tax clearance from RRA.
6. Testimonial of debt clearance from Rwanda social security board
7. Proof of purchase of the tender document (10,000 RWF), to be paid to account number00040-06992621-27 (Bank of Kigali), in the name of RUGC.
8. Declaration of Commitment letter.
9. Detailed description of the essential technical characteristics of the goods to be provided establishing conformity to technical specifications.

It is in this regard that we invite you to submit your quotations, and all bids will be sent to RUGC Email:info@kigaligolf.rw and Procurement@kigaligolf.rwprocurement not later than28th October 2026 at 10:00 AM.

1. Enquiries regarding this tender may be addressed to Email:info@kigaligolf.rw/ Procurement@kigaligolf.rw. or Tel: 252 500 000.

1. Introduction

Bidders are invited to submit a Technical Proposal and a Financial Proposal, as  specified in these Instructions to the Bidders.

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

1. Administrative

The Bidder shall submit the following documents:

1. Photocopy of trading license having the activity bided for as its main activity
2. Testimonial of tax clearance from RRA.
3. Testimonial of debt clearance from Rwanda social security board
4. Proof of purchase of the tender document (10,000 RWF), to be paid to account number00040-06992621-27 (Bank of Kigali), in the name of RUGC
5. Declaration of Commitment letter.
6. Criteria of technical and financial conformity.
   1. Detailed description of the essential technical characteristics of the goods to be provided establishing conformity to technical specifications.

Evaluation of Proposals

The evaluation of Proposals will be done as detailed below:

1. Preliminary examination to determine eligibility (as defined below) and administrative compliance to this tender on a pass/fail

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

1. Detailed Technical

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

1. Financial Proposal evaluation
   • An accurate and clear detailed summary of the cost of the financial proposal

4.  Best Evaluated Bid

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

5. 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 30 days against submission of your Invoice and  supporting documents following delivery of the goods.

The Rwanda Ultimate Golf Course Ltd will pay correctly addressed and undisputed  invoices within 30 days.

The essential information on the invoice for the RUGC is:

• A description of the product
• The invoice should be attached to the contract/Purchase
• Addressed to the finance department for
• The costs include VAT (if applicable).
• Bank details should be accurate and conform to the

6.  Award of Contract

The contract will be awarded after the evaluation of the Administration, Technical and Financial Proposal.

7. Taxes

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

8. Delivery period

The goods shall be delivered to RUGC within fifteen (15) days from the date of issuance of the Purchase Order, in accordance with the terms and conditions of the contract.

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.

10. Preparation of Proposals

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

11. Language

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

12. Technical Proposal

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

13. 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.

Supply, Delivery and Installation of Replacement Spare Parts for PREVISTORM® Electric Field Sensor/Lightening Alert System Installed at RUGC

1. Scope of work

The Supplier shall supply, deliver, and install the following, and deliver commissioning assist to restore full sensor functionality:

• perform a deep a detailed system inspection to diagnose the root cause of the failure and propose the most adequate solution
• PREVISTORM® Electric Field Sensor Motherboard, 24V , replacing the damaged unit identified in the site inspection.
• Associated connection cables, adapters, and consumables required for a complete, functional installation (e.g., RS232 to USB adapter cable, sensor connection cabling).
• On-site installation of the replacement part into the existing enclosure/mounting, reconnection to the system console, and verification of communication and readings.
• Basic operational training for the Organization's designated personnel on monitoring the console output and recognizing fault conditions.

2 Spare Part Specification (for Reference)

The Supplier shall confirm exact part numbers and compatibility with the existing PREVISTORM® installation prior to order confirmation.

1. Detailed technical specifications of PREVISTORM® Electric Field Sensor Motherboard, 24V.

Normative:

• IEC 62793:2016. CLASS A.
• EN 55011/22 (Radiated and Conducted)
• EN 61000-3-2, EN 61000-3-3
• EN 61000-4-3, EN 61000-4-4, EN 61000-4-5, EN 61000-4-6, EN 61000-4-8, EN 61000-4-11

Environmental:

• Operating temperature: -23ºC a +50ºC.
• Humidity: 0% a 100%.
• IP Level: IP65.

Construction:

• Operating principle: Electric Field Mill.
• Motor type: brushless.
• Material: Stainless steel and aluminium.
• Fixation: Direct insertion into the mast top.
• Weight: 1,85kg.

Electric:

• Cabling: 20 meters multi-via cable. Contact INGESCO for other lengths and customizations.
• Power:

 Standard model: 24V±10%@500mA(max).

 Extended model with de-icing: 48V±10%@2.0A(max).

• Communications interface: Isolated RS232, 57600, 8n1, Full-duplex.
• Signalling outputs: 2 isolated relay outputs.

Operation:

• Measurement range: ±100kVm-1.
• Resolution: 1Vm-1 (when operating at highest sensitivity).
• Precision: ±10Vm-1 (when operating at highest sensitivity).
• Data rate: 4 samples per second.
• Lightning detection range: up to 20km.
• Response time: 150ms (with data filtering disabled).
• Alarm levels: 4 (No alarm, Level 1, Level 2 and Level 3).

Options and extras:

• Power supply: Consult INGESCO.
• Customized cable: Contact INGESCO.
• De-icing and heaters: Available only for the 48V model. Recommended for installation in sites where snow and frost occur.
• Remote console: Console with LCD display, integrated power supply, and four (4) dry relay outputs. Contact INGESCO

specifying the product code “PREVISTORM® Thunderstorm Warning System MAD”

Jacobus Johannes Visagie,

General Manager