​​​​​​​Tender Notice for Supply, Delivery& Installation of Air Condition

TENDER NOTICE 

SUPPLY, DELIVERY& INSTALLATION OF AIR CONDITIONING 

UNITS 

Tender Reference No.: EH/MAINT/2026/10 

Date Issued: 29/10/2026 

Deadline for Submission 09/11/2026 

Time: 10:00AM 

Mantis Epic Hotel & Suites invites eligible and qualified suppliers to submit bids for the supply, delivery and installation of Air Conditioning Units as maintenance materials as per the attached detailed list. This tender is open to all local eligible bidders as defined in the procurement plan of the Hotel. 

1. Scope of Supply 

The items to be supplied include but are not limited to: 

18,000 BTU Duct Unit - Quantity: 10 Units 

24,000 BTU Duct Unit - Quantity: 7 Units 

Annex I to this tender document provides the full list of items with specifications, quantities, and preferred brands. 

2. Bid Requirements 

Interested bidders must submit the following documents: 

• Company profile and relevant experience in supplying similar goods 
• Copy of valid business registration certificate 
• Tax clearance certificate
• Financial proposal including unit prices, total cost, and delivery terms 
• Technical proposal confirming compliance with specifications and brand requirements 
• Delivery schedule (indicating ability to deliver to Epic Hotel & Suites) 

3. Delivery Location 

All items shall be delivered to: 

Mantis Epic Hotel & Suites, Nyagatare District, Eastern Province, Rwanda 

4. Evaluation Criteria 

Bids will be evaluated based on: 

• Compliance with technical specifications 
• Competitive pricing 
• Delivery timeline 
• Experience and references 
• Warranty and after-sale assist 

5. Submission and Opening of Bids 

Submission, Sealing and Marking of Bids 

Bidders should submit their bids into sealed envelopes. 

Bidders submitting bids by hand, shall enclose the original and each copy of the Bid, including alternative bids, if permitted in accordance with ITB, in separate sealed envelopes, duly marking the envelopes as 

"ORIGINAL" and "COPY." These envelopes containing the original and the copies shall then be enclosed in one single envelope. The rest of the procedure shall be in accordance with ITB. 

The envelopes containing the original and the copies shall be enclosed in one single envelope: 

(a) The inner envelopes shall bear the name and address of the Bidder; 

6. Deadline for Submission of Bids 

Bids must be received by the Procuring Entity at the address and no later than the date and time specifiedin the BDS. after the bid submission deadline date prescribed by the Purchaser. A bid valid for a shorter period shall be rejected by the Procuring Entity as non-responsive. 

7. Bid Opening 

The Procuring Entity shall perform the bid opening in public at the address, date and timespecified in the BDS. 

Only envelopes that are opened and read out at Bid opening shall be considered further. 

All other envelopes shall be opened one at a time, reading out: the name of the Bidder and whether there is a modification; the Bid Prices, including any discounts and alternative offers; the presence of a Bid Security or Bid-Securing Declaration, if required; and any other details as the Procuring Entity may consider appropriate. Only discounts and alternative offers read out at Bid opening shall be considered for evaluation. No Bid shall be rejected at Bid opening except for late bids, in accordance with ITB. 

8. Comparison of Bids 

The Procuring Entity shall compare all substantially responsive bids to determine the quality and lowest-evaluated bid, Quality in accordance with ITB 

9. Post-qualification of the Bidder 

The Procuring Entity shall determine to its satisfaction whether the Bidder that is selected as having submitted the quality and lowest evaluated and substantially responsive bid is qualified to perform the Contract satisfactorily 

The determination shall be based upon an examination of the documentary evidence of the 

Bidder's qualifications submitted by Bidder, pursuant to ITB 

10.Procuring Entity's Right to Accept Any Bid, and to Reject Any or All Bids 

The Procuring Entity reserves the right to accept or reject any bid, and to annul the bidding process and reject all bids at any time prior to contract award, without thereby incurring any liability to Bidders. 

11.Award of Contract Award Criteria 

The Procuring Entity shall award the Contract to the Bidder whose offer has been determined as the quality and lowest evaluated bid and is substantially responsive to the Bidding Documents, provided further that the Bidder is determined to be qualified to perform the Contract satisfactorily. 

12. Procuring Entity's Right to Vary Quantities at Time of Award 

At the time the Contract is awarded, the Procuring Entity reserves the right to increase or decrease the quantity of Goods and Related Services originally specified, Schedule of Requirements, provided this does not exceed the percentages specified in the BDS, and without any change in  the unit prices or other terms and conditions of the bid and the Bidding Documents. 

13. Notification of Award 

Before the expiry of the bid validity period, the Procuring Entity shall simultaneously notify the successful and the unsuccessful bidders of the provisional outcome of the bids evaluation. 

The notification shall specify that the major elements of the procurement process would be made available to the bidders upon request and that they have seven (7) days in which to lodge a protest, if any, before a contract is signed with the successful bidder. 

The successful bidder may be required to deliver performance security in accordance with the procurement regulations. Such a security shall not exceed 10% of the contract Price; 

Upon signature of a contract, the Procuring Entity shall finally notify other bidders that their bids were not successful and will discharge their bid security, pursuant to ITB 

Until a formal Contract is prepared and executed, the notification of award shall constitute a binding Contract. 

The written contract shall base on the bidding document, the successful bid, any clarification received and accepted, and any correction made and negotiations agreement between the Procuring Entity and the successful bidder. 

14. Signing of Contract 

Promptly after notification, the Procuring Entity shall send the successful Bidder the Agreement and the Special Conditions of Contract. After receipt of the Agreement, the successful Bidder shall sign, date, and return it to the Client. 

15 Performance Security 

After receipt of notification of award from the Procuring Entity, the successful Bidder, if required, shall furnish the Performance Security in accordance with the GCC, using for that purpose the Performance Security Form included in Contract forms, or another Form acceptable to the Procuring Entity. 

A.18,000 BTU DUCT UNIT'S SPECIFICATIONS 

1. General Requirement 

Supply, delivery, and installation of Daikin Brand Duct Split Air Conditioning Units. 

Annex I 

2.TECHNICAL SPECIFICATIONS FOR 18,000 BTU DUCT UNITS 

• Model Type: Duct / Concealed Ceiling Unit 
• Capacity: 18,000 BTU/1.5 Ton 
• Power Supply: 220-240V/1Ph / 50Hz  
• Refrigerant: R-410A (Eco-friendly) 
• Energy Efficiency: High EER, Inverter Technology 
• Cooling & Heating: Both (Heat Pump) 
• Air Flow: Low noise, high static pressure 
• Control: Wireless Remote Control + Wired Wall Controller 
• Warranty: Minimum 1 year full, 5 years on compressor 
• Accessories Included: Indoor Unit, Outdoor Unit, Remote, Copper piping kit up to 15 meters, Drain pipe, Installation brackets 

B. 24,000 BTU Duct Unit - Quantity: 7 Units 

• Model Type: Duct / Concealed Ceiling Unit 
• Capacity: 24,000 BTU/2.0 Ton 
• Power Supply: 220-240V/1Ph / 50Hz 
• Refrigerant: R-410A (Eco-friendly) 
• Energy Efficiency: High EER, Inverter Technology 
•  
• Cooling & Heating: Both (Heat Pump)  
• Air Flow: Low noise, high static pressure 
• Control: Wireless Remote Control + Wired Wall Controller 
• Warranty: Minimum 1 year full, 5 years on compressor 
• Accessories Included: Indoor Unit, Outdoor Unit, Remote, Copper piping kit up to 5 meters, Drain pipe, Installation brackets 

3. General Conditions for Both Types 

1. Supplier to deliver proof of authenticity and warranty certificate. 
2. Installation, testing, and commissioning to be done by the supplier. 4. Supplier to deliver after-sales service. 
3. Supplier to deliver Training 
4. Site visit (suppliers are allowed to visit the site within a week before submission of bids from Monday to Wednesday at 09:00am to 04:00pm) 

NB, INCOTERMS TO BE USED 

DDP: (Delivered Duty Paid): Seller delivers to destination; handles all import duties/taxes; maximum seller responsibility. 

16. Additional Information 

Mantis Epic Hotel & Suites reserves the right to reject any or all bids 

without assigning any reason. 

For any clarification, please contact the procurement team on 

0788891771 

Mutesi Apophia 

Procurement Officer 

Approved by: 

General Manager 

Van Leent Martijn