RFP number: RFP- A2063RW01/2025

Service Required: Request for quotations “RFQ No A2063RW01/2025’’ for Office Security services at AKADEMIYA2063 (A2063) Headquarters located in Kicukiro – Kigali, Rwanda.

Submit proposal to: procurement.RW@akademiya2063.org

Method of submittal: Submit electronically to procurement.RW@akademiya2063.org with the subject heading clearly marked “A2063RW01/2025 Security services’’.

Issue Date: January 31, 2025

Deadline of tender document submission: February 9, 2025, at 12:00 AM (midnight)

DESCRIPTION OF ACTIVITY/SERVICE

Background

AKADEMIYA2063 is an international non-profit organization headquartered in Kigali, Rwanda, with a regional office in Dakar, Senegal. Established in January 2020, AKADEMIYA2063’s mission is to develop cutting-edge technical capacities across Africa to support African Union Member States in achieving Agenda 2063’s key goals—transforming national economies to foster growth and prosperity. AKADEMIYA2063 aims to meet the needs of African countries through data, analytics, and shared learning to ensure the effective implementation of Agenda 2063 and the realization of its outcomes by a critical mass of member states, driving expertise for the Africa we envision.

CRITERIA FOR SELECTION

AKADEMIYA2063 invites professional security companies operating in Rwanda to submit financial proposals for providing two (2) night security officers and one (1) day security officer at its Kigali headquarters located at City of Kigali, Kicukiro/ Niboye KK 341 St 22.

(a)Notes Financial proposals must be accompanied by:

• A valid trading license from the Rwanda Development Board (RDB) with at least three (3) years of experience in similar activities. Valid tax clearance certificates from the Rwanda Revenue Authority (RRA) and the Rwanda Social Security Board (RSSB). A valid registration certificate as a Private Security Company supported by a Rwanda National Police authorization certificate
• A summarized company profile that includes a list of at least five (5) reputable organizations where similar services are provided.
• At least three (3) recommendation letters or completion certificates from reputable institutions to demonstrate competency.

Participation in a scheduled site visit to AKADEMIYA2063 headquarters on Wednesday, February 4, 2025, from 10:00 AM to 4:00 PM, is recommended.

(b)Additional Notes

• The monthly cost should include salaries, uniforms, deployment equipment, and necessary record-keeping supplies for security officers.
• Submissions must include all quotations and supporting documents in a single PDF file with the subject line: “A2063RW01/2025 Security Services.” Proposals should be sent to procurement.RW@akademiya2063.org .
• Incomplete submissions will be excluded from the evaluation process.
• Notifications of the selection outcome will be provided in writing to successful bidders. Communication with unsuccessful bidders is at AKADEMIYA2063’s sole discretion.

(C) Other Important Notes

• AKADEMIYA2063 will provide shelter for security officers, and a one-year renewable contract will be established.
• The contractor will handle deductions and payments for pension contributions, maternity leave contributions to RSSB, PAYE to RRA, and applicable employment taxes.

The contractor must provide:

• Two (2) permanent security officers during the night and one (1) during the day, from Monday to Sunday.
• Assign a supervisor to conduct at least three (3) visits weekly. The visits should be planned for both day and night.
• Demonstrate capacity to handle security emergencies and other auxiliary services. This will be evidenced by the ability to provide security alarm response, existence of security surveillance services and equipment and demonstratable collaboration with security agencies.
• Monthly EBM invoices must be submitted for payment processing.

(d) Security officers’ qualifications

• Must have at least two (2) years of experience in Security Services.
• Must speak Kinyarwanda, English or French
• Must have completed secondary school.
• Must be physically and mentally fit for the role.

(e) Submission Deadline

All proposals must be submitted by February 09, 2025, at 12:00 AM (midnight). Late submissions will not be considered.

For further information or to schedule a site visit, please contact us at +250 788 318 315.

Issued at Kigali on January 31st, 2025.

Amos Kimebur

Director of Finance and administration