Provision of Sports, Gym and Recreational Facilities and Services to RWAMREC Staff (Framework Contract)
Updated: 19 hours ago
RWANDA MEN’S RESOURCE CENTRE (RWAMREC)
Organization’s Name | RWANDA MEN’S RESOURCE CENTRE (RWAMREC) |
Project Name | Staff Sports, Gym and Recreation Scheme (Staff Wellbeing) |
Title of the tender | Provision of Sports, Gym and Recreational Facilities and Services to RWAMREC Staff (Framework Contract) |
Tender Method | Open Tender |
Submission deadline | November 24, 2026 |
Tender reference number | RWAMREC/TND/015/2026 |
TENDER NOTICE
Title of the tender: Provision of Sports, Gym and Recreational Facilities and Services to RWAMREC Staff (Framework Contract)
Rwanda Men’s Resource Centre (RWAMREC) would like to invite qualified bidders for the provision of sports, gym and recreational facilities and services to RWAMREC staff, as indicated in detail in the tender document.
Tender Documents/ instructions to bidders are detailed in the below table.
Well printed bids, properly bound and presented in 3 copies (one of which is the original), must reach the front secretariat offices at the RWAMREC office located in Gasabo – Kimironko, YYUSSA PLAZA building, not later than November 24, 2026 at 10:00 AM local time. Late bids will be rejected and returned unopened.
Bids will be opened in the presence of bidders or their representatives who choose to attend, at the RWAMREC Conference Room on November 24, 2026 at 10:20 AM local time.
The outer envelope should clearly indicate the tender name and title.
Done at Kigali on November 9, 2026
Fidèle RUTAYISIRE
Executive Director, RWAMREC
ABOUT RWANDA MEN’S RESOURCE CENTRE (RWAMREC)
Rwanda Men’s Resource Centre (RWAMREC) is a non-governmental organization dedicated to achieving gender equality by promoting positive masculinities and engaging men and boys as allies in preventing gender-based violence (GBV) in Rwanda. Founded in 2006 by nine members and legally established in 2008 under Ministerial Order No. 114/11 of 3/9/2008, RWAMREC emerged as a response to the critical need for men to actively participate in ending violent behaviors and reshaping traditional gender norms. The organization was born out of the recognition that gender equality efforts were often perceived as solely women’s issues, leading to resistance from some men who felt threatened by the empowerment of women. RWAMREC sought to address this by demonstrating that men, too, benefit from gender equality and have a vital role to play in fostering inclusive and equitable societies.
Since its inception, RWAMREC has evolved from a small local initiative into a nationally recognized organization, operating across the country. Its programs span four provinces and the City of Kigali, reflecting its growing reach and impact. The organization’s core mission remains centered on transforming harmful masculine norms, reducing violence against women and children, and fostering partnerships between men and women to advance gender justice. RWAMREC’s work is grounded in the belief that sustainable change requires the active involvement of men as advocates and role models for positive behavior.
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I. INSTRUCTIONS TO BIDDERS
Reference number | General |
1.1 | The Procuring Entity is: RWANDA MEN’S RESOURCE CENTRE (RWAMREC) |
1.2 | The name and identification number of the tender are: ● Provision of Sports, Gym and Recreational Facilities and Services to RWAMREC Staff (Framework Contract) ● RWAMREC/TND/015/2026 |
Contents of Bidding Document | |
1.3 | Clarifications may be requested not later than 3 days before the submission date. The address for requesting clarifications is: The Procurement Officer Tel: 0788315140 Email: info@rwamrec.org P.O. Box 5768, Kigali, Rwanda KG 11 Ave, YYUSSA PLAZA, Kimironko, 2nd Floor |
Preparation of Bids | |
1.4 | The language of the bid is English. |
1.5 | The Bidder shall submit the following documents in its bid: ● Bid submission letter and Price schedule, well printed and properly organized ● Copy of the Trading Licence / Certificate of registration (fitness / recreation business) ● A valid certified copy of the RSSB clearance certificate ● A valid copy of the RRA tax clearance certificate ● Three (3) references of similar assignments executed (certificates of good completion) ● List of the facility(ies) and/or partner-gym network offered, with physical locations covering RWAMREC duty stations (Kigali head office and district offices) ● Evidence of the required facilities and equipment (gym/fitness, swimming pool, aerobics/fitness class space, sauna), with photographs ● Proof of qualified fitness coach(es)/instructor(s) and, for the pool, a qualified lifeguard (CVs and certificates) ● Description of the membership-card and attendance-tracking/reporting system to be used ● A valid operating licence and evidence of health, safety and hygiene compliance for the facility(ies) Any other information that the bidder considers important to the award process should be provided. |
1.6 | Place of Services: In Kigali and out of Kigali (at RWAMREC duty stations). |
1.7 | Final destination: RWAMREC |
1.8 | The bid validity period shall be 90 days. |
1.9 | The number of copies should be 3 copies (one of which shall be the original). |
Submission and Opening of Bids | |
1.10 | The envelope shall bear the following additional identification marks: Provision of Sports, Gym and Recreational Facilities and Services to RWAMREC Staff The Executive Director, Rwanda Men’s Resource Centre (RWAMREC) P.O. Box 5768, Kigali, Rwanda KG 11 Ave, YYUSSA PLAZA, Kimironko, 2nd Floor KIGALI. |
1.11 | For bid submission purposes, the Procuring Entity’s address is: The Executive Director, Rwanda Men’s Resource Centre (RWAMREC) Situated at Kimironko, YYUSSA PLAZA, 2nd Floor The deadline for the submission of bids is November 24, 2026 at 10:00 AM local time |
1.12 | The bid opening shall take place at the CONFERENCE ROOM OF RWAMREC, on November 24, 2026 at 10:20 AM local time. |
Evaluation and Comparison of Bids | |
1.13 | Bid prices shall be expressed in Rwanda Francs (RWF). Bidders shall also indicate prices with taxes. |
The Tender Committee shall evaluate and compare the responsive bidders (a bid is responsive if it conforms to the requirements specified in the bidding document). The successful bidder shall be the lowest responsive/evaluated bidder. Note: Bidders who fail to submit all the documents required under Section 1.5 shall be deemed non-responsive. Consequently, their bids shall be disqualified and their price quotations shall not be evaluated. | |
II. BID SUBMISSION FORMS
2.1. Bid submission letter
[The Bidder shall fill in this letter in accordance with the instructions indicated in the data sheet.]
Date: [insert date (day, month, year) of Bid Submission]
Tender No.: RWAMREC/TND/015/2026
To: The Executive Director, Rwanda Men’s Resource Centre (RWAMREC)
We, the undersigned, declare that:
1. We offer to provide, in conformity with the Bidding Documents and in accordance with the delivery schedules specified in the Schedule of Requirements, the following services: provision of sports, gym and recreational facilities and services to RWAMREC staff (gym/fitness training, swimming, aerobics/fitness classes, sauna and coaching);
2. The total price of our Bid is: __________________ [insert the total bid price in words and figures, indicating the various amounts and the respective currencies];
3. Our bid shall be valid for the period of time specified in the tender document from the date fixed for the bid submission deadline and it shall remain binding upon us and may be accepted at any time before the expiration of that period;
4. We understand that this bid, together with your written acceptance thereof included in your notification of award, shall constitute a binding contract between us, until a formal contract is prepared and executed;
5. We understand that you are not bound to accept the lowest evaluated bid or any other bid that you may receive.
Signed: _______________ [signature and stamp of person whose name and capacity are shown]
In the capacity of: _______________ [legal capacity of person signing the Bid Submission Form]
Name: _______________ [complete name of person signing the Bid Submission Form]
Duly authorized to sign the bid for and on behalf of: _______________ [complete name of Bidder]
Dated on _______ day of ____________, 20____ [date of signing]
2.2. Price schedule
Note: quantities are RWAMREC estimates for a one-year framework contract and do not commit RWAMREC to a fixed volume; services will be ordered on a need basis. Bidders shall quote unit prices in RWF.
No | Description | Est. Quantity | Unit price (taxes incl.) | Total (taxes incl.) |
1 | Monthly gym & fitness-training membership per staff member (cardio + strength equipment, with qualified coaching) | 56 staff-months | ||
2 | Monthly swimming-pool access per staff member | 56 staff-months | ||
3 | Aerobics / group fitness class – monthly access per staff member | 56 staff-months | ||
5 | Personal / specialised coaching session | 12 sessions | ||
TOTAL | ||||
2.3. List of services and delivery schedule
No | Description | Est. Quantity | Final destination | Latest activation (days from Purchase Order) | Bidder’s offered date |
1 | Monthly gym & fitness-training membership per staff member (cardio + strength equipment, with qualified coaching) | 56 staff-months | RWAMREC head office & district duty stations | 2 working days | |
2 | Monthly swimming-pool access per staff member | 56 staff-months | RWAMREC head office & district duty stations | 2 working days | |
3 | Aerobics / group fitness class – monthly access per staff member | 56 staff-months | RWAMREC head office & district duty stations | 2 working days | |
4 | Personal / specialised coaching session | 12 sessions | RWAMREC head office & district duty stations | 2 working days |
2.4. Technical Specifications
The object of this tender is to establish a one-year framework contract for the provision of sports, gym and recreational facilities and services to RWAMREC staff at the head office in Kigali and at district duty stations, in support of the organisation’s staff-wellbeing scheme. The specifications below define the minimum technical characteristics of the services required.
1. Service model and geographic coverage
RWAMREC seeks a single provider able to deliver the services directly and/or through a network of partner facilities, so that every staff member can train close to their duty station. Coverage must include the Kigali and, as far as possible, the district locations where RWAMREC operates (for example Huye, Musanze, Ngoma, Rusizi/Kamembe, Nyagatare, Burera, Rubavu and Gakenke). Bidders shall list all facilities offered with their physical locations. Access shall be operated through a staff membership card.
2. Core services required
● Gym and fitness training – a maintained gym with functional cardio equipment (treadmills, exercise bikes) and strength equipment (free weights and resistance machines), supervised by a qualified coach.
● Swimming – access to a clean, hygienic swimming pool with a qualified lifeguard on duty during access hours.
● Aerobics / group fitness classes – scheduled, instructor-led group fitness sessions in a suitable, equipped space.
● Coaching – qualified instructor(s) available for guidance and, where requested, one-to-one or small-group coaching.
3. Facilities, equipment and hygiene
Facilities and equipment shall be functional, safe and well maintained. Each facility shall provide clean changing rooms, showers, lockers and drinking water, and shall maintain hygiene, sanitation and first-aid provision to acceptable standards. The provider shall hold a valid operating licence and comply with applicable health and safety requirements.
4. Access, hours and staffing
Access hours shall accommodate staff use immediately after working hours (the peak demand identified by staff) and, where possible, weekends. The provider shall assign a qualified fitness coach(es)/instructor(s) and, for pool services, a qualified lifeguard, and shall nominate an account manager as the day-to-day contact for RWAMREC.
5. Membership management and reporting
The provider shall operate a membership-card system and record attendance. It shall submit a monthly report to RWAMREC showing enrollment and usage per staff member and per location, to support performance monitoring. Two indicators shall be tracked from the outset: the enrolment rate (share of eligible staff enrolled) and the active-usage rate (share attending at least monthly).
6. Health, safety and safeguarding
The provider shall be accountable for the safety of RWAMREC staff while at its facilities and shall take responsibility for any accident arising from malfunctioning or misuse of facilities and equipment, and for damage to or loss of members’ property while at the facility, in line with the insurance provisions of the contract. The provider shall comply with RWAMREC’s Child Protection, PSEAH, Anti-Corruption/Fraud and Data Protection policies (Annexes 2–5) and sign the Declaration of Compliance.
7. Pricing and ordering
This is a framework contract based on unit prices (all taxes inclusive). RWAMREC will order services on a need basis (for example, monthly enrolment lists per location) through purchase orders; the estimated quantities in the price schedule do not commit RWAMREC to a fixed volume. Bidders shall quote unit prices in RWF as set out in Annex 1.
III. SAMPLE CONTRACT
This Contract enters into force on [insert the date], between Rwanda Men’s Resource Centre (RWAMREC), represented by ……………………………, the Executive Director, address: P.O. Box 5768, Kigali, Rwanda, Tel:....................................
and
[insert the company name] with TIN [insert TIN], office address [insert the address of the company], represented by [insert the name and position], Tel [insert the phone number], Email [insert the email], hereinafter referred to as “the Service Provider” on the other hand;
Whereas [the Service Provider] has qualified as the most responsive bidder to the tender for the provision of sports, gym and recreational facilities and services to RWAMREC staff;
Whereas the Service Provider is willing to provide the said services in accordance with the terms of reference,
Now therefore, the Parties hereby agree as follows:
Art. 1: Scope of the services
The Parties to the contract have agreed on this contract relating to the provision of sports, gym and recreational facilities and services to RWAMREC staff, as listed in Annex 1.
Art. 2: Duration of the Contract
The Parties agree that the Service Provider shall perform the services during a period of one (1) year, with the possibility of renewal on agreement by both parties if the Client is satisfied with the services. However, silence of the Client does not imply renewal of the contract.
Art. 3: Contract Price
The Parties to the contract have agreed that the prices applied depend on the unit prices quoted by the Service Provider as indicated in Annex 1, and will depend on the purchase order of the Client in relation to the requested service (framework contract). All applicable taxes are inclusive.
Art. 4: Delivery
The Parties agree that the services under this contract shall be activated not later than two (2) working days from the date of reception of the purchase order. Delivery shall be effective only when the requested services are put at the disposal of the Client’s staff at the agreed locations (RWAMREC head office and district duty stations).
Art. 5: Terms of payment
The Service Provider’s request for payment shall be made to the Client in writing, accompanied by invoices (EBM), delivery/attendance notes and a copy of the purchase order describing the services delivered. Payments shall be made promptly by the Client after submission of a valid invoice or request for payment and after the Client has accepted it. Payment shall be made to the account number [insert account number] opened at [insert the name of the Bank] under the name of [insert the name on the account].
Art. 6: Standards
The Service Provider guarantees to the Client that the services to be provided under this contract shall conform to the technical specifications and standards required by the Client.
Art. 7: Contract Documents
The Parties agree that the following documents shall constitute the Contract and each shall be construed as an integral part of it: (i) this Contract Agreement; (ii) Specifications; (iii) Price Schedule – Annex 1; (iv) Notification of Award; (v) Negotiation minutes (if applicable). In case of any discrepancy or inconsistency, the documents shall prevail in the order listed above.
Article 8: Compliance with RWAMREC Policies
The Service Provider shall comply with all applicable RWAMREC policies, including the Child Protection Policy and Procedures (Annex 2), the Prevention of Sexual Exploitation, Abuse and Harassment (PSEAH) Policy (Annex 3), the Corruption and Fraud Prevention Policy (Annex 4), and the Data Protection Policy (Annex 5). The Service Provider shall sign a Declaration of Compliance confirming that it has received, read, understood and agrees to comply with these policies throughout the duration of the Contract.
Art. 9: Replacement / remedy of non-conforming services
Where the provided service is found to be defective or non-conforming, the Service Provider undertakes to remedy or replace it immediately for services, at its own expense, and to be held liable upon failure to do so.
Art. 10: Obligation to correct defects
Where it is established that services or facilities were substandard, the Service Provider undertakes to correct the identified defects within the time agreed for that purpose, at no cost to the Client. If, having been notified, the Service Provider fails to remedy the defect within the specified time, the Client may take such remedial action as may be necessary at the Service Provider’s risk and expense.
Art. 11: Non-subcontracting
The Parties have agreed on non-subcontracting of either party’s obligations to a third party without consent from the other party; where this is agreed, it shall not relieve the Service Provider from any of its obligations, duties, responsibilities or liability under this Contract.
Art. 12: Notices
Any notice, request, consent or other communication between the Parties pursuant to this Contract shall only be in writing and shall be deemed to have been made when delivered in person to an authorized representative of the party to whom it is addressed. The Client shall, within a reasonable time, give its opinion on any matter properly referred to it in writing by the Service Provider so as not to delay the provision of any required service.
Art. 13: Language
The Parties agree that this contract between the Client and the Service Provider shall be in English.
Art. 14: Settlement of Disputes
In the event of a dispute related to the interpretation or application of this agreement or the breach thereof, the Parties shall first endeavour to reach an amicable settlement. If the Parties fail to reach such settlement within one month from the occurrence of the dispute, it shall be finally settled by one or two arbitrator(s) appointed by consensus of the parties. The arbitration shall take place in Kigali and the law of Rwanda shall apply.
Art. 15: Conditions for Termination
Termination for Default. The Client, without prejudice to any other remedy for breach of Contract, by written notice of default to the Service Provider, may terminate the Contract in whole or in part if the Service Provider fails to deliver any or all of the services within the period specified; fails to perform any other obligation under the Contract; or, in the judgment of the Client, has engaged in fraud and corruption in competing for or in executing the Contract.
Termination for Insolvency. The Client may at any time terminate the Contract by giving notice to the Service Provider if it becomes bankrupt or otherwise insolvent, without compensation to the Service Provider, provided that such termination will not prejudice any right of action or remedy accrued or accruing thereafter to the Client.
Termination for Convenience. The Client, by notice to the Service Provider, may terminate the Contract in whole or in part at any time for its convenience. The notice shall specify that termination is for the Client’s convenience, the extent to which performance is terminated, and the effective date of termination.
Signed at Kigali on ....../....../20...
Name: [Company Name] [Lead Title] Date: __________ Signature: __________ | Name: Fidèle RUTAYISIRE Executive Director, RWAMREC Date: __________ Signature: __________ |
ANNEX 1: Price Schedule
Bidders shall complete the “Unit price” column (all taxes inclusive). Estimated quantities are for a one-year framework contract and do not commit RWAMREC to a fixed volume.
Nº | Item description | Technical specifications | Unit | Est. Qty | Unit price (taxes incl.) |
1 | Gym & fitness-training membership | Full access to a maintained gym (cardio machines – treadmills/bikes; free weights and resistance machines); supervised by a qualified coach; changing room, showers and lockers | Per staff/month | 56 | |
2 | Swimming-pool access | Clean, chlorinated pool meeting hygiene standards; qualified lifeguard on duty during access hours | Per staff/month | 56 | |
3 | Aerobics/group fitness class | Scheduled instructor-led group fitness/aerobics classes in a suitable, equipped space | Per staff/month | 56 | |
4 | Personal/specialised coaching | One-to-one or small-group coaching by a certified fitness instructor | Per session | 12 | |
TOTAL | |||||
Annexes 2–5: RWAMREC Policies
Annex 2 – Child Protection Policy and Procedure: https://drive.google.com/file/d/1BfjafZBGlxWQZk9tWzu7RIdLe4iy1KH5/view?usp=drive_link
Annex 3 – Preventing Sexual Exploitation, Abuse and Harassment (PSEAH): https://drive.google.com/file/d/1GJc_iGsKSVDbgIqeDWNr2AF3hCHc13K6/view?usp=drive_link
Annex 4 – Corruption / Fraud Prevention Policy: https://drive.google.com/file/d/1gPJw5hRZi-5wfKBpeZtRixD0nXxWPIlq/view?usp=drive_link
Annex 5 – Data Protection Policy: https://drive.google.com/file/d/1ghm69_k87ey50g6qm9N7bi--p56ktoU4/view?usp=drive_link
Service Provider Declaration
I, [insert company name and represented by], the undersigned, hereby acknowledge that I have received, read, and understood the above policies and procedures of RWAMREC. I agree to comply with all applicable organizational policies and requirements throughout the duration of my engagement and to conduct my duties in a professional, ethical and responsible manner.
Name: __________________________
Signature: __________________________
Date: __________________________
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