REQUEST FOR PROPOSAL FOR GYM AND RECREATIONAL FACILITITY MANAGEMENT SERVICES

REQUEST FOR PROPOSAL FOR GYM AND RECREATIONAL FACILITITY MANAGEMENT SERVICES Release Date: 7th November, 2014 Last date for receipt of bids: 10.00am on 24th November, 2014 Page 1 of 9

GENERAL INFORMATION AND NOTICE International Livestock Research Institute (ILRI) located on Old Naivasha Road in Kabete is currently constructing a Gym and recreational facility with a total area of 525 Sqm. ILRI would like to appoint a qualified company to manage this facility on their behalf. SECTION 1 INVITATION TO TENDER 1.1 ILRI invites sealed tenders from eligible bidders for the Provision of Gym and Recreational facility management services detailed below in the Requirements section. 1.2 Prices quoted should be exclusive of all taxes and must be expressed in Kenya shillings and shall remain valid for (90) days from the closing date of the tender. 1.3 Completed tender documents in two hard copies and a soft copy are to be enclosed in plain sealed envelopes, marked Provision of Gym and Recreation Facility Management Services and addressed to: THE TENDER BOX INTERNATIONAL LIVESTOCK RESEARCH INSTITUTE OLD NAIVASHA ROAD, KABETE P.O. Box 30709-00100, NAIROBI. and be deposited in the tender box provided at the ILRI main gate or before 10:00am on 24th November, 2014. All enquiries should be addressed to t.nyanamba@cgiar.org; and j.chege@cgiar.org SECTION 2 - INSTRUCTIONS TO TENDERERS 2.1 Cost of tendering 2.1.1 The Tenderer shall bear all costs associated with the preparation and submission of its tender, and ILRI will in no case be responsible or liable for those costs, regardless of the conduct or outcome of the tendering process. 2.2 Contents of tender documents 2.2.1 The Tenderer is expected to examine all instructions, forms, terms, and specifications in the tender documents. Failure to furnish all information required by the tender documents or to submit a tender not substantially responsive to the tender documents in every respect will be at the tenderer s risk and may result in the rejection of its tender. Page 2 of 9

2.3 Clarification of Documents 2.3.1. A prospective candidate making enquiries of the tender document may notify ILRI in writing or by post, fax or email at the entity s address indicated in the Invitation for tenders. ILRI will respond in writing to any request for clarification of the tender documents, which it receives no later than seven (7) days prior to the deadline for the submission of tenders. Written copies of the ILRI s response (including an explanation of the query but without identifying the source of inquiry) will be sent to all prospective tenderers who have received the tender documents. 2.3.2. ILRI shall reply to any clarifications sought by the tenderer within 3 days of receiving the request to enable the tenderer to make timely submission of its tender. 2.4 Amendment of documents 2.4.1. At any time prior to the deadline for submission of tenders, ILRI, for any reason, whether at its own initiative or in response to a clarification requested by a prospective tenderer, may modify the tender documents by issuing an addendum. 2.4.2. All prospective tenderers who have obtained the tender documents will be notified of the amendment by post, fax or email and such amendment will be binding on them. 2.4.3. In order to allow prospective tenderers reasonable time in which to take the amendment into account in preparing their tenders, ILRI, at its discretion, may extend the deadline for the submission of tenders. 2.5 Tender Prices 2.5.1. The tenderer shall indicate on the Price schedule the unit prices where applicable and total tender prices of the services it proposes to provide under the contract. 2.6 Tender Currencies 2.7.1. Prices shall be quoted in Kenya Shillings. 2.7 Taxes 2.8.1 ILRI is duty and VAT exempt. All the invoices supplied to ILRI will be less the applicable VAT. ILRI will issue the supplier with a VAT exemption certificate against each invoice. 2.9 Tenderers Eligibility and Qualifications. 2.9.1. The documentary evidence of the tenderers qualifications and experience to perform the contract if its tender is accepted shall establish to ILRI s satisfaction that the tenderer has the financial and technical capability necessary to perform the contract. Page 3 of 9

2.10 Format and Signing of Tender 2.10.1. The tenderer shall prepare and submit two copies of the tender. 2.10.2 The tender document shall be typed or written in indelible ink and shall be signed by the tenderer or a person or persons duly authorized to bind the tenderer to the contract. All pages of the tender, except for un-amended printed literature, shall be initialled by the person or persons signing the tender. 2.10.3 The tender shall have no interlineations, erasures, or overwriting except as necessary to correct errors made by the tenderer, in which case such corrections shall be initialled by the person or persons signing the tender. 2.11 Deadline for Submission of Tenders 2.11.1 Tenders must be received by ILRI not later than 10.00 am on 24th November, 2014 2.11.2 ILRI may, at their discretion, extend this deadline for the submission of tenders by amending the tender documents, in which case all rights and obligations of the procuring entity and candidates previously subject to the deadline will thereafter be subject to the deadline as extended. 2.12 Modification and withdrawal of tenders 2.12.1 The tenderer may modify or withdraw its tender after the tender s submission, provided that written notice of the modification, including substitution or withdrawal of the tender s received by ILRI prior to the deadline prescribed for the submission of tenders. 2.12.2 No tender may be modified after the deadline for submission of tenders. 2.12.3 No tender may be withdrawn in the interval between the deadline for submission of tenders and the expiration of the period of tender validity specified by the tenderer on the Tender Form. 2.12.4 ILRI may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. 2.12.5 ILRI shall give prompt notice of the termination to the tenderers and will not give reasons for termination. 2.13 Clarification of tenders 2.13.1 To assist in the examination, evaluation and comparison of tenders ILRI may at its discretion, ask the tenderer for a clarification of its tender. The request for clarification and the response shall be in writing, and no change in the prices or substance shall be sought, offered, or permitted. Page 4 of 9

2.14 Award Criteria 2.14.1 ILRI will award the contract to the successful tenderer whose tender has been determined to be substantially responsive and has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified to perform the contract satisfactorily. 2.14.2 ILRI reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability to the affected tenderer or tenderers or any obligation to inform the affected tenderer or tenderers of the grounds for the procuring entity s action. If the procuring entity determines that none of the tenderers is responsive; the procuring entity shall notify each tenderer who submitted a tender. 2.14.3 A tenderer who gives false information in the tender document about its qualification or who refuses to enter into a contract after notification of contract award shall be considered for debarment by the centres from participating in future procurement. SECTION 3 - REQUIREMENTS Background Information ILRI is currently constructing a Gym and recreation facility with a total Sq. area of 525 Sqm. The completion date is 6 th January 2015. See attached drawings for the Gym layout Aerobics studio, Recreation space, changing rooms (fitted with lockers), reception and manager s office/fitness test room. Gym and Aerobics equipment will be provided by ILRI (see attached list of equipment). Contract duration: 3 years (Performance based on an SLA) Opening Hours: 6 am to 9 pm with both peak and off-peak sessions Scope of Work/ Terms of Reference ILRI Gym Operations The bidder must appoint a Gym Manager who will always be available during the ILRI Gym business hours on site (at the ILRI). The Gym Manager will be responsible for the following: Plan and manage daily activities and administration at the ILRI Gym. a. Keep and update inventory list of equipment and assets used at the facilities. b. Ensure that all equipment is handled in a responsible manner at all times. c. Ensure regular updates of incident reports and also ensure that copies are sent to the ILRI appointed representative. d. Daily inspection of all equipment and reporting all required maintenance ensuring the Gym and amenities are clean and safe and equipment is in a workable condition. Page 5 of 9

e. Maintain Gym member s records. (Membership payments, fitness test record) Interact and communicate with the ILRI Gym members in a way that will support all aspects of the health and fitness industry. Advise and ensure all members have a fitness assessment before using the gym. Maintain a safe and healthy training environment and support good health practices. Develop and manage a well-run and purposeful health and fitness training program. Ensure that the facilities are used by ILRI Gym members and at approved times only. To ensure that only qualified Trainers are appointed to render training services. Provision of appropriate gym music/videos and all other gym management related tools. Supervise all training activities within approved/ recommended standards and guidelines acceptable for the fitness training profession. Provide gym towel rental services at an additional fee. ILRI reserves the right to access any file, documents, and proof of all fitness trainers certifications. ILRI reserves the right, at its discretion, to institute ad-hoc hygiene inspection/audits by EOHS Department and/or any other relevant institution. SECTION 4 - PRESENTATION OF PROPOSALS The proposal should be submitted in two hard copies, bound, typed and completely printed. A soft copy should also be attached. The proposal is made up of three different sections: 1. Company Profile 2. Technical 3. Financial Proposal 4. Disclosure form and certification Page 6 of 9

COMPANY PROFILE 1.1 Please provide a copy of your company profile which should include the following: - Certificate of incorporation - PIN and VAT certificates - Tax compliance certificate 1.3 Provide comprehensive company certified audited financial statements for the last 3 years (if any). 1.4 A company organizational chart 1.5 A listing of your top 5 clients in the last five years (name, turnover, major types of services rendered) 1.6 A listing of your top 3 clients with whom you have an established contract. Please explain how long you have been working with them and the type of contract you have with them. Please provide a copy of the SLA you have with one of them. TECHNICAL PROPOSAL Requirement Comply Not Comply 1 Experience 1.1 The bidder must have experience in managing Gym facilities. Please provide details of Gym facilities that are currently Managed by your company. Indicated if the Gym facility is owned by your company or is managed on behalf of a client. Include the following information in your response: - Location - Facility Area in Square Meters - Current number of members - Years of service in the facility ILRI reserves the right to conduct site visits at such facilities. 2 Manager s Experience 2.1 The appointed Gym Manager must have at least two years experience in Managing Gym facilities. Please provide a detailed CV of the proposed Gym Manager; the CV must reflect the manager s relevant experience and qualifications within the fitness training industry and any accreditations by regulating bodies, where relevant. 3 Compliance Matters 3.1 The bidder and its employees will be required to comply with the ILRI Security System and Procedures. 3.2 The bidder will be required to implement a detailed Occupational Health and Safety Plan. Please provide a copy of a detailed Health and Safety Plan that you propose or have implemented elsewhere. 3.3 The bidder will be required to ensure strict adherence to the ILRI Corporate Gymnasium Rules and Regulations. Please provide a copy Page 7 of 9

of Rules and regulations of current Gym under your management. 3.4 All trainers and the Gym Manager must be fully uniformed when doing duties at the ILRI Gym for ease of identification on site. Please advise if this is normal practice in the gyms you manage and provide proof (if any). Note: Responses provided in terms of this statement of compliance should be substantiated in the columns provided, and where the space is insufficient, please add or refer to any additional annexures in your response dealing with this. The bidder must indicate (tick) their ability to do the following and substantiate as required Plan and manage daily activities and administration at the ILRI Gym. Indicate the systems and process you have in place in this regard. Develop and manage a well-run and purposeful fitness training program. This includes provision of all related training aids/ tools e.g. gym music/videos etc. Provide a detailed proposal of purposeful fitness training program. Ensure that only qualified fitness trainers are appointed to render Services. Indicate how fitness trainers will be sourced (recruitment strategy) Training classes available in your program. Provide details to include a weekly program. Please indicate minimum members per session for costing purpose. Examples include: Spinning Classes (Max 10 per class) Pilates Dance fit Workout Step And Strength Body Conditioning Yoga Classes Cardio-Box Zumba Core Conditioning Swimming aerobics Comply Comply partially Not Comply Substantiation Page 8 of 9

Supervise all training activities within recommended/ approved standards and guidelines acceptable for the fitness training Profession; ensuring that users are informed of how to use the Gym. Indicate what your Management approach will be in this regard. FINANCIAL PROPOSAL Notes: The Management Fee must include all costs related to the management of the ILRI Gym facility as outlined in the scope of work above. Indicate separately as per table below. The appointment; management and payment of staff manning the gym and fitness trainers will be the responsibility of the Gym Management Service Provider. A Detailed Cost Breakdown should be provided to indicate the proposed cost structure for the management fee of the gym. Please indicate your total bid price in Ksh.. (Please note that prices must be VAT exclusive) Cost Description Annual Fee (Kes) Gym Management Fee (Annual) Training Class Fee ( Monthly based on proposed weekly classes) Total Cost Page 9 of 9