Tender Notice to Supply of Staff Uniforms at Mantis Akagera Game Lodge (Deadline: 3 October, 2025)

TENDER DOCUMENT: SUPPLY OF STAFF UNIFORMS

Tender Reference: UNIFM/AGL/2025/3

Date: 22/09/2025

1. INTRODUCTION

Mantis Akagera Game Lodge invites qualified and reputable local suppliers to submit sealed bids for the supply of staff uniforms for various departments within the Lodge. The successful bidder will be expected to deliver high-quality uniforms in accordance with the specifications detailed below:

2. UNIFORM REQUEREMENTS BY DEPARTMENT

2.1. FOOD & BEVERAGE DEPARTMENT

•  Black trousers for men and women — Cotton material
•  Blue shirts — Made in Rwanda
•  Black aprons

2.1.2. Technical Specifications for Food and Beverage Staff Uniforms

Bidders are required to supply high-quality uniforms for Food and Beverage (F&B) staff, tailored to the specific job functions and reflecting the image and branding standards of Mantis Akagera Game Lodge. Uniforms must be durable, comfortable, and easy to maintain, with appropriate sizing and labelling.

2.1.2. Uniform Items and Specifications

No.	Item Description	Quantity	Technical Specifications
1.	Black Trousers for Men	26	– Fabric: Polyester-cotton blend (65/35) – Color: Jet Black – Design: Straight cut, belt loops, zip fly, and button closure – Features: Wrinkle-resistant, reinforced stitching, side and back pockets
2.	Black Trousers for Women	12	– Fabric: Polyester-cotton blend (65/35) – Color: Jet Black – Design: Slim or regular fit with waistband and zip closure – Features: Wrinkle-resistant, side pockets, designed for mobility and comfort
3.	Green Shirts for Waiters/Waitresses	14	– Fabric: Breathable cotton-poly blend – Color: Light to medium green – Design: Long-sleeve, button-down with collar – Features: Fade-resistant, double-stitched seams, pen pocket optional
4.	Black Shirts for Waiters/Waitresses	14	– Fabric: Breathable cotton-poly blend – Color: black – Design: Long-sleeve, button-down with collar – Features: Same as green shirt
5.	Royal blue Shirts (Made in Rwanda) for Supervisors and Managers	4	– Fabric: Premium cotton or poly-cotton blend – Color: Royal blue – Design: Formal long-sleeve with stiff collar – Origin: Made in Rwanda certified label – Features: Elegant cut, double cuff option, breathable and iron-easy
6.	Black Shirts (Made in Rwanda) for Supervisors and Managers	4	– Same specifications as the blue shirt above – Color: Black – Must carry “Made in Rwanda” label
7.	Black Aprons	13	– Fabric: Heavy-duty cotton/polyester blend – Color: Black – Size: Free size (adjustable neck strap and waist ties) – Features: At least two front pockets, durable stitching, easy wash material

2.1.3. Additional Requirements

• All garments must be size assorted according to actual staff sizing (to be provided upon award).
• Bidders must indicate the country of origin and provide fabric swatches and sample photos.
• All shirts should allow for logo embroidery (if required later).
• Delivery shall include individual packaging, clearly labelled by staff name and size.
• Warranty/guarantee of stitching and fabric durability of at least 6 months is preferred.

2.2. KITCHEN DEPARTMENT

• Chef’s jackets : 40 pcs
• White aprons : 40 pcs
•  Black trousers : 40 pcs

Technical Specifications for Kitchen Staff Uniforms (Chef)

2.2.1. Uniform Type

• Style: Three-piece professional kitchen attire (chef coat, trousers, and hat)
•  Gender: Male and female designs
•  Use: Kitchen/food preparation staff in hotel and restaurant settings
• Appearance: Hygienic, clean, and formal chef presentation

2.2.2. Chef Coat

• Material: 65% polyester / 35% cotton twill, 220–240 GSM (breathable, durable, and easy to clean)
•  Color: White (standard hygiene color)

Design:

• Double-breasted with overlapping front
• Mandarin collar (stand-up chef collar)
•  Closure: 8-knotted buttons (double row) or concealed press buttons
  Pockets:
• chest pocket (left side),1 sleeve pen pocket (left sleeve)
• Sleeves: Long sleeves with turn-back cuffs (for rolling up)
• Ventilation: Mesh back or underarm vents for heat release (optional)
• Finish: Stain-resistant and crease-resistant coating

2.2.3. Chef Trousers

• Material: Same as chef coat or 100% cotton for additional comfort
• Color: Black, houndstooth, or checkered
• Fit: Relaxed fit for ease of movement
• Waist: Elastic waistband with drawstring or button fastening
•  Pockets: 2 side pockets + 1 back pocket
• Closure: Zipper fly with top button (optional)

2.2.4. Optional Accessories

Apron:

• Full-length or waist apron in black or white
• Material: Poly-cotton blend with pockets
•  Neckerchief(for executive chefs)

2.2.5. Functional Features

• Heat Resistance: Fabric tested for exposure to heat from kitchen appliances
• Mobility: Designed for extended hours of standing, bending, and moving
• Hygiene: Easy to wash, sanitize, and maintain
• Durability: High-stress seam reinforcement
• Compliance: Meets HACCP guidelines for kitchen uniforms

2.2.6. General Requirements

• Sizes: XS to XL (for both men and women)
• Colorfastness: Grade 4 after washing
•  Shrinkage: ≤ 2%
• Washability: Machine washable up to 60°C, bleach safe for whites

2..2.7. Technical Specifications for Kitchen Steward Staff Uniforms

2.2.7.1. Uniform Type

• Style: Two-piece functional workwear (shirt/tunic, rexine trousers) with an additional apron
• Gender: Male
• Use: Back-of-house cleaning, dishwashing, and kitchen sanitation tasks
• Appearance: Utility-focused, waterproof lower wear, and durable

2.2.7.2. Top Shirt or Tunic

• Material: 65% polyester / 35% cotton blend (poly-cotton), 160–180 GSM
• Color: Light grey or white (as per hotel branding)
•  Design: Straight cut, loose-fitting for ventilation
• Round neck or small stand-up collar
• Closure: Front buttons or hidden snap fasteners
• Sleeves: Short or long with optional elastic cuffs
• Pockets: One chest pocket (left side)
• Features: Breathable, quick-dry, and stain-resistant fabric

2.2.7.3. Trousers

•  Material: Black rexine (synthetic leather)
•  Lining: Inner fabric lining (soft cotton/polyester) for comfort
• Design: Straight-cut, full length
• Waist: Elastic waistband with drawstring or adjustable side tabs
• Pockets: None or waterproof inner pocket (optional)
•  Features: Waterproof and grease-resistant, easily wiped clean or washable, and non-stick surface for wet environments

2.2.7.4. Apron

• Material: Black rexine (PVC-coated synthetic leather)
• Design: Waist-length or full-body bib apron
• Neck Strap: Adjustable with buckle or fixed
• Waist Ties: Reinforced fabric or synthetic straps
• Pockets: Optional, one large front pocket
• Features: Waterproof and stain-resistant and Easy to disinfect and wipe clean

2.2.7.5. Functional Features

• Durability: Designed for frequent washing and daily exposure to water, chemicals, and waste
•  Hygiene: Anti-microbial and non-absorbent lower wear
•  Mobility: Comfortable upper fabric for active movements
• Ease of Cleaning: Trousers and apron can be wiped or washed; top is machine washable

2.2.7.6. General Requirements

• Logo Placement: Embroidered lodge/hotel logo on left chest of the shirt/tunic
• Sizes: XS to XXXL (unisex)
•  Colorfastness: Grade 4 after washing
• Shrinkage: ≤ 2% (poly-cotton)
•  Compliance: ISO 15797 (for industrial washing) & ISO 13688

• Steward shirts: 10 pcs
• Steward aprons: 10 pcs
• Steward black trousers : 10pcs

2.3. FRONT OFFICE DEPARTMENT

2.3.1. Technical Specifications for Front Office Staff Uniforms

2.3.1.1. Front Office & Reservations

• Trousers: 12 (Color: Dark Blue) polyester blend/ straight cu
• Skirts: 2 (Color: Dark Blue) polyester blend/ Knee-length pencil skirts
• Shirts: 12 (Color: Grey) Cotton/poly blend

Porters:

• Trousers: 4 (Dark Blue) polyester blend/ straight cut
• Shirts: 4 (Grey) Cotton/poly blend

2.3.1.2. Front Office Supervisor

• Trousers: 2 (Color: Grey) polyester blend/ straight cut
• Shirts: 2 (Color: Dark Blue) Cotton/poly blend

2.3.1.3. Front Office Manager

• Skirt: 1 (Color: Chocolate)) polyester blend/ straight cut
• Trousers: 1 (Color: Chocolate) polyester blend/ Knee-length pencil skirts
• Shirts: 2 (Color: Light chocolate) Cotton/poly blend

2.3.1.4. Drivers

• Trousers: 4 (Color: Black) polyester blend/ straight cut
• T-shirts: 4 (Color: Dark Blue with Mantis Logo) Polyester 100%

2.4. MAINTENANCE DEPARTMENT 

• • Trousers : 24 pcs
  • Shirts: 24 pcs

• Technicians’ uniforms (shirt + trousers) : 14 sets

2.4.1. Technical Specifications for Maintenance Staff Uniforms

2.4.2. Uniform Type

• Style: Industrial work wear sets (jacket and trousers)
• Design: Functional, utility-focused with multi-pocket configuration
• Gender: Unisex design (optional tailored fit for women)

2.4.3. Jacket Specifications

• Material: 65% polyester, 35% cotton twill (minimum 260 GSM)
• Color: Grey base with orange and black highlights (as shown)
• Collar: Turn-down collar with reinforced stitching
• Closure: Full front zipper with snap buttons for additional security
• Pockets: 2 upper chest pockets with flaps (one transparent ID/phone holder pocket), 2 lower side welt pockets
• Sleeves: Long sleeves with adjustable cuffs (snap-button closure)
• Reinforcements: Double stitching on stress points
• Reflective Trim (optional): For visibility during low-light conditions

2.4.4. Trouser Specifications

• Material: 65% polyester, 35% cotton twill (same as jacket)
• Color: Matching jacket (grey with orange accents)
• Design: Utility trousers with tool pockets
• Pockets: 2 standard side pockets and 2 detachable or fixed tool pockets (left and right side) with reinforced stitching and 2 back pockets (one with flap and button).
• Waistband: Elasticated sides for comfort and fit
• Closure: Zipper fly with button top
• Knee Reinforcement: Double-layer knee patches (optional padding)

2.4.5. Functional Features

• Tool Loops: Integrated side tool loops for maintenance tools
• Multi-compartment Tool Pockets: For screwdrivers, pliers, markers, etc.
• Fabric Treatment: Anti-fade, wrinkle-resistant, and easy-care finish
• Breathability: Ventilated panels or breathable fabric blend

2.4.6. General Requirements

• Durability: Withstands frequent industrial washing (up to 60°C)
• Shrinkage: ≤ 3%
• Color Fastness: Grade 4 minimum after washing
• Sizes: Full range (XS–XXXL)
• Logo Placement: Embroidered company logo on left chest of jacket and right trouser pocket (optional)
• Standards Compliance: ISO 13688 is a general requirement for protective clothing.

2.5. HOUSEKEEPING DEPARTMENT

• Black trousers : 36 pcs

• Shirts: 36 pcs

2.5.1. Technical Specifications for Housekeeping Staff Uniforms

Uniform Type

• Style: Two-piece formal service attire (blazer-style tunic and trousers/skirt)
•  Gender: Male and female variants
• Use: Indoor hotel housekeeping and guest-facing cleaning services
• Appearance: Elegant and professional, tailored fit

2.5.2. Female Uniform Specifications

2.5.2.1. Top (Blazer-style Tunic)

• Material: 65% polyester, 35% viscose blend, 180–200 GSM
• Color: Black with white or light grey trim accents
• Design: Fitted, darted for tailored silhouette and V-neckline or notch lapel
• Closure: Hidden zipper or button front closure
• Pockets: 2 lower side welt pockets
• Sleeves: 3/4 or long sleeves with elegant cuff detailing
• Additional Features: Breathable lining for comfort, stretch panels under arms

2.5.2.2. Bottom

• Option 1: Tailored trousers with elastic back waistband
• Option 2: Straight-cut skirt (knee length)
• Material: Same as top
• Color: Black
• Closure: Side zipper or back zipper with hook
• Lining: Optional lining in skirt

2.5.3. Male Uniform Specifications

2.5.3.1. Shirt/Blazer

• Material: Same blend (polyester-viscose)
• Color: Black with minimal contrast detailing
• Design: Tailored fit with lapel-style collar
• Closure: Button-down or concealed zipper
• Pockets: 2 side pockets
• Sleeves: Long with button cuffs

2.5.3.2. Trousers

• Material: Same as top
• Design: Straight leg tailored fit
• Closure: Zipper fly with hook/button
• Pockets: 2 side and 1 back pocket
• Waist: Elasticated back with belt loops

2.5.3.3. Functional features

• Comfort: Lightweight, breathable, wrinkle-resistant
• Mobility: Moderate stretch for ease of movement during cleaning tasks
• Washability: Machine washable, quick-dry fabric
• Durability: Fabric designed for daily wear and frequent washing

2.5.3.4. General requirements

• Logo Placement: Embroidered lodge/hotel logo on left chest or sleeve
•  Sizes: XS to XXXL (men and women)
• Colorfastness: Grade 4 minimum after washing
•  Shrinkage: ≤ 2%
• Compliance: ISO 13688 (Protective Clothing – General Requirements)

2.6. ADMINISTRATION & GENERAL DEPARMENT

• Brown shirts: 7 pcs
• Navy Blue shirts: 2 pcs
• Black trousers: 8 pcs
• Grey T-shirt: 10 pcs

2.6.1. Technical Specifications for Administration & General Uniforms

2.6.1.1. Traditional Long Sleeve Tunic Shirt – Brown

Design Style: Modern African formal wear
Material: High-quality cotton or polished cotton (optional spandex blend for stretch)
Color: Camel brown with patterned trim
Sleeves: Long sleeve with cuffs and button closure
Neckline: Round neck (crew neck)
Placket: Hidden button placket with decorative patterned strip
Pocket: One chest pocket (optional)
Fit: Tailored or slim fit
Closure: Front buttons (concealed under placket)
Details: Embellished contrast trim along the placket
Size Range: S – XXXL
Use: For formal finance department functions, external meetings, or special office days.

2.6.1.2. Traditional Long Sleeve Tunic Shirt – Navy Blue

Design Style: Minimalist modern African wear
Material: Twill cotton/poly-cotton blend
Color: Deep navy blue
Sleeves: Long sleeve with plain cuffs (button optional)
Neckline: Mandarin collar
Placket: Narrow hidden placket with 3-button closure
Pocket: Left chest slit pocket with subtle detailing
Fit: Fitted or regular fit
Closure: Buttons
Details: Clean, minimal design, suitable for day-to-day office wear
Size Range: S – XXXL
Use: Regular office attire for finance staff – formal and sleek look

2.6.1.3. Short-Sleeved Polo T-Shirt – Grey

Design Style: Classic polo shirt
Material: 100% pique cotton or cotton-polyester blend
Color: Olive green
Sleeves: Short sleeves with ribbed cuffs
Collar: Flat knit collar with 2-button placket
Logo: Optional custom embroidery (e.g., company logo on chest)
Fit: Classic or regular fit
Hem: Straight hem with side vents (optional)
Size Range: S – XL

2.6.1.4. Black Trouser specification

Fabric: Polyester-cotton blend (65/35)
Color: Jet Black
Design: Straight cut, belt loops, zip fly, and button closure
Features: Wrinkle-resistant, reinforced stitching, side and back pockets

3. SUBMISSION REQUIREMENTS 

Interested bidders must submit:

• The bid is opened to local suppliers only with a company profile, with valid business registration certificate and proof of experience in uniform supply.
• Tax Clearance certificate
• RSSB clearance certificate
• Fabric samples and catalogue/photos of proposed uniform types.
• Detailed price quotation (including VAT and delivery).
• Delivery timeline and warranty (if any).

4. SITE VISIT (OPTIONAL BUT RECOMMENDED)

Bidders are encouraged to visit the site to better understand the environment and sample view session to ensure conformity with style and fit expectations. Appointments can be scheduled via email: Valens.dusabumuremyi@mantiscollection.com or Telephone +250787242280.

5. DEADLINE AND CONTACT 

The site visit (Optional) is scheduled on :29/09/2025

Financial proposals submission deadline: 03/10/2025

Bids must be submitted to the following email addresses:

1. Valens.dusabumuremyi@mantiscollection.com

Copy to:

1. Daniel.nsengiyera@mantiscollection.com
2. Pacifique.nkurunziza@mantiscollection.com

6. Additional Information

Mantis Akagera Game Lodge reserves the right to reject any or all bids and is not bound to accept the lowest bidder.

THE MANAGEMENT

APPENDIX FOR THE UNIFORM PICTURES

1. KITCHEN STAFF UNIFORMS