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TENDER NOTICE
N0:001/IT/AGL/2015
N0:001/IT/AGL/2015
DESIGNING OF HOTEL MANAGEMENT WEB BASED
APPLICATION
APPLICATION
1.
Background
Background
Akagera Game Lodge is located along the
Southern side of Akagera National Park in Kayonza District. The Akagera
National Park is easily accessed via Kabarondo-Rwinkwavu Road, is endowed w
Southern side of Akagera National Park in Kayonza District. The Akagera
National Park is easily accessed via Kabarondo-Rwinkwavu Road, is endowed w
ith
rich savannah vegetation and is home to several species of wild game like
impalas, giraffes, waterbucks, buffalos, elephants, antelopes, hippos,
crocodiles, baboons, leopards, etc. It also has spectacular views of Lake Ihema
bordering Tanzania. Akagera National park is the second biggest tourist
attraction in Rwanda. Therefore, AGL offers a unique opportunity for tourists
to enjoy a tranquil and relaxing stay in the Park while sampling the flora and
fauna that is on offer in the game park.
With its 60 rooms including an
executive suite and others facilities like: Restaurant, Bar and conference
halls. As well as outdoor facilities: swimming pool, tennis courts. AGL
is the ideal gate-away for the nature loving.
executive suite and others facilities like: Restaurant, Bar and conference
halls. As well as outdoor facilities: swimming pool, tennis courts. AGL
is the ideal gate-away for the nature loving.
With the desire to use technology
advantages to improve the organization capacity, update of information,
statistics and a efficient hotel Management, AGL is seeking a consultant to
design, test and train the users on his Hotel Management software.
advantages to improve the organization capacity, update of information,
statistics and a efficient hotel Management, AGL is seeking a consultant to
design, test and train the users on his Hotel Management software.
That software must be Manageable,
scalable, stable, reliable, secured and hosted.
scalable, stable, reliable, secured and hosted.
‐ Manageable: the objective is to
have tools and mechanisms to manage and monitor different activities of hotel:
Accommodation, Food and Beverage
have tools and mechanisms to manage and monitor different activities of hotel:
Accommodation, Food and Beverage
‐ Scalable: the system needs to
be scalable to support future changes due to progressive growth of the hotel
and the changes in hotel requirements.
be scalable to support future changes due to progressive growth of the hotel
and the changes in hotel requirements.
‐ Stable: The system must be
available every time to ensure the hotel business activities are not
interrupted.
available every time to ensure the hotel business activities are not
interrupted.
‐ Secured and Reliable: The system need to
contain all security features and provide access to all allowed users in order
to maintain the data and statistics integrity.
contain all security features and provide access to all allowed users in order
to maintain the data and statistics integrity.
–
Hosted: This software must have a link on our web site and have the same
domain.
Hosted: This software must have a link on our web site and have the same
domain.
2.
System functionalities
System functionalities
It is expected that the Hotel
Management software application will comprise, but not limited to, the
following core functionalities:
Management software application will comprise, but not limited to, the
following core functionalities:
- The
system is Software developed with the latest technology to interface high
productivity, easy use and authentication capabilities of users. - The
system accommodates interaction in networking within the hotel Departments
and mobile devices. - The
system has an integrated and reliable platform to secure hotel data and
guarantee users access. - The
system has capabilities of export data to a wide range of formats (excel
and pdf). - The
system offers the capabilities of recording, updating and transfer the
report to Sage System (accounting) as well as the backup.
This software must contain the modules
such as:
such as:
A) Front office and
Housekeeping
Housekeeping
B) Food and Beverage
(F&B outlets)
(F&B outlets)
C) Stock Management
D) HR Management
E) Cashier and
Marketing
Marketing
F) Import and
Export data module (for Reporting)
Export data module (for Reporting)
A. Rooms and
reservation Module
reservation Module
The First important activity of Hotel
is the management of Rooms and their reservations; this module will cover the
management of rooms and help to have all situation of each room.
is the management of Rooms and their reservations; this module will cover the
management of rooms and help to have all situation of each room.
ü Room reservation
ü Guest Data
ü Check in and Check out
ü Room billing and payment
ü Room Occupation (status of the
room)
room)
ü Contact Person and Address
ü Guest by sponsor (Company
or Tours operators or Institutions with Contract)
or Tours operators or Institutions with Contract)
ü Daily rate (Used by the hotel)
ü Etc…
REPORTING
- Reservations
(confirmed or not) - Guest
by Nationality ,Birthday or gender - Rooming
list (For Restaurant and bar, police, and auditors.) - Projection
on check in or out dates. - Accommodation
income - Financial
situation (by date, by room, by Client and currency) - Room
availability (by date, occupied, vacant and out of order)
B. Food
and Beverage Module
and Beverage Module
The Second important activity of Hotel
is F&B outlets and Catering; this module will manage the F&B Sales.
is F&B outlets and Catering; this module will manage the F&B Sales.
ü Bar and Restaurant Stock
ü Identification of the outlet
(Picnic, Lunch, dinner or on retreats)
(Picnic, Lunch, dinner or on retreats)
ü Product with different sales
measures ( Bottle, Tot, Glass or Bottles)
measures ( Bottle, Tot, Glass or Bottles)
ü Order by client (room
number or client name)
number or client name)
ü Assign waiters by table
ü Billing by (Cash, credit or LPO)
REPORTING
- Product
in stock (in and out) - Inventory
(monthly :chinaware, linen and equipment ) - F&B
sales (Daily, Monthly) - F&B
Sales (Number of Covers) - F&B
sales by mode of payment (Cash, Check, Visa, LPO and Mobile Money etc…..) - F&B
Daily Debt (Credit or LPO - Kitchen
covers - Complimentary
and Promotional F&B report
Stock Management Module
The stock module will manage the Main
Store of the hotel. Product in are categorized into different family such as:
Store of the hotel. Product in are categorized into different family such as:
ü Bar and Restaurant Products
ü Bar and Restaurant items
ü Kitchen products
ü Kitchen Equipment and
Accessories
Accessories
ü Office furniture
ü Housekeeping ( guest amenities,
cleaning products)
cleaning products)
ü Housekeeping (equipment and
linen)
linen)
ü Maintenance (Electricity and
Sanitation materials)
Sanitation materials)
ü Etc….
This module will generate a stock
situation automatically to avoid stock ruptures. To be linked with the hotel
daily operations.
situation automatically to avoid stock ruptures. To be linked with the hotel
daily operations.
REPORTING
- Stock
in by date - Stock
out by date - Stock
in and out between two dates - Product
Situation - Suppliers
contacts - Product
out by destination (Hotel Departments) - Unpaid
Bill Status (Suppliers) - Physical
inventory (monthly report) - Purchasing
Expenditure (by Department)
Etc….
D. HR
Management modules
Management modules
The module will manage all information
on Human resources on Recruitment:
on Human resources on Recruitment:
ü Personal information
ü Contract Category
ü Bank account
ü RSSB Contribution
ü Payroll
REPORTING
- Payroll
slip ( all or individual) - Retain
report (all or individual)
E.
Cashier and Revenues Accountant
Cashier and Revenues Accountant
This Manage the daily activities of the
Main cashier for cash in and out
Main cashier for cash in and out
ü Income Situation (Accommodation
and F&B)
and F&B)
ü Credit
ü Guest Invoices
ü Suppliers invoices
ü Etc….
F. Import and
Export data module
Export data module
The management of the Hotel has
Accountant software. (SAGE)
Accountant software. (SAGE)
This application should have an option
to import and export data to accountant software and others such as Excel and
PDF.
to import and export data to accountant software and others such as Excel and
PDF.
This application should be linked to
our website.
our website.
USER MANAGEMENT
The system will define tasks depends on
the user category and authorization
the user category and authorization
Each category will be granted a contain
rights depending on the hotel requirements.
rights depending on the hotel requirements.
REPORTING
The system must be flexible to add more
reporting depending on the needs of the hotel activities and Financial
Requirement.
reporting depending on the needs of the hotel activities and Financial
Requirement.
TRAINING
The Staff must be trained for free to
the Hotel.
the Hotel.
PRICING
Price should be negotiable after
selection
selection
BENEFITES
- The
Hotel must benefit one year guaranty with free support of the system. - The
Hotel must benefit a free training for all staff and help in
implementation - The
System must belong to the hotel forever, no need of licence. - The
hotel must benefit other upgrade of chosen modules in the system
Well printed bids written in
French or Englsh language in two separate envelope ( Technical and Financial
proposal ) addressed to General Manager of AGL, not later on 24th
/March/2015 at 10:00.
French or Englsh language in two separate envelope ( Technical and Financial
proposal ) addressed to General Manager of AGL, not later on 24th
/March/2015 at 10:00.
Done at KAYONZA on 16th
March,2015
March,2015
Charlotte MUKAKIGELI.
Genaral Manager of Akagera Game Lodge
