REQUEST FOR QUOTATION (RFQ)

( ) URGENT / ( X ) NORMAL

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REQUEST FOR QUOTATION

The African Institute for Mathematical Sciences / AIMS RWANDA kindly request your best firm offer for the annual provision of laundry services AIMS Rwanda, Remera for an initial period of twelve months, with the option to renew annually.

The service provider will provide to AIMS Rwanda with laundry services of bedding materials and other clothing materials that are belonging to AIMS Rwanda and its guests.

The scope of work covers but not limited to the following:

• Dry cleaning and/or laundry services for the client bed sheets, curtains and other clothes materials;
• Collecting bed sheets, curtains and other clothes from the Client’s Premises;
• Returning/delivering the clean items after the mentioned period in the Purchase Order;
• Cleaning any other items as may be requested from time to time;
• Performing the services with the highest standards of professionalism with ethical competence and integrity;

Incoterm: Items to be delivered to the AIMS RWANDA, Plots#559-560-561, Kicukiro District, Niboye Sector, Nyakabanda Cell, PO BOX 7150, KG3 St, Tel (office): +250788312469 (Former Alpha Palace Hotel) Kigali - Rwanda.

Alternatives: N/A

Packaging: N/A

Weights and Dimensions (If applicable): N/A

Marking (if applicable): N/A

Language:

All documents, markings and labelling should appear in English

Labelling: N/A

Packing list (If applicable): N/A

Required documents and certificates:

The Bidder shall submit the following documents in its bid:

For be prequalified, the Bidders must supply the following administrative documents

1. Bid submission letter
2. Copy of RDB Certificate (Rwanda Development Board)
3. Valid tax clearance certificate or statement of arrears from RRA
4. Valid clearance certificate from Rwanda Social Security Board
5. Please state in your offer, your acceptance of attached AIMS-NEI Terms and General Conditions. Failure to do so may result in disqualification of your offer from further evaluation. (Refer to the annex 1)

For the technical analysis, the Bidders shall submit the following documents:

1. At least two (2) recommendations letter about similar Provide of laundry Services, with complex need from Two (2) different institutions;
2. List and pictures of current available equipment’s for laundry services;

For the financial offer, the Bidders shall submit the financial offer. Here, the Bidder must clearly mention:

• The cost for each item must include the collecting, returning and laundry and dry cleaning services for each specific item (Refer to the annex 2)

IMPORTANT: Your financial offer must include the following information

• Unit price before tax per item
• Total price with taxes

Currency: All firm costs to be given in Rwandan Francs (RWF) only. 

Period of contract: one (1) year

Distribution of documents and certificates

• Offers must be submitted in one full set (single PDF file with all pages arranged according to the listed order above).

Samples: Not required 

Inspection:

The delivery team from the Company will have to be work closely with the Representative of the Logistics & Facilities Department for an inspection of the clean item. The Company shall promptly replace any damaged cloth in case the item is considered unsatisfactory by the Client’s representative.

Liquidation Damage Clause (if applicable)

Please be advised that delivery after agreed contract period may be subject to a deduction from the invoice of 1% up to 5% of the total cost of the works.

Payment

Payments shall be made within 30 days after reception of the relevant invoice (with EBM + Laundry Services Material delivery note signed by AIMS Rwanda’ Logistics Representative and by the Laundry Service Company).

Validity: N/A

Insurance: N/A

All or None Clause:

• The successful bidder may be instructed to carry out work for AIMS Rwanda at any time after appointment.
• The costs are fixed for the duration of the contract
• Suppliers are invited to submit a tender, including all expenses, for providing the services as described in this document;
• Potential suppliers must meet their own costs of responding to this tender and any costs they incur in responding to this tender.
• The Bid shall be valid for 120 days
• AIMS Rwanda reserve the right to accept the whole or part of your offer and the lowest evaluated bid no necessarily need to be accepted. 

Special Requirements: N/A 

Conditions for submitting offers:

Bids in one full set (single PDF file with all pages arranged according to the listed order in “Required documents and certificates” above) must be sent no later than 5:00PM CAT on Monday 27^th May 2024 to laundryservices@aims.ac.rw

Only bids submitted to this email address will be considered.

Offers not addressed, packaged and sent as such will be automatically disqualified from the tender process.

Faxed bids will not be accepted.

Kindly address any request for clarification to:

Email: procurement.enquiries@aims.ac.rw

Confirmation :

Please acknowledge receipt of this document and indicate your intention to bid to this email: procurement.enquiries@aims.ac.rw

Thank you and best regards,

Prof Dr Sam YALA

Center President