REQUEST FOR QUOTATION (RFQ)

( X ) URGENT / ( ) NORMAL

To: Whom it may concern       

From: African Institute for Mathematical Sciences

Our file ref.:   RFQ/AIMS RW/OPS/01/2023/08/14.

Date: 17/08/2023                              

Re: Lecturers accommodations, AIMS Rwanda

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Sir/Madam,

The African Institute for Mathematical Sciences (AIMS) is a pan- African network of centers of excellence for world class post-graduate training, research and outreach in Mathematical sciences that enables Africa’s talented students to become problem solvers and innovators capable of propelling Africa’s scientific, educational and economic self-sufficiency.

As such academic year, AIMS Rwanda intends to engage a legally registered company to provide professional annual accommodation to the lecturers for the period of one year (FY2023/2024 / Refer to the below sheet  ‘’schedule of lecturers arrivals’’).

TYPE OF SERVICE

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The African Institute of Mathematical Sciences of Kigali (AIMS Rwanda), will appreciate to have your best offer to accommodate lecturers (B&B and Airport transfers) according to the schedule below:

PERIOD / QUANTITY / (schedule of lecturers arrivals )               

Bedrooms shall be fully furnished for the mentioned period (cfr the schedule above) eventually.

renewable. AIMS Rwanda may change the number for less or more bedrooms while signing the

contract.

Specifications:

All offers to be to AIMS-NEI standard specifications, please see attached in Annexes 1-3.

Language:

All documents, markings and labelling should appear in English.

Required documents and certificates:

• Copy of Business registration, RDB certificate
• Copy of Tax Clearance
• Copy of Building Insurance
• Copy of security service policy
• Copy of facility rules & policy (if available)
• Valid power of attorney in favor of person authorized to sign the documents if asked.
• Detailed list of amenities included in the rental

Cost breakdown:

• Unit prices per accommodation unit including bed dimensions and bed count
• Transfer to airport and pick up will be including in the price
• taxes shown
• total gross price
• price should be net after deduction of any
• details of all services and amenities included to the

Currency:

All firm costs to be given in Rwandan Francs (RWF) only, VAT and all taxes inclusive.

Availability Date:

Quoted quantity of accommodations units to be available no later than 21^st August 2023, 11:00 am

Samples

Not required but to provide clear color pictures of each room and shared spaces for quoted    units.

Inspection

A mandatory site visit to be scheduled following the closing of the bid.

Payment

Refer to the AIMS-NEI General terms and conditions.

Insurance

Copy of building insurance to be provided with your bid.

All or None Clause:

Offers will be awarded based on their responsiveness to the requirements. Award will be made to the supplier that meets requirements stated in this RFQ.

AIMS reserve the right to:

• Make corrections to this
• Make appropriate adjustment for any other acceptable variations, deviations or omission; and to reflect discounts for the award or other price modifications
• Accept the whole or part of your offer and the lowest evaluated bid need not be      accepted

Special Requirements:

All documents should clearly state " Lecturers accommodations.

Deadline for Quotation:

The bidder shall send his offer no later than 21st August 2023, 11:00 am,

to the following email address../Downloads/%20accommodation.services@aims.ac.rw" href="https://wordhtml.com/Downloads/%20accommodation.services@aims.ac.rw" style="box-sizing: border-box; color: rgb(49, 158, 98); text-decoration: none; font-family: Roboto, sans-serif;">: accommodation.services@aims.ac.rw.

Offers not sent as such will be automatically disqualified from the tender process.

For further information:  Email: procurement.enquiries@aims.ac.rw

Terms and Conditions:

Please state in your offer your acceptance of attached AIMS-NEI General Terms and Conditions (Annex 3)

Thank you and best regards!

Prof Dr Sam YALA

AIMS Center President