REQUEST FOR QUOTATION (RFQ) 

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REQUEST FOR QUOTATION 

The African Institute for Mathematical Sciences (AIMS) Rwanda now is hiring eligible , qualified and potential bidders to submit their bids for the tender of Construction works related to set up a new academic incubator at AIMS Rwanda, Remera, located at the below address:

AIMS RWANDA, Plots#559-560-561, Kicukiro District, Niboye Sector, Nyakabanda Cell

PO BOX :7150, KG3, St, Tel (office) +250788312469 (Former Alpha Palace Hotel) 

N.B: There shall be a mandatory preliminary visit on Monday 23rd/10/2023 at 10h00 a.m led by the AIMS Facility Manager. 

Type and Quantity 

• Cfr the BOQ/ Setting up of an academic incubator and at AIMS Rwanda (Lot1&Lot 2) (Annex B)

Alternatives:

Alternative specifications must be confirmed by AIMS RWANDA in writing before the bid submission deadline. Alternative specifications not confirmed as such will not be considered.

AIMS-RWANDA will compile the questions received. 

AIMS-RWANDA may, at its discretion, respond to a question to all other invited bidders at once.

Labelling:
All packaging should be clearly marked “Fragile Handling”(Not applicable) 

Required Administrative documents:

1. The letter of submission of the tender correctly filled, signed and sealed
2. Business registration certificate(RDB).
3. Valid tax clearance certificate from Rwanda Revenue Authority (RRA).
4. Valid RSSB clearance certificate
5. Site visit certificate signed by the representative of AIMS Rwanda /Facility Manager
6. Schedule of the works (Work plan in 18 days)
7. Signed and stamped AIMS -NEI general terms and conditions (Annex A) / (by the bidder) 

Required Technical documents:

1. At least three (3) Certificates for successful completion of constructions work ,service from 3 different institutions for previous five years.
2. Signed and stamped BOQ (Annex B) / (by the bidder) 

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). 

Cost breakdown:

Total price (sum of all items) VAT inclusive ( see BOQ form, Annex B)

Currency: Rwanda francs only.  

Payment Process 

• The payment process will be discussed while negotiation with the potential contractor .
• In aims to have a security against defaults or defective works , a retention of 10% from the total contract amount will be applied as Retention Guaranty and should be returned after three (3) months at the factory of AIMS Rwanda (signed final handover)

Delivery Date:

All works should be finalized no later than eighteen (18) days after a signed or upon receipt of a purchase order.

Samples: Refer to the BOQ             

Delay of works

Please be advised that delivery after the agreed schedule shall be subject to a penalty with deduction from the invoice of 0.2%of the  value of the contract.

This penalty will not have to exceed 10 % of the contact amount. 

Payment

Within 30 days of service delivery alongside with its related supporting documents to AIMS Rwanda, the vendor shall be paid according to AIMS Rwanda payment procedures.

Validity:    
Your offer must remain valid until 60 days after issue of this RFQ, before which a Purchase Order, if placed, should be accepted by you 

All or None Clause:  

Vendors are required to bid for both two (2)  lots  (mandatory) and items description in this RFQ. AIMS Rwanda reserves the right to accept the whole or part of your offer and the lowest price need to be accepted. 

Bid Acceptance: 

AIMS Rwanda may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by AIMS Rwanda  at its own initiative or in response to a clarification requested by a prospective supplier. Please note that AIMS Rwanda is not bound to select any of the firms submitting bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract
will be awarded to the bid considered most responsive to the AIMS Rwanda needs, as well as conforming to AIMS-NEI’s general principles, including economy and efficiency and best value for money. 

Special Requirements: 

• Quotations submitted after the submission deadline shall not be accepted.
• AIMS reserves the right to reject any or all bid proposals, or to cancel the bidding process.
• AIMS does not guarantee any contract as a result of this invitation.
• IMPORTANT: All enquiries regarding information on this RFQ must be submitted in writing to incubator.enqueries@aims.ac.rw

Note that no bid should be submitted to incubator.enqueries@aims.ac.rw

• After this RFQ has been released, contact between a Vendor and AIMS-NEI is prohibited, except for the afore-mentioned purposes. Violation of this clause may result in rejection of the
  bid 

Conditions for submitting offers: 

Bids in one full set single PDF file must be sent no later than 5 pm Kigali time on Friday 27^th October 2023 to incubator@aims.ac.rw 

Only bids submitted to this email address will be considered.

Terms and Conditions:

Please state in your offer that you have accepted the attached AIMS-NEI Terms (Annex A) and General Conditions by signing each page.

Thank you and best regards,

Prof.  Dr.  Sam YALA

AIMS Rwanda Centre President