REQUEST FOR QUOTATION (RFQ)

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REQUEST FOR QUOTATION

The African Institute for Mathematical Sciences / RWANDA kindly request your best firm offer for the Supply of Laptops for AIMS Rwanda located at Remera.

The tender comprises of Two (2) lots mentioned below and the participation to the competition is open on equal conditions to all companies specialized in the field. The said lots are as follows:

LOT 1: SUPPLY OF THIRTEEN LAPTOPS FOR AIMS RWANDA;

LOT 2: SUPPLY OF THREE LAPTOPS FOR AIMS RWANDA GERMAN CHAIR

N.B: The bidding company is allowed to bid for any or all lots separately. However, Documents required in the evaluation criteria need not to be submitted for each LOT. Submission with One LOT is enough. AIMS Rwanda has the right to reduce or increase the number of items of this Request for quotation.

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LOT 1: SUPPLY OF THIRTEEN LAPTOPS FOR AIMS RWANDA               

DEVICE MODEL: Dell Latitude 7430 Laptop (2-in-1)

Quantity: 13 

Incoterm:

Goods 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.

LOT 2: SUPPLY OF THREE LAPTOPS FOR AIMS RWANDA GERMAN CHAIR

DEVICE MODEL: Dell Latitude 7430 Laptop (2-in-1)

Quantity: 3

Incoterm:

Goods 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.

DELIVERY:  21 DAYS AFTER RECEIPT OF A PURCHASE ORDER

Alternatives:

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

Request for Clarification:

Bidders are required to submit any request for clarification or any question in respect of this RFQ by e-mail to procurement.enquiries@aims.ac.rw. No bid should be submitted to this address. Bidders are requested to keep all questions concise.

AIMS-NEI will compile the questions received. AIMS-NEI may, at its discretion, copy any reply to a question to all other invited bidders at once.

Packaging:

All goods must be packed suitable for air/land/sea transportation including rough handling to final destination.

Weights and Dimensions:

Please state type of packing, net and gross weights, size of cartons and cubic dimensions in your offer.

Marking

All packaging should be clearly marked “For Academic Use Only”

Language:

All documents, markings and labelling should appear in English.

Labelling:

All packaging should be clearly marked “Fragile Handling”

Packing list:

In/and outside each carton stating contents/quantity in English.

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 trade license issued by RDB (Rwanda Development Board)
3. Valid tax clearance certificate or statement of arrears from RRA
4. Valid clearance certificate from Social Security Funds of Rwanda
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 IT equipment’s from Two (2) different institutions;
2. Signed and stamped Technical Offer Form (Annex 2)

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

• The cost for each specific item including VAT (Refer to the annex 3) 

IMPORTANT: Your financial offer must include the following information 

• Unit price before tax per item
• Discount where applicable
• Price before taxes and charges (after deduction of any discounts)
• All applicable taxes
• Total price 

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

Period of contract:

• All goods to be delivered no later than 21 Days after a purchase contract is signed or upon receipt of a purchase order.
• Please state if goods are available ex-stock or state production/delivery lead time
• AIMS must be notified in writing if the shipment of the desired items will be delayed for any reason. 

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

A quality and quantity inspection shall be carried out upon delivery/installation. Any items which do not conform to the specifications and/or damaged goods will be rejected at the vendor’s expense. 

In the event that an item is deemed unacceptable, the vendor shall make return arrangements within five (5) days of being notified or permit AIMS to arrange for the return of the item(s). The vendor assumes the delivery expenses in this case.

Liquidation Damage Clause 

IMPORTANT: Please be advised that delivery/installation after the agreed schedule shall be subject to a deduction from the invoice of 0.2% per day for each day after the agreed delivery date up to 5% of the total cost CPT value of the contract. 

Payment

Within 30 days of date of handover of all goods and installations, and all supporting documents in good order to an authorized AIMS-NEI representative. The vendor shall accept payment in accordance with the payment procedures of Rwanda. 

Validity:

Your offer must remain valid until 30 days after the issue of this RFQ, before which a Purchase Order, if placed, should be accepted by you. 

Insurance

Vendor is responsible for all goods and materials until delivered and formally accepted by an authorized AIMS representative. 

All or None Clause:  

Bidders are required to bid for all lots in this RFQ. AIMS reserves the right to accept the whole or part of your offer and the lowest price need not be accepted. 

Bid Acceptance

AIMS-NEI 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-NEI at its own initiative or in response to a clarification requested by a prospective supplier. 

Please note that AIMS-NEI 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 needs, as well as conforming to AIMS-NEI’s general principles, including economy and efficiency and best value for money.             

Special Requirements:

• All documents should clearly state "For Academic Use Only"
• 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 enquiries@aims.ac.rw
• No bid should be submitted to enquiries@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.
• This is not a purchase order and this document should not be construed in any way as an offer to contract with your firm 

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 Kigali Time on MONDAY 06^th November 2023 to the following email: 

laptops2023@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. 

Confirmation:

Please send acknowledgement of receipt of this document, and your intention to bid to laptops2023@aims.ac.rw

Additional Terms and Conditions:

Please state in your offer, your acceptance of attached AIMS-NEI Terms and General Conditions in Annex A below. Failure to do so may result in disqualification of your offer from further evaluation. 

N.B. Kindly submit your best firm offers as negotiation will not be entered into. 

Thank you and best regards, 

Prof. Dr. Sam Yala,

Centre President,

AIMS Rwanda