REQUEST FOR QUOTATION (RFQ)

(X) URGENT / () NORMAL

REQUEST FOR QUOTATION

ANTI-CORRUPTION POLICY

AIMS NETWORK has ZERO tolerance for any corrupt practice or behavior by any of the AIMS NETWORK employees and its     vendors and contractors. AIMS NETWORK completely prohibits offering, giving, or agreeing to give to any employee of AIMS NETWORK any gift or commission, or consideration of any kind as an inducement or reward for:

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• doing or not doing (or for having done or not having done) any act in relation to the obtaining of any contract with AIMS NETWORK; or
• showing or not showing favor or disfavor to any person in relation to any contract it enters with any vendor or contractor.

IF any of AIMS employees contact the vendor or the contractor for any gift or commission or consideration of any kind (financial and non-financial), then the vendor must report that matter immediately to the President of AIMS Research Centre at wndifon@nexteinstein.org with a copy to AIMS NETWORK Chief Financial Officer at rauditto@nexteinstein.org.

The African Institute for Mathematical Sciences (AIMS) Research Centre in Rwanda kindly requests your best firm offer Delivered at Place (DAP) to No. 1 KG 590 ST, Kacyiru, Gasabo District, Kigali, Rwanda for the following:

Type and Quantity:

LOT A:

Item 1: Dell Latitude 5440 Laptop

Quantity: Twenty-three (23)

Item 2: Dell Eco Loop Pro Backpack 15

Quantity: Twenty-three (23)

Item 3: Dell Mobile Wireless Mouse – MS3320W

Quantity: Twenty-three (23)

Item 4: Dell 7-in-1 USB-C Multiport Adapter-DA310

Quantity: Twenty-three (23)

LOT B:

Item 1: Dell Latitude 5540 Laptop

Quantity: Nine (9)

Item 2: Dell Latitude 7440 Laptop

Quantity: Five (5)

Item 3: Dell XPS 17 Laptop

Quantity: Five (5)

Item 4: Dell XPS 15 Laptop

Quantity: One (1)

Item 5: Dell Eco Loop Pro Backpack 15

Quantity: Twenty (20)

Item 6: Dell Mobile Wireless Mouse – MS3320W

Quantity: Twenty (20)

Item 7: Dell 7-in-1 USB-C Multiport Adapter-DA310

Quantity: Twenty (20)

Incoterm:

Goods to be delivered to the AIMS Research Centre at No. 1 KG 590 ST, Kacyiru, Gasabo District, Kigali, Rwanda.

Quality specifications:

Lot A:

Item 1 : Dell Latitude 5440 Laptop

• Model: Dell Latitude 5440
• Processor: 13th Gen Intel® Core™ i7-1365U, vPro® (12MB, 10 core, 12 thread, up to 5.20 GHz Turbo)
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: Intel 13^th Gen i7-1365uTrans., Intel Integrated
• Memory: 16 GB, DDR5,4800 MT/s, Non-ECC, Integrated
• Hard Drive: M.2 512GB PCIe NVMe Class 35 Solid State Drive
• Systems Management: Intel vPro Enterprise Technology Enabled
• Display: 0" FHD (1920x1080) Anti-Glare, Non-Touch, 250 nits, FHD IR Camera, WWAN
• Keyboard: English UK(or US) backlit keyboard with numeric keypad, 99-key
• Palm Rest: Single Pointing, Smart Card Reader, Fingerprint Reader, Thunderbolt 4
• Wireless: Intel® Wi-Fi 6E (6 if 6E unavailable) AX211, 2x2, 11ax, Bluetooth
• Primary Battery: 3 Cell, 54 Wh Battery, Express Charge™ Capable
• AC Adapter: 65W AC Adapter, USB Type-C
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Accessories:

• Item 2: Dell Eco Loop Pro Backpack
• Item 3: Dell Mobile Wireless Mouse – MS3320W – Titan Gray
• Item 4: Dell 7-in-1 USB-C Multiport Adapter-DA310

Lot B:

Item 1: Dell Latitude 5540 Laptop 

• Model: Dell Latitude 5540
• Processor: 13th Gen Intel® Core™ i7-1355U, vPro® (12MB, 10 core, 12 thread, up to 5.20 GHz Turbo)
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: Intel 13^th Gen i7-1355uTrans., Intel Integrated
• Memory: 16 GB, DDR4, Non-ECC, Integrated
• Hard Drive: M.2 512GB PCIe NVMe Class 35 Solid State Drive
• Systems Management: Intel vPro Enterprise Technology Enabled
• Display: 6" FHD (1920x1080) Anti-Glare, Non-Touch, 250 nits, FHD IR Camera, WWAN
• Keyboard: English UK(or US) backlit keyboard with numeric keypad, 99-key
• Palm Rest: Single Pointing, Smart Card Reader, Fingerprint Reader, Thunderbolt 4
• Wireless: Intel® Wi-Fi 6E (6 if 6E unavailable) AX211, 2x2, 11ax, Bluetooth
• Primary Battery: 3 Cell, 54 Wh Battery, Express Charge™ Capable
• AC Adapter: 65W AC Adapter, USB Type-C
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Item 2: Dell Latitude 7440 Laptop

• Model: Dell Latitude 7440
• Processor: 13th Gen Intel® Core™ i7-1365U, vPro® (12MB, 10 core, 12 thread, up to 5.20 GHz Turbo)
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: Intel® Iris®Xe Graphics, i7-1365U vPro processor,16GB LPDDR5 Memory
• Memory: 16 GB, DDR5,4800 MT/s, Non-ECC, Integrated
• Hard Drive: M.2 512GB PCIe NVMe Class 35 Solid State Drive
• Systems Management: Intel vPro Enterprise Technology Enabled
• Display: 2-in-1 14.0" FHD (1920x1080) Anti-Glare, Touch, ComfView, 300 nits, FHD IR Camera, WWAN, pen support
• Keyboard: English US battery-saving mini-LED backlit keyboard, 79-key
• Palm Rest: Single Pointing, Smart Card Reader, Fingerprint Reader, Thunderbolt 4
• Wireless: Intel® Wi-Fi 6E (6 if 6E unavailable) AX211, 2x2, 802.11ax, Bluetooth® wireless card
• Primary Battery: 3 Cell, 54 Wh Battery, Express Charge™ Capable
• AC Adapter: 65W AC Adapter, USB Type-C
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Item 3: Dell XPS 17 Laptop 

• Model: Dell XPS 17
• Processor: 13th Gen Intel® Core™ i9-13900H (24 MB cache, 14 cores, up to 5.40 GHz Turbo)
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: NVIDIA® GeForce® RTX™ 4070 with 8 GB GDDR6
• Memory: 16 GB, 2 x 8 GB, DDR5, 4800 MHz
• Hard Drive: 1 TB, M.2, PCIe NVMe, SSD
• Display: 0", FHD+ (1920 x 1200) Infinity Edge Non-Touch Anti-Glare 500-Nit Display
• Keyboard: Backlit Black English Keyboard w/ Fingerprint Reader
• Palm Rest: Single Pointing, Smart Card Reader, Fingerprint Reader, Thunderbolt 4
• Wireless: Intel® Killer™ Wi-Fi 6 1675 (AX211), 2x2, 802.11ax, Bluetooth® wireless card
• Primary Battery: 6 Cell, 97 Wh, integrated.
• AC Adapter: 130Watt Type-C Adapter
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Item 4: Dell XPS 15 Laptop

• Model: Dell XPS 15
• Processor: 13th Gen Intel® Core™ i9-13900H (24 MB cache, 14 cores, up to 5.40 GHz Turbo)
• Operating System: Windows 11 Home (64-Bit), English
• Graphics: NVIDIA® GeForce® RTX™ 4060 with 8 GB GDDR6
• Memory: 32 GB, 2 x 16 GB, DDR5, 4800 MHz
• Hard Drive: 1 TB, M.2, PCIe NVMe, SSD
• Systems Management: No vPro
• Display: 6" FHD+ (1920 x 1200) InfinityEdge Non-Touch Anti-Glare 500-Nit Display
• Keyboard: Backlit Black English Keyboard w/ Fingerprint Reader
• Wireless: Intel® Killer™ Wi-Fi 6 1675 (AX211), 2x2, 802.11ax, Bluetooth® wireless card
• Primary Battery: 6 Cell, 97 Wh, integrated
• AC Adapter: 130Watt Type-C Adapter
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Accessories:

• Item 5: Dell Eco Loop Pro Backpack
• Item 6: Dell Mobile Wireless Mouse – MS3320W – Titan Gray
• Item 7: Dell 7-in-1 USB-C Multiport Adapter-DA310

Alternatives:

Alternative specifications must be confirmed by AIMS Research Centre 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 researchlaptop2023.enqueries@aims.ac.rw. No bid should be submitted to this address. Bidders are requested to keep  all questions concise.

AIMS Research Centre will compile the questions received. AIMS Research Centre 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 the destination.

Weights and Dimensions:

Please state the 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 labeling should appear in English.

Labeling:

All packaging should be clearly marked “Fragile Handling.”

Packing list:

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

Required documents and certificates:

Pre-qualification Documents

• Valid Rwanda Social Security Board (RSSB) compliance certificate or its equivalent, if applicable, for bidders registered outside
• Business registration certificate from Rwanda Development Board or its equivalent for bidders registered outside
• At least three (3) signed and stamped Letters of Recommendation or Certificates of Completion from clients the tenderer has worked with and offered similar products and services to those requested in this RFQ within the past five

Required Bid Documents

• Signed and stamped proforma
• Signed and stamped Financial Offer Form (Annex C)
• Signed and stamped Technical Offer Form (Annex B)
• Signed and stamped AIMS NETWORK Supplier Registration Form (Annex D)
• Valid tax clearance certificate from Rwanda Revenue Authority or its equivalent where applicable for bidders registered outside
• Signed and stamped company profile, expertise, and experience.

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).

Warranty

• All equipment and materials must be covered by the manufacturer’s

Cost breakdown: 

IMPORTANT: Your financial offer must include the following information

• For every lot:
  • Unit price before tax per item
  • Discount where applicable
  • Total price (net after deduction of any discounts)
  • All applicable taxes
  • All applicable charges
  • Total price of the lot
• Total price (sum of all lots)

Currency:

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

Delivery Date:

• A purchase contract/order will be issued before or on 01^st September 2023. The goods must be delivered by 22^nd September 2023.
• Please state if goods are available ex-stock or state production/delivery lead
• AIMS must be notified in writing if the shipment of the desired items will be delayed for any

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 7% 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 Research Centre 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

The 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 One lot or all lots among two lots (Lot A and Lot B) 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 Research Centre 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 Research Centre at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that AIMS Research Centre 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 NETWORK’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
• AIMS reserves the right to reject any or all bid proposals or to cancel the bidding AIMS does not guarantee any contract as a result of this invitation.IMPORTANT: All inquiries regarding the information on this RFQ must be submitted in writing to  researchlaptop2023.enqueries@aims.ac.rw. No bid should be submitted to researchlaptop2023.enqueries@aims.ac.rw

• After this RFQ has been released, contact between a Vendor and AIMS Research Centre is prohibited, except for the aforementioned Violation of this clause may result in the 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 12:00 CAT on 24^th August 2023 researchlaptop2023@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 an acknowledgment of receipt of this document, and your intention to bid to researchlaptop2023.enqueries@aims.ac.rw

Additional Terms and Conditions:

Please state in your offer, your acceptance of attached AIMS-NETWORK 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.