REQUEST FOR QUOTATION (RFQ)

(X) URGENT / () NORMAL

To: Whom It May Concern

Attention: Email:

From: AIMS Research and Innovation Centre

Cc: Our file ref: RFQ-47-014-2025-02-0004

Date: 2025-02-17 N° of pages including this page: 8

Re: Quotation Request for Supply of Office furniture to AIMS Research and Innovation Centre, Rwanda

If you do not receive all pages, please contact us immediately. Thank you.

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:

• 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 AIMS Network Internal Auditor at sali@nexteinstein.org

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

Type and Quantity:

Lot 1:

Lot 2:

Incoterm:

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

Quality specifications:

The manufacturer/Supplier should design each Office furniture piece in such a way that it can meet the intended need and should be durable elements. The material used should be of high quality, additionally the supplier is allowed a site visit at a communicated time to take specific measurements.

Alternatives:

Alternative specifications must be confirmed by AIMS Research and Innovation 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 ricprocurementenquiries@aimsric.org . No bid should be submitted to this address. Bidders are requested to keep all questions concise.

AIMS Research and Innovation Centre will compile the questions received. AIMS Research and Innovation Centre may, at its discretion, copy any reply to a question to all the 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

• Business registration certificate from Rwanda Development Board
• Valid Rwanda Social Security Board (RSSB) compliance certificate
• 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 years.
• Estimated time of delivery from date of receiving purchase contract.

Required Bid Documents

• Signed and stamped proforma invoice.
• Signed and stamped Financial Offer Form (Annex C)
• Signed and stamped Technical Offer Form (Annex B)
• Proof of EBM V2
• Valid tax clearance certificate from Rwanda Revenue Authority
• Signed and stamped company profile indicating expertise, experience, and profiles of senior management personnel.

Distribution of documents and certificates

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

Warranty

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

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 April 11^th, 2025. The goods must be delivered no later than 21 days after the contract (Local 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 is delayed for any reason.

Samples

Samples 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.

If 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 the date of handover of all goods and installations, and all supporting documents in good order to an authorized AIMS Research and Innovation Centre representative. The vendor shall accept payment in accordance with the payment procedures of Rwanda.

Validity:

Your offer must remain valid until 60 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 they are 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 all lots (Lot 1 and Lot 2) 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 and Innovation 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 and Innovation Centre at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that AIMS Research and Innovation 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 accepted.
• AIMS reserves the right to reject any or all bid proposals or to cancel the bidding process. AIMS do not guarantee any contract because of this invitation.
• IMPORTANT: All inquiries regarding the information on this RFQ must be submitted in writing to ricprocurementenquiries@aimsric.org. No bid should be submitted to ricprocurementenquiries@aimsric.org
• After this RFQ has been released, contact between a Vendor and AIMS Research and Innovation Centre is prohibited, except for the afore mentioned purposes. 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 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 March 27^th 2025 at 5:00PM on ricofficefurniture01@aimsric.org Only bids submitted to this email address will be considered.

Confirmation:

Please send an acknowledgment of receipt of this document, and your intention to bid to ricprocurementenquiries@aimsric.org " style="box-sizing: border-box; color: rgb(49, 158, 98); text-decoration: none; font-family: Roboto, sans-serif;">ricprocurementenquiries@aimsric.org Offers not addressed, packaged, and sent as such will be automatically disqualified from the tender process.

Faxed bids will not be accepted.

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 the disqualification of your offer from further evaluation.

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

Thank you and best regards,

______________________

Dr. Isambi Mbalawata,

Director Scientific Development and Administration, AIMS Research and Innovation Centre

ANNEX A

AIMS GENERAL TERMS AND CONDITIONS FOR ALL SERVICE CONTRACTS

1. LEGAL STATUS

The service provider should be considered as having the legal status of an independent service provider. Agents or employees of the service provider shall not be considered in any respect as being employed or in any manner officials or staff members of AIMS.

2. ASSIGNMENT OF PERSONNEL

The service provider should not assign any people other than those accepted by AIMS for work performed under this contract.

3. OBLIGATIONS

The service provider and all individuals assigned by it to perform services under this contract:

• Shall neither seek nor accept instructions from any authority external to AIMS in connection with the performance of its/their services under this contract.
• Shall refrain from any action which may adversely affect the AIMS and shall fulfil its/their commitments with the fullest regard for the interests of the AIMS.
• Shall assure compliance with all applicable laws of the country where the service provider is registered as well as those in which the activities are performed.
• Assure that all duties are conducted with integrity, free from any taint of dishonesty or corruption and that all people are respected equally without any distinction or discrimination based on nationality, race, gender, religious beliefs, class, or political opinions.
• Shall not advertise or otherwise utilize to its/their advantage the fact that it is or has been a service provider with AIMS.
• Shall not, in any manner whatsoever use the name, emblem or official seal of the AIMS or any abbreviation of the name of the AIMS in connection with its business or otherwise, except as required for the fulfilment of its contractual duties hereunder and then only with the express prior written approval of the AIMS-Network President or his/her designate.
• Shall not communicate at any time to any other person (legal or natural), Government or authority external to the AIMS any information known to it/them by reason of its/their association with the AIMS which has not been made public, except in the course of their duties or by authorization of the AIMS-Network President or his/her designate; nor shall service providers or assigned individuals at any time use such information to its/their private advantage.
• When performing the services on AIMS premises or at any location when representing the AIMS, shall act in a manner consistent with the values of the African Institute for Mathematical Sciences and shall abide by the rules of conduct set out in the AIMS’s Code of Conduct (a copy of which has been provided by the AIMS). The service provider acknowledges and accepts that any violation of these rules of conduct by it or any individual assigned by it to perform services on its behalf shall be considered breach of an essential term of this contract.
• The obligations set out in sub-clauses (e), (f) and (g) above shall continue upon expiration or termination of this contract with AIMS.

4. REPRESENTATIONS AND WARRANTIES

The service provider represents and warrants:

• It is not engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any components produced primarily for the operation thereof.
• To ensure the respect of internationally agreed core labor standards, e.g., the ILO core labor standards, conventions on freedom of association and collective bargaining, elimination of forced and compulsory labor, elimination of discrimination in respect of employment and occupation, and the abolition of child labor.
• It is not engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including the requirement that children be protected from performing any work that is likely to be hazardous, to interfere with their education, or to be harmful to their health and development.
• It respects the basic social rights and working conditions of its employees, servants, agents, and sub-service providers.
• There are no material claims or allegations outstanding against the service provider that might adversely affect AIMS or its reputation.

5. TITLE RIGHTS

• During the term of this contract, the service provider shall disclose to the AIMS all ideas, inventions, business plans or any other materials developed by it during the term of this contract because of the services provided to AIMS by the service provider.
• The AIMS shall be entitled to all property rights including but not limited to patents, copyrights and trademarks, regarding material which bears a direct relation to, or is made in consequence of, the services provided to the AIMS by the service provider. At the request of AIMS, the service provider shall assist in securing such property rights and transferring them to AIMS in compliance with the requirements of applicable law. At the request of the AIMS, the service provider shall take all necessary steps, execute all necessary documents, and generally assist in securing such property rights and transferring them to the AIMS in compliance with the requirements of applicable law.
• All materials prepared as well as all data collected and processed in the course of the service provider’s work for the AIMS is the property of the AIMS. Such information cannot be used by the service provider for any purpose, other than that agreed under the terms of this contract, without the prior written approval of the AIMS-Network President or his/her designate.
• Title to any equipment and supplies which may be furnished by the AIMS shall rest with the AIMS and any such equipment shall be returned to the AIMS as soon as possible, when no longer needed by the Service provider. In any event, all equipment and supplies must be returned to the AIMS upon the termination or expiration of this contract. Such equipment, when returned to the AIMS, shall be in the same condition as when delivered to the service provider, subject to normal wear and tears. The service provider bears all responsibility for lost or damaged equipment and supplies.

6. TAX EXEMPTION

The service provider’s fee shall reflect any tax exemption to which the AIMS is entitled by reason of any immunities which it enjoys. If it is subsequently determined that any taxes which have been included invoiced are not required to be paid, the AIMS shall deduct the amount from the service fee or, if it has paid any such taxes, it shall be refunded by the service provider.

7. DELAY

Without prejudice to clause 8 below, if the services have not been completed during the agreed time period, any additional costs or damage incurred by the AIMS due to such delay may be withheld from any amounts owed to the service provider.

8. TERMINATION OF CONTRACT

• This contract may be terminated at any time by either party before the expiry date of the contract by giving written notice to the other party. The period of notice shall be five days in the case of contracts for a total period of less than two months and fourteen days in the case of contracts for a longer period.
• This contract may be terminated by AIMS with immediate effect at any time if the service provider has breached any of his contractual obligations with AIMS or if in the reasonable opinion of the AIMS the service provider has brought or is reasonably likely to bring the AIMS’s reputation into disrepute.
• In the event of the contract being terminated prior to its due expiry date in this way, the service provider shall be compensated on a pro rata basis for no more than the actual amount of work performed to the satisfaction of the AIMS. Additional costs or damages incurred by AIMS resulting from the termination of the contract by the service provider or by the AIMS in accordance with para (b) above, may be withheld from any amount otherwise due to the service provider by the AIMS.

9. BANKRUPTCY

Should the service provider file any petition for bankruptcy, or should the service provider make a general assignment for the benefit of its creditors, or should a receiver be appointed on account of the service provider’s insolvency, the AIMS may, under the terms of this contract, terminate the same forthwith by giving the service provider written notice of such termination

10. FORCE MAJEURE

Force majeure, as used herein, shall mean acts of God, laws or regulations, industrial disturbances, acts of the public enemy, civil disturbances, explosions and any other similar cause of equivalent force not caused by, nor within the control of either party, and which neither party is able to overcome. As soon as possible after the occurrence of the force majeure and within not more than 15 days, the service provider shall give notice and full in writing to the AIMS of such force majeure if the Service provider is thereby rendered unable, wholly or in part, to perform his obligations and meet his responsibilities under this Contract. The AIMS shall then have the right to terminate the Contract by giving in writing seven days’ notice of termination to the Service provider, and the Service provider shall return any deposit paid by the AIMS.

11. INDEMNIFICATION AND INSURANCE

• The service provider shall indemnify, hold harmless and defend at its own expense the AIMS, its officers, agents and employees from and against all suits, claims, demands and liability of any nature or kind, including costs and expenses, arising out of acts or omissions of the service provider or its employees in the performance of this contract.
• The service provider shall provide and thereafter maintain for the duration of this contract and any extension thereof all appropriate workmen’s compensation insurance and furnish proof to the satisfaction of the AIMS of adequate liability insurance (including as relevant employers liability insurance, comprehensive general liability insurance, automobile liability insurance and professional liability insurance). The service provider shall further provide such health and medical insurance for its agents or employees as the service provider may consider advisable.

12. OFFICIALS NOT TO BENEFIT

The service provider represents and warrants that no official of the AIMS has been, or shall be, admitted by the service provider to any direct or indirect benefit arising from this contract or the award thereof. The service provider agrees that breach of this provision is a breach of an essential term of this contract.

13. AMENDMENTS AND ASSIGNMENTS

No change in or modification of this contract shall be made except by prior written agreement between the service provider and the AIMS-NEI’s authorized representative. The service provider shall not assign, transfer, pledge, sub-contract or make other disposition of this contract or any part thereof, or of any the service provider’s rights, claims or obligations under this contract except with the prior written consent of the AIMS.

14. ARBITRATION

Any dispute, controversy or claim arising out of or relating to this contract, or the breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the United Nations Commission on International Trade Law (UNCITRAL) Arbitration Rules as at present in force. The place of arbitration shall be Kigali, Rwanda, and the language to be used in the arbitral proceedings shall be English. The arbitral tribunal shall have no authority to award punitive damages. The parties agree to be bound by any arbitration award rendered in accordance with this paragraph as the final adjudication of any such dispute, controversy, or claim.

15. GOVERNING LAW

This contract shall be governed by Rwanda law.

16. AIMS PRIVILEGES AND IMMUNITIES

Nothing in or relating to this contract shall constitute or be deemed a waiver, express or implied, of any of the privileges and immunities of the AIMS.

17. ANTI-CORRUPTION POLICY

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

• doing or not doing (or for having done or not having done) any act in relation to the obtaining of any contract with AIMS; or
• showing or not showing favor or disfavor to any person in relation to any contract it enters into 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 AIMS NETWORK Internal Auditor at sali@nexteinstein.org .

18. RELATED PARTY DECLARATION

The bidder must make a declaration in writing if they or any of their employees have any direct or in-direct relation with any of the AIMS employees. Failing to do so may result in rejections of the bids or cancellation of the contract.