REQUEST FOR QUOTATION (RFQ)

( ) URGENT / (X) NORMAL

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REQUEST FOR QUOTATION

The African Institute for Mathematical Sciences / RWANDA kindly request your best firm offer for the provision of Cleaning & and waste management Services to AIMS Rwanda for a period of twelve months.

The service provider will provide AIMS Rwanda with cleaning services for offices, students and lecturers accommodation, meeting rooms, classrooms, canteen, kitchen, toilets, garden, parking…. all the surroundings and all the premises within the AIMS Rwanda enclosure.

Description of the compound

The property is comprising:

• An administrative block + accommodation (35 units of bed rooms & shower &balcony) + canteen + toilets
• An academic block with classrooms and computer lab +Library room +Offices+ Toilets+ Servers room+ Stair cage + Stores
• QLA block (Training room, Incubator offices, toilets, halls, QLA offices, …)
• Research Department (offices and toilets)
• Recreation area and Staff canteen
• Two (2) parking + surroundings

The scope of work covers but not limited to the following:

• Floors and staircases be swept / mopped / vacuumed if necessary (refer QLA space)
• Surfaces to be dusted / cleaned / polished
• External signs and all internal brass to be polished
• Kitchens to be cleaned & disinfected
• Toilet areas to be cleaned & sanitised
• Bathroom and toilet consumables to be supplied and replenished
• Dust high ledges, skirting and furniture
• Waste bins to be emptied and disinfected
• Cardboard to be assembled and left for collection by recycling company
• Rubbish to be placed in trade waste bags and left for collection on appropriate days (two (2) a week)
• Finger marks to be removed from wall / doors etc.
• Provision of relevant required materials and products
• Gardening services of the internal and external compound of AIMS Rwanda’s premises and its maintenance
• Provision of cleaning services during special events/ceremonies
• For accommodations, general cleaning of corridors once a week (every Saturday)
• Deep floor and tile cleaning Once in a Quarter of all accommodations and office spaces of AIMS Rwanda;
• Performing fumigation services Once in a Quarter of all accommodations and office spaces of AIMS Rwanda;
• Performing any other necessary work that the Contractor deems necessary to improve the cleanliness of the premises.

DELIVERABLES:

The Contractor shall undertake to perform the services defined above with the highest standards of

professional and ethical competence and integrity:

1. High standard daily office spaces (offices, toilets, conference rooms, reception, stairs, all corridors and halls,etc.)
2.  Floor cleaning by 9:00 am at the latest;
3. High standard daily desks and office furniture cleaning;
4. Twice a week gardening;
5. Daily and/or weekly waste collection from the compound;
6. Deployment of professional staff with high ethics;
7. Weekly cleaning of all tutors rooms and toilets.

Alternatives: N/A

Packaging: N/A

Weights and Dimensions (If applicable): N/A

Marking (if applicable): N/A

Language:

All documents, markings and labelling should appear in English

Labelling: N/A

Packing list (If applicable): N/A

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 stamped and signed.
2. Copy of trade license issued by RDB (Rwanda Development Board)
3. Tax clearance certificate or statement of arrears from RRA, still valid
4. Clearance certificate from Social Security Funds of Rwanda, still valid;
5. Site visit certificate
6. Copy of a valid License issued by RURA
7. 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)

(2) For the technical analysis, the Bidders shall submit the following documents:

1. Three recommendations letters from three (3) different institutions for last 5 years in which the bidder have successfully provided of cleaning Services/gardening services/fumigation services in a complex area with offices, accommodations, toilets, etc.
2. List of 3 Contact Person in the above recommending institutions, with names, phone numbers and email address.

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

• Financial offer form (Refer to the annex 2)

Cost breakdown:

Kindly share the following information in your quotation:

• Unit price
• 18% VAT
• Total price

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

Period of contract: one (1) year

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).

Tentative proposed Project schedule:

Samples : Not required 

Inspection

The leader team of the cleaners will have to be permanent and work closely with the Representative of the Logistics & Facilities Department for a daily inspection.

Liquidation Damage Clause (if applicable)

Please be advised that delivery after agreed contract period may be subject to a deduction from the invoice of 1% up to 5% of the total cost of the works.

Payment

Payments shall be made within 30 days after reception of the relevant monthly invoice (with EBM + Cleaning Material delivery note signed by AIMS Rwanda Logistics Representative and by the Cleaning Service Company).

Validity: N/A

Insurance: N/A

All or None Clause:

• The successful bidder may be instructed to carry out work for AIMS Rwanda at any time after appointment.
• The costs are fixed for the duration of the contract
• Suppliers are invited to submit a tender, including all expenses, for providing the services as described in this document and per the visit of the compound.
• Potential suppliers must meet their own costs of responding to this tender and any costs they incur in responding to this tender.
• The Bid shall be valid for 120 days
• AIMS Rwanda reserve the right to accept the whole or part of your offer and the lowest evaluated bid no necessarily need to be accepted. 

Special Requirements: N/A 

Conditions for submitting offers:

Bidders must be send their offers no later than Monday 27^th May, 2024, 5:00 pm (Kigali time).

All bids will be submitted online using cleaningservices@aims.ac.rw

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

Faxed bids will not be accepted.

Kindly address any request for clarification to this Email: procurement.enquiries@aims.ac.rw

Confirmation:

Please acknowledge receipt of this document and indicate your intention to bid to this email: procurement.enquiries@aims.ac.rw

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

Thank you and best regards,

Prof Dr Sam YALA

Center President_AIMS Rwanda