REQUEST FOR QUOTATION (RFQ)

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REQUEST FOR QUOTATION

The African Institute for Mathematical Sciences (AIMS) Rwanda now invites eligible and qualified bidders to submit their bids for the tender of construction of various works 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 12^th June 2023 at 10h00 a.m led by the representative of AIMS Rwanda /Facility Manager.

Type and Quantity

• Cfr the BOQ/Construction works/ Construction of various works at AIMS Rwanda (Annex 2)

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.

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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)

Packing : All goods must be packed suitable for air/land/sea transportation including rough handling to
final destination. (Not applicable)

Weights and Dimensions (Not applicable) 

Marking:

All packaging should be clearly marked “For Academic Use Only” (Not applicable)

Language:

All documents, markings and labelling should appear in English

Packing:

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

Required Administrative documents:

• The letter of submission of the tender correctly filled, signed and sealed
• Business registration certificate(RDB).
• Valid tax clearance certificate from Rwanda Revenue Authority (RRA).
• Valid RSSB clearance certificate
• Site visit certificate signed by the representative of AIMS Rwanda /Facility Manager
• Please state in your offer (Sign & stamp the Annex 1), 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)

Required Technical documents:

1. At least three (3) Certificates for successful completion in similar services from 3 different institutions
2. Signed and stamped BOQ (Annex 2).

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).Failure to do so may result in disqualification of the offer. 

Cost breakdown:

Total price (sum of all items) VAT inclusive (see BOQ form, Annex 2) 

Currency:  Rwanda francs only. 

Delivery Date:

All works should be finalized no later than Fourteen (14) days after a signed or upon receipt of a purchase order.

• Please state if goods are available ex-stock or state production/delivery lead time (N/A)
• AIMS Rwanda must be notified in writing if the shipment of the desired items will be delayed for any reason 

Samples: Refer to the BOQ (Annex 2)             

Inspection

A quality and quantity inspection shall be carried out upon delivery. Any items
which do not conform to the specifications and/or damaged will be rejected at the
vendor’s expense. In case 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 will assume the delivery expenses when items are returned.

Liquidation Damage Clause

IMPORTANT: Please be advised that delivery 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 service delivery alongside with its related supporting documents to AIMS Rwanda representative, the vendor shall be paid according to AIMS Rwanda payment procedures. 

Validity:    

Your offer must remain valid until 30 days after 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 Rwanda  representative.

All or None Clause: 

Vendors are required to bid for all items description in this RFQ. AIMS Rwanda reserves the right to accept the whole or part of your offer and the lowest price need not 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 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"  ( Not applicable)

• 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 construction.enquiries@aims.ac.rw

Note that no bid should be submitted to construction.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 

Conditions for submitting offers:

Bids in one full set single PDF file must be sent no later than 5 pm Kigali time on 15^th June 2023 to renovation.activities@aims.ac.rw

Only bids submitted to this email address will be considered.

Confirmation: 

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

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.

P.S. 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