REQUEST FOR PROPOSAL

Dear Sir/Madam,

The African Institute for Mathematical Sciences (AIMS) is a pan- African network of centers of excellence for world class post-graduate training, research and outreach in Mathematical sciences that enables Africa’s talented students to become problem solvers and innovators capable of propelling Africa’s scientific, educational and economic self-sufficiency.

AIMS Rwanda Centre was inaugurated in August, 2016 and is located on Road KG3 ST, Kicukiro District, Niboye Sector, Nyakabanda Cell, Plot # 559-560-561, P.O.BOX 7150 Kigali Rwanda Tel: +250-788-312- 469. The main objective of AIMS Rwanda is to provide up to 60 students from across the continent with scientific training in Mathematical Sciences on an annual basis.

AIMS offers to its community (students, lecturers, tutors, researchers and staff) a unique and conducive learning and teaching experience within the Centre with key services including catering services. As such, AIMS Rwanda intends to engage a legally registered company to provide professional annual on-site catering services to students, lecturers, tutors, researchers and staff for the period of one year (FY2023/2024).

1. Type

Provision of daily catering services for around 100 people from all over Africa and other parts of the world comprising, students, lecturers, tutors, researchers and staff and sometimes workshop participants. This number is subject to review downwards or upwards.

The service shall comprise the provision of continental daily meals of:

• Breakfast
• Lunch
• Dinner and,
• Coffee breaks.

AIMS Rwanda community comes from a variety of African countries and/or regions, beyond and diverse religious background (Muslim, Catholic, Animist, Evangelic, etc.). As such, they have different meal preferences and requirements. The best supplier will need to suitably demonstrate its ability to offer flexible meal options if needed be.

Occasionally, the Centre may host guest lecturers, industry experts and/or other partners to AIMS Rwanda who may need to be catered for. In these instances, we will provide advanced notification for increased services.

2. General Requirements

The specific requirements of this tender are summarized in the table below:

Table 1: List of documents and information to be submitted

2. Instructions related to this tender

A. Respect the timing for delivery of meals

The winning company must respect the timing and deliver the meals at least 20 minutes before the food is served. Here below is the time to serve the foods:

B. Site visit of the Supplier’s Kitchen

A team from AIMS Rwanda will visit the Kitchen site of all companies who submitted their offers in order to :

• Evaluate the cleanliness
• Check the kitchen’ equipment’s
• Evaluate the staff availability
• Check the availability of Kitchen appliances 

2. C. Other instruction related to this tender

The following are the instructions that must be implemented by the winning company:

• Plan to avail all necessary for table setting including table cloths and floral arrangements if needed be;
• Avail food warmers and all appliance necessary for catering;
• Avail Waiters and waitresses to be dressed professionally with staff identification such as uniforms, badges etc. 
• Avail a Menu for special diets, Vegetarians and Non Vegetarians

3. Location

The work shall be executed at Road KG3 ST, Kicukiro District, Niboye Sector, Nyakabanda Cell, Plot # 559-560-561, P.O.BOX 7150 Kigali Rwanda Tel: +250-788-312-469

4. Delivery Schedule

Service is to be delivered daily on sites from January 1^st 2024 until 30^th June 2023,with a possibility of renewal if the services rendered are satisfactory.

5. Delivery

Services to be delivered as per above schedule and this includes workshops and any program that may require the services of the caterer

6. Delivery Delay 

The final delivery schedule will be finalized at the time of signing the service contract and the service provider may be requested to act immediately. 

7. Payment

Payment will be processed within 60 days from the date of receipt of service and all related supporting documents should be provided by the bidder, i.e. Invoice, copy of the contract, countersigned daily service checklist and VAT Invoice.

8. Pertinent Information

• Service provider must have a proof of three months’ financial capacity to operate autonomously and uninterruptedly
• Service provider’ employees must observe a good behavior at the AIMS Rwanda Centre
• AIMS-NEI Purchasing Terms and General Conditions attached hereto are applicable 

9. All or None Clause

AIMS Rwanda reserves the right to accept the whole or part of your offer and the lowest bid may not necessary be accepted. Should your offer be accepted, you will be required to sign, stamp and return our formal Service Contract, confirming your acceptance of the agreed terms and conditions as per attached Enclosure 1.

10. Required Documents and Certificated

All required documents, certificates and information as per table 1 above are compulsory for all bidders and must be in English.

11. Validity

Your offer must remain valid until January 31^st, 2024 before which a Service Contract, if placed, should be accepted by you.

12. Offer

Please note that your offer should be sent in a ONE single PDF document. Please do also provide a signed and stamped suppliers’ registration form (see enclosure 2). Offers that will not be sent to the mentioned email will NOT be considered. Do acknowledge receipt of this request and indicate your intention to bid. For any questions or enquiries, please use cateringservices.enqueries@aims.ac.rw

Do not use the enquiry email for your bid submission.

With best regards, 

Prof. Dr. Sam Yala,

Centre President AIMS – Rwanda