REQUEST FOR QUOTATION (RFQ)

(X) URGENT / () NORMAL

To: Whom It May Concern

 From: AIMS Research Centre

 Our file ref.: CE-RW-RES-RFQ-Request for quotations - Catering Services 2023/2024

 Date: 2023-01-08                                                                     

N° of pages including this page: 13                 

Re: Quotation Request for Catering services at AIMS Research Centre, Rwanda

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

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African Institute for Mathematical Sciences (AIMS) jobs in Rwanda

The African Institute for Mathematical Sciences (AIMS) Research Centre in Kacyiru Kigali kindly requests your best and final offer (BAFO) in Rwandan Francs for the following service:

1. Type:

Provision of catering services to AIMS Research Centre staff and Researchers. The service shall comprise the provision of:

• Weekly lunches (Monday – Friday) as per the attached menu (Annex 1) for 40 people.

General Requirements:

2. Health and Safety measures:

• During submission, the bidder shall provide health certificates of each staff, approved and certified RSB certification.
• Wear appropriate gears/clothing during delivery & serving of the meals.

3. Equipment Requirements:

All cooking will be done offsite, and meals will be delivered only when ready for consumption. The service provider shall provide all labor, equipment, materials such as bowls, plates, cutleries, etc.

4. Location

The work shall be executed at the following locations/ site:

• AIMS Research Centre located at KG 590 ST, Kamatamu Cell Kacyiru Sector, Gasabo District Kigali, Rwanda.

5. Delivery Schedule:

The service to be delivered to the specified location as per the below schedule:

• All meals will be served from 12h30-1400hrs at the specified address.

6. Liquidated Damages

The services after agreed delivery schedule will be subject to a deduction from the invoice of 0.1 % per day up to a maximum of 0.6 % of the total value of the contract.

7. Payment

The payment will be made within 30 days of the date of handover of all supporting documents in good order including proforma and EBM invoices to a designated AIMS administrative team member. The vendor shall accept payment in accordance with the payment procedures of Rwanda.

8. Your offer should clearly state the following.

• Proforma invoice showing a sub-total without VAT and With VAT and then grand total per person, per week presented on your company letterhead.
• Discounts where applicable.
• Bank Details (Bank name, Account number, and account name).

9. Pertinent information

• AIMS purchasing terms and general conditions attached hereto are applicable. (Annex 2)
• Proof of previous experience providing similar service (At least 3 recommendation letters)
• Provide a company profile with at least three top management personnel.
• Provide a list of three (3) references with contact numbers and email addresses.
• Having worked with AIMS previously is an added advantage.
• Service provider employees must observe good behavior.
• The bids must be sent as one PDF document.

10. All or None Clause

AIMS serves the right to accept the whole offer or cancel the tender. Please note that AIMS is not bound to select any of the company’ submitting bids and does not bind itself in any way to select the company 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’s general principles including economy and efficiency and best value for money should you offer be accepted, you will be required to sign, stamp the contract, and return a copy confirming your acceptance of the agreed to terms and conditions as per attached (See Annex 2).

11. Required documents and Certificates.

(All documents in English)

• Financial offer- signed and stamped quotation includes cost per unit and all applicable charges in local currency(RWF).
• Business registration certificate from RDB
• A valid tax registration certificate
• A valid VAT clearance
• A valid RSSB certificate
• Supplier profile (Registration form). See attached (Annex 3)

12. Validity

Your offer must remain valid until 30 days after the issues of this RFQ, before which a Purchase Order, if placed should be accepted by you.

13. Request for clarification

Bidders are required to submit any request for clarification or any question in respect of this RFQ by e-mail to: researchcatering.enqueries@aims.ac.rw. No bid should be submitted to this address. Bidders are requested to keep all questions concise.

14. Condition for submitting offers.

Offer 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 not later than 5:00 PM CAT on Friday, August 25^th, 2023 to researchcatering2023@aims.ac.rw with ‘Catering Services’ in the subject line. Only bids submitted to this email address will be considered.

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

Thank you and best regards,

_________________

Dr. Isambi Mbalawata

Director of Scientific Development and Administration, AIMS Research Centre

ANNEX 1

AIMS Research Lunch Menu

 ANNEX 2

AIMS GENERAL TERMS AND CONDITIONS FOR ALL SERVICE CONTRACTS

1.      LEGAL STATUS

The service provider shall 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 the AIMS.

 2.       ASSIGNMENT OF PERSONNEL

The service provider shall not assign any persons other than those accepted by the 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 the 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 persons 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 the 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 AIMSin 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 Presidentor 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 authorisation of the AIMSPresidentor 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 (AIMS) and shall abide by the rules of conduct set out in AIMS 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 the 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 labour standards, e.g., the ILO core labour standards, conventions on freedom of association and collective bargaining, elimination of forced and compulsory labour, elimination of discrimination in respect of employment and occupation, and the abolition of child labour.
• 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 the AIMS or its reputation.

5.       TITLE RIGHTS

• During the term of this contract, the service provider shall disclose to the AIMSall ideas, inventions, business plans or any other materials developed by it during the term of this contract because of the services provided to the 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 the AIMS, the service provider shall assist in securing such property rights and transferring them to the 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-NEI 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 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 tear. 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 damages 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 the AIMS with immediate effect at any time if the service provider has breached any of his contractual obligations with the AIMS or if in the reasonable opinion of the AIMSthe service provider has brought or is reasonably likely to bring the AIMSreputation 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 the 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 authorised 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 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-NEI 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 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 favour 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 President of the AIMS Research Centre at wndifon@nexteinstein.org with a copy to the  AIMS Chief Financial Officer at rauditto@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, as the case may be.

ANNEX 3

SUPPLIER PROFILE / REGISTRATION FORM

Please fill in this questionnaire in order to register.

Information given in this questionnaire will be handled confidentially.