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-47-013-2024-07-0001

Date: 2024-07-08 N° of pages including this page: 7

Re: Quotation Request for Supply of Dell Laptops and accessories 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 AIMS employee contacts 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:

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:

Item 1: Dell Latitude 5540 Laptop

• Model: Dell Latitude 5540
• Processor: 13th Gen Intel® Core™ i7-1370P, vPro® (24MB, 14 core, 20 thread, up to 5.20 GHz Turbo)
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: Intel 13^th Gen i7-1370P vPro., Intel Integrated Graphics
• Memory: 32 GB, DDR5,4800 MT/s, Non-ECC, Integrated
• Hard Drive: M.2 1TB PCIe NVMe Class 35 Solid State Drive
• Systems Management: Intel vPro Enterprise Technology Disabled
• Display: 15.6" FHD (1920x1080) Anti-Glare, Non-Touch, 250 nits, FHD IR Camera, WWAN
• Keyboard: English UK(or US) keyboard with numeric keypad, 99-key
• Palm Rest: Single Pointing, Smart Card Reader, Fingerprint Reader, Thunderbolt 4
• Wireless: Intel® Wi-Fi 6E (6 if 6E unavailable) AX211, 2x2, 802.11ax, Bluetooth
• Primary Battery: 3 Cell, 54 Wh Battery, Express Charge™ Capable
• AC Adapter: 65W AC Adapter, USB Type-C
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years of Basic Onsite Service

Accessories:

• Item 2: Dell Eco Loop Pro Backpack 
• Item 3: Dell Mobile Wireless Mouse – MS3320W
• Item 4: Dell 7-in-1 USB-C Multiport Adapter-DA310

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 researchlaptop2023.enqueries@aims.ac.rw. 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 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

• Valid Rwanda Social Security Board (RSSB) compliance certificate or its equivalent, if applicable, for bidders registered outside Rwanda.
• Business registration certificate from Rwanda Development Board or its equivalent for bidders registered outside Rwanda.
• 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.
• Valid tax clearance certificate from Rwanda Revenue Authority or its equivalent where applicable for bidders registered outside Rwanda.

Required Bid Documents

• Signed and stamped proforma invoice.
• Signed and stamped Financial Offer Form (Annex C)
• Signed and stamped Technical Offer Form (Annex B)
• Signed and stamped company profile, expertise, and experience.
• Proof of use of EBM V2

Distribution of documents and certificates l Offers must be submitted in one full set (single PDF file with all pages arranged according to the listed order 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:

1. Unit price before tax per item
2. Discount where applicable
3. Total price (net after deduction of any discounts)
4. All applicable taxes
5. All applicable charges
6. 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 02^nd August 2024. The goods must be delivered by 23^rd August 2024.
• 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

Not 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 30 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 all items 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 does not guarantee any contract as a result 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 aforementioned 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 with 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 17:00 CAT on 26^th July 2024 riclaptopsjuly2024@aimsric.org Only bids submitted to this email address will be considered.

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

Faxed bids will not be accepted.

Confirmation:

Please send an acknowledgment of receipt of this document, and your intention to bid to researchlaptop2023.enqueries@aims.ac.rw

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 disqualification of your offer from further evaluation.

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