Request for Proposal-Conference Facilities
The African Institute for Mathematical Sciences (AIMS) is a pan-African network of centres of excellence enabling Africa’s talented students to become innovators driving the continent’s scientific, educational and economic self-sufficiency.

Request For Quotation
To: Whom it may concern

From: Operations Department, Global Secretariat
cc: AIMS-Teacher Training Program Our file ref.:SC-RW-TTP-RFQ-01-2023-02-07
Request for Proposal-Conference Facilities
N° of pages including this page: 10
Quotation Request for:
• Half day Conference Package for a group of 650 people
• Lunch and soft drink
If you do not receive all pages, please contact us immediately. Thank you.
MESSAGE:
This is the African Institute for Mathematical Sciences, Next Einstein Initiative (AIMS-NEI) in Kigali. We would like to request your best and final offer (BAFO) in Rwandan Francs (RWF) for the following services:

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1. Type:
• Half day Conference Package for a group of 650 people
• Conference room with Internet connection, for participants and for live streaming
• Projector, and sound system equipment,6 push and talk microphones for panel and pulpit
• Notebooks and pens (for each participant),
• One bottle of water per participant
• Lunch and soft dink
• Conference room set up :Classroom
• Event :26/02/2023 from 08:00 AM to 02:00 PM
2. Inspection:
Site visit may be carried out at the facilities of the service provider
3. Payment:
Payment will be effected within 30 days from provision of invoice by the supplier and all supporting documents. i.e. commercial invoice, tax invoice and all signed receipts by AIMS staff.
4. Your offer should clearly state the following:
5. Location and contact details of your company
6. Price per service mentioned above.
7. Sub-total (i.e. Show the total without VAT and with VAT)
8. Grand Total
9. Bank information (Bank name, bank account and account name)
10. (If any)

Kindly use your company’s letterhead for your quotation
5. Pertinent information:
6. Financial proposal is required for the Provision of Conference services according to the details listed above.
7. AIMS-NEI Purchasing Terms and General Conditions attached hereto are applicable.
8. For proof of previous experience providing a similar service, provide a list of three (3) references with contact number and their email addresses.
9. Provide a company profile with at least three (3) top management personnel,
10. Having worked with AIMS previously is an added advantage
11. All service providers must note that it is compulsory that they provide all the services listed in Article 1 for their proposal to be considered.
12. Hotels should be in Kigali

8. All or None Clause:
The AIMS-NEI reserves the right to accept the whole offer or to cancel the tender.
Please note that AIMS-NEI 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

9. Required documents and certificates:
(All documents in English)
• Financial offer – signed and stamped detailed quotation (including cost per unit) and all applicable charges in Local currency (RWF)
• Business registration certificate from RDB
• A valid tax clearance certificate.
• A valid RSSB Certificate
10. Offer:
Offer in one full set (a single PDF file with all pages arranged according to the listed order in “Required documents and certificates” above) must be sent no later than 5:00 pm, Kigali Time, on 15/02/2023 to the email
ttp-conference-services-procurement-2023@nexteinstein.org.Only bids submitted to the above email address will be considered.
Please send your enquiries to this email procurement-enquiries@nexteinstein.org
Offers not addressed and sent as required will not be considered.
Thank you and best regards
Prof.Sam Yala
Centre President-AIMS Rwanda
Attachment
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