Tender to Carry Out an Audit of Electrical & Safety Installation of the AIMS Rwanda Premises
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Request For Quotation (Rfq)( ) Urgent / (X) Normal
Attention: To whom it may concern


From: AIMS RWANDA
cc: N/A Our file ref.: [N/A]

Date:26.04.2023 N° of pages including this page:9
Re: To carry out an audit of electrical & safety installation of the AIMS Rwanda premises
(RFQ-AIMSRW/066/LR-04-0258)
If you do not receive all pages, please contact us immediately. Thank you.
Request For Quotation
The African Institute for Mathematical Sciences / RWANDA kindly request your best offer for “carrying out an audit of electrical & safety installation of the AIMS Rwanda premises.
The service provider will provide to AIMS Rwanda the following services:
1. To carry out the assessment report of the electrical installation for all AIMS Rwanda premises, recommend how to tackle the current issues and also the action to be taken for achieving the energy efficiency.
2. Redesign current electrical loads and provide clear specifications in aim to provide significant means to the contractor during refurbishment
3. To assess the risk of fire due the bad electrical installation
4. Evaluation (confidential BOQ) of all needed repairs to have a safe environment at AIMS Rwanda
5. To supervise rehabilitation works.

N.B: A Compulsory site visit is scheduled on Monday 08th May 2023 from 11h am Kigali time (visit certificates will be issued by AIMS Rwanda’s Facilities Manager)
Alternatives: N/A
Packaging: N/A
Weights and Dimensions (If applicable): N/A
Marking (if applicable): N/A
Language:All documents, markings and labelling should appear in English
Labelling: N/A
Packing list (If applicable): N/A

Required documents and certificates:
The Bidder shall submit the following documents in its bid:
• For be prequalified, the Bidders must supply the following administrative documents:
1. Bid submission letter for:
2. The finance offer for the audit report of Electrical & Safety installation and mention the time will be needed to perform it.
3. The finance offer to prepare the ToR (DAO) for rehabilitation works and
4. The financial offer for supervision of the rehabilitation works
5. Copy of trade license issued by RDB (Rwanda Development Board)
6. Tax clearance certificate or statement of arrears from RRA, still valid
7. For a Company: submit a valid clearance certificate from Social Security Funds of Rwanda (RSSB)
8. Please state in your offer, 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)
9. License from RURA for Electrical audit
10. Certificate of visit of AIMS Rwanda Premises
11. The Professional Insurance as an Engineer /Consultant or Company specialized in electrical field
(2) For the technical analysis, the Bidders shall submit the following documents:
1. The methodology of the audit / How the Consultant will conduct the inspection (on site & Office) & supervision of the works (on site)
2. Submit CVs of staff. They must have a required professional experience in the audit of electrical installation
3. Provide 3 letters of recommendation/ certificates of good completion from current or former clients for similar services offered to institutions
• For the financial offer,
The Bidders shall submit the financial offer for the three (3) tasks (Refer to Annex 2):
1. The audit report,
2. The ToR (DAO) for rehabilitation works
3. The supervision of rehabilitation works. The Consultant / Company will have to provide to the Client a notarized Guaranty / certificate for the good completion of the electrical & safety installation work
Here, the Bidder have clearly to mention:

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Cost breakdown:
Kindly share the following information in your quotation:
• Unit price VAT exclusive
• Unit Price VAT Inclusive
Currency: All firm costs to be given in Rwandan Francs (RWF) only.
Period of contract: One (1) Month
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).
Samples : Not required
Inspection
The representative of the Company will have to be permanent and work closely with the Representative of AIMS Rwanda from the Logistics & Facilities Department for inspection.
Liquidation Damage Clause (if applicable)
Please be advised that delivery after agreed contract period may be subject to a deduction from the invoice of 1% up to 5% of the total cost of the works.
Payment
Payments shall be made within 20 days after reception of the relevant invoice (with EBM + Company’s Final Reports signed by AIMS Rwanda Logistics Representative and by the Representative of the Company).
Validity: N/A
Insurance: N/A
All or None Clause:
• The successful bidder may be instructed to carry out work for AIMS Rwanda at any time after appointment;
• The costs are fixed for the duration of the contract;
• Suppliers are invited to submit a tender, including all expenses, for providing the services as described in this document;
• Potential suppliers must meet their own costs of responding to this tender and any costs they incur in responding to this tender;
• The Bid shall be valid for 120 days;
• AIMS Rwanda reserve the right to accept the whole or part of your offer and the lowest evaluated bid no necessarily need to be accepted.
Special Requirements: N/A
Conditions for submitting offers:
Bidders must be send their offers no later than Friday 19th May 2023 , 5:00 pm (Kigali time).
All bids will be submitted online using electrical@aims.ac.rw
Offers not addressed and sent as such will be automatically disqualified from the tender process.
Faxed bids will not be accepted.
Kindly address any request for clarification to this Email: electrical.enqueries@aims.ac.rw
Confirmation:
Please acknowledge receipt of this document and indicate your intention to bid to this email: : electrical.enqueries@aims.ac.rw
N.B. Kindly submit your best firm offers as negotiation will not be entered into.
Thank you and best regards,
Prof. Dr. Sam YALA
Centre President
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