REQUEST FOR QUOTATION

To: Whom it may concern

From: AIMS Rwanda

Cc: Committee on Contract

Our file ref.: RFQ-AIMSRW/055-2024/LR-10-0472

Request for quotation for the accommodation of lecturers of AIMS Rwanda

Date: 17/10/2024

N° of pages including this page: 12

Re: 

Quotation Request for

• Accommodation services
• Meal

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

MESSAGE:

Dear Sir/Madam,

AIMS Rwanda intends to engage a legally registered hotel service provider to provide accommodation services, restauration services and airport pick up &drop off of lecturers from 01th November 2024 up to 30^th June 2025(For 8months). We would like to request your best and final offer (BAFO) in Rwandan Francs (RWF) for the following services:

Type:

Accommodation (standard rooms hotel) for the following details shown here below;

• The location of the service provider(Hotel/Apartment) should be close or conveniently located within an 10-minutes’ walk from AIMS Rwanda(Former Alpha Palace Hotel).
• AIMS Rwanda needs Five (5) accommodation in standard room inclusive of airport pickup and drop-off with these below services:

The Service Provider shall:

a) Provide accommodation services upon request

b) Provide meals during the week end (Lunch and dinner)

c) Provide dining space for meals to be served &eaten.

d) Provide laundry services for each room occupied by the Tenant.

e) Provide full Time Security services;

f) Avail uninterrupted wireless fast Internet services 24hrs/7days a week for each room occupied by the Tenant;

g) Avail uninterrupted electricity and water supply 24hrs/7days a week for each room occupied by the Tenant;

h) Provide Daily Cleaning services for each room occupied by the Tenant.

i) Provide full time air conditioning for each room occupied by the Tenant.

j) Ensure ample hot/cold water availability 24hr/7days a week for every room occupied by the Tenant.

k) Avail housekeeping services including but not limited to towels & bed sheets change at least twice a week, body soap, toilet paper etc for each room occupied by the Tenant.

l) Provide a TV set with DSTV subscription 24hr/7days a week for every room occupied by the Tenant and

m) Provide airport shuttles to pick up the Tenant’s guests to and from the airport

Inspection:

Site visit will be carried out at the facilities of the service provider

Destination:

All services will be provided at the facilities of the service provider

Payment:

Payment will be affected within 30 days from the provision of the invoice by the supplier and all supporting documents i.e., commercial invoice, tax invoice, signed receipts by AIMS staff and check in and check out proofs.

Your offer should clearly state the following:

Financial proposal is required for the provision of accommodation according to the details listed above please fill in the offer form (Annex 2 of the RFQ)

• Location and contact details of your hotel or apartment or boutique hotel
• Price per room including Bed, Breakfast & Airport pickup & drop off
• Price for Buffet Lunch/Buffet Dinner
• Sub-total (i.e., Show the total without VAT and with VAT)
• Grand Total
• Bank information (Bank name, bank account, and account name)
• (If any)

Kindly use your company’s letterhead for your quotation

Pertinent information:

• AIMS-NEI Purchasing Terms and General Conditions attached hereto are applicable.
• Previous experience providing a similar service (Recommendation letter at least three
• Provide a list of three (3) references with contact numbers and email addresses.
• Provide a company profile with at least three (3) top management personnel,
• Having worked with AIMS previously is an added advantage

Have your business/hotel/apartments close to AIMS Rwanda is an added advantage(Max 10 min of walk)

• The bids must be sent as one PDF document.
• Accommodation should be in Kigali

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 firm’s 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, including economy and efficiency and best value for money, should your 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 Annex 1.

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 registration certificate.
• A valid RSSB Certificate
• A valid Tax clearance

Validity:

Your offer must remain valid until 30th June 2025 before which a framework agreement, if placed, should be accepted by you.

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 11:00 am, Kigali Time, on Friday 25/10/2024 to the email : accommodation2024@aims.ac.rw

With accommodation, services in the subject line only bids submitted to this email address above will be considered.

Please send your enquiries to this email : accomodation.enquiries@aims.ac.rw

Thank you and best regards

Prof Sam YALA

Centre President- AIMS Rwanda