Annual provision of laundry services for AIMS Rwanda
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 (Rfq)
( )Urgent / ( X) Normal
Attention: To Whom it may concern


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

Date:13.02.2023 N° of pages including this page:9
Re: Annual provision of laundry services for AIMS Rwanda, Remera
(RFQ-AIMSRW/012/LR-02-178)
If you do not receive all pages, please contact us immediately. Thank you.
REQUEST FOR QUOTATION
The African Institute for Mathematical Sciences / AIMS RWANDA kindly request your best firm offer for the annual provision of laundry services AIMS Rwanda, Remera for an initial period of twelve months, with the option to renew annually.
The service provider will provide AIMS Rwanda with laundry services of bedding materials and other clothing materials that are belonging to AIMS Rwanda and its guests.

The scope of work covers but is not limited to the following:
• Dry cleaning and/or laundry services for the client's bed sheets, curtains, and other clothing materials;
• Collecting bed sheets, curtains, and other clothes from the Client’s Premises;
• Returning/delivering the clean items after the mentioned period in the Purchase Order;
• Cleaning any other items as may be requested from time to time;
• Performing the services with the highest standards of professionalism with ethical competence and integrity;
Incoterm: Items to be delivered to the AIMS RWANDA, Plots#559-560-561, Kicukiro District, Niboye Sector, Nyakabanda Cell, PO BOX 7150, KG3 St, Tel (office): +250788312469 (Former Alpha Palace Hotel) Kigali - Rwanda.
Alternatives: N/A
Packaging: N/A
Weights and Dimensions (If applicable): N/A
Marking (if applicable): N/A
Language:
All documents, markings, and labeling should appear in English
Labeling: N/A
Packing list (If applicable): N/A

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Required documents and certificates:
The Bidder shall submit the following documents in its bid:
• To be prequalified, the Bidders must supply the following administrative documents
1. Bid submission letter
2. Copy of trade license issued by RDB (Rwanda Development Board)
3. Valid tax clearance certificate or statement of arrears from RRA
4. Valid clearance certificate from Social Security Funds of Rwanda
5. Please state in your offer, your acceptance of the attached AIMS-NEI Terms and General Conditions. Failure to do so may result in the disqualification of your offer from further evaluation. (Refer to Annex 1)
• For the technical analysis, the Bidders shall submit the following documents:
1. At least two (2) recommendations letter about similar Provide of laundry Services, with complex needs from Two (2) different institutions;
2. List and pictures of currently available equipment for laundry services;
3. Site visit report by AIMS Staff to evaluate the existence of bidder’s equipment (washing machine, drying machine, iron machine, etc)
For the financial offer, the Bidders shall submit the financial offer. Here, the Bidder must mention:
• The cost for laundry services for each specific item including VAT (Refer to Annex 2)

IMPORTANT: Your financial offer must include the following information
• Unit price before tax per item
• Discount where applicable
• Price before taxes and charges (after deduction of any discounts)
• All applicable taxes
• Total price
Currency: All firm costs are to be given in Rwandan Francs (RWF) only.
Period of contract: one (1) year
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 delivery team from the Company will have to work closely with the Representative of the Logistics & Facilities Department for an inspection of the clean item. The Company shall promptly replace any damaged cloth in case the item is considered unsatisfactory by the Client’s representative.
Liquidation Damage Clause (if applicable)
Please be advised that delivery after the 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 30 days after reception of the relevant invoice (with EBM + Laundry Services Material delivery note signed by AIMS Rwanda’s Logistics Representative and by the Laundry Service 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 the 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 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 reserves the right to accept the whole or part of your offer and the lowest evaluated bid does not necessarily need to be accepted.

Special Requirements: N/A
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 5:00 PM CAT on Friday 17th February 2023 to laundry.services@aims.ac.rw
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.
Kindly address any request for clarification to:
Email: laundryenqueries@aims.ac.rw
Confirmation :
Please acknowledge receipt of this document and indicate your intention to bid to this email: laundryenqueries@aims.ac.rw
Thank you and best regards,
Prof Dr. Sam YALA
Center President
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