Renting of Self-Furnished Villas/Apartments for Tutors and Lecturers of 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.


Attention: To whom it may concern
From: AIMS RWANDA
cc: N/A Our file ref.: [N/A]
Date:13.03.2023 N° of pages including this page:9
Re: Renting of self-furnished villas/apartments for Tutors and Lecturers of AIMS Rwanda
(RFQ-AIMSRW/036/LR-02-0200)
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 firm offer for the renting of self-furnished villas/apartments for tutors and lecturers of AIMS Rwanda.
The service provider will provide to AIMS Rwanda with self-furnished villas/apartments with rooms which are self-contained, a 24h/7 days a week security guards for the house, a good internet for the tutors and lecturers of AIMS Rwanda. The desired rooms are 10 maximum and the period of renting is from 4th April 2023 to 30th June 2024 with Two (2) month break non payable in July & August 2023(Holidays).
Description of the self-furnished houses
The house must have but not limited to the following:
• A fully furnished living room (with TV and a DSTV/Canal Plus subscription) and a dining room,
• A Kitchen with all kitchen appliances and all utensils for dinning,
• A laundry machine or a specific area for laundry,
• Each bedroom must be self-contained,
• A good internet,
• A parking space for 1 or 2 vehicles,
• A security guard that will guard the house 24h/24h and 7 days in a week,
• The house should be at approximately between 15 to 20 min of walk from former ALPHA Palace (AIMS Rwanda’s premises) In case the house is beyond 15 to 20 min of walk, the owner of the house should provide transportation in the morning and in the evening

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Deliverables:
The Contractor shall undertake to perform the services defined above with the highest standards of professional and ethical competence and integrity:
1. Avail an annual subscription of a good internet
2. Avail all furniture’s& kitchen appliances and its repair or maintenance thorough the contractual period;
3. A weekly gardening;
4. A weekly waste collection from the compound;

Required documents and certificates:
The Bidder shall submit the following documents in its bid:
(1) For be prequalified, the Bidders must supply the following administrative documents:
1. A Bid submission letter signed by the Owner of the House (as per the Land Title) or by his/her representative with a legal authorization that gives the power to act for the owner of the house
2. A power of attorney signed in front of a Notary for designing the legal representative (If applicable)
3. Copy of the Land Title
4. 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)
(2) For the technical analysis, the Bidders shall submit the following documents:
1. Pictures of all rooms, bathrooms, kitchen, laundry spaces, etc
2. A report of satisfaction from the AIMS Rwanda’s staff up to 90% level
(3) For the financial offer, the Bidders shall submit the financial offer. Here, the Bidder have clearly to mention:
• The total monthly cost of the contract including VAT (refer to the annex 2)
• The total monthly cost of the transportation in case the house is far from 30 min of walk

Cost breakdown:
Kindly share the following information in your quotation:
• Monthly cost of the renting the house
• 18% VAT
• Total price
Currency: All firm costs to be given in Rwandan Francs (RWF) only.
Period of contract: From 4th April to 30th June 2024 with Two (2) month break non payable in July & August 2023(Holidays)
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
Not required
Liquidation Damage Clause (if applicable)
Not applicable
Payment
Payments shall be made within 30 days after reception of the relevant monthly invoice (with EBM + Approval note signed by AIMS Rwanda Facilities and Logistics Representative and by the owner of the house).
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
• 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 Wednesday 22nd /03/ 2023, 5:00 pm (Kigali time).
All bids will be submitted online using accommodation.services@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: accomodation.enquiries@aims.ac.rw
Confirmation :
Please acknowledge receipt of this document and indicate your intention to bid to this email: accomodation.enquiries@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
AIMS Rwanda
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