Request for quotation for accommodation and restaurant services for participants of A-PIC 2025 Summer school from 24th to 28th November 2025 tender at African Institute for Mathematical Sciences (AIMS)

Dear Sir/Madam,

AIMS Rwanda intends to engage a legally registered hotel service provider to provide accommodation and restaurant services and airport pick up &drop off of its guests participating in the A-PIC summer school 2025 from 24th November 2025 up to 28th November 2025.

We would like to request your best and final offer (BAFO) in Rwandan Francs (RWF) for the following services:

1. Type:

• a)Accommodation (standard rooms hotel) for the following participants as below;

1. Single Standard Rooms for 18 participants 
2. Inclusive of airport pickup and drop-off and breakfast
3. Restaurant services (Lunch & Dinner) a total of 41 meals as described below: 
   • 22 Nov 2025: Lunch 3, Dinner 3
   • 23 Nov 2025: Lunch 10, Dinner 13
   • 29 Nov 2025: Lunch 9, Dinner 3

2. Inspection:

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

3. Destination:

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

4. 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.

5. 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)

1. Location and contact details of your hotel or apartment
2. Price per room including Bed, Breakfast & Airport pickup & drop off 
3. Sub-total (i.e., Show the total without VAT and with VAT)
4. Grand Total
5. Bank information (Bank name, bank account, and account name)
6. Discounts. (If any)

Kindly use your company’s letterhead for your quotation

6. Pertinent information:

1.  
   1. AIMS Purchasing Terms and General Conditions attached hereto are applicable. 
   2. Previous experience providing a similar service (Recommendation letter at least three 
   3. Provide a list of three (3) references with contact numbers and email addresses.
   4. Provide a company profile with at least three (3) top management personnel,
   5. Having worked with AIMS previously is an added advantage
   6. The bids must be sent as one PDF document.
   7. Accommodation should be in Kigali (Close to UR CST premises)

7. All or None Clause:

The AIMS reserves the right to accept the whole offer or to cancel the tender.

Please note that AIMS 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’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.

8. 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

9.Validity: 

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

10. Offer:

Thank you and best regards

Prof Sam YALA

Centre President- AIMS Rwanda