Request for quotation for accommodation and hotel services for participants of MLOA conference from 22nd-24th September 2025
Date: 08/07/2024
N° of pages including this page: 12
Re: Quotation Request for:

• Accommodation services
• Conference package
• 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, hotel services and airport pick up &drop off of its guests participating in the 2^nd African Conference on Machine Learning, Optimization & Applications (MLOA) from 22^nd to 24^th September 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. 9 people to check-in on September 20^th 2025 and Check-out on September 24th, 2025
2. Inclusive of airport pickup and drop-off.

b)Conference package for the following event:

1. Conference package for 70 participants from 22^nd to 24^th September 2025

c)Meals such Breakfast and Dinner:

1. Guests accommodated in the hotel may request breakfast or dinner

N.B: All service providers must note that it is compulsory that they provide quote for all lots listed above for their offer to be considered

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 & Airport pickup & drop off
3. Price per meal (Break fast or Dinner)
4. Sub-total (i.e., Show the total without VAT and with VAT)
5. Grand Total
6. Bank information (Bank name, bank account, and account name)
7. (If any)

Kindly use your company’s letterhead for your quotation

6. Pertinent information:

1. AIMS-RWANDA 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

7. All or None Clause:

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

Please note that AIMS-RWANDA 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-RWANDA’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 November 2025 before which a framework agreement, if placed, should be accepted by you.

10. Offer: