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:
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 2nd African Conference on Machine Learning, Optimization & Applications (MLOA) from 22nd to 24th 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;
b)Conference package for the following event:
c)Meals such Breakfast and 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
Site visit may be carried out at the facilities of the service provider
All services will be provided at the facilities of the service provider
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.
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)
Kindly use your company’s letterhead for your quotation
6. Pertinent information:
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)
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:
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 5:00 pm, Kigali Time, on Monday 14/07/2025 to the email : accommodation2025@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 : enquiries.accommodation2025@aims.ac.rw |
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