Request for Quotation (RFQ) for the  Supply of Enterprise Printer to Aims Research and Innovation Centre, Rwanda

REQUEST FOR QUOTATION (RFQ) 

REQUEST FOR QUOTATION

ANTI-CORRUPTION POLICY

AIMS NETWORK has ZERO tolerance for any corrupt practice or behavior by any of the AIMS NETWORK employees and itsvendors and contractors. AIMS NETWORK completely prohibits offering, giving, or agreeing to give to any employee of AIMS NETWORK any gift or commission, or consideration of any kind as an inducement or reward for:

• doingor not doing (or for having done or not having done) any act in relation to the obtaining of any contract with AIMS NETWORK; or
• showing or not showing favor or disfavor to any person in relation to any contract it enters with anyvendor or 

IF any of AIMS employees contact the vendor or the contractor for any gift or commission or consideration of any kind (financial and non-financial), then the vendor must report that matter immediately to the AIMS Network Internal Auditor at sali@nexteinstein.org

The African Institute for Mathematical Sciences (AIMS) Research and Innovation Centre in Rwanda kindly requests your best offer Delivered at Place (DAP) to No. 1 KG 590 ST, Kacyiru, Gasabo District, Kigali, Rwanda for the following:

Type and Quantity:

Lot 1:

Incoterm:

Goods to be delivered to the AIMS Research and Innovation Centre at No. 1 KG 590 ST, Kacyiru, Gasabo District, Kigali,Rwanda.

Quality specifications:

Item 1: HP LaserJet Enterprise MFP M634z

Manufacturer: HP

Model: LaserJet Enterprise MFP M634z

Function: Print, Copy, Scan, Fax Print Speed: Up to 55 ppm Paper Trays: 5

Print Color: Monochrome Warranty: 3 years warranty

Alternatives:

Alternative specifications must be confirmed by AIMS Research and Innovation Centre in writing before the submission deadline. Alternative specifications not confirmed as such will not be considered.

Request for Clarification:

Bidders are required to submit any request for clarification or any question in respect of this RFQ by e-mail to ricprocurementenquiries@aimsric.org . No bid should be submitted to this address. Bidders are requested to keep all questions concise. AIMS Research and Innovation Centre will compile the questions received. AIMS Research and Innovation Centre may, at its discretion, copy any reply to a question to all the other invited bidders at once.

Packaging:

All goods must be packed suitable for air/land/sea transportation including rough handling to the destination.

Weights and Dimensions:

Please state the type of packing, net and gross weights, size of cartons, and cubic dimensions in your offer.

Marking:

All packaging should be clearly marked “For Academic Use Only.”

Language:

All documents, markings, and labeling should appear in English.

Labeling:

All packaging should be clearly marked “Fragile Handling.”

Packing list:

In/and outside each carton state contents/quantity in English.

Required documents and certificates:

Pre-qualification Documents

• Businessregistration certificate from Rwanda Development Board or its equivalent for bidders registered outside
• ValidRwanda Social Security Board (RSSB) compliance certificate or its equivalent, if applicable, for bidders registered outside
• Atleast three (3) signed and stamped Letters of Recommendation or Certificates of Completion from clients the tenderer has worked with and offered similar products and services to those requested in this RFQ within the past five
• Estimatedtime of delivery from date of receiving purchase

Required Bid Documents

• Signedand stamped proforma
• Signedand stamped Financial Offer Form (Annex C)
• Signedand stamped Technical Offer Form (Annex B)
• Proofof EBM V2
• Validtax clearance certificate from Rwanda Revenue Authority or its equivalent where applicable for bidders registered outside Rwanda.
• Signedand stamped company profile indicating expertise, experience, and profiles of senior management

Distribution of documents and certificates

• Offers must be submitted in one full set (single PDF file with all pages arranged according to the listedorder above).

Warranty

• Allequipment and materials must be covered by the manufacturer’s

Cost breakdown:

IMPORTANT: Your financial offer must include the following information

Forevery lot:

• Unitprice before tax per item
• Discountwhere applicable
• Totalprice (net after deduction of any discounts)
• Allapplicable taxes
• Allapplicable charges
• Totalprice of the lot
• Totalprice (sum of all lots)

Currency:

All firm costs are to be given in Rwandan Francs (RWF) only.

Delivery Date:

• Apurchase contract/order will be issued before or on 31^th December  The goods must be delivered no later than three weeks.
• Pleasestate if goods are available ex-stock or state production/delivery lead
• AIMS mustbe notified in writing if the shipment of the desired items is delayed for any

Samples

Not required.

Inspection

A quality and quantity inspection shall be carried out upon delivery/installation. Any items which do not conform to the specifications and/or damaged goods will be rejected at the vendor’s expense.

If an item is deemed unacceptable, the vendor shall make return arrangements within five (5) days ofbeing notified or permit AIMS to arrange for the return of the item(s). The vendor assumes the delivery expenses inthis case.

Liquidation Damage Clause

IMPORTANT: Please be advised that delivery/installation after the agreed schedule shall be subject to a deduction from the invoice of 0.2% per day for each day after the agreed delivery date up to 7% of the total cost CPT value of the contract.

Payment

Within 30 days of the date of handover of all goods and installations, and all supporting documents in good order to anauthorized AIMS Research and Innovation Centre representative. The vendor shall accept payment in accordance with the payment procedures of Rwanda.

Validity:

Your offer must remain valid until 60 days after the issue of this RFQ, before which a Purchase Order if placed, should be accepted by you.

Insurance

The vendor is responsible for all goods and materials until they are delivered and formally accepted by an authorized AIMSrepresentative.

All or None Clause:

Bidders are required to bid for all lots among two lots (Lot 1) in this RFQ. AIMS reserves the right to accept the whole or part of your offer and the lowest price need not be accepted.

Bid Acceptance

AIMS Research and Innovation Centre may, at its discretion, extend the deadline for the submission of bids, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by AIMS Research and Innovation Centre at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that AIMS Research and Innovation Centre is not bound to select any of the firms 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 NETWORK’s general principles, including economy and efficiency and best value for money.

Special Requirements:

• All documentsshould clearly state “For Academic Use Only”
• Quotationssubmitted after the submission deadline shall not be accepted.
• AIMSreserves the right to reject any or all bid proposals or to cancel the bidding  AIMS does not guarantee any contract as a result of this invitation.

IMPORTANT: All inquiries regarding the information on this RFQ must be submitted in

writing to ricprocurementenquiries@aimsric.org. No bid should be submitted to ricprocurementenquiries@aimsric.org

After this RFQ has been released, contact between a Vendor and AIMS Research and Innovation Centreis prohibited, except for the aforementioned  Violation of this clause may result in the rejection of the bid.

This is not a purchase order, and this document should not be construed in any way as an offer tocontract with your firm

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 10:00 AM CAT on 30^th December 2024 kttpíinteí@aimsíic.oíg 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.

Confirmation:

Please send an acknowledgment of receipt of this document, and your intention to bid to ricprocurementenquiries@aimsric.org

Additional Terms and Conditions:

Please state in your offer, your acceptance of attached AIMS-NETWORK Terms and General Conditions in Annex Abelow. Failure to do so may result in the disqualification of your offer from further evaluation.

N.B. Kindly submit your best firm offers as negotiation will not be entered.

 Thank you and best regards,

 Dr. Isambi Mbalawata,

Director Scientific Development and Administration, AIMS Research and InnovationCentre