Quotation are invited for Provision of Venue and Accommodation Services to Aims Research and Innovation Centre, Rwanda. Location: Kigali Deadline: Sunday, 04/01/2026 23:59 ANTI-CORRUPTION POLICY AIMS NETWORK has ZERO tolerance for any corrupt practice or behavior by any of the AIMS NETWORK employees and its vendors 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: doing or 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 any vendor or contractor. IF any of AIMS RIC 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
[email protected] The African Institute for Mathematical Sciences (AIMS RIC) Research and Innovation Centre in Rwanda would like to invite potential Hotels or service providers who are interested in providing Venue and conference package that can host between 50-100 people and accommodation services for 50 people to submit their bid proposals. The successful bidder shall be contracted for a period of one-year renewable following a successful evaluation: 1. Service. Accommodation (standard rooms and/or apartments servicing hotel) for 50 people from January 13th to 16th 2025 and January 19th to 23rd 2025. Inclusive of airport pickup and drop-off, breakfast and internet (Wi-Fi) All service providers must note that it is compulsory that they provide quotes for all the listed dates above for their offer to be considered Conference package of about 50-100 people (Hiring conference inclusive of all conference facilities such as drinking water, sound system, projector, conference stationaries, Lunch and two coffee breaks (Morning and afternoon) Dinner Dinner for all guests during their stay Kindly provide separate quotes, one with dinner inclusive and the other without dinner. 2. Inspection: Site visits 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 made within 30 days from the provision of the invoice by the supplier and all supporting documentsi.e., commercial invoices, tax invoices, signed receipts by AIMS staff and check in and check-out proofs. Your offer should clearly state the following: Financial proposals are required for the provision of accommodation, venue and conference package according to the details listed above please fill in the offer form (Annex 2 of the RFQ) Location and contact details of your hotel or apartment Price per room or apartment including Bed, Breakfast, Dinner & Airport pickup & drop off. Sub-total (i.e., Show the total without VAT and with VAT) Grand Total Bank information (Bank name, bank account, and account name) Discounts. (If any) Kindly use your companys letterhead for your quotation 5. Pertinent information: Proof of previous experience providing a similar service (Recommendation letters at least three) Provide a list of three (3) references with contact numbers and email addresses. Provide a company profile with at least three (3) top management personnel, Having worked with AIMS previously is an added advantage The bids must be sent as one PDF document. Accommodation should be in Kigali 6. 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 Tourism Operating License from RDB A valid tax clearance. A valid RSSB Certificate 7. All or None Clause: The AIMS-RIC reserves the right to accept the whole offer or to cancel the tender. Please note that AIMS-RIC 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-RICs 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. Tender Link : https://www.jobinrwanda.com/index.php/job/request-quotation-provision-venue-and-accommodation-services-aims-research-and-innovation
