Quotation Are Invited For Provision Of Cleaning Services

Quotation are invited for Provision of Cleaning Services to Aims Research and Innovation Centre, Rwanda. Location: Kigali Deadline: Tuesday, 28/04/2026 17:00 AIMS RIC NETWORK has ZERO tolerance for any corrupt practice or behavior by any of the AIMS RIC NETWORK employees and its vendors and contractors. AIMS RIC NETWORK completely prohibits offering, giving, or agreeing to give to any employee of AIMS RIC 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 RIC 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 RIC Network Internal Auditor at [email protected] The African Institute for Mathematical Sciences (AIMS RIC) Research and Innovation Centre in Rwandawould like to invite potential service providers who are interested in providing cleaning services at our flat-stored office premises to submit bid proposals. The successful bidder shall be contracted for a period of one-year renewable following a successful evaluation: 1. Service Provision of cleaning services to African Institute for Mathematical Sciences- Research and Innovation Centres offices premises located at Kicukiro KN 3 Rd,Kigali (Former MINISANTE Building). The assignment includes general office cleaning as well as specialized cleaning of window glasses, including those located at the top section of the building. 2. Scope of Services. The selected service provider will be required to: Carry out general cleaning of office spaces (floors, walls, stairs, ceilings, surfaces and toilets on each floor) Clean all window glasses (both interior and exterior) Clean high-level windows at the top of the building Remove dust, stains, and debris from all designated areas The potential bidders shall be required to provide all necessary cleaning materials, including liquid soap, rags, buckets, detergents for use in toilets, and appropriate cleaning equipment such as mops, squeegees, brushes, and any other items required to ensure efficient cleaning. (See Annex C for more information 3. Vendor Requirements Interested vendors should meet the following requirements: Demonstrated experience in the provision of cleaning services, supported by a minimum of three recommendation letters from previous or current clients Valid company registration documents that clearly indicate that cleaning services are within the companys scope of operations Health & Safety Requirements, due to the nature of the work, especially at height, the service provider must demonstrate compliance with safety regulations for working at height, provide appropriate safety equipment (e.g., harnesses, scaffolding, ladders, etc.), ensure staff are trained and certified for high-rise cleaning and also provide proof of insurance coverage for workers and third-party liability 4. Submission of proposal to offer services The quotation should include: Detailed, signed and stamped financial offer form clearing indicating all costs (See Annex B) Valid operating licenses and certifications Details of staff, including the proposed number of personnel, their uniforms, and the supervision plan. List of tools, equipment (non-consumables) and cleaning material supplies (consumables) to be used for hygiene All bidders are invited for a site visit on April 23rd, 2026, to allow for accurate assessment before submission of your quotation. a) Mandatory Requirements (MR) A signed and stamped comprehensive company profile, clearly detailing the management structure and demonstrating relevant experience. Copy of Certificate of incorporation/Registration that clearly indicates cleaning Services Copy of RSSB compliance certificate (Local company) equivalent to the international bidder Copy of Validity Tax clearance certificate Proof of EBM V2 b). Financial proposal. A clear breakdown of the financial proposal including: all the chargeable taxes. Applicable discounts and Terms of payment 8. Duration The duration of the contract is anticipated to run for a period of one year which can be extended if the annual review is satisfactory. 9. Contract Parameters AIMS RIC recognizes the importance of confidentiality of the data provided: the proposal information, Accordingly, the selected vendor must keep confidential all dealings with AIMS RIC. A Service Framework Agreement will be signed once the best bidder has been Selected. 10. Bid submission. The application files (bids) will include the following: Technical, financial proposals and required documents and certificates 11. Modification and withdrawal of tenders The tenderer may modify or withdraw its tender after the tenders submission, provided that written notice of the modification, including substitution or withdrawal of the tenders is received by the AIMS RIC prior to the deadline prescribed for the submission of tenders. No tender may be modified after the deadline for submission of tenders. AIMS RIC may at any time terminate procurement proceedings before contract award and shall not be liable to any person for the termination. 12.Evaluation and comparison of tenders AIMS RIC will evaluate and compare the tenders which have been determined to be substantially responsive, the comparison shall be of the price including all costs as well as duties and taxes payable on all the materials to be used in the provision of the services. In addition, the technical evaluation will be conducted (Operational plan) 13.Award Criteria and Notification of award AIMS RIC will award the contract to the successful bidder whose tender has been determined to be substantially responsive and has been determined to be the lowest evaluated tender, provided further that the tenderer is determined to be qualified to perform the contract satisfactorily. AIMS RIC reserves the right to accept or reject any tender and to annul the tendering process and reject all tenders at any time prior to contract award, without thereby incurring any liability or obligation to inform the affected tenderer or tenderers of the grounds for AIMS RICs action. Prior to the expiration of the period of tender validity, AIMS RIC will notify the successful tenderer in writing that its tender has been accepted. The notification of award will signify the formation of the Contract subject to the signing of the contract between the tenderer and AIMS RIC Simultaneously the other tenderers shall be notified that their tenders have not been successful. 14. Validity: Your offer must remain valid until 30/6/2026 before which a framework agreement, if placed, should be accepted by you. Alternatives: Alternative ideas and proposals must be confirmed by AIMS Research and Innovation Centre in writing before the submission deadline. Alternative ideas or proposals 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 [email protected] . 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. Language: All documents should appear in English. Distribution of documents and certificates Offers must be submitted in one full set (single PDF file with all pages arranged according to the order listed above). Currency: All firm costs are to be given in Rwandan Francs (RWF) only. Contract Date: A contract will be issued before or on 30th June2026. All or None Clause: Bid Acceptance AIMS RIC 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 RIC at its own initiative or in response to a clarification requested by a prospective supplier. 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 NETWORKs general principles, including economy and efficiency and best value for money. Special Requirements: Proposals submitted after the submission deadline shall not be accepted. AIMS RIC reserves the right to reject any or all bid proposals or to cancel the bidding process. AIMS RIC do not guarantee any contract because of this invitation. IMPORTANT: All inquiries regarding the information on this RFQ must be submitted in writing to [email protected]. No bid should be submitted to [email protected] After this RFQ has been released, contact between a Vendor and AIMS Research and Innovation Centre is prohibited, except for the afore mentioned purposes. 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 to contract your agency 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 28th April 2026 cleaningservicetender Tender Link : https://www.jobinrwanda.com/job/request-quotation-provision-cleaning-services-aims-research-and-innovation-centre-rwanda