REQUEST
FOR QUOTATION FOR CLEANING AND
FOR QUOTATION FOR CLEANING AND
WASTE
MANAGEMENT SERVICES.
MANAGEMENT SERVICES.
FORAIMS-NEXT
EINSTEIN INITIATIVE AT KIGALI, RWANDA | November 01st, 2016
EINSTEIN INITIATIVE AT KIGALI, RWANDA | November 01st, 2016
TENDER
NUMBER – AIMS-NEI/00001/2016/11/01
NUMBER – AIMS-NEI/00001/2016/11/01
PART
I: General Terms of the Request for Proposal
I: General Terms of the Request for Proposal
I.
Background and Context
Background and Context
The
African Institute for Mathematical Sciences Next Einstein Initiative (hereafter
referred to as AIMS-NEI or the procuring entity) is a Pan African Network that
offers world class post graduate training and research for Africa’s brightest,
most talented youth. The objective of the network is to enable Africa’s
brightest students flourish as independent thinkers, problem solvers and
innovators capable of propelling Africa’s future scientific, technological and
economic self-sufficiency.
African Institute for Mathematical Sciences Next Einstein Initiative (hereafter
referred to as AIMS-NEI or the procuring entity) is a Pan African Network that
offers world class post graduate training and research for Africa’s brightest,
most talented youth. The objective of the network is to enable Africa’s
brightest students flourish as independent thinkers, problem solvers and
innovators capable of propelling Africa’s future scientific, technological and
economic self-sufficiency.
With
its 6th Centre opened in Rwanda in August 2016, AIMS-NEI has recently located
its Global Secretariat from
its 6th Centre opened in Rwanda in August 2016, AIMS-NEI has recently located
its Global Secretariat from
South
Africa to Rwanda (Kamatamu Cell, Rue KG590, Kacyiru Sector, Kigali).
Africa to Rwanda (Kamatamu Cell, Rue KG590, Kacyiru Sector, Kigali).
It
is imperative that AIMS-NEI Global Secretariat maintains a very high standard
of cleanliness and organization to ensure an enabling working environment to
its staff. It is in this regard that AIMS-NEI Global Secretariat seeks to hire
a reputable company to provide quality, efficient cleaning, grounds maintenance
and waste management at the Secretariat. The services will be required for a
period of one year, described in an annual contract that will be renewable
subject to satisfactory performance based on evaluation of services rendered.
is imperative that AIMS-NEI Global Secretariat maintains a very high standard
of cleanliness and organization to ensure an enabling working environment to
its staff. It is in this regard that AIMS-NEI Global Secretariat seeks to hire
a reputable company to provide quality, efficient cleaning, grounds maintenance
and waste management at the Secretariat. The services will be required for a
period of one year, described in an annual contract that will be renewable
subject to satisfactory performance based on evaluation of services rendered.
You
are hereby invited to submit your priced quotation for the cleaning services as
described in the Scope of Work and Prices as detailed below in subsequent
sections.
are hereby invited to submit your priced quotation for the cleaning services as
described in the Scope of Work and Prices as detailed below in subsequent
sections.
II.
Statement of purpose
Statement of purpose
The
African Institute for Mathematical Sciences-The Next Einstein Initiative
(AIMS-NEI) seeks to hire a reputable company to provide cleaning, grounds
maintenance and waste management services to its Global Secretariat at Kacyiru.
African Institute for Mathematical Sciences-The Next Einstein Initiative
(AIMS-NEI) seeks to hire a reputable company to provide cleaning, grounds
maintenance and waste management services to its Global Secretariat at Kacyiru.
The
contracting firm is expected to:
contracting firm is expected to:
·
Conduct a site survey to assess the work at the site to be able to determine
the quantity of products, number of personnel, time required to
efficiently clean facilities without hindering the workflow of AIMS-NEI
community.
Conduct a site survey to assess the work at the site to be able to determine
the quantity of products, number of personnel, time required to
efficiently clean facilities without hindering the workflow of AIMS-NEI
community.
·
Provide AIMS-NEI Global Secretariat with cleaning products including those for
the kitchen.
Provide AIMS-NEI Global Secretariat with cleaning products including those for
the kitchen.
·
Provide sanitary bins for the ladies washrooms on daily basis.
Provide sanitary bins for the ladies washrooms on daily basis.
·
Ensure facilities are thoroughly cleaned before 07h00 a.m.
Ensure facilities are thoroughly cleaned before 07h00 a.m.
·
Have a number of staff assigned to the AIMS-NEI Global Secretariat to do a
cleaning check at 1400 hours.
Have a number of staff assigned to the AIMS-NEI Global Secretariat to do a
cleaning check at 1400 hours.
·
Ensure safety of property and assets of AIMS-NEI Global Secretariat at all
times during the provision of services offered in this contract per the
agreement to be developed in case your firm is considered.
Ensure safety of property and assets of AIMS-NEI Global Secretariat at all
times during the provision of services offered in this contract per the
agreement to be developed in case your firm is considered.
·
Protect AIMS-NEI Global Secretariat and staff at the various facilities
Protect AIMS-NEI Global Secretariat and staff at the various facilities
·
Communicate any issues pertaining to the duties/responsibilities in the signed
contract to AIMS-NEI Global
Communicate any issues pertaining to the duties/responsibilities in the signed
contract to AIMS-NEI Global
Secretariat.
AIMS-NEI
Global Secretariat will provide:
Global Secretariat will provide:
·
Storage space for basic cleaning equipment
Storage space for basic cleaning equipment
·
Water for cleaning.
Water for cleaning.
III.
Scope of work
Scope of work
AIMS
intends to hire a suitable supplier for the provision of professional cleaning,
grounds maintenance and waste management services for the AIMS-NEI Global
Secretariat.
intends to hire a suitable supplier for the provision of professional cleaning,
grounds maintenance and waste management services for the AIMS-NEI Global
Secretariat.
The
present request for quotation is comprised of two service categories:
present request for quotation is comprised of two service categories:
a.
Category # 1: Cleaning services and grounds maintenance of the
AIMS-NEI Global Secretariat premises. This includes thorough:
Category # 1: Cleaning services and grounds maintenance of the
AIMS-NEI Global Secretariat premises. This includes thorough:
·
Daily cleaning of all offices, shared spaces and the kitchen. It is expected
from the service provider to ensure that the kitchen is clean (all day) and
well maintained;
Daily cleaning of all offices, shared spaces and the kitchen. It is expected
from the service provider to ensure that the kitchen is clean (all day) and
well maintained;
·
Daily cleaning of all common/shared spaces (corridors, etc.)
Daily cleaning of all common/shared spaces (corridors, etc.)
·
on-going cleaning of the dishes in the Kitchen every morning and right after
critical times;
on-going cleaning of the dishes in the Kitchen every morning and right after
critical times;
·
on-going cleaning of the washrooms including a scheduled check roster in each
wash room;
on-going cleaning of the washrooms including a scheduled check roster in each
wash room;
·
daily emptying of the trash cans, mop all solid floors,
daily emptying of the trash cans, mop all solid floors,
·
daily wiping of accessible surfaces and furniture with a moist cloth, polishing
mirrors, dusting off windows and window sills, removing all finger prints,
emptying sanitary facilities and scrubbing all items in the Washrooms;
daily wiping of accessible surfaces and furniture with a moist cloth, polishing
mirrors, dusting off windows and window sills, removing all finger prints,
emptying sanitary facilities and scrubbing all items in the Washrooms;
·
Availing a limited personnel conducting a cleaning check at scheduled times
during the day.
Availing a limited personnel conducting a cleaning check at scheduled times
during the day.
Moreover,
the service provider is expected to carry out comprehensive cleaning on
Saturdays (weekly cleaning) under the supervision of the Facilities and
Logistics Manager or delegated colleague. This will include thorough mopping or
scrubbing of solid floors, vacuum cleaning of textile surfaces and chairs,
washing plastic chairs, cleaning doors, furniture and door frames with
appropriate polish, washing of windows, replace all cleaning items that are
finished. The service provider will be responsible for all items, products and
tools for cleaning services including separate items for the kitchen. The
AIMS-NEI Global Secretariat premises will be expected to be kept meticulously
clean at all times in spite of ongoing construction work throughout the
duration of this contract.
the service provider is expected to carry out comprehensive cleaning on
Saturdays (weekly cleaning) under the supervision of the Facilities and
Logistics Manager or delegated colleague. This will include thorough mopping or
scrubbing of solid floors, vacuum cleaning of textile surfaces and chairs,
washing plastic chairs, cleaning doors, furniture and door frames with
appropriate polish, washing of windows, replace all cleaning items that are
finished. The service provider will be responsible for all items, products and
tools for cleaning services including separate items for the kitchen. The
AIMS-NEI Global Secretariat premises will be expected to be kept meticulously
clean at all times in spite of ongoing construction work throughout the
duration of this contract.
b.
Category # 2: Waste management
(disposal bins, transportation and disposal) for
the AIMS-NEI Global
Category # 2: Waste management
(disposal bins, transportation and disposal) for
the AIMS-NEI Global
Secretariat.
This category includes:
This category includes:
·
The provision of large plastic bags that ease the collection of rubbish at the
premises.
The provision of large plastic bags that ease the collection of rubbish at the
premises.
·
daily collection of the rubbish, AIMS-NEI Global Secretariat does not have
excess storage space;
daily collection of the rubbish, AIMS-NEI Global Secretariat does not have
excess storage space;
·
Separate garbage during collection, separating recyclable waste from
non-recyclable waste and food waste in accordance with AIMS-NEI Global
Secretariat foundational principles of environment protection and
sustainability.
Separate garbage during collection, separating recyclable waste from
non-recyclable waste and food waste in accordance with AIMS-NEI Global
Secretariat foundational principles of environment protection and
sustainability.
·Provision
of sanitary bins for the AIMS-NEI Global Secretariat for all the ladies
washrooms. The proposed schedule for management of garbage before pick-up
and collection of garbage should be included in the proposal.
of sanitary bins for the AIMS-NEI Global Secretariat for all the ladies
washrooms. The proposed schedule for management of garbage before pick-up
and collection of garbage should be included in the proposal.
IV.
Alignment to AIMS-NEI
Global Secretariat Core values
Alignment to AIMS-NEI
Global Secretariat Core values
AIMS-NEI
is a multi-cultural community that includes and celebrates diversity of people
from all cultures, backgrounds united to achieve AIMS-NEI Global Secretariat
vision and living by AIMS-NEI Global Secretariat core values of Pan-Africanism,
respect, integrity and excellence. It is expected that the bidders would
demonstrate in their proposals how their services align to these core values
and AIMS-NEI Global Secretariat’ inclusive organizational culture.
is a multi-cultural community that includes and celebrates diversity of people
from all cultures, backgrounds united to achieve AIMS-NEI Global Secretariat
vision and living by AIMS-NEI Global Secretariat core values of Pan-Africanism,
respect, integrity and excellence. It is expected that the bidders would
demonstrate in their proposals how their services align to these core values
and AIMS-NEI Global Secretariat’ inclusive organizational culture.
V.
Cost
Cost
Bidders
shall bear all costs related to the preparation and submission of the proposal.
AIMS-NEI Global
shall bear all costs related to the preparation and submission of the proposal.
AIMS-NEI Global
Secretariat
shall in no way be liable for these costs regardless of the outcomes of the
procurement process.
shall in no way be liable for these costs regardless of the outcomes of the
procurement process.
VI.
Validity period
Validity period
Proposals
shall remain valid for twenty days. Bids with a shorter validity period will be
considered non responsive. In exceptional circumstances, AIMS-NEI Global
Secretariat shall request bidders prior to expiration of the validity period to
extend their validity period. Any such request shall be made in writing as will
any responses.
shall remain valid for twenty days. Bids with a shorter validity period will be
considered non responsive. In exceptional circumstances, AIMS-NEI Global
Secretariat shall request bidders prior to expiration of the validity period to
extend their validity period. Any such request shall be made in writing as will
any responses.
VII.
Late Proposals
Late Proposals
No
proposals submitted after the date and time indicated in the BID DATA SHEET
shall be considered for evaluation.
proposals submitted after the date and time indicated in the BID DATA SHEET
shall be considered for evaluation.
VIII.
Withdrawal or modification of proposals
Withdrawal or modification of proposals
Bidders
should note that lack of clarity or material deficiencies in the proposal will
result in disqualification of the proposal. No modifications to proposals shall
be accepted after the deadline indicated in the BID DATA SHEET. Any
modification or withdrawal of a bid should be communicated in writing
referencing the title of this tender on the sealed envelope. The sealed
envelope should also be marked “WITHDRAWAL” or “MODIFICATION”.
should note that lack of clarity or material deficiencies in the proposal will
result in disqualification of the proposal. No modifications to proposals shall
be accepted after the deadline indicated in the BID DATA SHEET. Any
modification or withdrawal of a bid should be communicated in writing
referencing the title of this tender on the sealed envelope. The sealed
envelope should also be marked “WITHDRAWAL” or “MODIFICATION”.
PART
II: INVITATION FOR QUOTATIONS
II: INVITATION FOR QUOTATIONS
AIMS-NEI
Global Secretariat intends to engage a reputable, professional service company
to provide quality, efficient cleaning, laundry, waste management and grounds
maintenance services for AIMS-NEI Global Secretariat.
Global Secretariat intends to engage a reputable, professional service company
to provide quality, efficient cleaning, laundry, waste management and grounds
maintenance services for AIMS-NEI Global Secretariat.
You
are hereby invited to submit your technical offer and your priced quotation for
the above mentioned services as described in Part III below: Specific
Requirements.
are hereby invited to submit your technical offer and your priced quotation for
the above mentioned services as described in Part III below: Specific
Requirements.
You
are requested to submit your quotation in one original plus two copy, properly
completed and enclosed in plain envelopes marked “QUOTATION AIMS-NEI/00001/2016/11/01,
THE CONTRACT OF CLEANING AND WASTE MANAGEMENT SERVICES”. Your quotation
must be delivered to the AIMS-NEI Global Secretariat located at Gasabo
District, Secteur Kacyiru, Cellule Kamatamu Rue KG590 ST, Kigali.
are requested to submit your quotation in one original plus two copy, properly
completed and enclosed in plain envelopes marked “QUOTATION AIMS-NEI/00001/2016/11/01,
THE CONTRACT OF CLEANING AND WASTE MANAGEMENT SERVICES”. Your quotation
must be delivered to the AIMS-NEI Global Secretariat located at Gasabo
District, Secteur Kacyiru, Cellule Kamatamu Rue KG590 ST, Kigali.
Late
or partial quotations, shall not be accepted for evaluation irrespective of the
circumstances.
or partial quotations, shall not be accepted for evaluation irrespective of the
circumstances.
PART
III: SPECIFIC REQUIREMENTS
III: SPECIFIC REQUIREMENTS
AIMS-NEI
Global Secretariat expects each bidder two submit two types of proposals with
specific requirements:
Global Secretariat expects each bidder two submit two types of proposals with
specific requirements:
1.
Technical proposal providing details as indicated in the Bid Data Sheet.
The technical proposal shall be presented in the following general format;
Technical proposal providing details as indicated in the Bid Data Sheet.
The technical proposal shall be presented in the following general format;
·Expertise/Experience
of the company including
successful execution of similar assignments
with references, years of experience, demonstration of in house capacity –
equipment and personnel to manage assignments of this magnitude, relevant
certificates as outlined in the BID DATA SHEET.
of the company including
successful execution of similar assignments
with references, years of experience, demonstration of in house capacity –
equipment and personnel to manage assignments of this magnitude, relevant
certificates as outlined in the BID DATA SHEET.
·Proposed
methodology – The bidder in this section shall provide a comprehensive yet
practical plan of how he/she intends to effectively provide services defined in
the Scope of Work. Special attention should be given to the fact that AIMS-NEI
Global Secretariat will have continuous movement of personnel, students, guests
thus efficient organization of work flow is essential.
methodology – The bidder in this section shall provide a comprehensive yet
practical plan of how he/she intends to effectively provide services defined in
the Scope of Work. Special attention should be given to the fact that AIMS-NEI
Global Secretariat will have continuous movement of personnel, students, guests
thus efficient organization of work flow is essential.
·
Management structure and personnel – The efficiency of this assignment is dependent
on number and supervision of personnel. Given the sensitivity and open premises
where services are to be provided, integrity and honesty are essential for
successful execution of the contract. This section should clearly define the
roles and responsibilities of key personnel and demonstrate strong coordination
among the team that will execute the contract. The bidder in this section
should demonstrate that the company has adequate and qualified personnel. CVs
of the key personnel including team supervisors for each lot, each site should
be included in this section.
Management structure and personnel – The efficiency of this assignment is dependent
on number and supervision of personnel. Given the sensitivity and open premises
where services are to be provided, integrity and honesty are essential for
successful execution of the contract. This section should clearly define the
roles and responsibilities of key personnel and demonstrate strong coordination
among the team that will execute the contract. The bidder in this section
should demonstrate that the company has adequate and qualified personnel. CVs
of the key personnel including team supervisors for each lot, each site should
be included in this section.
2.
Financial proposal with as much detail as possible as exemplified in the
tables in Annex 4.
Financial proposal with as much detail as possible as exemplified in the
tables in Annex 4.
The
specific requirements for the present contract to be considered during
assessment include the following:
specific requirements for the present contract to be considered during
assessment include the following:
|
Category
|
Requirements
|
Documents/Information
to be submitted |
|
Technical
and professional capacity/ Experience |
Proof
of registration with locally authorized entities |
Certificate
of registration with Rwanda development Board, |
|
Proof
of Fiscal alignment |
Rwanda
Revenues Authority and Rwanda
Social
Security Board Certificates
Occupational
safety and health standard certificate |
|
|
Evidence
of official recognition (last 3 years) from Government authorities and other Not-for-Profit Institutions |
Letter
of recommendations from
Government
Entities
Letter
of recommendations from Not-for- profit community |
|
|
Alignment
with country cleaning requirements |
Recent
police report on the company,
RURA
proof of registration |
|
|
Provides
detailed list of contracts under which
similar
services were provided over the past 2 years with details of:
a)
Contracting Institutions and type of institutions
(University,
INGO, Banks, etc.)
b)
Duration of contract c) Type of contract
d)
Size of premises and number of personnel used to execute the contract. |
Contract
history with all specific details |
|
Number
of years of experience in the field |
Company
Profile |
|
|
Quality
of Personnel:
a)
Personnel must have sufficient integrity to
frequently
work in a space that has several valuables.
b)
Existence and effectiveness of Supervisory unit for each site. |
·
CV of all staff to be deployed
·
Police Clearance/Reference checks for personnel. |
|
|
Has
easily identifiable personnel (Professional ID
cards,
Uniforms, etc.) |
|
|
|
Cost
and
Payments
|
·
Reasonable cost for cleaning products
·
Reasonable cost vs square meters to be cleaned
·
Total cost indicated
·
Payment upon presentation of invoice
·
15 days observed after submission of invoice
· Currency
used: RWF |
Financial
Proposal |
PART
IV. SPECIFIC INSTRUCTIONS TO BIDDERS
IV. SPECIFIC INSTRUCTIONS TO BIDDERS
A.
Bid Data Sheet
Bid Data Sheet
|
Name
of Institution |
African
Institute for Mathematical Sciences – Next Einstein Initiative (AIMS-NEI),
Global
Secretariat |
||
|
Project
Title |
Tender
of cleaning and waste management services. |
||
|
Project
Number |
AIMS/
|
00001
|
/2016/11/01
|
|
Quotation
submission
date
|
All
quotations must be submitted at the latest on Friday November 25th at 12:00 pm.
Any
quotation received after that time will be disqualified. |
||
|
Expected
start date |
AIMS-NEI
Global Secretariat: January 04th, 2016 |
||
|
Notice
|
Participation
to this tender is open to all legally registered companies offering the
required
services in Rwanda. |
||
|
Language
|
The
entire bid process shall be conducted in English. |
||
|
Validity
of Quotations |
25
days from closing date |
||
|
Bid
security |
Not
required |
||
|
Tax
Exemption |
Please
note that Rwanda recognizes AIMS-NEI to be exempt from VAT and other
taxes. Your pricing
should take this into account |
||
|
Evaluation
and Contract
award
|
Offers
will be awarded based on their responsiveness to the requirements.
Award
will be made to the tenderer that meets requirements stated in this Request for quotations. AIMS-NEI Global Secretariat reserves the right to:
Ø
Make any correction for errors;
Ø
Make appropriate adjustment for any other acceptable variations, deviations or omission; and to reflect discounts for the award or other price modifications offered |
||
|
Contact
person for
enquiries
|
Please
direct any inquiries related to this RFQ to Solange NYIRATUNGA, Executive
and
Logistic assistant at snyiratunga@nexteinstein.org by November 26th, 2016 at
12:00.
Any delay in AIMS-NEI Global Secretariat response shall not be used as a reason for extending the deadline for submission. |
||
|
Payment
terms |
Financial
rules and regulations of AIMS-NEI Global Secretariat do not foresee any
advance
payments of any kind. Payments will be made through bank transfer within
15
days from receipt of the invoice and upon AIMS-NEI Global Secretariat certification of satisfactory completion of the service. |
||
|
Site
and Facilities |
Premises
of AIMS-NEI Global Secretariat, located in Kigali City, Gasabo District,
kacyiru
Sector, Kamatamu Cell, Rue KG590 ST and |
||
|
Expected
duration of
the
contract |
One
year, renewable subject to satisfactory performance. |
||
|
Electronic
submissions |
Permitted
in condition to provide hard copies |
||
|
Annex
|
In
addition to all other necessary documents as per the present request for
quotation,
all tenderers are required to fill in the 4 annexes including (i) quotation submission form; (ii) quotation securing declaration form and (iii) integrity form. |
||
Bidders
are expected to duly submit all the required information as specified in the
Bid Data Sheet.
are expected to duly submit all the required information as specified in the
Bid Data Sheet.
AIMS-NEI
Global Secretariat shall award the contract to the bidder whose offer has been
determined to be the best in regard to quality, cost and overall substantial
responsiveness to the requested Bid documents. Substantial responsiveness of
the bid means the terms, conditions and specifications are requested are all
met without deviation, reservation or omission.
Global Secretariat shall award the contract to the bidder whose offer has been
determined to be the best in regard to quality, cost and overall substantial
responsiveness to the requested Bid documents. Substantial responsiveness of
the bid means the terms, conditions and specifications are requested are all
met without deviation, reservation or omission.
B.
OUTCOME AND PERFORMANCE STANDARDS
OUTCOME AND PERFORMANCE STANDARDS
The
successful bidder will be expected to:
successful bidder will be expected to:
·
Collect sufficient information from the AIMS-NEI Global Secretariat community
to ensure they have access to health coverage as soon as possible.
Collect sufficient information from the AIMS-NEI Global Secretariat community
to ensure they have access to health coverage as soon as possible.
·
Develop a work schedule in consultation with AIMS-NEI Global Secretariat for
cleaning services that does not interrupt the work flow at AIMS-NEI Global
Secretariat
Develop a work schedule in consultation with AIMS-NEI Global Secretariat for
cleaning services that does not interrupt the work flow at AIMS-NEI Global
Secretariat
·
Assign personnel to conduct scheduled cleanliness checks of the facilities
during the day in spite of the morning thorough cleaning.
Assign personnel to conduct scheduled cleanliness checks of the facilities
during the day in spite of the morning thorough cleaning.
·
Communicate any issues pertaining to the provision of services in the contract
in advance to AIMS-NEI Global Secretariat.
Communicate any issues pertaining to the provision of services in the contract
in advance to AIMS-NEI Global Secretariat.
·
Ensure all the cleaning personnel have the highest standards of integrity and
treat AIMS- NEI Global Secretariat property with care.
Ensure all the cleaning personnel have the highest standards of integrity and
treat AIMS- NEI Global Secretariat property with care.
·
Transport all personnel to and from their respective sites of work.
Transport all personnel to and from their respective sites of work.
·
Ensure personnel wear distinct uniform with tags identifying them as members of
their team.
Ensure personnel wear distinct uniform with tags identifying them as members of
their team.
·
Ensure AIMS-NEI Global Secretariat Security
personnel have a list of the cleaning
personnel team.
Ensure AIMS-NEI Global Secretariat Security
personnel have a list of the cleaning
personnel team.
·
Be liable for damage caused to AIMS-NEI
Global Secretariat property by cleaning personnel
resulting from negligence.
Be liable for damage caused to AIMS-NEI
Global Secretariat property by cleaning personnel
resulting from negligence.
·
Be responsible to provide all labor, supplies, equipment and tools for the
execution of this contract.
Be responsible to provide all labor, supplies, equipment and tools for the
execution of this contract.
·
Have identified possible risks and a risk mitigation plan for hazards likely to
arise from execution of this contract.
Have identified possible risks and a risk mitigation plan for hazards likely to
arise from execution of this contract.
PART
V. ETHICS CLAUSES
V. ETHICS CLAUSES
»
Any attempt by a candidate or bidder to obtain confidential information, enter
into unlawful agreements with competitors or influence the Committee or
AIMS-NEI Global Secretariat during the process of examining, clarifying,
evaluating and comparing Proposals will lead to the rejection of their
candidacy or bid and may result in administrative penalties;
Any attempt by a candidate or bidder to obtain confidential information, enter
into unlawful agreements with competitors or influence the Committee or
AIMS-NEI Global Secretariat during the process of examining, clarifying,
evaluating and comparing Proposals will lead to the rejection of their
candidacy or bid and may result in administrative penalties;
»
Without the AIMS-NEI Global Secretariat’s prior written authorisation, a
Contractor and its staff or any other company with which the Contractor is
associated or linked may not, even on an ancillary or subcontracting basis,
supply other services, carry out the project. This prohibition also applies to
any other projects that could, owing to the nature of the contract, give rise
to a conflict of interest on the part of the Contractor;
Without the AIMS-NEI Global Secretariat’s prior written authorisation, a
Contractor and its staff or any other company with which the Contractor is
associated or linked may not, even on an ancillary or subcontracting basis,
supply other services, carry out the project. This prohibition also applies to
any other projects that could, owing to the nature of the contract, give rise
to a conflict of interest on the part of the Contractor;
»
When putting forward a bid, the candidate or bidder shall declare that he is
affected by no potential conflict of interest and has no particular link with
other bidders or parties involved in the project. Should such a situation arise
during performance of the contract, the Contractor must immediately inform
AIMS-NEI Global Secretariat;
When putting forward a bid, the candidate or bidder shall declare that he is
affected by no potential conflict of interest and has no particular link with
other bidders or parties involved in the project. Should such a situation arise
during performance of the contract, the Contractor must immediately inform
AIMS-NEI Global Secretariat;
»
The Contractor must at all times act impartially and as a faithful adviser in
accordance with the code of conduct of his profession. The Contractor shall
refrain from making public statements about the project or services without
AIMS-NEI Global Secretariat prior approval. The Contractor may not commit
AIMS-NEI Global Secretariat in any way without its prior written consent;
The Contractor must at all times act impartially and as a faithful adviser in
accordance with the code of conduct of his profession. The Contractor shall
refrain from making public statements about the project or services without
AIMS-NEI Global Secretariat prior approval. The Contractor may not commit
AIMS-NEI Global Secretariat in any way without its prior written consent;
»
For the duration of the contract, the Contractor and staff shall respect human
rights and undertake not to offend the political, cultural and religious mores
of the beneficiary state;
For the duration of the contract, the Contractor and staff shall respect human
rights and undertake not to offend the political, cultural and religious mores
of the beneficiary state;
»
The Contractor may accept no payment connected with the contract other than
that provided for therein. The Contractor and its staff must not exercise any
activity or receive any advantage inconsistent with their obligations to the
AIMS-NEI Global Secretariat;
The Contractor may accept no payment connected with the contract other than
that provided for therein. The Contractor and its staff must not exercise any
activity or receive any advantage inconsistent with their obligations to the
AIMS-NEI Global Secretariat;
»
The Contractor and its staff shall be obliged to maintain professional secrecy
for the entire duration of the contract and after its completion. All reports
and documents drawn up or received by the Contractor shall be confidential;
The Contractor and its staff shall be obliged to maintain professional secrecy
for the entire duration of the contract and after its completion. All reports
and documents drawn up or received by the Contractor shall be confidential;
»
The contract shall govern the Contracting Parties’ use of all reports and
documents drawn up, received or presented by them during the execution of the
contract;
The contract shall govern the Contracting Parties’ use of all reports and
documents drawn up, received or presented by them during the execution of the
contract;
»
The Contractor shall refrain from any relationship likely to compromise his
independence or that of its staff. If the Contractor ceases to be independent,
AIMS-NEI Global Secretariat may, regardless of injury, terminate the contract
without further notice, and without the Contractor having any claims to
compensation;
The Contractor shall refrain from any relationship likely to compromise his
independence or that of its staff. If the Contractor ceases to be independent,
AIMS-NEI Global Secretariat may, regardless of injury, terminate the contract
without further notice, and without the Contractor having any claims to
compensation;
»
AIMS-NEI Global Secretariat reserves the right to suspend or cancel a contract
if corrupt practices of any kind are discovered at any stage of the award
process. For the purposes of this provision, corrupt practices are the offer of
a bribe, gift, gratuity or commission to any person as an inducement or reward
for performing or refraining from any act relating to the award of a contract
or implementation of a contract already concluded with the AIMS Rwanda;
AIMS-NEI Global Secretariat reserves the right to suspend or cancel a contract
if corrupt practices of any kind are discovered at any stage of the award
process. For the purposes of this provision, corrupt practices are the offer of
a bribe, gift, gratuity or commission to any person as an inducement or reward
for performing or refraining from any act relating to the award of a contract
or implementation of a contract already concluded with the AIMS Rwanda;
»
All bidders will be rejected or contracts terminated if it emerges that the
award or execution of a contract has given rise to unusual commercial expenses;
All bidders will be rejected or contracts terminated if it emerges that the
award or execution of a contract has given rise to unusual commercial expenses;
»
Such unusual commercial expenses are commissions not mentioned in the main
contract or not stemming from a properly concluded contract referring to the
main contract, commissions not paid in return for any actual and legitimate
service, commissions remitted to a tax haven, commissions paid to a recipient
who is not clearly identified or commissions paid to a company which has every
appearance of being a front company;
Such unusual commercial expenses are commissions not mentioned in the main
contract or not stemming from a properly concluded contract referring to the
main contract, commissions not paid in return for any actual and legitimate
service, commissions remitted to a tax haven, commissions paid to a recipient
who is not clearly identified or commissions paid to a company which has every
appearance of being a front company;
»
The Contractor shall supply AIMS-NEI Global Secretariat on request with all
supporting documents relating to the conditions of the contract’s execution.
AIMS-NEI Global Secretariat may carry out whatever documentary or on-the-spot
checks it deems necessary to find evidence in cases of suspected unusual
commercial expenses.
The Contractor shall supply AIMS-NEI Global Secretariat on request with all
supporting documents relating to the conditions of the contract’s execution.
AIMS-NEI Global Secretariat may carry out whatever documentary or on-the-spot
checks it deems necessary to find evidence in cases of suspected unusual
commercial expenses.
When
putting forward a bid, the bidder shall declare its commitment to the
non–exploitation of child labour and to the respect of basic social rights and
working conditions. AIMS-NEI Global Secretariat reserves the right to carry out
its due diligence in whatever form – documentary or on- the-spot checks to
ensure it sufficient information is available to inform the evaluation and
contracting process.
putting forward a bid, the bidder shall declare its commitment to the
non–exploitation of child labour and to the respect of basic social rights and
working conditions. AIMS-NEI Global Secretariat reserves the right to carry out
its due diligence in whatever form – documentary or on- the-spot checks to
ensure it sufficient information is available to inform the evaluation and
contracting process.
PART
VI: Evaluation and award process:
VI: Evaluation and award process:
Bidders
are expected to duly submit all the required information as specified in the
Bid Data Sheet. AIMS-NEI Global Secretariat shall award the contract to the
bidder whose offer has been determined to be the best in regard to quality,
cost and overall substantial responsiveness to the requested Bid documents.
Substantial responsiveness of the bid means the terms, conditions and
specifications are requested are all met without deviation, reservation or
omission.
are expected to duly submit all the required information as specified in the
Bid Data Sheet. AIMS-NEI Global Secretariat shall award the contract to the
bidder whose offer has been determined to be the best in regard to quality,
cost and overall substantial responsiveness to the requested Bid documents.
Substantial responsiveness of the bid means the terms, conditions and
specifications are requested are all met without deviation, reservation or
omission.
Proposals
shall go through the following stages for evaluation;
shall go through the following stages for evaluation;
·
Preliminary evaluation to ensure minimum completion of requirements.
Preliminary evaluation to ensure minimum completion of requirements.
·
Technical evaluation to ensure compliance with requirements as described in the
general and specific requirements in the Request for proposal.
Technical evaluation to ensure compliance with requirements as described in the
general and specific requirements in the Request for proposal.
·
Financial evaluation to assess the cost effectiveness of the services/products
provided.
Financial evaluation to assess the cost effectiveness of the services/products
provided.
This
will include comparison against actual market prices for similar services.
will include comparison against actual market prices for similar services.
AIMS-NEI
Global Secretariat reserves the right to conduct a post qualification
evaluation prior to offering a contract to the successful bidder. Post
qualification evaluation could include physical inspection of company’s
equipment, additional reference checks, visit to sites where supplier is
currently executing similar contracts etc.
Global Secretariat reserves the right to conduct a post qualification
evaluation prior to offering a contract to the successful bidder. Post
qualification evaluation could include physical inspection of company’s
equipment, additional reference checks, visit to sites where supplier is
currently executing similar contracts etc.
Successful
and unsuccessful bidders shall be informed of the provisional outcome of the
bids evaluation prior to expiry of the bid validity period. Bidders will have a
period of seven days to lodge a protest.
and unsuccessful bidders shall be informed of the provisional outcome of the
bids evaluation prior to expiry of the bid validity period. Bidders will have a
period of seven days to lodge a protest.
[insert
letterhead paper of the Tenderer full postal address, and telephone, facsimile
and telex numbers and cable address]
letterhead paper of the Tenderer full postal address, and telephone, facsimile
and telex numbers and cable address]
Annex
1: QUOTATION SUBMISSION FORM
1: QUOTATION SUBMISSION FORM
To:
[insert full address of Procuring Entity]
[insert full address of Procuring Entity]
…………………………….[date]
We
offer to provide the [insert description of service and Quotation No.]
in accordance with the Conditions of Contract accompanying this Quotation for
the Contract Price of [insert amount in words, figures and currency].
offer to provide the [insert description of service and Quotation No.]
in accordance with the Conditions of Contract accompanying this Quotation for
the Contract Price of [insert amount in words, figures and currency].
We
also offer to complete the said services within a period of [insert period]
that includes mobilization period.
also offer to complete the said services within a period of [insert period]
that includes mobilization period.
This
quotation and your written acceptance of it shall constitute a binding Contract
between us. We understand that you are not bound to accept the lowest or any
quotation you receive.
quotation and your written acceptance of it shall constitute a binding Contract
between us. We understand that you are not bound to accept the lowest or any
quotation you receive.
We
hereby confirm that this quotation complies with the conditions required by the
Invitation for Quotations.
hereby confirm that this quotation complies with the conditions required by the
Invitation for Quotations.
Authorized
Signature: ……………………………………………………………… Name and Title of Signatory:
………………………………………………………. Name of the Service Provider: …………………………………………………………
Signature: ……………………………………………………………… Name and Title of Signatory:
………………………………………………………. Name of the Service Provider: …………………………………………………………
Annex
2: Quotation Securing Declaration
2: Quotation Securing Declaration
Date:
………………………………….
………………………………….
Tender
No AIMS-NEI/RW001/2016/11/01
No AIMS-NEI/RW001/2016/11/01
To:………………………………………
[insert complete name of Procuring Entity]
[insert complete name of Procuring Entity]
We,
the undersigned, declare that:
the undersigned, declare that:
We
understand that, and accept that we will automatically be suspended from being
eligible for the competition in any contract with the Procuring Entity for the
period of time to be determined by the Authority, if we are in breach of our
obligation(s) under the tender conditions, because we: (a) have
withdrawn or modified our quotation during
the period of quotation validity
understand that, and accept that we will automatically be suspended from being
eligible for the competition in any contract with the Procuring Entity for the
period of time to be determined by the Authority, if we are in breach of our
obligation(s) under the tender conditions, because we: (a) have
withdrawn or modified our quotation during
the period of quotation validity
specified
in the Form of Quotation;
in the Form of Quotation;
(b)
Disagreement to arithmetical correction made to the quotation price; or
Disagreement to arithmetical correction made to the quotation price; or
(c)
having been notified of the acceptance of our quotation by the Procuring
Entity during the period of tender validity, (i) failure to sign the contract
if required by Procuring Entity to do so or (ii) fail or refuse to furnish the
Performance Security or to comply with any other condition precedent to signing
the contract specified in the quotation documents.
having been notified of the acceptance of our quotation by the Procuring
Entity during the period of tender validity, (i) failure to sign the contract
if required by Procuring Entity to do so or (ii) fail or refuse to furnish the
Performance Security or to comply with any other condition precedent to signing
the contract specified in the quotation documents.
We
understand this Quotation Securing Declaration shall expire if we are not the
successful service provider, upon the earlier of (i) our receipt of your notification
to us of the name of the successful Tenderer; or (ii) twenty-eight days after
the expiration of our request for quotation. Signed: [insert signature of
person whose name and capacity are shown]
understand this Quotation Securing Declaration shall expire if we are not the
successful service provider, upon the earlier of (i) our receipt of your notification
to us of the name of the successful Tenderer; or (ii) twenty-eight days after
the expiration of our request for quotation. Signed: [insert signature of
person whose name and capacity are shown]
In
the capacity of [insert legal capacity of person signing the Tender Securing
Declaration]
the capacity of [insert legal capacity of person signing the Tender Securing
Declaration]
Name:
[insert complete name of person signing the Tender Securing Declaration]
[insert complete name of person signing the Tender Securing Declaration]
Duly
authorized to sign the quotation document for and on behalf of: [insert complete
name of
authorized to sign the quotation document for and on behalf of: [insert complete
name of
Tenderer]
Dated
on day of
[insert date of signing]
on day of
[insert date of signing]
Corporate
Seal (where appropriate)[Insert Name of Procuring Entity]
Seal (where appropriate)[Insert Name of Procuring Entity]
Annex
3: INTEGRITY
3: INTEGRITY
UNDERTAKEN
BY SERVICE PROVIDER ON ANTI – BRIBERY POLICY / CODE OF CONDUCT AND COMPLIANCE
PROGRAMME
BY SERVICE PROVIDER ON ANTI – BRIBERY POLICY / CODE OF CONDUCT AND COMPLIANCE
PROGRAMME
We,
[insert name of the service provider], place importance on competitive
tendering taking place on a basis that is free, fair, competitive and not open
to abuse. We are pleased to confirm that we will not offer or facilitate,
directly or indirectly, any improper inducement or reward to any public
officer, their relations or business associates, in connection with this
quotation, or in the subsequent performance of the contract if it is
successful.
[insert name of the service provider], place importance on competitive
tendering taking place on a basis that is free, fair, competitive and not open
to abuse. We are pleased to confirm that we will not offer or facilitate,
directly or indirectly, any improper inducement or reward to any public
officer, their relations or business associates, in connection with this
quotation, or in the subsequent performance of the contract if it is
successful.
We
have an Anti-Bribery Policy/ Code of Conduct and a Compliance Program which
includes all reasonable steps necessary to assure that the No-bribery
commitment given in this statement will be complied with by our management and
employees as well as by all third parties working with us on the public sector
projects or contract including agents, consultants, consortium partners,
sub-contractors and service providers.
have an Anti-Bribery Policy/ Code of Conduct and a Compliance Program which
includes all reasonable steps necessary to assure that the No-bribery
commitment given in this statement will be complied with by our management and
employees as well as by all third parties working with us on the public sector
projects or contract including agents, consultants, consortium partners,
sub-contractors and service providers.
Name
of the Authorized
Person)
Signature
of the Authorized
Person)
Signature
Date
Company
stamp/seal
stamp/seal
Annex
4:
4:
Category
# 1 – Cleaning services and grounds
maintenance, AIMS-NEI Global Secretariat
# 1 – Cleaning services and grounds
maintenance, AIMS-NEI Global Secretariat
premises
|
No.
|
Item
|
Description
|
Unit
cost |
Quantity
|
Unit
price |
Amount
(RwF) |
|
1
|
Cleaning
products
|
Dishwashing
sponges
|
|
|
|
|
|
|
|
Dishwashing
liquid |
|
|
|
|
|
Detergents
|
|
|
|
|
||
|
Wet
floor signs |
|
|
|
|
||
|
2
|
Cleaning
personnel
|
|
|
|
|
|
Note:
List all materials and products to be used
List all materials and products to be used
Category
# 2: Waste management (disposal bins, transportation and disposal) for the AIMS-NEI Global
Secretariat:
# 2: Waste management (disposal bins, transportation and disposal) for the AIMS-NEI Global
Secretariat:
|
No.
|
Item
|
Description
|
Unit
cost |
Quanti
ty |
Unit
price |
Amount
(RwF)
|
|
1
|
Garbage
bags |
|
|
|
|
|
|
2
|
Garbage
collection |
|
|
|
|
|
|
3
|
Personnel
|
|
|
|
|
|
Note:
List all materials and products to be used
List all materials and products to be used
