Request for Quotation (RFQ) for Provision of Security Services

Job Title and Organisation

The African Institute for Mathematical Sciences Research and Innovation Centre (AIMS RIC) in Rwanda would like to invite potential service providers who are interested in providing security services at our office premises to submit bid proposals.

Service

Provision of Security services to African Institute for Mathematical Sciences- Research and Innovation Centres’ offices premises located at Kicukiro KN 3 Rd,Kigali (Former MINISANTE Building).

Scope of Services

• Provision of trained, disciplined and licensed six (6) security guards, preferably four being men and two women
• 24/7 security coverage three (3) security guards during day and three (3) for night shifts
• Access control, involving strict restriction of entry to designated AIMSRIC rooms, and visitor management, which entails tracking and controlling different people who are non-employees entering AIMSRIC premises to ensure safety, record visitor information, and monitor movement within the facility.
• Surveillance and regular patrols of the premises
• Incident reporting and emergency response
• Provision of security handheld metal detectors, under search mirror and manual commercial response

Vendor Requirements

• Proven experience in providing security services.
• Valid company registration documents that specifically indicate Security services
• At least three references for similar work completed

Submission of Proposal to Offer Services

The quotation should include:

• Detailed, signed and stamped financial offer quotation clearing indicating all costs (See Annex B)
• Valid operating licenses and certifications
• Details of security personnel (training, uniforms, supervision)
• Proposed deployment plan both at night and during day
• Any additional value-added services

Mandatory Requirements (MR)

• A signed and stamped application letter
• A signed and stamped Company profile and with management expertise
• Copy of Certificate of incorporation/Registration that clearly indicates Security Services
• Copy of RSSB compliance certificate (Local company) equivalent to the international bidder
• Copy of Validity Tax clearance certificate
• Proof of EBM V2

Financial Proposal

A clear breakdown of the financial proposal including:

• all the chargeable taxes.
• Applicable discounts and Terms of payment

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.

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.

Bid Submission

The application files (bids) will include the following:

Technical, financial proposals and required documents and certificates

Modification and Withdrawal of Tenders

The tenderer may modify or withdraw its tender after the tender’s submission, provided that written notice of the modification, including substitution or withdrawal of the tender’s 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.

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 the provision of the services.

Award Criteria and Notification of Award

AIMS RIC will award the contract to the successful tenderer 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 RIC’s 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.

Validity

Your offer must remain valid until 30/6/2026 before which a framework agreement, if placed, should be accepted by you.

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.

Language

All documents, should appear in English.

How to Apply

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 securityguardstender@aimsric.org

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.

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