Request for Quotation (RFQ)

Job Title and Organisation

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

Location

Kicukiro KN 3 Rd, Kigali (Former MINISANTE Building), Rwanda

Service

Provision of cleaning services to African Institute for Mathematical Sciences- Research and Innovation Centres’ offices premises. The assignment includes general office cleaning as well as specialized cleaning of window glasses, including those located at the top section of the building.

Scope of Services

• 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.

Vendor 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 company’s 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

Submission of Proposal

• Detailed, signed and stamped financial offer form clearing indicating all costs
• 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

Mandatory Requirements

• 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

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

Bids in one full set (single PDF file with all pages arranged according to the order listed above) must be sent no later than 28th April 2026 to cleaningservicetender@aimsric.org. Only bids submitted to this email address will be considered.

Evaluation and Award

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. 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.