REQUEST FOR QUOTATION (RFQ) 

(X) URGENT / () NORMAL 

To: Whom It May Concern 

Attention: Email: 

From: AIMS Research and Innovation Centre 

cc: Our file ref. RFQ-47-044-2026-03-0008 

Date: 2026-03-06 N° of pages including this page: 9 Re: Quotation Request for Supply of IT equipment to AIMS Research and Innovation Centre, Rwanda 

If you do not receive all pages, please contact us immediately. Thank you.

REQUEST FOR QUOTATION 

ANTI-CORRUPTION POLICY 

AIMS NETWORK has ZERO tolerance for any corrupt practice or behavior by any of the AIMS NETWORK employees and itsvendors 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 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 sali@nexteinstein.org

The African Institute for Mathematical Sciences (AIMS) Research and Innovation Centre in Rwanda kindly requests your best offer delivered to AIMS Research and Innovation Centre at No. KN 3 Rd, Sonatube, Kicukiro District, Kigali,Rwanda. 

Type and Quantity: 

Lot A: 

Item Type Quantity 

Item 1 Dell Pro Max Slim Desktop 3 

Item 2 Dell Pro P 27 USB-C Hub Webcam Monitor – 

P2726DEV 

Item 3 Dell Wireless Headset - WL3024 3 

Lot B:

Item Type Quantity Item 1 Dell 16 Premium Laptop 3 Item 2 Dell Pro 14 Laptop 6 Item 3 Dell Mobile Wireless Mouse – MS3320W 9 Item 4 Dell Eco Loop Pro Backpack 9 

Incoterm: 

Goods to be delivered to the AIMS Research and Innovation Centre at No. KN 3 Rd, Sonatube, Kicukiro District, Kigali,Rwanda. 

Quality specifications: 

Lot A 

Item 1: Dell Pro Max Slim Desktop 

• Model: Dell Pro Max Slim Desktop 
• Processor: Intel® Core™ Ultra 9 285 (36 MB cache, 24 cores, 24 threads, 1.9 GHz to 5.6 GHz, 65W) • Operating System: Windows 11 Pro (64-Bit), English
• Graphics: NVIDIA® RTX™ 2000 ADA, 16 GB GDDR6, 4 mDP to DP adapters 
• Memory: 32GB: 1 x 32 GB, DDR5, 5600 MT/s, non-ECC 
• Storage Drive: 1 TB, M.2 2280, TLC PCIe Gen4, SSD, SED Ready 
• Front Ports: 1 USB 3.2 Gen 2 (10Gbps) port; 1 USB 3.2 Gen 2x2 Type-C® (20Gbps) port ; 1 USB 2.0 (480Mbps) with PowerShare port; 1 USB 2.0 (480Mbps) ports; Global headset jack 
• Rear Ports: 1 RJ45 port 10/100/1000 Mbps; 3 USB 3.2 Gen 1 (5Gbps) ports ; 1 USB 3.2 Gen 2 Type-C® (10Gbps) port ; 2 USB 2.0 (480Mbps) with PowerShare port; 3 DisplayPort™ 1.4a (HBR3 support) ports; 1 Optional port (VGA, HDMI 2.1 FRL, DisplayPort™ 2.1 UHBR20, USB 3.2 Gen 2 (10Gbps), USB 3.2 Gen 2 (10Gbps) Type-C® with DisplayPort™ Alt Mode port, Thunderbolt™ 4 port, Type-C® Data only Gen 2x1 (10Gbps) port, LC Fiber optic port), 1 Legacy serial port (optional); 1 RJ45 (5GbE) Ethernet port (optional) • Keyboard: Dell Pro Compact Silent Keyboard and Mouse - KM555 - US English 
• Slots: 1 SD-card 4.0 slot (optional); 1 half-height Gen4 PCIe x16 slot; 1 half-height Gen3 PCIe x4 slot; 1 half height Gen3 PCIe x1 slot; 2 SATA 3.0 slots for 3.5-inch HDD and slim optical drive; 1 M.2 2230 slot for Wi Fi and Bluetooth combo card; 1 M.2 2230/2280 slots for solid-state drive; 1 M.2 2280+2230 (without bracket) slot for solid-state drive; 1 M.2 2230 slot for solid-state drive 
• Wireless: Intel(R) Wi-Fi 7 BE200, 2x2, 802.11be, MU-MIMO, Bluetooth(R) 5.4 wireless card with Internal Antenna 
• Dimensions & Weight: Height: 11.95 in. (303.50 mm); Width: 3.74 in. (95.00 mm); Depth: 11.53 in. (293.00 mm); Weight (maximum): 13.47 lb (6.11 kg); Weight (minimum): 8.75 lb (3.97 kg) 
• Chassis: Dell Pro Max Slim with 360W (80 Plus Platinum) PSU (with system fan), DAO • Power: 260 W internal power supply unit (80PLUS Bronze Certified); 360 W internal power supply unit (80PLUS Platinum Certified) 
• Warranty: 3 Years’ Basic Onsite Service 

Item 2: Dell Pro P 27 USB-C Hub Webcam Monitor - P2726DEV 

• Model: Dell Pro P 27 USB-C Hub Webcam Monitor - P2726DEV 
• Technical information: Screen Size Class: 27"; Panel Technology: In-plane Switching (IPS) Technology; Aspect Ratio: 16:9; Features: Anti-glare, sRGB, Eye Comfort Technology, Low Blue Light, Flicker-free, Cable Lock Slot, Security Lock, BFR Free, PVC Free; Glass Hardness: 3H; Camera Resolution 4 Megapixel; Surface Treatment: Anti-glare 
• Video: Maximum Resolution: 2560 x 1440 at 100Hz; Color Gamut: 99% sRGB (CIE 1931); Pixel Per Inch (PPI): 109 
• Power Description: Input Voltage Range 100V AC to 240V AC; Operating Power Consumption 20.90 W; Input Voltage Range/Current Details: 100 VAC to 240 VAC/50 Hz or 60 Hz ± 3 Hz/2.5 A 
• Built-in Devices: USB Hub, KVM Switch, Webcam. 

Item 3: Dell Wireless Headset - WL3024

Lot B 

ITEM 1: Dell 16 Premium Laptop 

• Model: Dell 16 Premium Laptop 
• Processor: Intel® Core™ Ultra 9 285H (16 Cores, up to 5.4GHz Turbo) 
• Operating System: Windows 11 Pro (64-Bit), English
• Graphics: NVIDIA® GeForce RTX™ 5070, 8GB GDDR7, 55W 
• Memory: 64GB, LPDDR5X, 8400MT/s, integrated, dual channel 
• Hard Drive: 1 TB, M.2, PCIe NVMe, SSD 
• Camera: 1080p at 30 fps FHD RGB-IR camera, Dual-array microphones, Ambient light sensor, Windows Hello compliant, Express Sign-In™, Intel Intelligent Collaboration 
• Display: 16.3", Non-Touch, 2K, 30-120Hz, 500 nits 
• Keyboard: Graphite Backlit English Keyboard with Fingerprint Reader 
• Case: Graphite 
• Wireless: Intel® Killer™ Wi-Fi 7 1750i (BE201) 2x2 + Bluetooth 5.4 Wireless Card • Primary Battery: 6-Cell, 99.5Whr 
• AC Adapter : 130W Type-C Adapter 
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years’ Basic Onsite Service 

ITEM 2: Dell Pro 14 Laptop 

• Model: Dell Pro 14 Laptop 
• Processor: Intel® Core™ Ultra 7 265U vPro® (12 TOPS NPU, 12 cores, up to 5.3 GHz) • Operating System: Windows 11 Pro (64-Bit), English
• Graphics: Integrated Intel® graphics for Intel® Core™ Ultra 7 265U vPro® processor • Memory: 16 GB: 1 x 16 GB, DDR5, 5600 MT/s 
• Hard Drive: 1 TB, M.2, PCIe NVMe, SSD 
• Camera: FHD HDR + IR Camera, Facial Recognition, TNR, Camera Shutter, Microphone • Display: 14", Non-Touch, FHD+, IPS, 400 nits, 45% NTSC, Anti-Glare, FHD+IR Cam • Keyboard: English US non-backlit Copilot key keyboard 
• Case: Graphite 
• Wireless: Intel® Wi-Fi 6E (6 where 6E unavailable) AX211, 2x2, 802.11ax, Bluetooth® 5.3 wireless card • Primary Battery: 3-cell, 55 Wh, ExpressCharge™ Capable, ExpressCharge™ Boost Capable • AC Adapter : 65W USB-C AC adapter 
• Power Cord: 3-Pin UK Power Cord – Black
• Warranty: 3 Years’ Basic Onsite Service

Item 3: Dell mobile wireless mouse 

• Dell Mobile Wireless Mouse – MS3320W 

Item 4: Dell eco loop pro backpack 

• Dell Eco Loop Pro Backpack 

Alternatives: 

Alternative specifications must be confirmed by AIMS Research and Innovation Centre in writing before the submission deadline. Alternative specifications 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 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. 

Packaging: 

All goods must be packed suitable for air/land/sea transportation including rough handling to the destination.

Weights and Dimensions: 

Please state the type of packing, net and gross weights, size of cartons, and cubic dimensions in your offer. 

Marking: 

All packaging should be clearly marked “For Academic Use Only.” 

Language: 

All documents, markings, and labeling should appear in English. 

Labeling: 

All packaging should be clearly marked “Fragile Handling.” 

Packing list: 

In/and outside each carton state contents/quantity in English. 

Required documents and certificates: 

Pre-qualification Documents 

• Business registration certificate from Rwanda Development Board or its equivalent for bidders registered outside Rwanda. 
• Valid Rwanda Social Security Board (RSSB) compliance certificate or its equivalent, if applicable, for bidders registered outside Rwanda. 
• At least three (3) signed and stamped Letters of Recommendation or Certificates of Completion from clients the tenderer has worked with and offered similar products and services to those requested in this RFQ within the past five years. 
• Estimated time of delivery from date of receiving purchase contract. 

Required Bid Documents 

• Signed and stamped proforma invoice detailing price per item listed above.
• Signed and stamped Financial Offer Form (Annex C) 
• Signed and stamped Technical Offer Form (Annex B) 
• Proof of EBM V2 
• Valid tax clearance certificate from Rwanda Revenue Authority or its equivalent where applicable for bidders registered outside Rwanda. 
• Signed and stamped company profile indicating expertise, experience, and profiles of senior management personnel. 

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).

Warranty 

• All equipment and materials must be covered by the manufacturer’s warranty. 

Cost breakdown: 

IMPORTANT: Your financial offer must include the following information 

• For every lot: 
  • Unit price before tax per item 
  • Discount where applicable 
  • Total price (net after deduction of any discounts) 
  • All applicable taxes 
  •  All applicable charges 
  • Total price per lot 
• Total price for all items (sum of all lots)

Currency: 

All firm costs are to be given in Rwandan Francs (RWF) ONLY. 

Delivery Date: 

• A purchase contract/order will be issued before or no later than two weeks after the submission deadline. The goods must be delivered no later than two weeks after receiving purchase contract/order.
• Please state if goods are available ex-stock or state production/delivery lead time. 
• AIMS must be notified in writing if the shipment of the desired items is delayed for any reason. 

Samples 

Not required. 

Inspection 

A quality and quantity inspection shall be carried out upon delivery/installation. Any items which do not conform to the specifications and/or damaged goods will be rejected at the vendor’s expense. 

If an item is deemed unacceptable, the vendor shall make return arrangements within five (5) days of being notified or permit AIMS to arrange for the return of the item(s). The vendor assumes the delivery expenses inthis case. 

Liquidation Damage Clause 

IMPORTANT: Please be advised that delivery/installation after the agreed schedule shall be subject to a deduction from the invoice of 0.2% per day for each day after the agreed delivery date up to 7% of the total cost CPT value of the contract. 

Payment 

Within 30 days of the date of handover of all goods and installations, and all supporting documents in good order to anauthorized AIMS Research and Innovation Centre representative. The vendor shall accept payment in accordance with the payment procedures of Rwanda. 

Validity: 

Your offer must remain valid until 60 days after the issue of this RFQ, before which a Purchase Order if placed, should be accepted by you. 

Insurance 

The vendor is responsible for all goods and materials until they are delivered and formally accepted by an authorized AIMSrepresentative. 

All or None Clause: 

Bidders are required to bid for One lot or both lots (Lot A and Lot B) in this RFQ. AIMS reserves the right to accept the whole or part of your offer and the lowest price need not be accepted. 

Bid Acceptance 

AIMS Research and Innovation Centre 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 Research and Innovation Centre at its own initiative or in response to a clarification requested by a prospective supplier. 

Please note that AIMS Research and Innovation Centre 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 NETWORK’s general principles, including economy and efficiency and best value for money. 

Special Requirements: 

• All documents should clearly state "For Academic Use Only" 
• Quotations submitted after the submission deadline shall not be accepted. 
• AIMS reserves the right to reject any or all bid proposals or to cancel the bidding process. AIMS do not guarantee any contract because of this invitation. 
• IMPORTANT: All inquiries regarding the information on this RFQ must be submitted in writing to ricprocurementenquiries@aimsric.org. No bid should be submitted to ricprocurementenquiries@aimsric.org
• After this RFQ has been released, contact between a Vendor and AIMS Research and Innovation Centre is prohibited, except for the aforementioned 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 firm.

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 17:00 CAT on 20th March 2026 to itequipment2026@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. 

Confirmation: 

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

Additional Terms and Conditions: 

Please state in your offer, your acceptance of attached AIMS-NETWORK Terms and General Conditions in Annex Abelow. Failure to do so may result in the disqualification of your offer from further evaluation. 

N.B. Kindly submit your best firm offers as negotiation will not be entered. 

Thank you and best regards, 

______________________ 

Dr. Isambi S. Mbalawata, 

Director, Scientific Development and Administration, AIMS Research and Innovation Centre