REQUEST FOR PROPOSAL

Dear Sir/Madam, 

The African Institute for Mathematical Sciences (AIMS) is a pan- African network of centers of excellence for world class post-graduate training, research and outreach in Mathematical sciences that enables Africa’s talented students to become problem solvers and innovators capable of propelling Africa’s scientific, educational and economic self-sufficiency.

AIMS Rwanda Centre was inaugurated in August, 2016 and is located on 17 KN 16 Ave, Kigali, Nyarugenge District, Nyarugenge Sector, Kiyovu Cell, P.O.BOX 7150 Kigali Rwanda Tel: +250- 252 900 350. AIMS offers to its community (students, tutors, researchers, lecturers and staff) a unique and conducive learning and teaching experience within the Centre with key services including medical insurance services. As such, AIMS Rwanda intends to engage a legally registered company to deliver professional annual medical insurance services to its students, tutors, staff and their dependents for the period of one year (FY2026/2027).

PART I: TENDER SUMMARY

The table below provides basic information about the tender; including the proposed type of award contract should a bidder be selected from this process. The contract template is designed to give an idea of the obligations and requirements involved; however, AIMS RWANDA is under no legal obligation to award the proposed contract. Please adhere to the submission deadline below. Late submissions will guide to automatic disqualification of your bid.

PART II: BID SUBMISSION GUIDELINES

II.1 Format and Content of Bids.

Bidders MUST comply with the format and content instructions in the table below. Failure to comply with the submission format and content below will automatically disqualify your bid.

PART III: EVALUATION CRITERIA

Evaluation will be on Quality - Cost basis of the bid and awarded as follows:

1. Administrative evaluation 
2. Technical evaluation 
3. Financial evaluation 

III.1 Administrative Documents 

Administrative criteria for the evaluation include: 

The bidders must deliver and fill in the following documents:

1. Bid letter duly signed, stamped, and dated. 
2. Certified copy of the trade license; RRA 
3. Certified copy of the RRA tax clearance certificate or a statement of arrears 
4. Certified copy of RDB certificate (Company registration certificate) 
5. Certified copy of the operating license issued by BNR 
6. Certified copy of the certificate issued by RSSB. 
7. Three references from clients insured with your company, proof of recommendation letter to be provided. 

III.2. Technical criteria for the evaluation include: 

SPECIFICATIONS FOR MEDICAL SERVICES FOR STUDENTS AND TUTORS (CATERGORY ONE)

SUMMARY OF COVER:

To deliver extensive medical protection (Consultation, Analysis and lab tests, Medico surgical treatment, Drugs, and Hospitalization) for AIMS RWANDA students and tutors by offering quality medical services to local nationals and expatriates (where applicable).

Bid prices must be expressed in Rwandan Francs (RWF).

Interest & cover limits/benefits: The full list of students & tutors and the exact number will be provided at the signing stage of the contract.

CATEGORY ONE 

 *Note: The exact numbers will be agreed upon during contract negotiations 

Clauses/ Warranties

1. All medical treatment and drugs prescribed by a registered medical Doctor who has been authorized by the Ministry of Health of Rwanda and registered health facilities and medical doctors by governments or authorized bodies that regulate the medical profession in the region.
2. Road and Air ambulance within the country for emergency cases. 
3. Pregnancy and childbirth comprising pre-natal treatments and examinations, post-natal treatments and examination, and new-born accommodation.
4. Abnormality, constitutional disability, and malformation treatment for new-born
5. Reconstructive surgery following an accident or following surgery for an eligible medical condition
6. Necessitated orthopedic prothesis 
7. Allergy tests
8. Inpatient and outpatient coverages for pre-existing conditions and HIV/AIDS covered up to the overall limit.
9. Pathology, x-ray, ultrasound, ECG and computerized Tomography, MRI Scans.
10. Covid 19 tests and treatment 
11. Dental treatment clause per person 
12. Spectacles including frames per person 
13. Automatic addition of new students and tutors subject to prorated annual premium
14. Place of treatment, list of partners to be provided with full details, (From high-end hospitals to health centers) 
15. Hospital Accommodation under private room covered up to Rwf 150,000 per night in Rwanda 
16. Funeral fee per death case RWF 1,000,000 (Stand-alone benefit)
17. Annual health check-up 
18. Wellness package (Pap smear, Mammogram and PSA)
19. Mental health therapy 
20. Travel insurance for travelers 
21. Immunization for adults and children (list of vaccines to be included in the proposal)
22. Road Ambulance for emergency cases leading to hospitalization
23. Family Planning extension up to Rwf 50,000 per visit
24. Provision of Utilization report on monthly basis (every 05th of the following month)

Cover & Limit

CATEGORY ONE (EAC COVER)

Note: Bidders may propose any other extension (Clause) that is deemed advantageous.

III.3 Financial Proposals for Category One _Students and Tutors

SPECIFICATIONS FOR MEDICAL SERVICES FOR STAFF AND THEIR DEPENDENTS (CATERGORY TWO)

SUMMARY OF COVER:

To deliver extensive medical protection (Consultation, Analysis and lab tests, Medico surgical treatment, Drugs, and Hospitalization) for AIMS RWANDA employees and their legal dependents by offering quality medical services to local nationals and expatriates (where applicable).

Bid prices must be expressed in Rwandan Francs (RWF).

Interest & cover limits/benefits: The full list of staff and the exact number of dependents will be provided at the signing stage of the contract.

CATEGORY TWO

 *Note: The exact numbers will be agreed upon during contract negotiations
 

Clauses/ Warranties

1. All medical treatment and drugs prescribed by a registered medical Doctor who has been authorized by the Ministry of Health of Rwanda and registered health facilities and medical doctors by governments or authorized bodies that regulate the medical profession in the region.
2. Road and Air ambulance within the country for emergency cases. 
3. Visits within East Africa shall not require notification or pre-authorization 
4. Pregnancy and childbirth comprising pre-natal treatments and examinations, post-natal treatments and examination, and new-born accommodation.
5. Abnormality, constitutional disability, and malformation treatment for new-born
6. Reconstructive surgery following an accident or following surgery for an eligible medical condition
7. Necessitated orthopedic prothesis covered for children and adults 
8. Non-accidental necessitated dental prothesis for children and adults
9. Allergy tests
10. Infertility treatment and related investigations.
11. Inpatient and outpatient coverages for pre-existing conditions and HIV/AIDS covered up to the overall limit.
12. Pathology, x-ray, ultrasound, ECG and computerized Tomography, MRI Scans.
13. Covid 19 tests and treatment 
14. Dental treatment clause per person 
15. Spectacles including frames per person 
16. Automatic addition of new official dependent without any extra premium,
17. Automatic addition of new staff subject to prorated annual premium
18. Place of treatment, list of partners to be provided with full details, (From high-end hospitals to health centers) 
19. Hospital Accommodation under private room covered up to Rwf 150,000 per night in Rwanda and 200 USD outside Rwanda.
20. Funeral fee per death case RWF 1,000,000 (Stand-alone benefit)
21. Annual health check-up for both principal member and spouse
22. Wellness package (Pap smear, Mammogram and PSA)
23. Mental health therapy 
24. Travel insurance for travelers 
25. Circumcision for children below 16 years
26. Immunization for adults and children (list of vaccines to be included in the proposal)
27. Road Ambulance for emergency cases leading to hospitalization
28. Family Planning extension up to Rwf 50,000 per visit
29. Tooth pastes prescribed by a Specialist
30. Provision of Utilization report on monthly basis (every 05th of the following month)
31. Claims incurred outside the geographical scope of the policy either during holidays or business trip shall be covered on reimbursement basis of East Africa rates respectively within the contract limits
32. Hospital accommodation for accompanying parent and/or guardian for hospitalized children below 18 years.
33. Additional benefits such as Gym discount, Swimming discount, Aerobic discount, etc.
34. Avail a pool of Rwf 6,000,000 under excess of loss clause, that can be used at the client's discretion for any beneficiary exhausting their Outpatient benefit
35. Excess of loss: In case members exceed their dental and optical we will allow benefits to be replenished; the maximum allowable limit will be Rwf 100,000 for five first staff identified

Cover & Limit

CATEGORY TWO (EAC COVER)

Note: Bidders may propose any other extension (Clause) that is deemed advantageous.

III.3 Financial Proposals for Category Two – Staff and their dependents

IMPORTANT NOTE: All bids supporting documents submitted must be true and correct. Submission of false information will automatically guide to disqualification from this stage.

IV: Submission and Handling of Bids.

(a) Bidders are solely responsible to ensure the timely receipt of their bids. Bids received after the date and time required will not be considered unless no other bids are received.

(b) Bids must follow the format and content described in section II.1. Incomplete bids or bids which do not follow the submission guidelines may be disqualified from consideration.

(c) Bids may not be altered, corrected or withdrawn after the Last Bid Receipt Date. In exceptional cases, AIMS RWANDA may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical or minor mistakes. This is only possible in cases where AIMS RWANDA can clearly detect the mistake and where the intended bid can be established conclusively on the face of the submission.

Beyond arithmetic errors, transposition errors, or other clerical or minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected. 

PART IV: STANDARD PROVISIONS

IV.1Definition and Headings. Except as otherwise specifically provided herein, all time periods specified shall be consecutive calendar days. The term “Tender Package” refers to the entire document, including all attachments thereto. Any headings contained in the text of the Tender Package are for reference only, and do not alter, limit, or waive the content of the full provisions.

IV.2Guidelines and Policies.

(a) The procedures followed by AIMS RWANDA in making any award and contract resulting from this Tender Package, as well as the terms and conditions of such award and contract, will be based on AIMS RWANDA Procurement Manual.

(b) Prospective companies providing this service should also note that a primary requisite for AIMS RWANDA is to obtain the most advantageous offer on the current market. Whenever possible, bids are sought on a competitive basis, and all prices offered will be subject to detailed scrutiny and, possibly, negotiation, to ensure a reasonable contract price is obtained.

IV.3Tender Package. This Tender Package should not be considered an award or contract. It is intended solely for the information of prospective suppliers.

IV.4Review of Tender Package. Prospective service providers are solely responsible to examine carefully all of the terms and conditions of this Tender Package. Failure to do so will be at the prospective service providers risk and expense, and any items requested by AIMS RWANDA but not submitted by bidder are grounds for disqualification from the tender. Any ambiguities in the Technical Specifications and Standards or inconsistencies between or among the various provisions of the Tender Package shall be resolved against the prospective Supplier if the Supplier fails to seek clarification prior to award.

IV.5Probity and Ethics. In the purchasing efforts AIMS RWANDA follows, and by virtue of the submission of their bids, all bidders and Suppliers commit to follow the Guidelines contained in AIMS RWANDA Terms and Conditions.

IV.6 Language. All documents submitted in response to this Tender Package, as well as all correspondence in connection with the Tender Package, shall be in the language specified in Section II.1, always English. The final contract will be written in English, as per AIMS RWANDA policy.

IV.7 Inquiries. Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing 2 days before the Submission Deadline to permit a thorough and accurate response by AIMS RWANDA. Such inquiries shall be sent via email, using the contact information included in Section II.1. AIMS RWANDA is under no obligation to consider or respond to questions that are not received in a timely manner. 

IV.8 Evaluation of Bids.

Evaluation will be on Quality - Cost basis of the bid and awarded as follows:

• Administrative evaluation 
• Technical evaluation 
• Financial evaluation 

IV.9 Amendments.

If at any time prior to award AIMS RWANDA deems there to be a need for a significant modification to the terms and conditions of this Tender Package, AIMS RWANDA issue such a modification as a written Tender Package amendment to all competing bidders. No oral statement of any person shall in any manner be deemed to modify or otherwise affect any Tender Package term or condition, and no bidder shall rely on any such statement.

IV.10 Extension of Bid Validity Dates. When necessary and appropriate under the circumstances, AIMS RWANDA may request bidders, in writing, to extend the validity period of their bids. A bidder may refuse to extend without forfeiting its Bid; however, its bid will be disqualified. Subject to Section 2.9 above, a bidder agreeing to extend will not generally be permitted or required to modify its bid in any manner other than to extend it.

IV.11 Rejection or Award.

(a) AIMS RWANDA is not bound to accept the lowest or any tender and reserves the right to accept any tender in whole or in part and to reject any or all tenders without assigning any reason therefore and to Contract on any of the terms offered or on different terms. Circumstances in which rejection of all bids may occur include, without limitation, the following: 

1. none of the bids is adequately responsive to the specifications, 
2. there is evidence of insufficient competition, 
3. the lowest bid exceeds the estimated value or funds available by a significant amount and cannot be reduced by negotiation, 
4. the technical or financial bases of procurement have changed materially prior to the award, or 
5. The prices of the bid are obviously and clearly excessively high.

(b) All awards are subject to the availability of adequate funds from AIMS RWANDA and the receipt of all required approval from AIMS RWANDA and the indenter.

(c) Upon receipt of AIMS RWANDA and/or the indenter’s approval of the recommended award, to the extent required, AIMS RWANDA will send a Notice of Award to the winning bidder. AIMS RWANDA is under no legal obligation to inform unsuccessful bidders that they have not been selected. 

IV.12 CORRUPTION, FRAUD, COLLUSION, COERSION

AIMS RWANDA is committed to the most transparent tender process possible, to ensure best value for money in all purchases. AIMS RWANDA prohibits any attempts by current students, existing or prospective suppliers to influence the outcome of a tender process in order to award the job to a specific supplier, or to achieve non-competitive pricing.

Any suspected or proven, indirect or direct attempt on the part of any prospective bidder to influence the outcome of the tender process using the following means will be cause for immediate disqualification, and permanent delisting by AIMS RWANDA as a potential supplier.

• corruption (giving or receiving items of value to influence the tender), 
• fraud (falsification of facts, misrepresentation of information or pricing resulting in a non-competitive price proposal), 
• collusion (an agreement between two or more suppliers to achieve an artificial or non-competitive price)
• Coercion (indirectly or directly menacing or threatening people, students or the organization to influence the outcome of the tender).

IV.13 Confirmation

Please acknowledge receipt of this request and indicate your intention to bid.

IV.14 Offer

Please note that your offer should be sent in a ONE single PDF document. Please do also deliver a signed and stamped suppliers’ registration form (see enclosure 2). Offers that will not be sent to the mentioned email will NOT be considered. Do acknowledge receipt of this request and indicate your intention to bid. For any questions or enquiries, please use …………@aims.ac.rw

Do not use the enquiry email for your bid submission.

With best regards, 
 

Prof. Dr. Sam Yala,

Centre President AIMS – Rwanda

Enclosures : 

AIMS terms and Conditions for all service contracts

Suppliers Registration Form

Supplier Financial Proposal Form

1.AIMS GENERAL TERMS AND CONDITIONS FOR ALL SERVICE CONTRACTS

1. LEGAL STATUS

The service provider shall be considered as having the legal status of an independent service provider. Agents or employees of the service provider shall not be considered in any respect as being employed or in any manner officials or students members of the AIMS.

2. OBLIGATIONS

The service provider and all individuals assigned by it to perform services under this contract:

• Shall neither seek nor accept instructions from any authority external to the AIMS in connection with the performance of its/their services under this contract. 
• Shall refrain from any action which may adversely affect the AIMS and shall fulfil its/their commitments with the fullest regard for the interests of the AIMS. 
• Shall assure compliance with all applicable laws of the Republic of Rwanda were the service provider is registered as well as those in which the activities are performed.
• Assure that all duties are conducted with integrity, free from any taint of dishonesty or corruption and that all persons are respected equally without any distinction or discrimination based on nationality, race, gender, religious beliefs, class or political opinions.
• Shall not advertise or otherwise utilize to its/their advantage the fact that it is or has been a service provider with the AIMS.
• Shall not, in any manner whatsoever use the name, logo or official seal of the AIMS or any abbreviation of the name of the AIMS in connection with its business or otherwise, except as required for the fulfilment of its contractual duties hereunder and then only with the express prior written approval of the AIMS Network President or his/her designate.
• Shall not communicate at any time to any other person (legal or natural), Government or authority external to the AIMS any information known to them by reason of their association with the AIMS which has not been made public, except in the course of their duties or by authorisation of the AIMS President & CEO or his/her designate; nor shall service providers or assigned individuals at any time use such information to their private advantage. 
• When performing the services on AIMS premises or at any location when representing the AIMS, shall act in a manner consistent with the values of the African Institute for Mathematical Sciences (AIMS) and shall abide by the rules of perform set out in the AIMS’s Code of perform (a copy of which has been provided by the AIMS). The service provider acknowledges and accepts that any violation of these rules of perform by it or any individual assigned by it to perform services on its behalf shall be considered breach of an essential term of this contract.
• The obligations set out in sub-clauses (e), (f) and (g) above shall continue upon expiration or termination of this contract with the AIMS.

3. REPRESENTATIONS AND WARRANTIES

The service provider represents and warrants: 

• It is not engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any components produced primarily for the operation thereof.
• To ensure the respect of internationally agreed core labour standards, e.g. the ILO core labour standards, conventions on freedom of association and collective bargaining, elimination of forced and compulsory labour, elimination of discrimination in respect of employment and occupation, and the abolition of child labour.
• It is not engaged in any practice inconsistent with the rights set forth in the Convention on the Rights of the Child, including the requirement that children be protected from performing any work that is likely to be hazardous, to interfere with their education, or to be harmful to their health and development.
• It respects the basic social rights and working conditions of its employees, servants, agents and sub-service providers.
• There are no material claims or allegations outstanding against the service provider that might adversely affect the AIMS or its reputation.

4. TITLE RIGHTS

• During the term of this contract, the service provider shall disclose to the AIMS all ideas, inventions, business plans or any other materials developed by it during the term of this contract because of the services provided to the AIMS by the service provider.
• The AIMS shall be entitled to all property rights including but not limited to patents, copyrights and trademarks, regarding material which bears a direct relation to, or is made in consequence of, the services provided to the AIMS by the service provider. At the request of the AIMS, the service provider shall help with securing such property rights and transferring them to the AIMS in compliance with the requirements of applicable law. At the request of the AIMS, the service provider shall take all necessary steps, execute all necessary documents and generally help with securing such property rights and transferring them to the AIMS in compliance with the requirements of applicable law.
• All materials prepared as well as, all data collected and processed during the service provider’s work for the AIMS is the property of the AIMS. Such information cannot be used by the service provider for any purpose, other than that agreed under the terms of this contract, without the prior written approval of the AIMS Network President or his/her designate.
• Title to any equipment and supplies which may be furnished by the AIMS shall rest with the AIMS and any such equipment shall be returned to the AIMS as soon as possible, when no longer needed by the Service provider. In any event, all equipment and supplies must be returned to the AIMS upon the termination or expiration of this contract. Such equipment, when returned to the AIMS, shall be in the same condition as when delivered to the service provider, subject to normal wear and tear. The service provider bears all responsibility for lost or damaged equipment and supplies.

5. TAX EXEMPTION

The service provider’s fee shall reflect any tax exemption to which the AIMS is entitled by reason of any immunities which it enjoys. If it is subsequently determined that any taxes which have been included invoiced are not required to be paid, the AIMS shall deduct the amount from the service fee or, if it has paid any such taxes, it shall be refunded by the service provider.

6. DELAY

Without prejudice to clause 8 below, if the services have not been completed during the agreed period, any additional costs or damages incurred by the AIMS due to such delay may be withheld from any amounts owed to the service provider.

7. TERMINATION OF CONTRACT

• This contract may be terminated at any time by either party before the expiry date of the contract by giving written notice to the other party. The period of notice shall be five days in the case of contracts for a total period of less than two months and fourteen days in the case of contracts for a longer period.
• This contract may be terminated by the AIMS with immediate effect at any time if the service provider has breached any of his contractual obligations with the AIMS or if in the reasonable opinion of the AIMS the service provider has brought or is reasonably likely to bring the AIMS’s reputation into disrepute.
• In the event of the contract being terminated prior to its due expiry date in this way, the service provider shall be compensated on a pro rata basis for no more than the actual amount of work performed to the satisfaction of the AIMS. Additional costs or damages incurred by the AIMS resulting from the termination of the contract by the service provider or by the AIMS in accordance with para (b) above, may be withheld from any amount otherwise due to the service provider by the AIMS.

8. BANKRUPTCY

Should the service provider file any petition for bankruptcy, or should the service provider make a general assignment for the benefit of its creditors, or should a receiver be appointed because of the service provider’s insolvency, the AIMS may under the terms of this contract, terminate the same forthwith by giving the service provider written notice of such termination

9. FORCE MAJEURE

Force majeure, as used herein, shall mean acts of God, laws or regulations, industrial disturbances, acts of the public enemy, civil disturbances, explosions and any other similar cause of equivalent force not caused by, nor within the control of either party, and which neither party is able to overcome. As soon as possible after the occurrence of the force majeure and within not more than 15 days, the service provider shall give notice and full in writing to the AIMS of such force majeure if the Service provider is thereby rendered unable, wholly or in part, to perform his obligations and meet his responsibilities under this Contract. The AIMS shall then have the right to terminate the Contract by giving in writing seven days’ notice of termination to the Service provider, and the Service provider shall return any deposit paid by the AIMS.

10. INDEMNIFICATION AND INSURANCE

• The service provider shall indemnify, hold harmless and defend at its own expense the AIMS, its officers, agents and employees from and against all suits, claims, demands and liability of any nature or kind, including costs and expenses, arising out of acts or omissions of the service provider or its employees in the performance of this contract.
• The service provider shall deliver and thereafter keep for the duration of this contract and any extension thereof all appropriate workmen’s compensation insurance and furnish proof to the satisfaction of the AIMS of adequate liability insurance (including as relevant employer’s liability insurance, comprehensive general liability insurance, automobile liability insurance and professional liability insurance). The service provider shall further deliver such health and medical insurance for its agents or employees as the service provider may consider advisable.

11. OFFICIALS NOT TO BENEFIT

The service provider represents and warrants that no official of the AIMS has been, or shall be, admitted by the service provider to any direct or indirect benefit arising from this contract or the award thereof. The service provider agrees that breach of this provision is a breach of an essential term of this contract.

12. AMENDMENTS AND ASSIGNMENTS

No change in or modification of this contract shall be made except by prior written agreement between the service provider and the AIMS’s authorised representative. The service provider shall not assign, transfer, pledge, sub-contract or make other disposition of this contract or any part thereof, or of any the service provider’s rights, claims or obligations under this contract except with the prior written consent of the AIMS.

13. ARBITRATION

Any dispute, controversy or claim arising out of or relating to this contract, or the breach, termination or invalidity thereof, shall be settled by arbitration in accordance with the United Nations Commission on International Trade Law (UNCITRAL) Arbitration Rules as at present in force. The place of arbitration shall Kigali, Rwanda, and the language to be used in the arbitral proceedings shall be English. The arbitral tribunal shall have no authority to award punitive damages. The parties agree to be bound by any arbitration award rendered in accordance with this paragraph as final adjudication of any such dispute, controversy, or claim.

14. GOVERNING LAW

This contract shall be governed by the Republic of Rwanda law. 

15. AIMS PRIVILEGES AND IMMUNITIES

Nothing in or relating to this contract shall constitute or be deemed a waiver, express or implied, of any of the privileges and immunities of the AIMS.

16. ANTI-CORRUPTION POLICY

AIMS has a ZERO tolerance for any corrupt practice or behaviour by any of the AIMS employees and its vendors and contractors. AIMS completely prohibits offering, giving or agreeing to give to any employee of AIMS 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; or

showing or not showing favour or disfavour to any person in relation to any contract it enters into 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 Network President of AIMS at centrepresidentoffice@aims.ac.rw with a copy to AIMS Chief Financial Officer.

RELATED PARTY DECLARATION 

The bidder must make a declaration in writing if they or any of their employees have any direct or in-direct relation with any of the AIMS employees. Failing to do so may result in rejections of the bids or cancellation of the contract as the case may be.
 

SUPPLIER PROFILE / REGISTRATION FORM

No ...................

Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire.

COUNTRY:

CONTACT PERSON(S):

TELEPHONE:

FAX:

INTERNET (E-mail): WEBSITE:
 

TYPE OF ORGANISATION:(Please check)

Individual ( )Partnership ( )Non-Profit Organisation ( )

Private Limited Liability Company ( )Public Limited Liability Company ( ) Other ( ) Please explain:Year Established:Under the laws ofQuoted on theStock Exchange Please attach copy of registration certificate

TYPE OF BUSINESS: (Please check)

Manufacturing ( )Construction ( )Trading ( ) Consultancy ( ) Service Provider (e.g. transport, warehousing, quality control, etc.) ( )

Other ( ) Please explain:

Please describe your company's major business activity:

Please indicate on page 3 the main commodities/services your company offer

SIZE OF BUSINESS: Please deliver a copy of your latest audited financial statements.

Annual Reports from last three years.

No. of employees: ………………………………………

No. of Branches: ……………………………………….

No. of International Offices: ………………………….

Location of factories: ………………………………….

No. of Plants: …………………………………………..

No. of warehouses: …………………………………….

Countries to which you do not export: ……………….

AFFILIATED/HOLDING/SUBSIDIARY COMPANIES:

NameAddressNature of Affiliation

Please attach an organization chart

PERSONS AUTHORISED TO SIGN BIDS, OFFERS AND CONTRACTS:

NamePositionTelephone/Fax
 

BANKING INFORMATION:

Name: ……………………….........................

Address: …………………………………….

Account Number: ………………………………………

SWIFT Code: …………………………………………….

IBAN: ……………………………………………………….

REFERENCES:

Dunn and Bradstreet (Dunn's) number, if available:

Recent business transactions: (Not required if this is a renewal and you have supplied the Federation with goods or services within the past 24 months.)

Buyer/contact and Telephone

Please specify your quality assurance standards:

NAMES OF OFFICERS, OWNERS OR PARTNERS:

Owner(s):

Chief Executive Officer: Chief Financial Officer:

PAYMENT TERMS: The AIMS shall make payments within 30 days following receipt of goods in good order and all requested documentation. Payments, shall be made only against supplier’s invoice and shall be subject to conformity of goods to specifications.

For your information, the AIMS’s documentation requirements frequently include an acknowledgement of delivery certificate signed by a local representative of the AIMS. Please note that any non-acceptance of these terms may prelude your company from being considered as a potential supplier.

QUALITY ASSURANCE: Please attach any certificates or documents which denote quality assurance.

TERMS AND CONDITIONS: Please carefully read the attached Terms and Conditions of the AIMS, which shall be applicable for purchases by the AIMS. Signing and returning this form, confirms your acceptance of the Terms and Conditions.

CERTIFICATION: The undersigned, an authorized signer for the company, hereby certifies that the information provided herein, including that on any attached pages, is true and correct to the best of his/her knowledge. The same acknowledges having read and agreed to the Federation’s payment terms of 30 days credit:

Name and Title: ……………………………………………………………….

Signature: …………………………………Date: …………………………….

List of Supplies and Services Provided

Provided Commodity/ Service

Goods:

………………..

………………..

………………..

Services:

……………….

……………….

………………..

……………….

……………….

……………….

……………….

Please note that the above list is not exhaustive. Rather, it represents those goods and services which we are most likely to require.

3.SUPPLIER FINANCIAL PROPOSAL FORM

CATEGORY ONE: STUDENTS AND TUTORS

CATEGORY TWO: STAFF AND THEIR DEPENDENTS

Name and Title: ……………………………………………………………….

Signature and stamp: …………………………………Date: …………………………….