Sage 300 ERP Consulting and Support Services At African Institute for Mathematical Sciences

The African Institute for Mathematical Sciences (AIMS) Global Secretariat in Rwanda kindly requests
your best firm offer for the consulting services detailed below.

Scope of Work:
The successful bidder will provide consulting and support services for AIMS-NEI’s existing Sage 300 ERP software system. The minimum range of services to be provided is:

• General Installation of Accounting Modules
• Installation/upgrade of licenses for Accounting Modules
• Developing financial report templates
• Technical advice on modules
• User/Admin Training on Accounting modules.

Contract Period
The term of any contract resulting from this RFQ shall be twelve (12) months (renewable), from the date the contract is signed.

Cost breakdown:
Bidders must provide an hourly rate for their consulting and support services inclusive of all applicable charges and taxes.

Currency:
All firm costs shall be given in United States Dollars (USD) only.

Validity:
Your offer must remain valid until 30 days after issue of this RFQ, before which a Purchase Order, 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 procurement-enquiries@nexteinstein.org. No bid should be submitted to this address. Bidders are requested to keep all questions concise.
AIMS-NEI will compile the questions received. AIMS-NEI may, at its discretion, copy any reply to a question to all other invited bidders at once.

Language:
All documents should appear in English.

Required documents and certificates:

• You must be listed on the Sage partner locator site at https://www.sage.com/africa/find-a-partner/ OR you must provide a letter from the Sage Sales Channel Manager responsible for Africa, East Africa or Rwanda confirming your status as an authorised Sage Partner. Bids from bidders who are not authorised Sage Partners will be rejected.
• Signed and stamped pro-forma invoice stating the range of consulting and support services, and an hourly consulting rate/charge/fee.
• Signed and stamped AIMS-NEI Supplier Registration Form (Annex D).
• Business registration/incorporation certificate from Rwanda Development Board (RDB) or equivalent for international bidders.
• Valid tax clearance certificate from Rwanda Revenue Authority (RRA) or equivalent for international bidders
• Valid Rwanda Social Security Board (RSSB) compliance certificate for Rwandan bidders only.
• At least three (3) signed and stamped Letters of Recommendation or Certificates of Completion from clients the bidder has worked with within the past five years.
• Signed and stamped list of at least three (3) clients, with their contact information (phone number and email) to which the tenderer has offered similar services to those requested in this RFQ within the last 5 years.
• Company profile and experience including profiles of Senior Management Personnel

Distribution of documents and certificates
Complete offers must be submitted in one full set (single PDF file with all pages arranged according to the listed order above).

Payment
AIMS-NEI will make payments within 30 days of receiving invoices and all supporting documents. The vendor shall accept payment in accordance with the payment procedures of Rwanda.

Bid Acceptance
AIMS-NEI 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-NEI at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that AIMS-NEI 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-NEI’s general principles, including economy and efficiency and best value for money.

Additional 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 does not guarantee any contract as a result of this invitation.
• IMPORTANT: All enquiries regarding information on this RFQ must be submitted in writing to procurement-enquiries@nexteinstein.org. No bid should be submitted to procurement-enquiries@nexteinstein.org.
• After this RFQ has been released, contact between a Vendor and AIMS-NEI is prohibited, except for the afore-mentioned purposes. Violation of this clause may result in rejection of the bid.
• This is not a service/purchase order and this document should not be construed in any way as an offer to contract with your firm.