A nonprofit organization operating in 29 countries, we work with enterprising men and women in the developing world to build competitive farms, businesses and industries. By linking people to information, capital and markets, we have helped millions to create lasting prosperity for their families and communities. TechnoServe has earned a 4-star rating from independent evaluator Charity Navigator for the last 10 years, placing us in the top 1 percent of all its rated nonprofits.
Request for Quotation (RFQ) Office stationaries
Date: April 28, 2022
Subject: Request for Quotations
TechnoServe Inc. (TNS) – Rwanda, invites your firm/Company to participate in this competitive solicitation for pricing, delivery and terms of potential sale to TechenoServe office stationaries in Kigali, Rwanda.
Introduction
TechnoServe is an independent, non-governmental organization providing professional support to build competitive farms, businesses and industries. We are a non-profit organization that develops business solutions to poverty by linking people to information, capital and markets. Our work is rooted in the idea that given the opportunity, hardworking men and women in even the poorest of places can generate income, jobs and wealth for their families and communities.
We recognize that maximizing the inclusive economic growth requires the full and unencumbered participation of women. This requires us to not only systematically integrate gender in our project participation, but also within all levels of our staffing. For more information, visit www.technoserve.org
BACKGROUND
TechnoServe Rwanda seeks quotations to provide Office stationaries. TechnoServe plans to issue a contract/LPO to one successful bidder through a full and open competition. Interested and qualified service providers are encouraged to express their interest in providing the office stationaries for the TechnoServe offices located in Umoja House in Muhima.
GENERAL REQUIREMENTS
Bidders are invited to submit quotations in accordance with requirements of the enclosed RFQ. Quotations must be received by TechnoServe no later than the date and local time stated in this RFQ. TechnoServe requires that proposals remain valid for a minimum of 30 calendar days after submission.
The bidders should read the entire solicitation, which includes all pertinent sections and the terms, conditions and instructions required for submitting a quotation. This solicitation in no way obligates TechnoServe to award a contract, nor does it commit TechnoServe to pay any cost incurred in the preparation and submission of a quotation in response hereto.
Furthermore, TechnoServe reserves the right to reject any and all bids, if such action is considered to be in the best interest of TechnoServe.
PRICE SCHEDULE
Total price must include all taxes and fees in Rwandan Francs (RWF), and should be expressed in a per unit basis, based on the needs listed in Chart 1 below.
Chart 1: Description of required office stationaries
| No | Description of office Stationaries) | Unit | Unit Cost (RWF) | Total Cost (RWF) |
| 1 | Staples 26/6 | Pack of 10/12 small box | ||
| 2 | Staples 24/6 | Pack of 10/12 small box | ||
| 3 | Staples 66/14 (precise the size you have) | Pack of 10/12 small box | ||
| 4 | Stapler middle size | Pc | ||
| 5 | Stapler small size | Pc | ||
| 6 | Stapler big size | Pc | ||
| 7 | Staple remover | Pc | ||
| 8 | Paper clip 32mm/33mm | Pack of 10/12 small box | ||
| 9 | Paper clip 50/51mm | Pack of 10/12 small box | ||
| 10 | Paper clip 78mm | Pack of 10/12 small box | ||
| 11 | Binder clips 15mm | Pack of 12 small dozen | ||
| 12 | Binder clips 16mm | Pack of 12 small dozen | ||
| 13 | Binder clips 19mm | Pack of 12 small dozen | ||
| 14 | Binder clips 25mm | Pack of 12 small dozen | ||
| 15 | Binder clips 31mm/32mm | Pack of 12 small dozen | ||
| 16 | Binder clips 35mm | Pack of 12 small dozen | ||
| 17 | Binder clips 41mm | Dozen | ||
| 18 | Binder clips 51mm | Dozen | ||
| 19 | Filing box (hard folder) normal size | Pack | ||
| 20 | Filing box (hard folder)medium/plastic/various colours | Pack | ||
| 21 | Filing box (hard folder) small/plastic/various colours | Pack | ||
| 22 | Archive box kaki 36X26X11cm | Pack | ||
| 23 | Business card holder | Pc | ||
| 24 | Signature book | Pc | ||
| 25 | Register book 330mmX210mm | Pc | ||
| 26 | Calculator | Pc | ||
| 27 | Notepad with plastic cover | Pc | ||
| 28 | Small and simple notepad with spiral A5 | Dozen | ||
| 29 | Notebook A4 | Dozen | ||
| 30 | Notebook A5 | Dozen | ||
| 31 | Notebook A3 | Dozen | ||
| 32 | DVD-R 4.7GB 120min | Pack | ||
| 33 | Paper glue | Dozen | ||
| 34 | Paper glue/gel | Dozen | ||
| 35 | Hard cover for binding | Ream | ||
| 36 | Transparent cover for binding | Ream | ||
| 37 | Pencil | Dozen | ||
| 38 | Pen (blue) BIC | Pack of 50 | ||
| 39 | Pen (black) BIC | Pack of 50 | ||
| 40 | Pen (red) BIC | Pack of 50 | ||
| 41 | Desk organizer | Pc | ||
| 42 | Rubber bands | Packet | ||
| 43 | Stamping ink | Pc | ||
| 44 | Corrector ink | Set of 2 | ||
| 45 | Envelop A4 | Packet of 50 | ||
| 46 | Envelop A3 | Packet of 50 | ||
| 47 | Envelop A5 | Packet of 50 | ||
| 48 | Envelop small white | Packet of 50 | ||
| 49 | Plastic file | Packet of 20 | ||
| 50 | A4 suspension file | Packet of 50 | ||
| 51 | Incoming courier book | Pc | ||
| 52 | Outgoing courier book | Pc | ||
| 53 | Flash disk 4GB | Pc | ||
| 54 | Flash disk 8GB | Pc | ||
| 55 | Flash disk 16GB | Pc | ||
| 56 | Flash disk 32GB | Pc | ||
| 57 | Flash disk 64GB | Pc | ||
| 58 | External hard disk 500GB | Pc | ||
| 59 | External hard disk 1000GB | Pc | ||
| 60 | Tonner/Cartridge(GPR-16) for the big Printer in the shared office) | Pc | ||
| 61 | Tonner/Cartridge(hp53A Black) for the Printer in the finance office) | PC | ||
| 62 | Tonner/Cartridge( hp 05A Black )for the Printer in the PM office | PC | ||
| 63 | Tonner/Cartridge((hp 36A Black) for the Printer(in the HR office) | PC | ||
| 64 | Tonner/Cartridge(inkjet tri-color 22 & inkjet Black 21) for the Printer HP Deskjet F2200 | PC | ||
| 65 | Permanent marker | Dozen | ||
| 66 | Whiteboard marker | Dozen | ||
| 67 | Sellotape transparent with holder | Packet | ||
| 68 | Sellotape transparent white and big | Packet | ||
| 69 | Sellotape transparent white and small | Packet | ||
| 70 | Scotch khaki big | Packet | ||
| 71 | Printing paper A4, super white 80 G/M2 | Box of 5 reams | ||
| 72 | Flip chart paper | Pc | ||
| 73 | Flip chart stand | Pc | ||
| 74 | Paper punching machine – medium size | Pc | ||
| 75 | Paper punching machine – small size | Pc | ||
| 76 | Key holder | Packet | ||
| 77 | Post it yellow – small | Dozen | ||
| 78 | Post it yellow – big | Dozen | ||
| 79 | Post it set of mixed colours | Dozen (set of 5) | ||
| 80 | Post it with various colours in one | Pc | ||
| 81 | Sign here stickers, different colours | Pc | ||
| 82 | Plastic binding spiral / 21 rings, 6mm | Box of 100 pc | ||
| 83 | Plastic binding spiral / 21 rings, 8mm | Box of 100 pc | ||
| 84 | Plastic binding spiral / 21 rings, 10mm | Box of 100 pc | ||
| 85 | Plastic binding spiral / 21 rings, 12mm | Box of 100 pc | ||
| 86 | Plastic binding spiral / 21 rings, 14mm | Box of 100 pc | ||
| 87 | Plastic binding spiral / 21 rings, 16mm | Box of 100 pc | ||
| 88 | Plastic binding spiral / 21 rings, 21mm | Box of 100 pc | ||
| 89 | Plastic binding spiral / 21 rings, 25mm | Box of 100 pc | ||
| 90 | Plastic binding spiral / 21 rings, 32mm | Box of 100 pc | ||
| 91 | Highlighter / yellow, green, blue, pink | Pack of 10 | ||
| 92 | Sharpener | Packet | ||
| 93 | Office tray / organizer | Set of 3 (plastic) | ||
| 94 | Office tray / organizer | Set of 3 (transparent) | ||
| 95 | Battery AA size | Pair | ||
| 96 | Battery AAA size | Pair | ||
| 97 | Microfiber cloth for cleaning computer | Pc | ||
| 98 | Foam cleaner for laptop | Pc | ||
| 99 | Laser pointer | Pc | ||
| 100 | Diary (agenda) | Pc | ||
| Tax | ||||
| Delivery | ||||
| Grand Total | ||||
NB: A quotation which do not comply with the above conditions will not be considered, submission of quotation: Please submit your quotation in PDF format to: RW-Info@tns.org clearly indicating in the subject line: “Office Stationaries” by May 6th, 2022 at 5:00PM Rwandan Time.
Selection will be based on price, Compliance to specifications, quality and Delivery time of office stationaries items, and vendor experience.
Evaluation Criteria
The LPO will be awarded to the bidder that receives the highest score as set out in the criteria below.
| Selection Criteria | Score 100% |
| Technical | 60 |
| Compliance to specifications | 20 |
| Delivery Time/Product Quality | 30 |
| Vendor Experience | 10 |
| Financial | 40 |
| Price of items | 40 |
| Total Score | 100 |
The currency of the bid will be in Rwanda Francs (RWF) and will be inclusive of all
applicable Taxes.
Required documents for eligibility Assessment
The following documents are required;
- A letter of submission of the tender correctly filled, signed and sealed.
- Company profile including physical business address and postal address on a company letterhead
- Business registration certificate
- Evidence of business registration and a valid RRA tax clearance certificate
- Valid RSSB clearance certificate
- Price schedules going by the itemized descriptions.
- Proof of EBM use
- At least three (3) recommendation letters of similar contract execution
TERMS AND CONDITIONS
- The Request for Quotes is not and shall not be considered an offer by TechnoServe.
- All responses must be received on or before the date and time indicated on the RFQ. All late responses will be rejected.
- All unresponsive quotes will be rejected.
- All quotes will be considered binding offers. Prices quoted must be valid for entire period provided by respondent.
- All procurement will be subject to TNS contractual terms and conditions and contingent on the availability of donor funding.
- TNS reserves the right to accept or reject any quotation or cancel the procurement process at any time, without assigning any reason, and shall have no liability to any vendors submitting RFQs for such rejection or cancellation of the procurement.
- TNS reserves the right to accept all or part of the quotation when awarding the purchase order/contract.
- All information provided by TNS in this RFQ is offered in good faith. Individual items are subject to change at any time and all bidders will be provided with notification of any changes. TNS is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
- TNS reserves the right to require any bidder to enter into a non-disclosure agreement.
- The bidders are solely obligated to pay for all costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response. All Responses and supporting documentation shall become the property of TNS, subject to claims of confidentiality in respect of the Response and supporting documentation, which have been clearly marked confidential by the bidder.
FORM/CONTENT OF RESPONSE
All quotations shall:
- Be in the English language.
- Contain detailed cost in Rwanda Francs(FRW), with applicable Tax/Charges clearly identified, and provided against each of the categories of services described in Chart 1.
- Provide requested payment terms and conditions.
- Describe the qualifications, experience and capabilities of the firm in providing the type of services being request by this RFQ.
- Provide at least 3 references for similar procurements with a description of the work done and the dates performed.
- Include a contact name, email address, and telephone number to facilitate communication between TNS and the vendor.
- A brief outline of the company and services offered, including:
- Full legal name, jurisdiction of incorporation, and address of the company
- Full legal name and country of citizenry of company’s President and / or Chief Executive Officer and / or all other officers and senior managers of the company
- Year business was established
SCHEDULE OF EVENTS
- Questions regarding this request should be addressed to RW-Info@tns.org, and must be received no later than May 4th, 2022. Responses to questions will be distributed to all interested parties no later than May 5th, 2022.
- Responses to the RFQ should be addressed to the attention of Ben Bizinde, Country Programs Manager at RW-Info@tns.org and no later than May 6th, 2022.
End of RFQ
