Request
for proposal for printing services
for proposal for printing services
1.
Background of the programme
Background of the programme
The
Building Learning Foundations Programme (BLF) is funded by the United Kingdom’s
Department for International Development (DFID) and aims to improve the quality
of teaching and leadership in all of Rwanda’s government primary schools.
Building Learning Foundations Programme (BLF) is funded by the United Kingdom’s
Department for International Development (DFID) and aims to improve the quality
of teaching and leadership in all of Rwanda’s government primary schools.
The
programme is being implemented by a consortium of British not-for-profit
organisations led by Education Development Trust in partnership with the
British Council and VSO in all thirty Districts from 2017 to 2021
programme is being implemented by a consortium of British not-for-profit
organisations led by Education Development Trust in partnership with the
British Council and VSO in all thirty Districts from 2017 to 2021
.BLF will
benefit all P1-P3 English and Mathematics teachers in all of Rwanda’s 2,494
primary schools. Thereby improving learner outcomes of over one million P1 to
P3 pupils.
As
part of the BLF programme, all teachers in Rwanda will be provided with a
Mathematics Toolkit – a self-study professional development
resource/guide. At the school level, school based communities of practice will
be convened on a monthly basis to discuss the Toolkit content, share learning,
build a culture of peer learning, support and reflection.
part of the BLF programme, all teachers in Rwanda will be provided with a
Mathematics Toolkit – a self-study professional development
resource/guide. At the school level, school based communities of practice will
be convened on a monthly basis to discuss the Toolkit content, share learning,
build a culture of peer learning, support and reflection.
It
is against that background that the Education Development Trust is requesting
proposalsfor the services to print the Mathematics Book of 250-280 pages as per
specifications in article 12.
is against that background that the Education Development Trust is requesting
proposalsfor the services to print the Mathematics Book of 250-280 pages as per
specifications in article 12.
2.
General tender and Contracting requirements
General tender and Contracting requirements
2.1
The contracting authority is the Education Development Trust and the
appointed supplier will be expected to deliver the goods and/or provide
services at the Education Development Trustpremises in Kigali.
2.2 The printingwill be in 3 phases (See delivery phases on
article 9), the successful bidder will only be offered an initial contract for
each the first phase. The award of the second and third phases will depend on,
inter alia, the successful delivery of the precedent phase.
2.3 In participating in this Procurement Process and/or by
submitting a tender response it will be implied that you accept and will be
bound by all the provisions of this RFP and its Annexes. Accordingly, tender
responses should be on the basis of and strictly in accordance with the
requirements of this RFP.
2.4 By submitting your tender response, you consent to the
Education Development Trust carrying out all necessary actions to verify the
information that you have provided, and the analysis of your tender response
being undertaken by one or more third parties commissioned by the Education
Development Trust for such purposes.
2.5 You are responsible for analysing and reviewing all
information provided to you as part of this Procurement Process and for forming
your own opinions and seeking advice as you consider appropriate. You should
notify the Education Development Trust promptly of any perceived ambiguity,
inconsistency or omission in this RFP and/or any in of its associated documents
and/or in any information provided to you as part of this Procurement Process.
2.6 Education development Trust may, at any time prior to the
response deadline, amend the RFP. Any such amendment shall be communicated via
the same channel as the RFP, and Education Development Trust at its own
discretion will extend the response deadline to ensure the potential suppliers have
reasonable time in which to take such amendment into account.
2.7 Tender responses must comprise the relevant documents
specified by the Education DevelopmentTrust completed in all areas and in the
format requested by education development trust and anydocuments requested by
the Education Development Trust must be completed in full hence it is important
that you read the RFP carefully before completing and submitting your tender
response.
2.8 You will not modify your tender response after you have submitted.
The contracting authority is the Education Development Trust and the
appointed supplier will be expected to deliver the goods and/or provide
services at the Education Development Trustpremises in Kigali.
2.2 The printingwill be in 3 phases (See delivery phases on
article 9), the successful bidder will only be offered an initial contract for
each the first phase. The award of the second and third phases will depend on,
inter alia, the successful delivery of the precedent phase.
2.3 In participating in this Procurement Process and/or by
submitting a tender response it will be implied that you accept and will be
bound by all the provisions of this RFP and its Annexes. Accordingly, tender
responses should be on the basis of and strictly in accordance with the
requirements of this RFP.
2.4 By submitting your tender response, you consent to the
Education Development Trust carrying out all necessary actions to verify the
information that you have provided, and the analysis of your tender response
being undertaken by one or more third parties commissioned by the Education
Development Trust for such purposes.
2.5 You are responsible for analysing and reviewing all
information provided to you as part of this Procurement Process and for forming
your own opinions and seeking advice as you consider appropriate. You should
notify the Education Development Trust promptly of any perceived ambiguity,
inconsistency or omission in this RFP and/or any in of its associated documents
and/or in any information provided to you as part of this Procurement Process.
2.6 Education development Trust may, at any time prior to the
response deadline, amend the RFP. Any such amendment shall be communicated via
the same channel as the RFP, and Education Development Trust at its own
discretion will extend the response deadline to ensure the potential suppliers have
reasonable time in which to take such amendment into account.
2.7 Tender responses must comprise the relevant documents
specified by the Education DevelopmentTrust completed in all areas and in the
format requested by education development trust and anydocuments requested by
the Education Development Trust must be completed in full hence it is important
that you read the RFP carefully before completing and submitting your tender
response.
2.8 You will not modify your tender response after you have submitted.
3.
Rejection of tender responses
Rejection of tender responses
Education
development Trust reserves the rights to reject any tender responses which:
3.1 is received after the submission deadline
3.2 contains omissions, gaps,misrepresentations, errors
and/or uncompleted sections
3.3 contains hand written amendments with no initial of the
authorised signatory;
3.4 contains ambiguous information that might mislead the
tender evaluators
3.5 is not submitted in a manner consistent with the
provisions set out in this RFP
development Trust reserves the rights to reject any tender responses which:
3.1 is received after the submission deadline
3.2 contains omissions, gaps,misrepresentations, errors
and/or uncompleted sections
3.3 contains hand written amendments with no initial of the
authorised signatory;
3.4 contains ambiguous information that might mislead the
tender evaluators
3.5 is not submitted in a manner consistent with the
provisions set out in this RFP
4.
Disqualification
Disqualification
Education
Development Trust will automatically disqualify the bidder that attempts to
Development Trust will automatically disqualify the bidder that attempts to
- change
or omit any information related to this RFP - inappropriately
influence this Procurement Process; - Fix
or set the price for goods or services; - Enter
into an arrangement with any other party that such party shall refrain
from submitting a tender response; - Enter
into any arrangement with any other party (other than another party that
forms part of your consortium bid or is your proposed sub-contractor) as
to the prices submitted - Engage
in direct or indirect bribery or canvassing by you or your appointed
advisers in relation to this Procurement Process - Obtain
information from any of the employees, agents or advisors of the Education
Development Trust concerning this Procurement Process (other than as set
out in these Tender Conditions) or from another potential supplier or
another tender response,
5.
Tender costs
Tender costs
You
are responsible for obtaining all information necessary for preparation of your
tender response and for all costs and expenses incurred in preparation of the
tender response. Education Development Trust will not be responsible of any
cost you incurred during the preparation of this this procurement irrespective
of whether or not your tender response is successful.
are responsible for obtaining all information necessary for preparation of your
tender response and for all costs and expenses incurred in preparation of the
tender response. Education Development Trust will not be responsible of any
cost you incurred during the preparation of this this procurement irrespective
of whether or not your tender response is successful.
6.
Offer Deadline and Protocol
Offer Deadline and Protocol
Offers
shall be submitted in hand at The Building Learning Foundations offices located
at Aigle Blanc Building | Kimihurura KN 05st Airport Road| Kigali |
PO Box 4251 | Rwanda at Gishushu no later than 12pm January12th,
2018. Bidssealed in envelope marked“RFP for PrintingServices/EDT Rwanda-BLF
Programme”will be deposited at The Building Learning Foundations offices above
during working hours. Note that the Building Learning Foundations offices will
remain closed from 1pm, 22nd December 2017 to reopen on 3rd
January 2018.
shall be submitted in hand at The Building Learning Foundations offices located
at Aigle Blanc Building | Kimihurura KN 05st Airport Road| Kigali |
PO Box 4251 | Rwanda at Gishushu no later than 12pm January12th,
2018. Bidssealed in envelope marked“RFP for PrintingServices/EDT Rwanda-BLF
Programme”will be deposited at The Building Learning Foundations offices above
during working hours. Note that the Building Learning Foundations offices will
remain closed from 1pm, 22nd December 2017 to reopen on 3rd
January 2018.
7.
Questions/clarifications
Questions/clarifications
Questions
regarding the technical or administrative requirements of this RFP may be
submitted by email to BLF-procurement@educationdevelopmenttrust.com not
later than 05:00 PM/Kigali time on January 3rd, 2018
regarding the technical or administrative requirements of this RFP may be
submitted by email to BLF-procurement@educationdevelopmenttrust.com not
later than 05:00 PM/Kigali time on January 3rd, 2018
Questions
must be submitted in writing only; phone calls will not be accepted. Only the
written answers issued by The Education DevelopmentTrust will be considered
official and carry weight in the RFQ process and subsequent evaluation. Any
verbal information received from employees of The Education Development Trust
or any other entity should not be considered as an official response to any
questions regarding this RFP.
must be submitted in writing only; phone calls will not be accepted. Only the
written answers issued by The Education DevelopmentTrust will be considered
official and carry weight in the RFQ process and subsequent evaluation. Any
verbal information received from employees of The Education Development Trust
or any other entity should not be considered as an official response to any
questions regarding this RFP.
The
Education Development Trust may at any time request further information from
potential suppliers to verify or clarify any aspects of their tender response
or other information they may have provided. In case you do not provide
supplementary information or clarifications to the Education DevelopmentTrust
by any deadline notified to you, your tender response may be rejected in full
and you may be disqualified from this Procurement Process.
Education Development Trust may at any time request further information from
potential suppliers to verify or clarify any aspects of their tender response
or other information they may have provided. In case you do not provide
supplementary information or clarifications to the Education DevelopmentTrust
by any deadline notified to you, your tender response may be rejected in full
and you may be disqualified from this Procurement Process.
8.
Quotations
Quotations
Quotations
in response to this RFP must be priced on a fixed-price, all taxesinclusive,
including delivery and all other costs. Pricing must be presented in RwF
currency. Offers must remain valid for not less than sixty (60) calendar days
after the offer deadline. Bidders are requested to provide quotations on
official letterhead.
in response to this RFP must be priced on a fixed-price, all taxesinclusive,
including delivery and all other costs. Pricing must be presented in RwF
currency. Offers must remain valid for not less than sixty (60) calendar days
after the offer deadline. Bidders are requested to provide quotations on
official letterhead.
9.
Delivery
Delivery
The
delivery location for the items described in this RFP is The Education
Development Trustoffices in Kigali, located at Aigle Blanc Building |
Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwanda
delivery location for the items described in this RFP is The Education
Development Trustoffices in Kigali, located at Aigle Blanc Building |
Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwanda
As
part of its response to this RFP, each offeror is expected to provide an
estimate (in calendar days) of the delivery timeframe (after receipt of order)
and this will form part of the bid evaluation criterion.
part of its response to this RFP, each offeror is expected to provide an
estimate (in calendar days) of the delivery timeframe (after receipt of order)
and this will form part of the bid evaluation criterion.
The
items will be delivered in 3 phases as follow
items will be delivered in 3 phases as follow
|
Phases
|
Number
of units |
Dates
|
|
Phase
1 |
4500
|
Mid-February,2018
|
|
Phase
2 |
4500
|
Mid-April,2018
|
|
Phase
3 |
3500
|
Mid-January,2019
|
|
Total
|
12,500
|
|
10.
Confidentiality and Information Governance
Confidentiality and Information Governance
10.1All documents related
to this RFP shall remain the property of the Education Development Trust and
must be returned on demand.
to this RFP shall remain the property of the Education Development Trust and
must be returned on demand.
10.2Unless requested
otherwise, Education development Trust reserves the right to disclose all
documents relating to this Procurement Process, including without limitation
your tender response, to any employee, third party agent, adviser or other
third party involved in the procurement in support of, and/or in collaboration
with, the Education Development Trust.
otherwise, Education development Trust reserves the right to disclose all
documents relating to this Procurement Process, including without limitation
your tender response, to any employee, third party agent, adviser or other
third party involved in the procurement in support of, and/or in collaboration
with, the Education Development Trust.
11.
Payment and Invoicing
Payment and Invoicing
Unless
agreed otherwise, Education Development Trust shall pay you theagreed fee
within 30 days ofEducation Development Trust receiving an invoice (acceptable
to Education Development Trust ) following completion of the Services.
All sums payable shall be inclusive of VAT and other duties and taxes and shall
be payable in Rwanda currency.
agreed otherwise, Education Development Trust shall pay you theagreed fee
within 30 days ofEducation Development Trust receiving an invoice (acceptable
to Education Development Trust ) following completion of the Services.
All sums payable shall be inclusive of VAT and other duties and taxes and shall
be payable in Rwanda currency.
12.
Specification
Specification
Education
Development Trust will provide print-ready files for the book. The books will
be printed and delivered to The Building Learning Foundations office as of the
schedule in article 9.
Development Trust will provide print-ready files for the book. The books will
be printed and delivered to The Building Learning Foundations office as of the
schedule in article 9.
|
Description
|
No.
of units |
|
Size:
A4 full color, double sided printing
No
of pages: 250-280
Paper
type: wood free, bright white, machine finish paper, 80gsm
Cover:
Matt card 300gsm,laminate finish, full color
Binding:
Perfect Binding
Finishing
Trimming
Branding:
branded with logos (logos to be provided) |
12,500
|
13.
Timescales for this tender
Timescales for this tender
The
following timescales shall apply to this Procurement Process
following timescales shall apply to this Procurement Process
|
Activity
|
Date
/ time |
|
RFP
Issued to bidding suppliers |
14/12/2017
|
|
Deadline
for clarification questions (Clarification Deadline) |
28/12/2017
|
|
Response
to clarification questions by Education Development Trust |
03/01/2018
|
|
Deadline
for submission of RFP responses by suppliers |
12/01/2018
|
|
Final
Decision |
16/01/2018
|
|
Contract
negotiation by both parties |
19/01/2018
|
|
Contract
start date |
22/01/2018
|
14.
Evaluation Criteria
Evaluation Criteria
The
price proposal of all offerors, who have attained minimum 70 % score in the
technical evaluation, will be compared. The contract will be awarded to the
offeror that receives the highest score out of a pre-determined set of weighted
technical and financial criteria.
price proposal of all offerors, who have attained minimum 70 % score in the
technical evaluation, will be compared. The contract will be awarded to the
offeror that receives the highest score out of a pre-determined set of weighted
technical and financial criteria.
|
Criteria
|
Weighting
|
|
Technical
proposal |
70%
|
|
Financial
proposal |
30%
|
15.
Required documents
Required documents
The
following documents are required
following documents are required
- A
signed submission form (annex I)on a company letterhead - A
signed vendor information form (annex II)on a company letterhead - Two
printed copies of the similar work performed within two past years. - Proposed
delivery plan - Price
schedules on company letterhead well printed and properly organised(use
your own form) - Copy
of Trading License - Original
or a certified copy of the Social Security certificate - Original
or a certified copy of the tax clearance certificate - Bid
security of2% of the amount quoted from a recognised institution
Annexe
I: Bid submission Form
I: Bid submission Form
TO:
The Education Development Trust
The Education Development Trust
To
form an integral part of your technical proposal
form an integral part of your technical proposal
Dear
Sir ,
Sir ,
Having
examined the Solicitation Documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide Professional Services for
the sum as may be ascertained in accordance with the Price Schedule attached
herewith and made part of this Proposal.
examined the Solicitation Documents, the receipt of which is hereby duly
acknowledged, we, the undersigned, offer to provide Professional Services for
the sum as may be ascertained in accordance with the Price Schedule attached
herewith and made part of this Proposal.
We
undertake, if our Proposal is accepted, to commence and complete delivery of
all services specified in the contract within the time frame stipulated.
undertake, if our Proposal is accepted, to commence and complete delivery of
all services specified in the contract within the time frame stipulated.
We
agree to abide by this Proposal for a period of 60 days from the Proposal
Closing Date as stipulated in the Solicitation Documents, and it shall remain
binding upon us and may be accepted at any time before the expiration of that
period.
agree to abide by this Proposal for a period of 60 days from the Proposal
Closing Date as stipulated in the Solicitation Documents, and it shall remain
binding upon us and may be accepted at any time before the expiration of that
period.
We
understand that you are not bound to accept any Proposal you may receive.
understand that you are not bound to accept any Proposal you may receive.
Name
of Bidder:
of Bidder:
Address
of Bidder:
of Bidder:
Authorised
Signature:
Signature:
Name
& title of Authorised Signature:
& title of Authorised Signature:
Date:
ANNEX
II – Vendor Information Form
II – Vendor Information Form
1.
General Information
General Information
|
Company
Name: |
|
|
City,
Country |
|
|
Web
Site URL: |
|
|
Contact
Person: |
|
|
Title:
|
|
|
Phone:
|
|
|
Email
Address: |
|
2.
Expertise of the Bidder
Expertise of the Bidder
|
Line
of Business, area of expertise: |
|
|
Type
of business (manufacturer, distributor, etc): |
|
|
Years
of company experience: |
|
2.
Past Contracts for the similar work (Please provide at least three
references including contact details for contracts for similar services to the
one requested under this consultancy)
Past Contracts for the similar work (Please provide at least three
references including contact details for contracts for similar services to the
one requested under this consultancy)
|
|
Organisation
name/Country: contact person:Telephone:Email |
|
|
1
|
|
|
|
2
|
|
