SUPPLY OF PRINTED PRUDENCE AND CONFIANCE PACKAGING MATERIALS AT SOCIETY FOR FAMIILY HEALTH (SFH)

SOCIETY FOR FAMILY HEALTH RWANDA

P.O. Box 3040 Kigali, Rwanda

Plot No: 233, KG 501 Street, Kacyiru, Gasabo District, Kigali

Reception Tel: +250-78830685;  Website: www.sfhrwanda.org

TENDER: SUPPLY OF PRINTED PRUDENCE AND CONFIANCE PACKAGING MATERIALS 

TENDER REFERENCE NUMBER: 002/ PRUDENCE & CONFIANCE PACKAGING MATERIALS/SFH/2022

PROCUREMENT METHOD: OPEN NATIONAL COMPETITIVE TENDER

Bids Submission email: tenders@sfhrwanda.org

Tender Launch date: 21st March 2022

SUPPLY TENDER: FOR PRUDENCE & CONFIANCE PACKAGING MATERIALS

SOCIETY FOR FAMILY HEALTH (SFH Rwanda) wishes to sign a contract with a Company that will Supply different Packaging materials that includes Prudence Packaging Wedge Packs, Prudence Dispenser, Confiance Injectables Wedgepacks, Confiance Injectables Dispensers, Confiance Pills Wedge packs, Confiance Pills Dispensers, Prudence Cartons, and Confiance Injectable Cartons; all in a supply agreement for one-year renewable period.

Bidders are encouraged to respond with their best (lowest) price initially, as there may not be an opportunity to submit revised bids.  All offers should be on a fixed price basis and should be submitted in a sealed envelope to SFH Rwanda reception.

GENERAL INFORMATION ABOUT SFH RWANDA

SFH is a non-profit corporation, established in 2012 under the laws of Rwanda. SFH is organized exclusively for educational and scientific purposes, with primary focus in public health. No profits or dividends from SFH’s activities are distributed to any person or entity.

Population Services International (PSI), in coordination with the Government of Rwanda through the Ministry of Health, and with funding support from USAID, commenced the process of creating Society for Family Health (SFH) Rwanda, P.O Box.3040, Kigali on King Faisal Hospital Road, Kacyiru;

PART I: TENDER SUMMARY

SFH Rwanda invites you to bid through a competitive tender process on equal ground; please read the tender package carefully and comply with all submission guidelines using the tender reference number above for all correspondences. Failure to comply with submission guidelines may prompt SFH Rwanda to disqualify your submission.

The table below provides basic information about the Supply tender; including the proposed type of award contract should the Company be selected from this process.

PART II: BID SUBMISSION GUIDELINES ON HOW TO APPLY 

Bidders MUST comply with the format and content instructions in the table below. Failure to comply with the submission format and content below may disqualify your offer.

Submission and Handling of Bids

(a) Tender Bids are to be sent by email to the submission email of tenders@sfhrwanda.org

(b) In order to be considered, the bid must be received at the above email no later than the submission deadline in Part 1. No hard copies are allowed at SFH; Bidders are solely responsible to ensure the timely receipt of their bids.  Bids received after the date and time required will generally not be considered unless no other bids are received.

(c) Bids must follow the format and content described in section II.1.  Incomplete bid or bids which do not follow the submission guidelines may be disqualified from consideration.  Each bid must be valid for ninety (90) days after the Last Bid Receipt Date.

(d) Bids will not be opened in public, but the final evaluation report will be shared on SFH website.

(e) Bids may not be altered, corrected, withdrawn after the Last Bid Receipt Date.  In exceptional cases, SFH Rwanda may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical minor mistakes.  This is only possible in cases where SFH Rwanda can clearly identify 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 minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected.

PART III: TECHNICAL SPECIFICATIONS 

The specifications for this supply tender are provided below and SFH Rwanda has carefully reviewed these technical specifications and has determined that they do not show an unjustified preference for any supplier. The Tender is made up of one indivisible Lot. The supplier who will not quote for all items shall be disqualified on the whole lot.

Assorted Packaging Materials Tender Specifications with Local Supplier Preference 

As noted in the table below, all quotes should be:

• Delivery time should include all the period with final delivery at SFH Rwanda Warehouse that is located at Kacyiru;
• Prices can be issued in Rwandan Francs as per the table below
• Tender is for locally registered companies operating with offices located in Rwanda

Please fill in table below completely:

Bidders are encouraged to respond with their best price initially, as there may not be an opportunity to submit revised bids. All offers should be on a fixed prices basis and should be submitted to the following email address tenders@sfhrwanda.org

PART V: STANDARD PROVISIONS

Definitions and Headings

Except otherwise provided contrary to what is 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.

Donor Guidelines and Policies

(a) The procedures followed by SFH 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 the SFH Rwanda Procurement Manual.

(b) Prospective companies providing this service should also note that a primary requisite for SFH Rwanda is to obtain the most valuable 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 if necessary to ensure reasonable contract price is obtained.

Tender Package

This Tender Package should not be considered an award or contract as it is intended solely for the provision of information to prospective suppliers.

Review of Tender Package

Prospective suppliers 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 supplier’s risk and expense, and any items requested by SFH 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.

Probity and Ethics

In the purchasing efforts SFH Rwanda follows, and by virtue of the submission of their bids, all bidders and Suppliers commit to follow the guidelines contained in the SFH Rwanda Procurement Manual.

Language

All documents submitted in response to this Tender Package, as well as all correspondences in connection with the Tender Package, shall be in the language specified in Section II.1, always in English. The final contract will be written and signed in English.

Inquiries

Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing five days before the submission deadline to permit a thorough and accurate response by SFH Rwanda. Such inquiries shall be sent by reception telephone at 0788305685 or by email through procurement@sfhrwanda.org using the contact information included in Section II.1. SFH Rwanda is under no obligation to consider or respond to questions that are not received in a timely manner.

Evaluation of Bids

The evaluation is divided into 3 categories (Administrative stage where the bidder who fulfills all the evaluation criteria will prequalify to the next stage; Technical stage to verify the technical capacity of the bidder and the financial stage for the cost providing the price of the items) The technical and financial evaluations are combined to determine the best bidder at 100%.

ADMINISTRATIVE CRITERIA

The bidders must provide the following documents:

• Copy of Business Registration certificate or Certificate of domestic Company Registration from RDB allowing the company to do Business.
• Copy of VAT certificate if your company is registered to Pay taxes
• Valid tax clearance certificate (attestation de non-creance) from RRA
• Valid clearance certificate from Rwanda Social Security Board – RSSB
• Proof of payment of a non-refundable fee of fifty thousand Rwandan francs (50,000Rwf) paid into:

Bank Name: Access Bank (Rwanda) Ltd

Account Name: SOCIETY FOR FAMILY HEALTH RWANDA

Account Number: 1002190101953001

Currency: RWF

The Company that will not have filled any of aforesaid conditions will be eliminated and their bids will not be considered for the next evaluation stage.

TECHNICAL CRITERIA (60%)

• At least 3 Reference/Recommendation letters and packaging-related contracts or purchase orders executed from former or current clients with full contact names and addresses (12 marks)
• Delivery time (Both Sample after reception of LPO and Final total quantity Product after approval of sample by SFH): Shortest delivery time in Business days offered will be most preferred (4 marks)
• Sample Quality of packaging done by supplier with Company name to be shown at the time of the Tender site Visit visible as proof of ownership In order to facilitate SFH Rwanda in evaluating whether a prospective Supplier has the technical capacity to print the required packaging materials as proof of experience by the bidder (4 marks).
• Packaging materials produced having certified S mark from Rwanda standards Board – RSB is a Plus (10 marks).

1. Technical visit to verify the capacity (30 marks): Having at least the following machines to complete the work on time (Please provide proof) such as:
2. High speed Die cut A1 size for die cutting splits with at least die cutting speed of 20,000 s/h
3. Cylinder die cutting machine speed of 7500 s/h
4. Printing machines of at least 2 colours minimum
5. Available packaging stock assurance to cater for the urgent first order
6. Designing room with all related press check accessories
7. Cutting or Plotting machine

FINANCIAL CRITERIA 40%

The financial criteria to be followed will be based on the lowest price that will be most preferred after the technical criteria score. The overall winner will be determined after combining both Technical and Financial Scores for companies that have been prequalified.

Amendments

If at any time prior to award SFH Rwanda deems there to be a need for a significant modification to the terms and conditions of this Tender Package, SFH Rwanda will issue such a modification as a written Tender Package amendment to all competing bidders using an addendum posted through all the channels used in sending out the tender package.  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.

Price Verification

If adequate competition is not achieved in the tendering process, the right is reserved for any otherwise compliant bid to be referred to SFH Rwanda who may, at their discretion, authorize a price verification exercise to be undertaken on their behalf by an organization or delegated SFH Staff. In such an eventuality, the bidder will be required to give details of the services tendered for, together with details of any costing used or undertaken in preparing the bid.

Extension of Bid Validity dates

When necessary and appropriate under the circumstances, SFH Rwanda may request bidders, in writing, to extend the validity period of their bids and Bid Securities (if any).  A bidder may refuse to extend its bid; however, its bid will be disqualified.  A bidder agreeing to extend will not generally be permitted or required to modify their bid in any manner other than to extend it.

Rejection of Tenders

(a) SFH Rwanda is not bound to accept the lowest bid and reserves the right to reject any tender in whole or in part and to reject any or all tenders without assigning any reason. 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 and cannot be reduced by negotiation,
4. the quality of the tender is deemed insufficient
5. the technical or financial bases of procurement have changed materially prior to the award, or
6. The prices of the bid are obviously and clearly high.

Terms of Award

(a) All awards are subject to the availability of adequate funds from SFH Rwanda and the receipt of all required approval from SFH Rwanda and the indenter.

(b) Upon receipt of SFH Rwanda and/or the indenter’s approval of the recommended award, to the extent required, SFH Rwanda will send a Notice of Award to the winning bidder and will inform unsuccessful bidders that they have not been selected.

1. c) Local preference will be prioritized in case a foreign bidder when the evaluation difference is less than 10% of the total evaluation

Notification of Tender Award

The bidder whose proposal attains the highest score, in accordance with the evaluation criteria in the present request for proposals shall be selected for award, subject to satisfactory conclusion of negotiations if deemed necessary.

The procuring entity shall notify the successful bidder of its selection results and at the same time inform other unsuccessful bidders of the decision. In the absence of a challenge by any other bidders within seven (7) days of the notice, the contract shall be signed by both parties.

Delays in Performance

If the company fails to deliver any or all services and execution of works within the period specified in the contract, liquidated damages equivalent to an amount, to be specified by the contract, between 1/1000 of the total contract value shall be deducted from the Company’s cost for each day the service is not performed. However, the liquidated damages shall not exceed 10% of the total contract sum at which point termination of the contract shall be considered.

Payment Terms

SFH Rwanda undertakes to pay 100% after full delivery for all items ordered to its satisfaction and this will be paid within 15 working days upon reception of an invoice. Any requested advance payment will require a security payment as a guarantee equal to the amount requested.

How to apply: Interested Applicants are requested to submit electronic copies of their technical and financial proposals (in English), at tenders@sfhrwanda.org

not later than Wednesday, 20th April 2022 at 17h00. 

NOTE THAT THERE WILL BE NO PUBLIC OPENING OF BIDS DUE TO RESPECT OF SOPs OF COVID 19,

SFH Rwanda welcomes your bid in this competitive process,

Done at Kigali on 18th March 2022

Sincerely,

Manasseh GIHANA WANDERA

Executive Director