RfQ: Transport services for BLF baseline assessment


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Education Development Trust, formerly CfBT Education Trust, is a not-for-for profit international education services company with over 40 years’ experience, working in more than 80 countries. Our vision is to provide outstanding, sustainable education solutions that transform and improve the school education and life chances of children and young people worldwide. We have specialist experience in strengthening education systems and supporting school improvement in post-conflict, transition and early-recovery fragile states.

Request for proposals for transport services for BLF baseline assessment

1.    Background of the BLF 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.

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.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, baseline assessment will be conducted in 147 primary schools across the country.

It is against that background that the Education Development Trust is requesting proposalsfor the provision of transport services for the enumerators.

2.    General tender and Contracting requirements

2.1    The contracting authority is the Education Development Trustand the appointed service provider will be expected to deliver the services for the Education Development Trust in 30 districts of the country during the baseline assessment.
2.2    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.
2.3    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.
2.4    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.
2.5    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.
2.6    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 any documents 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.
2.7    You will not modify your tender response after you have submitted.

3.    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

4.    Disqualification

Education 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

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.

6.     Offer Deadline and Protocol

Bids sealed in envelope marked “RFP for provision of transport services for BLF Baseline assessment-EDT Rwanda” will be submitted in hand at The Building Learning Foundations office located at Aigle Blanc Building | Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwandaat Gishushuduring working hours (8.00-17.00) not later than 12pm, 22ndJanuary2018.

7.    Questions/clarifications

Questions regarding the technical or administrative requirements of this RFP may be submitted by email to:

BLF-procurement@educationdevelopmenttrust.comnot later than 05:00 PM/Kigali timeonJanuary  17th, 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 RFP 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.

8.    Quotations

Quotations in response to this RFP must be all taxes inclusive and presented in RwF currency. They 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

The hired vehicles will be used in all the districts of the country.As part of its response to this RFP, each bidder 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.

10.    Confidentiality and Information Governance

10.1 All documents related 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.

11.    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.

12.    Specification 

Below are the specifications for the vehicles

  • 2005 or newer model
  • 4wheel drive vehicles
  • Capacity to carry at least 6 people
  • Air conditioning properly working
  • Unlimited mileage with fuel and driver
  • Valid insurance and vehicle inspection certificate (Controle technique)

13.    Timescales for this tender

The following timescales shall apply to this Procurement Process


Date / time

RFP Issued to bidding suppliers


Deadline for clarification questions (Clarification Deadline)


Response to clarification questions by Education Development Trust


Deadline for submission of RFP responses by suppliers


Final Decision


Contract sign off by both parties


Delivery of the transport services

From 28thJanuary,2018


14.    Evaluation Criteria and award

The award will be made to the offeror whose offer follows the RFP instructions, meets eligibility requirements, and receives the highest score out of a determined set of weighted technical and financial criteriaas determined below:



Technical proposal


Financial proposal



Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFP, an offer may be deemed “non-responsive” and thereby disqualified from consideration. It is anticipated that award will be made solely on the basis of these original quotations. However, Education Development Trust reserves the right to conduct any of the following:

  • Education Development Trust may conduct negotiations with and/or request clarifications from any offeror prior to award.
  • While preference will be given to offerors who can address the full technical requirements of this RFP, Education Development Trust may issue a partial award or split the award among various suppliers, if in the best interest of the BLF programme.      

Required documents

The following documents are required

  1. A signed submission form (annex I)on a company letterhead
  2. A signed vendor information form (annex II)on a company letterhead
  3. Copies of yellow cards of at least five(5) vehicles registered on company or company owner.
  4. Threereferences where the bidderprovided the similar serviceswithin two past years.
  5. Proposed delivery plan
  6. Price schedules on company letterhead well printed and properly organised(use your own form)
  7. Copy of Trading License
  8. Original or a certified copy of the Social Security certificate
  9. Original or a certified copy of the tax clearance certificate

Annexe I: Bid submission Form

TO: The Education Development Trust

 To form an integral part of your technical proposal

Dear 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.

We 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.

We understand that you are not bound to accept any Proposal you may receive.

Name of Bidder: 

Address of Bidder: 

Authorised Signature: 

Name & title of Authorised Signature:


ANNEX II – Vendor Information Form

  1. General Information

Company Name: 



City, Country 



Web Site URL: 



Contact Person: 









Email Address: 



2. 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)


Organisation name/Country: contact person:Telephone:Email











How to apply: 

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KG 28 Ave 72 - Kimihurura
P.O. Box 4062
Kigali, Rwanda
+250 788 300 952

info at jobinrwanda.com

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