Invitation to Tender (ITT) For the Provision of Start Up Kit for Volunteers

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Voluntary Service Overseas (VSO) is an international development charity with a vision for a "world without poverty" and a mission to "bring people together to fight poverty". VSO recruits professionals to work as volunteers, living and working alongside local populations in developing countries. VSO was founded in 1958, and currently works in 23 countries in Africa, Asia and the Pacific.

VSO started work in Rwanda in 1998 at the invitation of the Government of Rwanda and it focuses on programmes in Education, disability and youth/national volunteering. VSO Rwanda's work revolves around six development goals including, Secure livelihood, HIV/AIDS reduction, Education, Participation and Governance, Health and Disability

INVITATION TO TENDER (ITT) FOR THE PROVISION OF START-UP KIT FOR VOLUNTEERS

VSO Project Lead and contact details:

Euthyme Mudaheranwa, Field Operations Manager

Euthyme.mudaheranwa@vsoint.org

Date tender issued:

30/12/2019

Tender submission deadline:

21/01/2020 at 5:00 PM

Final date for tender queries:

13/01/2020

Tenders should be submitted to:

VSO RWANDA

KG 625 Street, House 12, Kimihurura Sector, Gasabo District

1. Introduction to VSO

 Vision

VSO’s vision is a Fair world for everyone.

Mission

Since 1958 our mission has been to bring people together to fight poverty through the lasting power of volunteering.

Values

Whether our work is with local communities or with governments, it is always grounded in our four values:

  • Collaboration
  • Knowledge
  • Inclusion
  • Integrity

Where we work

We operate where we can make the most difference fighting poverty. Our global network includes VSO members and country offices that work together to deliver programmes. In 2015/16 we had a presence in: Bangladesh, Cambodia, Ethiopia, The Gambia, Ghana, India, Ireland, Kenya, Lesotho, Malawi, Mozambique, Myanmar, Nepal, the Netherlands, Nigeria, Pakistan, Papua New Guinea, the Philippines, Rwanda, Sierra Leone, South Africa, South Sudan, Swaziland, Tanzania, Thailand, Uganda, the UK, Zambia, and Zimbabwe.

To find out more, visit www.vsointernational.org/

2.    INSTRUCTIONS TO SUPPLIERS

You are invited to submit a tender for the provision of Sturt up Kits for Volunteers ( Rain coats, Branded umbrella, Branded water bottle, Rain boots, Backpack bags).

By participating in this tender you are indicating your acceptance to be bound by the guidelines set out in the tender documentation. Please complete and return Appendix 1 – Acknowledgement of invitation to tender to us as soon as possible, indicating whether or not you intend to submit a tender.

Your tender will be evaluated on the basis of your answers to the questionnaire. Once each bid has been evaluated and scored, both the technical and commercial scores will be totalled to determine the most economically advantageous tender. Suppliers will then be notified of the outcome. 

The following instructions should be read carefully prior to completing your tender.

  1. Completing your response

Your tender response is made up of 5 parts which must all be completed and submitted:

  • Appendix 1 – Acknowledgement of Invitation to Tender
  • Appendix 2 – Form of Tender
  • Appendix 3 – Anti-Collusion Agreement
  • Appendix 4 – Mutual Non-Disclosure Agreement
  • Appendix 5 – Pricing Schedule

Any additional documents which you are required to submit should be marked as appendices and attached to your tender response. The tender questionnaire should be answered in full and in the format requested. Failure to do so may result in your submission being disqualified. If the question does not apply to you, please state clearly ‘N/A’. Be clear and concise in all responses but ensure sufficient information relevant to the question is given to allow VSO to differentiate your response from other vendors.

  1. Confidentiality

You are required to keep the details in the tender confidential and not to communicate them to any person not directly involved in the preparation of your bid. 

  1. Currency and Validity of Rates

All sums are to be quoted RFW unless adjustment is provided for in the Contract, all sums are to be fixed for the duration of any contract awarded.

  1. Integrity

Your tender shall be bona fide and you will not have fixed or adjusted your rates in conjunction with any third party, nor communicated your rates to any third party not directly involved in the preparation of your tender. Suppliers will be required to sign and return an Anti-Collusion Agreement (Appendix 3).

  1. Validity of Tenders

Your tender must be valid for acceptance by us for a period of ninety days from the date set for receipt of tenders by VSO.

  1. Amendment to Documentation

No alteration should be made to any document issued in this tender without obtaining clearance from VSO.  Where you consider there has been an omission or error you should inform VSO immediately in writing.            

  1. Cost of and Acceptance of Tenders

VSO will not be held responsible for, nor pay for, any costs incurred by you in the preparation of your submission.

VSO may accept the whole or part of a supplier’s tender, and reserves the right to not award a contract to the lowest or any bidder. VSO reserves the right to reject any tender which is incomplete, conditional or not complying with the tender documents.

  1. Communication & Enquiries

All enquiries and communications regarding this tender should be referred in writing to the Field Operations manager or Head of Finance and Grants by email or letter.  Where any communication requires clarification by or additional information from VSO, the request must be received by VSO at least five days prior to the date for return of tenders.  VSO will advise all suppliers of its response to any such requests where appropriate.

  1. Submission

Upon completion of your tender, return Appendixes 1,2, 3, 4, 5 in a sealed envelope marked Tender of Start up kit for Volunteers -Private and Confidential to VSO RWANDA, to the following address KG 625 Street, House 12, Kimihurura.  Please provide one original hard copy tender response, as well as an electronic copy to tenderrwanda@vsoint.org.  Tenders delivered after the stipulated time and date for receipt will not be considered. Any additional materials submitted with your tender other than those requested (such as marketing materials) will not be considered in the evaluation of your tender.

NB: The office will be ready to receive the envelopes from 6th January 2020.

  1. Tender Evaluation

Tenders will be evaluated on the following basis:

  • Administration and Technical evaluation70%
  • Finance evaluation: 30%

 

10.1 administrative evaluation:

No

Administrative Document Required 

Importance Of Documents

Weight/Value/Score to the Whole Tender

1

A copy of the Acknowledgement of invitation to tender submitted prior to submission of the bid.

Compulsory

1 Mark

2

Power of Attorney By the company/Bidder, authorizing the signatory to represent the company/Bidder in these tender proceedings and the contract for that matter.

Compulsory

2 Mark

3

Bid Submission Form Signed and Stamped. Well Dated and showing the tender Submitted For/ Form of Tender

Compulsory

2 Marks

4

Anti-Collusion Agreement Signed and Stamped. Well Dated and showing the tender Submitted For

Compulsory

3 Marks

5

Mutual Non-Disclosure Agreement Signed and Stamped. Well Dated and showing the tender Submitted For

Compulsory

3 Marks

6

A letter of commitment to quality by the company/Bidder showing that the company promises quality to the client during these proceedings, well dated, signed and stamped, showing the tender bid for.

Compulsory

3 Marks

7

Bid security of 200,000 Rwf issued by a bank or an insurance company. Clearly stating the tender bid for.

Compulsory

3 Marks

8

Relevant Notarised Registration Certificate Issued By RDB.

Compulsory

3 Marks

9

Notarised Valid Tax Clearance Certificate Issued By RRA. 

Compulsory

3 Marks

10

Valid Social Security Certificate Issued By RSSB.

Compulsory

2 Marks

 

Total Mark

 

25 Marks

Note: Failure to submit any of the documents may spell disqualification from the tender, the above administrative criteria will consist 25% of the total score.

10.2Technical Criteria

No

Technical Criteria

Mark

1

A clear current physical address of the company. This may differ from what was originally recorded in the RDB certificate of Registration

10 Marks

2

Proof of partnership with International IT company as an authorised dealer in their products in Rwanda (Dell and  Samsung). 

10 Marks

3

Warranty and repair for post sales service and Delivery period for the items (shortest period is the most preferred)

10 Marks

4

3 References of Similar supply done by the bidder issued by reputable institutions, Preferably NGO.

15 Marks

 

Total Score

45 Marks

 

Note: All The above are compulsory and VSO may disqualify any bidder who does not submit any of them. During evaluation VSO will do a spot visit to the premises of the bidder.

 

  1. Tender timetable

ITT issue date:

30/12/2019

ITT submission deadline:

21/01/2020 at 5:00 PM

Anticipated contract award date:

27/01/2020

Anticipated contract commencement:

27/01/2020

 

Please note that VSO reserves the right to amend this timetable

 

END OF INSTRUCTIONS

3. MINIMUM SPECIFICATION OF REQUIREMENTS

Requirement

Qty

Raincoat (Jacket and pant)

230

Material: First-grade Nylon only

 

Jacket -combined front and back part, Zipper -polymeric Non Ruster

 

Trouser -waist adjustable- Full round elastic type

 

Colour: Navy blue or Gray

 

Reflecting tape at back in 2’’ width

 

Coating material: Eco friendly skin compatible PVC

 

Label: All Raincoat to be label with: Brand Name, Size, Wash care label)

 

Size: Jacket and Pant ( M, L, XL, XXL, XXXL)

 

Identification of fabrics as per IS 667-2003: Nylon

 

One-year warranty

 

Requirement

Qty

Backpack  Bags 18.5’’

190

Two main compartments, Laptop compartment, Front packet, 2 side water bottle pockets

 

Colour: Black

 

Material: Polyester

 

Hard wearing nylon exterior with large sippers

 

One-year warranty

 

Branded Travel rain umbrella

230

Automatic open umbrella customized BLF logo printing, Size 23’ *16k (ribs), Material 190T PG Fabric with watermark , windproof, Double, Canopy construction

 

Rain boots

190

Rain Boots  Flat heel, PVC, black (Different sizes)

 

Water branded bottle (1L)

50

Reusable bottles customized BLF logo, BPA-free,  durable, free from leaks, and easy to clean

 

One -year warranty

 

 

 APPENDIX 1 - ACKNOWLEDGEMENT OF INVITATION TO TENDER

ACKNOWLEDGMENT​ OF INVITATION TO TENDER

(TO BE PRINTED ON SUPPLIER’S LETTERHEAD)

Date:

VSO

KG 625 Street, House 12, Kimihurura

Attention:

VSO INVITATION TO TENDER FOR SUPPLYING START-UP KITS FOR VOLUNTEERS

Delete as appropriate:

* We acknowledge receipt of the above-referenced Invitation and confirm that we will be submitting a tender response.

* We acknowledge receipt of the above-referenced Invitation, but on this occasion will not be submitting a tender.

 

SIGNATURE:    ________________________

NAME:            

TITLE:             

SUPPLIER BUSINESS NAME:

SUPPLIER ADDRESS:

SUPPLIER TELEPHONE:

SUPPLIER EMAIL:

APPENDIX 2 - FORM OF TENDER

 

FORM OF TENDER

(TO BE PRINTED ON SUPPLIER’S LETTERHEAD)

 

Date:

VSO

KG 625 Street, House 12, Kimihurura

Attention:

VSO INVITATION TO TENDER FOR SUPPLYING START-UP KIT FOR VOLUNTEERS

We have examined the tender documentation issued to us, and offer to undertake the services set out in accordance with the documentation and to the entire satisfaction of VSO at the rates and on the terms set out in the tender documentation:

One original copy of our tender response containing an Anti-Collusion Agreement, a Mutual Non-Disclosure Agreement, a completed Tender Questionnaire, a completed Pricing Schedule (Suppliers should list any additional submitted documents here) and an electronic copy thereof.

Unless and until a formal contract is executed between us, this tender and your written acceptance thereof shall constitute a binding contract between us.

We understand that you may accept the whole or part of our tender, but do not bind yourself to accepting the lowest or any tender and will not pay for any costs incurred by us in the preparation of our tender.

 

SIGNATURE:    ________________________

NAME:            

TITLE:             

SUPPLIER BUSINESS NAME:

SUPPLIER ADDRESS:

SUPPLIER TELEPHONE:

SUPPLIER EMAIL:

APPENDIX 3 – ANTI-COLLUSION AGREEMENT

(SUPPLIERS TO COMPLETE AND SIGN)

In recognition of the principle that the essence of selective tendering is that VSO receives bona fide competitive tenders, WE CERTIFY THAT:-

  1. The tender submitted herewith is a bona fide tender, intended to be competitive.
  2. We have not fixed or adjusted the amount of tender under or in accordance with any agreement or arrangement with any other person or organization.
  3. We have not done and we undertake that we will not do at any time before the hour specified for the return of the tender any of the following acts:-
  4. a) communicate to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender;
  5. b) enter into any agreement or arrangement with any other person or organization that they shall refrain from tendering or as to the amount of any tender to be submitted; and
  6. c) offer or pay or give or agree to give any sum of money or valuable consideration directly or indirectly to any person or organization for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender any act or thing of the sort described above.

 

SIGNATURE:    ________________________

NAME:            

TITLE:             

Date:

SUPPLIER BUSINESS NAME:

APPENDIX 4 – MUTUAL NON-DISCLOSURE AGREEMENT

 

THE UNDERSIGNED:

  1. VSO, which has a registered office at: 100 London Road, Kingston Upon Thames, Surrey, KT2 6QJ hereinafter referred to as Customer,
  2. Insert Name hereinafter referred to as Supplier,

both Customer and Supplier are hereinafter together referred to as the Parties;

WHEREAS:

both Customer and Supplier develop and use valuable confidential and proprietary information and trade secrets; and

the Parties are interested in disclosing or have already disclosed to each other certain Confidential Information for the purpose of discussions which may result in the formation of a contractual relationship between Customer and Supplier;

DECLARE THAT THEY HAVE AGREED AS FOLLOWS:

1          DEFINITIONS

1.1

Confidential Information”

means without limitation, all software and hardware products, samples, equipment, drawings, specifications, Customer characteristics and identities, trade secrets, technical information and know-how, performance or process data, cost and financial information, methods of doing business; strategic, marketing, or business plans; any documents marked “Confidential” or “Proprietary” and other items that by their nature are generally considered proprietary and confidential (regardless of whether such information is specifically labelled as such).

Confidential Information may include both information owned by the Parties to this Contract and information owned by third parties which has been disclosed subject to a duty of preserving its confidentiality.

1.2

“Disclosing Party”

shall refer to the party whose Confidential Information is disclosed to the other.

1.3

“Receiving Party”            

shall refer to the party  receiving Confidential Information disclosed by the other.

2          OWNERSHIP

All Confidential Information disclosed or which has been disclosed by one party to the other shall remain the exclusive property of the Disclosing Party or the third party which owns it.

3          LIMITED USE

The Receiving Party may use the Confidential Information for the limited purpose of reaching a decision on whether to enter a contractual relationship, and in order to fulfil its obligations under such a contract and for no other purpose, unless otherwise agreed in writing by the Disclosing Party.

4          DUTY OF NON-DISCLOSURE

Unless the Disclosing Party consents in writing, the Receiving Party shall not disclose to any other person or entity any of the Disclosing Party’s Confidential Information, except to the extent that it is necessary in connection with purposes described above, is or becomes part of the public domain without breach of this Contract by the Receiving Party, is rightfully acquired by the Receiving Party from a third party prior to the disclosure by the Disclosing Party, is subsequently legally obtained by the Receiving Party from a third party, is developed independently by the Receiving Party, or is disclosed under compulsion of law.  In the event of a disputed disclosure, the Receiving Party shall bear the burden of proof of demonstrating that the information falls under one of the within described exceptions.

5          SECURITY PRECAUTIONS

The Receiving Party agrees to restrict access to the Confidential Information within its own organisation to those employees and independent third parties who need to receive the information in connection with the purposes described above.  The Receiving Party shall instruct such employees or independent third parties to hold in confidence all such Confidential Information.  In addition to the foregoing, the particular circumstances to protect the Disclosing Party’s Confidential Information, applying at least the same security measures as it employs to protect it’s own confidential information and trade secrets.

6          RESTRICTIONS ON COPYING

The Receiving Party shall not make any copies of any printed or electronic forms of Confidential Information, except those that are necessary to carry out the above stated purposes.  Also, the Receiving Party agrees that it will not remove, overprint or deface any notice of copyright, trademark, logo or other proprietary notices form any originals or copies of the Disclosing Party’s Confidential Information.

7          SURVIVAL OF OBLIGATIONS

The obligations set forth in this Contract shall survive for a period of 5 (five) years after the latest date of the signature below on this Contract.

8          SUCCESSORS AND ASSIGNS

Neither party may assign or transfer this Contract in whole or in part without the prior written consent of the other party.  Subject to the foregoing, this Contract shall bind and inure to the benefit of the successors and assigns of each party.

9          PUBLICITY

The Supplier agrees not to perform any act or to make any representation or commitment on behalf of the Customer, nor to issue any public statements concerning the Custom or the subject matter of this Contract, unless authorized in writing by the Customer to do so.

As agreed and signed in duplicate:

SIGNED FOR AND ON BEHALF OF CUSTOMER:

SIGNED FOR AND ON BEHALF OF SUPPLIER:

SIGNATURE:

 

SIGNATURE:

 

NAME:

 

NAME:

 

TITLE:

 

TITLE:

 

DATE:

 

DATE:

 

APPENDIX 5 - PRICING SCHEDULE

Prices must be quoted in RFW currency and include all costs necessary for the performance of the contract. Any charge not stated in the price schedule will not be allowed as a charge under any resultant Contract.

 

Item Description

Quantity

Unit Price

Subtotal

1.

Raincoat (Jacket and pant with different size)

230

 

 

2.

Branded rain travel umbrella

190

 

 

3.

Backpack 18””

190

 

 

4.

Rain boots (Different size)

190

 

 

5.

Branded water bottles 1 L

50

 

 

 

TOTAL

 

 

 

The Supplier has to provide a post-delivery guarantee for at least 1 year.