Request for proposal for printing services of the student activity book  

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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 proposal for printing services of the student activity book  

  1. 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.

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 2023.BLF will benefit all Primary English and Mathematics teachers in all of Rwanda’s primary schools. Thereby improving learner outcomes of over 3.2 million P1 to P3 pupils.

Education Development Trust invites companies specialized in the field to participate in the competition on open and equal conditions for the printing of student activity books.

  1. General tender and Contracting requirements
  • The contracting authority is Education Development Trust and the appointed supplier will be expected to deliver the goods and/or provide services at education Development Trust premises in Kigali.
  • The printing will be in 1 phase. The successful bidder will need to have strong capacity to carry out this work within required timeline.
  • 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.
  • By submitting your tender response, you consent to 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 education Development Trust for such purposes.
  • 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 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.
  • 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.
  • Tender responses must comprise the relevant documents specified by Education Development Trust completed in all areas and in the format requested by Education Development Trust and any documents requested by 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.
  • You will not modify your tender response after you have submitted.
  1. Rejection of tender responses

Education Development Trust reserves the rights to reject any tender responses which:

  • is received after the submission deadline
  • contains omissions, gaps, misrepresentations, errors and/or uncompleted sections
  • contains hand-written amendments with no initial of the authorized signatory;
  • contains ambiguous information that might mislead the tender evaluators
  • is not submitted in a manner consistent with the provisions set out in this RFP
  1. 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, and

-Obtain information from any of the employees, agents or advisors of 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,

  1. Tender costs

You are responsible for obtaining all the information necessary for the preparation of your tender response and for all costs and expenses incurred in the preparation of the tender response. Education Development Trust will not be responsible for any cost you incurred during the preparation of this procurement irrespective of whether or not your tender response is successful.

  1. Offer Deadline and Protocol

Offers shall be submitted in hand (Hard copy only) at Education Development Trust/Building Learning Foundations offices located at Aigle Blanc Building (Star Times building)| Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwanda at Gishushu, no later than 12 pm December 12th, 2019. Bids should be sealed in an envelope marked “RFP for Printing Services/EDT Rwanda-BLF Programme” and will be deposited at the Building Learning Foundations offices during working hours.

  1. Questions/clarifications

Questions regarding the technical or administrative requirements of this RFP may be submitted by email to, not later than 05:00 PM/Kigali time on December 2nd, 2019.

Questions must be submitted in writing only; phone calls will not be accepted. Only the written answers issued by Education Development Trust will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of Education Development Trust or any other entity should not be considered as an official response to any questions regarding this RFP.

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 education Development Trust by any deadline notified to you, your tender response may be rejected in full and you may be disqualified from this Procurement Process.

  1. Quotations

Quotations in response to this RFP must be priced on a fixed price, all taxes inclusive, 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.

  1. Delivery

The delivery location for the items described in this RFP is Education Development Trust offices 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.

All the books will be delivered in one phase


Number of units


Phase 1


150,000 (P1)


January 2020


150,000 (P2)

150,000 (P3)

  1. Confidentiality and Information Governance

10.1 All documents related to this RFP shall remain the property of education Development Trust and must be returned on demand.

10.2 Unless 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, education Development Trust.

  1. Payment and Invoicing

Unless agreed otherwise, Education Development Trust shall pay you the agreed fee within 30 days after 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's currency.

  1. Specification

Education Development Trust will provide print-ready files for the books. The books will be printed and delivered to the Education Development Trust /Building Learning Foundations office as of the schedule in article 9.


No. of books

Text Paper

A4, eighty (80) gsm wood-free paper suitable for offset printing, clean and free from contraries such as dirt spots and fiber chives. It should be of good white shade, with a minimum of 83% (ISO 2470). It should be of good opacity to enable monochrome text to be printed without undue show through and the minimum capacity measured by the ELEPHRO test (ISO 2471) should be 90%. Text paper should be printed with fibre gain running parallel to book spine.

Cover Card

The minimum acceptable standard of cover to be used should be aboard either of solid bleached chemical pulp furnished or triplex board with layers of bleached chemical pulp surrounding a layer of mechanical pulp. The surface should be coated and calendared on one side only. Both sides of the board should be of good whiteness with a minimum of 78% top and 77% reverse to test specification ISO R457. The board used should caliper between 34 and 38 microns and have a bending stiffness no lower than 18.0 in the machine direction and 9.8 in the cross direction to test specification Nm, resp. Din 50. The board should have a minimum grammage of 260 gsm and should be suitable for acetate lamination or UV varnish of a minimum of 12 microns. The board should be printed with the spine fold in the machine direction in order to obviate or reduce cracking when folding. Cover grain direction should be parallel to the spine.

Binding Style

Wire saddle stitching.

The number of colors.

Four colors

Number of pages

Not more than 100 pages cover included for each grade.






(150,000 for P1, 150,000 for P2 and 150,000 for P3)


  1. 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 start date


  1. Evaluation Criteria

The price proposal of all offerors, who have attained a minimum 70 % score in the technical and Financial 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.



Technical proposal


Financial proposal


Note: There will be a site visit to assess the information required in 15(a) below.

  1. Technical proposal

15.a. Required production capacity

Given the volume of the work, each participant to the tender will have to prove his technical and experience for having successfully undertaken similar work.

  1. For printing: Having at least 3 offset full-color machines with a minimum speed of 8,000 sheets per hour
  2. For folding: Having at least 3 folding machines with at least a minimum speed of 8,000 sheets per hour
  3. Stitching and trimming: having at least 3 machines which can stitch and trim at least 8,000 books of 100 pages per hour
  4. 4. The stock of Papers: The company should have a sufficient stock of papers to immediately start the tender
  5. Storage: The company should have the capacity to store the printed books and deliver as per the request

15.b. Required administrative 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. Two examples of similar work (quality and quantity) produced within the past two years.
  4. Proposed delivery plan
  5. Price schedules on company letterhead well printed and properly organized (use your own form)
  6. Copy of Trading License
  7. Social Security certificate
  8. Copy of the tax clearance certificate
  9. Bid security of 5% of the amount quoted from a recognized institution.

Annexe I: Bid submission Form

 TO: 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 maybe 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: 

Authorized 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: 



  1. Expertise of the Bidder

Line of Business, area of expertise:  



Type of business (manufacturer, distributor, etc):



Years of company experience: 



  1. Past Contracts for the similar work (Please provide at least three signed references including contact details for contracts for similar services (quality and quantity) to the one requested under this consultancy)


Organisation name/Country: contact person: Telephone: Email