Request for proposal to supply SD cards

Rating: 
Average: 3.4 (60 votes)
Sector: 
Education

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 to supply SD cards

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 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. In addition, SD cards containing soft copy of the toolkits, videos and other teaching materials will be provided to teachers, headteachers and other relevant educationists for them to access content whenever they want and wherever they are.

It is against that background that Education Development trust is requesting proposals for the supply of indicatively 30,000 SD cards to be used by teachers. The same supplier will have a role to transfer the content to the SD cards.

  1. General tender and Contracting requirements
  • The contracting authority is Education Development Trust premises and the appointed supplier will be expected to deliver the goods and/or provide services at Education Development Trust premises in Kigali.
  • The SD cards will be delivered in 2 phases (See delivery phases on article 9), the successful bidder will only be offered an initial contract for the first phase. The award of the second phase will depend on, inter alia, the successful delivery of the precedent phase.
  • 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 authorised 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
  • 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 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.

  1. Offer Deadline and Protocol

Bids sealed in envelope marked “RFP for supply of SD cards/EDT Rwanda-BLF Programme” shall be submitted in hand at The Building Learning Foundations office located at Aigle Blanc Building | Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwanda at Gishushu during working hours (8.00-17.00) from 24th October. The deadline for submission is 12 pm (Rwanda time), 19th November 2018.

  1. 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 November 12th, 2018

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 RFP 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 to BLF offices and cost for the content transfer to SD cards. 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 The Building Learning Foundations 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 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.

The items will be delivered in 2 phases as follow

Phases

Number of units

Dates

Phase 1

15,000

End Dec. 2018

Phase 2

15,000

March 2019

Total

30,000

 

  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 Witten demand.

10.2 Unless requested otherwise, Education development Trust reserves the right to disclose/not 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 of Education 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.

  1. Specification

Below are the specifications for the SD cards

Description

No. of units

ü  16GB capacities micro SD cards

ü  Compliant with the SD cards association specification

ü  Resistant-water proof, shock proof, X-Ray proof and temperature proof to perform in even harsh environments

ü  Class 4 Speed

ü  Min. Write Speed: 4MB/s

ü  Minimum 1 year support warranty

 

 

 

Max 30,000

       

  1. Timescales for this tender

The following timescales shall apply to this Procurement Process

Activity

Date / time

RFP Issued to bidding suppliers

24th Oct/2018

Deadline for clarification questions (Clarification Deadline)

9th Nov/2018

Response to clarification questions by Education Development Trust

12/Nov/2018

Deadline for submission of RFP responses by suppliers

19/Nov/2018

Contract sign off by both parties

29/Nov/2018

  1. Evaluation Criteria

The price proposal of all bidders, who have attained minimum 70 % score in the technical evaluation, will be compared. The contract will be awarded to the bidder that receives the highest score out of a determined set of weighted technical and financial criteria.

Criteria

Weighting

Technical proposal

60%

Financial proposal

40%

  1. 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. A note explaining the methodology that will be used to transfer the content to SD cards (use your own format)
  4. 4 pictures of the proposed SD cards and their technical specifications
  5. Two references where the bidder supplied the related items within two past years
  6. Proposed delivery plan
  7. Price schedules on company letterhead well printed and properly organised (use your own form) including the cost for content transfer to SD cards
  8. Copy of Trading License
  9. Original or a certified copy of the Social Security certificate
  10. Original or a certified copy of the tax clearance certificate
  11. Bid security of 2% of the amount quoted from a recognised institution