(REVISED) Supply Classroom Essentials Materials

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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 the supply of classroom essentials materials 

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 2500 state funded primary schools.

The programme is 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 state funded primary schools, thereby improving learning outcomes of over two million children in Rwanda.

As part of the BLF programme, all teachers in Rwanda will be provided with a Mathematics Toolkit –  a self-study professional development resource. At the school level, school-based communities of practice are convened monthly to discuss the toolkit content, share learning, build a culture of peer learning, support and reflection.

It is against that background that Education Development Trust is requesting proposals for the supply of classroom essential materials for indicatively 2,500 schools that will be used along with the Mathematics toolkit 2.

2.    General tender and Contracting requirements

2.1    The contracting authority is Education Development Trust and the appointed supplier will be expected to deliver the goods and/or provide services at the Building Learning Foundations premises in Kigali.
2.2    The classroom essential materials will be delivered in 4 phases (See delivery phases on article 9), the successful bidder will be offered a contract for all phases with a clause that Education Development Trust has the right to cancel the contract of the next phase in case the supplier fails to meet the contractual obligations.
2.3    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.
2.4    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.
2.5    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.
2.6    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.
2.7    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.
2.8    You will not modify your tender response after you have submitted it.

3.    Rejection of tender responses

Education development Trust reserves the rights to reject any tender response 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:

4.1    Inappropriately influence this procurement process;
4.2    Fix or set the price for goods or services;
4.3    Enter into an arrangement with any other party that such party shall refrain from submitting a tender response;
4.4    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
4.5    Engage in direct or indirect bribery or canvassing by you or your appointed advisers in relation to this procurement process
4.6    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.

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 for any cost you incurred during the preparation of this procurement irrespective of whether your tender response is successful.

6.     Offer Deadline and Protocol

Bids shall be submitted in hand at the Building Learning Foundations office located at Aigle Blanc Building, Kimihurura at Gishushu not later than 12.00 pm, 28th June 2018. Bids sealed in envelope marked “RFP for supply of Classroom essential materials/EdDevTrust Rwanda-BLF Programme” will be deposited during working hours 8.00am to 17.00pm, Monday through Friday.

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 June 22nd, 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 The 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.

7.    Quotations

Quotations in response to this RFP must be priced on a fixed-price, all taxes inclusive, including delivery to BLF offices 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.

8.    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, Gishushu. 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 criteria.

The items will be delivered in 4 phases as follows;

Phases

Number of units

Dates

Phase 1

Max. 650

July, 2018

Phase 2

Max. 650

August ,2018

Phase 3

Max.600

January, 2019

Phase 4

Max.600

March, 2019

Total

2,500

 

9.    Confidentiality and Information Governance

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

9.2 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.

10.    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 Rwandan currency.

11.    Specification 

You will find the list and specifications of materials here below(ANNEX III) or you can request for them via this email address BLF-procurement@educationdevelopmenttrust.com.    

12.    Timescales for this tender

The following timescales shall apply to this procurement process

Activity

Date / time

RFP Issued to bidding suppliers

08/06/2018

Deadline for clarification questions (Clarification Deadline)

21/06/2018

Response to clarification questions by Education Development Trust

22/06/2018

Deadline for requesting the list and specifications of essential materials for interested bidders

25/06/2018

Deadline for submission of RFP responses by suppliers

28/06/2018

Final Decision

29/06/2018

Contract sign off by both parties

02/07/2018

 
13.    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%

 
14.    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. Pictures of any four (4) items from the proposed classroom essential materials
  4. Two references where the bidder supplied the similar items within two past years.
  5. Proposed delivery plan
  6. Price schedules on company letterhead well printed and properly organised (you can use the provided list of items on annex iii by filling in against each item or use your own form)
  7. Copy of Trading License issued by RDB
  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: 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:

 Date:

ANNEX II – Vendor Information Form

  1. General Information

Company Name: 

 

 

City, Country 

 

 

Web Site URL: 

 

 

Contact Person: 

 

 

Title: 

 

 

Phone: 

 

 

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

 

1

 

 

2

 

 

3

 

 

ANNEX III. LIST AND SPECIFICATIONS OF THE MATERIALs

  1. Common materials for grade 1, 2 and 3

2. Specific materials for grade 1

No

Item

Sample pictures

Specifications

Unit

Quantity

Unit price

Total price

1

Counting sticks

(Inkoni y’ibara)

Straight stick/wood with colors 100 cm long (approx. 2 – 4cm diameter)
divided into 10 X 10cm sections.

pc

7,500 pieces (3 pieces per school)

 

 

2

Counting beads on string

(Agashumi k’ibara)

Set of 100 beads of varying shapes and colors and 10 strings and also 5 ropes (that the beads can also be threaded on).

Set

2,500 Sets (1 set per 1 School)

 

 

 

3.    Specific materials for grade 2

No

Item

Sample pictures

Specifications

Unit composition

Quantity

Unit price

Total price

1

Counting beads on string (Agashumi k’ibara)

Set of 100 beads of varying shapes and colors and 10 strings and 5 ropes that the beads can be threaded on

set

2,500 Sets (1 set per 1 School)

 

 

4.Specific materials for grade 3

No

Item

Sample pictures

Specifications

Unit composition

Quantity

Unit price

Total price

1

Tangram puzzles

Set 1

 

Set 2

Set 3: A frame like the one above with 3 shapes mixed: Rectangle, triangle and quare

3 kinds of tangram puzzles: Assembling animals using geometric shapes (See set 1)

, making a frame using different kinds of triangles (See set 2), Making another frame with square, triangles and rectangles (See description set 3).

 

Each of puzzle to be assembled on A3 size.

 

 

 

 

 

 

Set (kinds of puzzles)

7,500(3sets per 1 school)

 

 

 

NOTE

-The transport of the materials to the expected schools is the responsibility of the BLF programme

-The supplier should have the storage capacity as BLF would request to store the materials for some time before delivery to schools

- The materials will be delivered in metal case(malle metallique/Isanduku y’icyuma) so supplier will need to quote for it.