Supply of communication and visibility materials

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About SNV

SNV is a not-for-profit international development organization. We have built a long-term, local presence in 38 developing nations in Asia, Africa, and Latin America, providing innovative solutions in Agriculture, Water, Sanitation and Hygiene, and Renewable Energy. SNV has been working in Rwanda for more than 35 years to improve people’s livelihoods by strengthening the capacities of public and private sector organisations. SNV works in full alignment with Rwanda’s development agenda. It does so by helping to realize the national development goals in three sectors above mentioned.

Request for Quotations (RFQ)

RFQ Number:          RRSA/RFQ/002/2018

Issuance Date:          June 13, 2018

Deadline for Offers:            June 22, 2018

Description:                        Supply of communication and visibility materials

For:                          USAID-funded Isuku Iwacu Project, Managed by SNV

Point of Contact:    Jeanne Umuzigambeho, Isukuprocurement2018@gmail.com

***** ETHICAL AND BUSINESS CONDUCT REQUIREMENTS *****

SNV is committed to integrity in procurement, and only selects suppliers based on objective business criteria such as price and technical merit.

SNV does not tolerate fraud, collusion among offerors, falsified proposals/bids, bribery, or kickbacks. Any firm or individual violating these standards will be disqualified from this procurement, barred from future procurement opportunities, and may be reported to both USAID and the Office of the Inspector General.

Employees and agents of SNV are strictly prohibited from asking for or accepting any money, fee, commission, credit, gift, gratuity, object of value or compensation from current or potential vendors or suppliers in exchange for or as a reward for business. Employees and agents engaging in this conduct are subject to termination and will be reported to USAID and the Office of the Inspector General. In addition, SNV will inform USAID and the Office of the Inspector General of any supplier offers of money, fee, commission, credit, gift, gratuity, object of value, or compensation to obtain business.

Offerors responding to this RFQ must include the following as part of the proposal submission:

  • Disclose any close, familial, or financial relationships with SNV or project staff. For example, if an offeror’s cousin is employed by the project, the offeror must state this.
  • Disclose any family or financial relationship with other offerors submitting proposals. For example, if the offeror’s father owns a company that is submitting another proposal, the offeror must state this.
  • Certify that the prices in the offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • Certify that all information in the proposal and all supporting documentation are authentic and accurate.
  • Certify understanding and agreement to SNV’ prohibitions against fraud, bribery and kickbacks.

Please contact Jeanne Umuzigambeho, Isukuprocurement2018@gmail.com, with any questions or concerns regarding the above information or to report any potential violations.

Section 1: Instructions to Offerors

1.    Introduction: 

The USAID-funded Isuku Iwacu project is a four-year rural sanitation project awarded on September 2, 2016.The project is being executed by a consortium of Non-Governmental Organizations headed by SNV, and including World Vision International and Water for People. The overall goal of the Isuku Iwacu Activity is to increase local ownership and capacity to deliver sustainable, high quality sanitation and hygiene services in order to decrease childhood stunting.  To support the activities of the project, Isuku Iwacu is currently requesting quotations from experienced and qualified multi-media companies to design, print, and install communications and visibility materials for as-needed ad-hoc purchases.

As a result of this RFQ, SNV anticipates issuing a blanket purchase agreement (BPA)—or possibly multiple BPAs—to establish specific pricing levels and parameters for ordering these commodities/services.This will allow SNV to issue specific purchase orders, on an as-needed basis, for the procurement of visibility over the next twelve (12) months. The Supplier shall furnish the supplies/services described in any purchase orders issued by SNV under this BPA. SNV is only obligated to pay for supplies/services ordered through purchase orders issued under this BPA and delivered by the Supplier in accordance with the terms/conditions of this BPA.

Offerors are responsible for ensuring that their offers are received by SNV in accordance with the instructions, terms, and conditions described in this RFQ. Failure to adhere with instructions described in this RFQ may lead to disqualification of an offer from consideration.

2.    Offer Deadline and Protocol: Complete offers (including written quotation and samples) must be received no later than 17:00 Kigali, Rwanda time on Friday, June 22, 2018. Written quotations should be delivered by email to Isukuprocurement2018@gmail.com; with the subject line “Supply of Communications and Visibility Materials.” A hard copy of the written offer and the samples should be delivered to the following address:

        SNV-USAID-Funded Project Isuku Iwacu

        Attention to: Jeanne Umuzigambeho

        Kaciyru, Queen’s Land House, KG 563 St.

        Kigali, Rwanda.

Please reference the RFQ number in any response to this RFQ. Offers received after the specified time and date will be considered late and will be considered only at the discretion of SNV.

Questions regarding the technical or administrative requirements of this RFQ may be submitted no later than 17:00 Kigali, Rwanda time on Wednesday, June 20, 2018 by email to Isukuprocurement2018@gmail.com.  Questions must be submitted in writing; phone calls will not be accepted. Questions and requests for clarification—and the responses thereto—that SNV believes may be of interest to other offerors will be circulated to all RFQ recipients who have indicated an interest in bidding.

Only the written answers issued by SNV will be considered official and carry weight in the RFQ process and subsequent evaluation. Any verbal information received from employees of SNV or any other entity should not be considered as an official response to any questions regarding this RFQ.

3.    Specifications and Samples: Section 3 contains the technical specifications of the items that may be ordered under the BPA. At this time, specific quantities to be purchased under any BPA resulting from this RFQ are unknown. Specific quantities will depend on the needs of SNV. Individual purchase orders will be issued under the BPA agreement, as the need arises for additional commodities/services. Section 3 also lists the samples to be provided with quotations.

4.    Quotations:  Quotations in response to this RFQ must be priced on a fixed-price, all-inclusive basis, including delivery and all other costs. Pricing must be presented in Rwandan Francs. Offers must remain valid for not less than forty-five (45) calendar days after the offer deadline. Prices quoted must remain fixed for a minimum of 12 months. Offerors are requested to provide quotations on their official quotation format or letterhead; in the event this is not possible, offerors may complete the table in Section 3.

In addition, offerors responding to this RFQ are requested to submit the following:

  • a copy of their official registration or business license, including clearance from Rwanda Social Security Board;
  • samples as specified in Section 3

5.    Taxes and VAT:

The quotations (per unit) must be inclusive of all applicable taxes, VAT, charges, tariffs, duties and levies.

6.    Eligibility: By submitting an offer in response to this RFQ, the offeror certifies that it and its principal officers are not debarred, suspended, or otherwise considered ineligible for an award by the U.S. Government. SNV will not award a contract to any firm that is debarred, suspended, or considered to be ineligible by the U.S. Government.

7.    Evaluation and Award: The award will be made to a responsible offeror whose offer follows the RFQ instructions, meets the eligibility requirements, and is determined via analysis to be the best value based on application of the following evaluation criteria. The relative importance of each individual criterion is indicated by the number of points below:

  • Price – 70 points
  • Quality of Samples Provided – 20 points
  • Delivery Time – 5 points
  • Payment Terms – 5 points

Please note that if there are significant deficiencies regarding responsiveness to the requirements of this RFQ, an offer may be deemed “non-responsive” and thereby disqualified from consideration. SNV reserves the right to waive immaterial deficiencies at its discretion.

It is anticipated that award will be made solely on the basis of these original quotations. However, SNV reserves the right to conduct any of the following:

  • SNV 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 RFQ, SNV may issue a partial award or split the award among various suppliers, if in the best interest of SNV.
  • SNV may cancel this RFQ at any time.

8.    Terms and Conditions This is a Request for Quotations only. Issuance of this RFQ does not in any way obligate SNV to make an award or pay for costs incurred by potential offerors in the preparation and submission of an offer.

This solicitation is subject to SNV’ standard terms and conditions. Any resultant award will be governed by these terms and conditions; a copy of the full terms and conditions is available upon request. Please note the following terms and conditions will apply:

  • SNV’s standard payment terms are net 15 days after receipt and acceptance of any commodities or deliverables. Payment for purchase orders issued under any BPA resulting from this RFQ will only be issued to the entity submitting the offer in response to this RFQ and identified in the corresponding BPA award; payment will not be issued to a third party.
  • Any award resulting from this RFQ will be in the form of a Blanket Purchase Agreement (BPA). SNV anticipates issuing a BPA (or multiple BPAs) under which specific purchase orders can be issued—on an as-needed basis—at the pricing levels established in the BPA. When the need arises for the commodities/services described in the BPA, SNV will issue a purchase order to the BPA-holder. If there are multiple BPA-holders as a result of this RFQ, the purchase order will be issued to the BPA-holder that presents the best value for that specific order, based on price and delivery time. Any BPA issued as a result of this RFQ will have a minimum duration of at least 12 months. The Supplier shall furnish the supplies/services described in any purchase orders issued by SNV under the BPA. SNV is only obligated to pay for supplies/services to the extent purchase orders are issued under any BPA resulting from this RFQ.
  • No commodities or services may be supplied that are manufactured or assembled in, shipped from, transported through, or otherwise involving any of the following countries: Cuba, Iran, North Korea, Syria.
  • United States law prohibits transactions with, and the provision of resources and support to, individuals and organizations associated with terrorism. The supplier under any award resulting from this RFQ must ensure compliance with these laws.
  • The title to any goods supplied under any award resulting from this RFQ shall pass to SNV following delivery and acceptance of the goods by SNV. Risk of loss, injury, or destruction of the goods shall be borne by the offeror until title passes to SNV.

Section 2: Offer Checklist

To assist offerors in preparation of proposals, the following checklist summarizes the documentation  include an offer in response to this RFQ:

  • Cover letter, signed by an authorized representative of the offeror (see Section 4 for template)
  • Official quotation, including specifications of offered services (see Section 3 for example format)
  • Copy of offeror’s registration or business license, including clearance certificate from Rwanda     Security Board.

Section 3: Specifications and Samples

3.1.  Offerors are requested to provide quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to SNV.

The table below contains the list of goods that may be ordered under the BPA mechanism. Offerors are requested to provide per-unit quotations containing the information below on official letterhead or official quotation format. In the event this is not possible, offerors may complete this Section 3 and submit a signed/stamped version to SNV. The selected offeror will be held to these prices and delivery times in any ensuing Blanket Purchasing Agreement. If a specific good is not offered, please indicate such in the quotation or state “N/A” in the format provided. 

DESCRIPTION

Quantity

Needed 

Delivery Time (in No. of days)

Supplier Quotation (price per unit in RWF)

Pull-Up Banner

2m x 80cm base

Broad base

Printed on Satin Material

15

 

 

Posters

Size: A1, A2, A3, A4 and A5

Color

Printed on glossy 250 gsm

1000

 

 

Posters

Size: A1, A2, A3, A4 and A5

Printed on foam board

1000

 

 

Fliers

A4 size

Printed on art paper

1000

 

 

Document folders

A4 size

Matte laminate finish

Two (2) pockets

1000

 

 

Caps

Cotton material

Embroidery with three (3) multi-colored logos

1000

 

 

Polo T-shirts

High-quality cotton material

Custom designed

Embroidery

1000

 

 

Roundneck T-shirts

Cotton material

Minimum of four (4) multi-colored logos.

5000

 

 

Full zip up fleece jackets

Variety of colors with logos and text

500

 

 

Multi-pocket field vests

Variety of colors, sleeveless, cotton

500

 

 

Brochures

Colored A4 size – matte finish

500

 

 

Brochures

Colored A4 size- art paper

Foldable

500

 

 

Tear drop banners

Pictures and logos (4.5m)

20

 

 

Tear drop banners

Pictures and logos (3.5m)

20

 

 

Branded corporate color notebooks

Hard cover

Colored cover with minimum 4 logos

Size B5   

1,000

 

 

Branded pens

Corporate (VIP) pens with text and logos

1,000

 

 

Branded desk card holders

Corporate desk card holders with text and logos

500

 

 

Branded wallet card holders

Corporate wallet cardholders with text and logos

500

 

 

Branded key holders

Metallic stainless steel

Minimum of two (2) logos

500

 

 

Branded 8GB flash disks

Metallic stainless steel with logos

500

 

 

Branded power banks

Metallic stainless steel with logos space;

500

 

 

Cross-road banners

6m X 1.5m

50

 

 

Cross-road banners

4m by 1.5m

50

 

 

Wall pictures

80 cm X 65cm

Printed on foam board

100

 

 

Branded wall calendars

Colored with large pictures and text size: A2

13 sheets (glossy 250 gsm)

200

 

 

Branded table calendars

Colored with large pictures

Printable area: A5

With straw board stand

13 sheets (glossy 250 gsm)

200

 

 

Branded umbrellas

Large size

Minimum three (3) logos

500

 

 

Design, print and install billboards

Various locations across the country

Size:  5m X 3m

20

 

 

Branded tents

3m X 3m

50

 

 

Branded kitenge shopping bags

Unpadded

500

 

 

Branded kitenge laptop bags

Padded

500

 

 

Print certificates

Colored on A4 paper

500

 

 

Awards of participation

Glass with logos and text - colored

50

 

 

Trophies

Different sizes, gold and silver colors

50

 

 

Design and Print Cards

Invitation, greeting, and Christmas cards

Colored

A4 folded size

500

 

 

Design and print branded envelopes 

White with colored text and logos

A4 size

1,000

 

 

Branded water bottles

750 ml capacity

Variety of colors with logos and text

1,000

 

 

Branded mouse pads

Variety of colors with logos and text

500

 

 

Branded wrist bands

Adult size

Variety of colors with logos and text

1,000

 

 

Overalls

Variety of colors

Cotton material

Minimum of three (3) logos and text

500

 

 

Field Jackets

Khaki material

100

 

 

3.2 Offers are requested to provide one (1) sample of each of the following goods: 

  • branded document folder;
  • branded notebook;
  • branded pen;
  • Polo t-shirt.  

A maximum of two (2) other samples may be submitted but are not required. Samples should be delivered to:  

        SNV-USAID-Funded Project Isuku Iwacu

        Attention to:  Jeanne Umuzigambeho

        Kaciyru, Queen’s Land House, KG 563 St.

        Kigali, Rwanda.

3.3 Offers are requested to provide information on expected delivery and payment terms.

Section 4: Offer Cover Letter

The following cover letter must be placed on letterhead and completed/signed/stamped by a representative authorized to sign on behalf of the offeror:

To: SNV – Isuku Iwacu

Kacyiru, Queen’s Land House

KG 563 St. 1049

Kigali, Rwanda

Reference: RRSA/RFQ/002/2018

To Whom It May Concern:

We, the undersigned, hereby provide the attached offer to perform all work required to complete the activities and requirements as described in the above-referenced RFQ. Please find our offer attached.

We hereby acknowledge and agree to all terms, conditions, special provisions, and instructions included in the above-referenced RFQ. We further certify that the below-named firm—as well as the firm’s principal officers and all commodities and services offered in response to this RFQ—are eligible to participate in this procurement under the terms of this solicitation and under USG regulations.

Furthermore, we hereby certify that, to the best of our knowledge and belief:

  • We have no close, familial, or financial relationships with any SNV project staff members;
  • We have no close, familial, or financial relationships with any other offerors submitting proposals in response to the above-referenced RFQ; and
  • The prices in our offer have been arrived at independently, without any consultation, communication, or agreement with any other offeror or competitor for the purpose of restricting competition.
  • All information in our proposal and all supporting documentation is authentic and accurate.
  • We understand and agree to SNV’ prohibitions against fraud, bribery, and kickbacks.

We hereby certify that the enclosed representations, certifications, and other statements are accurate, current, and complete.

Authorized Signature: _________________________________________________________

Name and Title of Signatory: ____________________________________________________

Date: ______________________________________________________________________

Company Name: _____________________________________________________________

Company Address: ___________________________________________________________

Company Telephone: _________________________________________________________

Company Registration or Taxpayer ID Number: _____________________________________

Does the company have an active bank account (Yes/No)? ____________________________

Official name associated with bank account (for payment): ____________________________