Supply of Office Supplies (STATIONERY)

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SOCIETY FOR FAMILY HEALTH RWANDA

 P.O BOX: 3040, Kigali –Rwanda

Located in Pink buildings on King Faisal Hospital Road, Kacyiru; Opposite Radio Voice of Hope

TEL: +250-(0)252-503481/3/4, +250(0) 788305684/5

 

SUPPLY TENDER: OFFICE SUPPLIES (STATIONERY)

Tender Reference Number: 005/ Office Supplies Tender/SFH/2019

Procurement Method: National Open Competitive Tender

 September 2019

 

Title of the Tender: Office Supplies

SOCIETY FOR FAMILY HEALTH RWANDA (SFH Rwanda) wishes to sign a contract with an Office Supplies/Stationary registered company located in Kigali that will provide Supplies to SFH Rwanda; all in a supply agreement for two years with renewable possibility under indefinite-quantity contract (IQC).

Bidders are encouraged to respond with their best price initially, as there may not be an opportunity to submit revised bids.  All offers should be on a fixed prices basis and should be submitted in a sealed envelope to SFH Rwanda reception at the Head Office.

General Information about SFH Rwanda

SFH is a non-profit organization, established in 2012 under the laws of Rwanda. SFH is organized exclusively for social marketing purposes, with primary focus in public health.

Society for Family Health (SFH) Rwanda, P.O Box.3040, Kigali is currently located on King Faisal Hospital Road, Kacyiru; Opposite Radio Voice of Hope.

PART I: TENDER SUMMARY

SFH Rwanda invites you to bid through a competitive tender process on equal ground; please read the tender package carefully and comply with all submission guidelines using the tender reference number above for all correspondences. Failure to comply with submission guidelines may prompt SFH Rwanda to disqualify your submission.

The table below provides basic information about the Office Supplies tender; including the proposed type of award contract should the Company be selected from this process.

TENDER SUMMARY

Supply being tendered

Office Supplies (Stationery)

Type of contract planned

Two years service  contract, renewable

Date tender launched

20th September 2019

Submission deadline

21st October 2019 at 9h00

Public opening date

21st October 2019 at 9h30

Public opening location

SFH Rwanda conference room

Inquiry contact email

procurement@sfhrwanda.org

Location of Company

ONLY Bid Companies located in Kigali City

Deadline for Inquiries

2 days before the submission deadline

PART II: BID SUBMISSION GUIDELINES

 II.1 Format and Content of Bids

Bidders MUST comply with the format and content instructions in the table below.  Failure to comply with the submission format and content below may disqualify your offer.

BID FORMAT AND CONTENT

N# of bid copies required

Signed and stamped (1 ORIGINAL AND 2 PHOTOCOPIES)

Bid language

English

Minimum Bid Contents

Signed submission letter

Signed and stamped financial offer Bid

Bid currency

Rwandan Francs

Bid pricing

VAT Exclusive (ALL BIDDING COMPANIES MUST BE ABLE TO OFFER EBM RECEIPTS)

Bid validity

At least 90 days from bid receipt

Bid submission format

Hand delivery by hard copy in a sealed envelope signed or stamped across the seal.

NOTE: NO ELECTRONIC SUBMISSION ALLOWED

Complete Bid submission Address

SFH RWANDA

Office Supplies Tender”

Attention: Executive Director

BP 3040; on King Faisal Hospital Road; Kigali, Rwanda.

Telephone: +250(0) 788305685

Tender Ref. N#: 005/ Office Supplies/SFH/2019

II.2 Submission and Handling of Bids

(a) Bids are to be delivered by hand delivery/courier in a sealed envelope at SFH Rwanda reception desk to the submission address above in section II.1.

(b) In order to be considered, the original bid must be received at the above address or number (as applicable) no later than the submission deadline in Part 1.  Bidders are solely responsible to ensure the timely receipt of their bids.  Bids received after the date and time required will generally not be considered unless no other bids are received.

(c) Bids must follow the format and content described in section II.1.  Incomplete bid or bids which do not follow the submission guidelines may be disqualified from consideration.  Each bid must include a manually signed, stamped fully binding one original Bid, and one (1) copy, valid for ninety (90) days after the Last Bid Receipt Date.

(d) Bids will be opened in public on the Public Opening Date and Location in Part 1.

(e) Once opened, bids will be held secure and intact. Reasonable efforts will be made to protect them from loss, alteration, or disclosure to any person other than SFH Rwanda, or any person unauthorized by SFH Rwanda.  However, SFH Rwanda will not be liable to any bidder for any failure to comply with this Section 2.4(f).

(f) Bids may not be altered, corrected or withdrawn after the Last Bid Receipt Date.  In exceptional cases, SFH Rwanda may, at its sole discretion, permit correction of arithmetic errors, transposition errors, or other clerical minor mistakes.  This is only possible in cases where SFH Rwanda can clearly identify the mistake and where the intended bid can be established conclusively on the face of the submission.

Beyond arithmetic errors, transposition errors, or other clerical minor mistakes, no mistakes alleged by a bidder after the Submission Deadline will be permitted to be corrected.

 PART III: TECHNICAL SPECIFICATIONS AND Estimated quantities required /

 The company has to ensure the quality standards of the materials and should have sufficient stock and operating address that will be verified upon the visit by SFH tender committee delegated members.

OFFICE SUPPLIES NEEDS

 

No

Item Name

Quantity in units

Unity price VAT exclusive

Unity price VAT inclusive

1

Duracell plus power Battery Alcaline AAA size:1.5 volts

100

 

 

2

Duracell plus power Battery Alcaline 9 volt battery

100

 

 

3

Adaptor (power socket with 3 places)

60

 

 

4

Standard archive carboard archive boxes (External Height: 260mm, Width: 338mm, Depth: 445mm) Size:A4

240

 

 

5

BATTERY FOR LAPTOP DELL VOSTRO 1540

24

 

 

6

Binder  clips 32mm/pc

100

 

 

7

Binder clips 25mm small/pc

100

 

 

8

Binding (Transparent Papers) A4 Color Neutre  /Pc

150

 

 

9

Binding covers A4 180gs, 250 gs/Pc

150

 

 

10

Binding machine ( Heavy duty A4 Binding machine)/pc

10

 

 

11

Binding spiral 12mm/pc

50

 

 

12

Binding spiral 14mm/pc

50

 

 

13

Binding spiral 16mm/pc

50

 

 

14

Binding spiral 18mm/pc

50

 

 

15

Binding spiral 20mm/pc

50

 

 

16

Binding spiral 28mm/pc

50

 

 

17

Black pens (Bic ®Xtra life Ballpoint pens original)/pc

500

 

 

18

Black pens Bic original Ball point/pc

500

 

 

19

Blue bic® round stic®original ballpoint/pc

500

 

 

20

Blue pens (Bic ®Xtra life Ballpoint pens original)/pc

500

 

 

21

Blue pens (Bic cristal original Ballpoint)/pc

500

 

 

22

Blue pens Bic original ball point/pc

500

 

 

23

Balaji one way blue pen/pc

500

 

 

24

Book of courier /livre de courrier reçues et expediers/(Size)Pc

15

 

 

25

Calculator (casio  DJ-120 TG (12Digitis)/pc

36

 

 

26

Cartouche 35A/pc

24

 

 

27

Cartouche 51A: HP LASERJET Q7551A TONNER/pc

12

 

 

28

Cartouche 85A [Original LaserJet Toner Cartridge (CE285A)]/pc

12

 

 

29

Cartridge 507A/pc

48

 

 

30

Cartridge 50A/pc

6

 

 

31

Cartridge 80A Black/pc

24

 

 

32

CASIO Scientific calculator fx 82ms/pc

12

 

 

33

Certificate papers(Golden Scroll Gold Foil Certificate, 8.5" x 11", 12 Count)/pc

60

 

 

34

Chiffon/pc

12

 

 

35

Cleaning kit for computer/pc

24

 

 

36

Clamping tool/pc

12

 

 

37

Colored Paper Clips in Plastic (Big Size) in a Box 78mm/box

100

 

 

38

Colored paper clips in Plastic (Middle size) in a box 51mm/box

100

 

 

39

Colored Paper clips in Plastic (small size) 32 mm/ box

100

 

 

40

Correction fluid (blanco perikan)/pc

12

 

 

41

Dell adaptator 19.5v, 3.34A/pc

12

 

 

42

Desk organizer (full kit)/pc

12

 

 

43

DIGITAL Multimeter (HP9802c 3 1/2)/pc

12

 

 

44

Disk wallet (Rexel 3*A4)/pc

60

 

 

45

Dividers (Full packet)/pc

120

 

 

46

Document holders (leather with calculator inside/pc

24

 

 

47

Double Clip (Big Size) 51mm inbox

100

 

 

48

Double clips (Midle size) 41 mm inbox

100

 

 

49

Drum unit for Photocopier Canon IR1024/pc

24

 

 

50

Drum Unity FOR PHOTOCOPIER CANON IR 2545I/pc

12

 

 

51

Drum Unity FOR PHOTOCOPIER IR 3045/pc

12

 

 

52

Entein/pc

50

 

 

53

Envelop Khaki A4 (Gazelle or Hispapel) /Pc

500

 

 

54

Enveloppe khaki A2 (Gazelle or Hispapel) /pc

100

 

 

55

Enveloppe khaki A3(Gazelle or Hispapel)/pc

100

 

 

56

Enveloppe Khaki A5 (Gazelle or Hispapel)/pc

100

 

 

57

Farde en plastique ouvert d'un cote/pc

180

 

 

58

Fardes a suspendre, KING'S WITH Clear tab(Width 50mm)/pc

60

 

 

59

Fer a souder

6

 

 

60

File Big size in carton (Fis Rado/ELBA RADO of 8cm, size folio/pc)

900

 

 

61

File in Plastic (big size)/pc

240

 

 

62

File small/plastic(FIS RADO) 6cm/pc

100

 

 

63

Flash dish 4GB sony/pc

60

 

 

64

Flash dish 8GB sony/pc

60

 

 

65

Flash disk 16 GB Sony/pc

24

 

 

66

Flash disk 32 GB Sony/pc

24

 

 

67

Flip charts with khaki cover 60cm*90cm/pc

180

 

 

68

Foam cleaner Long/pc

12

 

 

69

Fuser Unity FOR PHOTOCOPIER CANON IR 1024IF/pc

5

 

 

70

Fuser Unity FOR PHOTOCOPIER CANON IR 2545I/pc

5

 

 

71

Fuser Unity FOR PHOTOCOPIER IR 3045

2

 

 

72

GENIUN  MAINTENANCE KIT FOR KYOCERA ECOSIS FS-C2026MFP+ (ALL SPARE PARTS AND CONSUMABLES MUST BE INCLUDED)

2

 

 

73

GENIUN Battery for APC 1000 VA- 12V 12A

12

 

 

74

GENIUN Battery for APC 750 VA - 12V 7A

12

 

 

75

GENIUN Battery for APC 800 VA- 12V 7A

12

 

 

76

GENIUN MAINTENANCE KIT FOR HP 4250DN ((ALL SPAREPARTS MUST BE INCLUDED)

3

 

 

77

GENIUN MAINTENANCE KIT FOR LASERJET500 COLOR M551 (ALL SPAREPARTS MUST BE INCLUDED)

2

 

 

78

Hard disk for backup 1TB and above (user)

12

 

 

79

Hard disk for backup 4TB and above (server)

12

 

 

80

HP Inkjet 920XL All colors

48

 

 

81

HP Laserjet  Q 7551A ( for hp laserjet p 3005/Pc)

6

 

 

82

HP Laserjet  Q 7553A For( HP Laserjet P2015)

6

 

 

83

HP Laserjet  Q5942X for (HP Laserjet 4250, 4350,..)

12

 

 

84

HP Laserjet  Q5949A For (Hp laserjet 1160, 1320…)

3

 

 

85

Hp Toner 78A for hp laserjet 1530/36

150

 

 

86

HP USB KEYBOARD

144

 

 

87

HP USB MOUSE wireless

24

 

 

88

HP USB MOUSE

24

 

 

89

LAPTOP BATTERY FOR DELL LATITUDE E6410

25

 

 

90

LAPTOP BATTERY FOR DELL LATITUDE E6440

25

 

 

91

LAPTOP BATTERY FOR HP PROBOOK 450 G2

10

 

 

92

LAPTOP BATTERY FOR HP PROBOOK 4540S

10

 

 

93

Manilla papers (Blue, yellow & pink) /pc

100

 

 

94

Markers (Indelible permanent)/box

100

 

 

95

Markers (permanent SNOWMAN) /box

120

 

 

96

Masking tape (Brand XIN SIMAO TAPE/ Transparent  big size) /pc

2400

 

 

97

Masking tape XIN SIMAO small size polyester /pc

120

 

 

98

MEMORIE- RAM-/DDR2 = 4GB

40

 

 

99

Mouse pad/pc

12

 

 

100

Clear plastic vertical name tag holders and metal badge clips with vinyl straps waterproof PVC ID cardholder. Size:1300*1300

120

 

 

101

Name tents in paper material (size:11.5*4 inches, printing: Digital, high-quality paper, and printing)/pc

120

 

 

102

Network cable AICO UPT CAT 6/pc

12

 

 

103

Notebook (Big size) A4 (international with vertical spiral,squared,205mm,80sheets)/pc

240

 

 

104

Notebook A5 (small size)A5, international, squared/pc

300

 

 

105

"Office Pair of Scissors (Material: Stainless steel, handle material: plastic, Color: black, blue; Size: 170*60mm/6.69*2.36in; slice thickness: about 2mm/0.08in/Pc

 

 

 

106

"

12

 

 

107

Office trays (OMEGA) with adhesive function labels inside/pc

30

 

 

108

Steel A4 Paper Cutter(cutting mode: Manual, cutting capacity:2-3 paper; knife material: stainless steel)

2

 

 

109

PC Cleaning kit ( in Box) Followers type  for Desktop and Laptops

12

 

 

110

Photo album (200 photos)

2

 

 

111

Pickup roller

5

 

 

112

Pins (plastic pins, with 15pins inbox, big plastic head)

50

 

 

113

Perforated plastic file size: A4

20

 

 

114

Plastic Wallets Folders - A4 Document Folder Wallet Popper Wallets with Button(24Pcs)

240

 

 

115

Post-it yellow 126*126cm (Dolphin)/pc

48

 

 

116

Post it ®arrow flags, primary color(color:Blue, Green, purple,Red, Yellow; package:100/dispenser; size: .47in.wide

50

 

 

117

Post it in color (5colors)

36

 

 

118

Post-it yellow Dolphin (7.6 *7.6cm)

12

 

 

119

POWER CABLES FOR DESKTOP/PC

12

 

 

120

Power cables for Laptops/PC

12

 

 

121

Power extension Cable: Kadrice for 6 places

30

 

 

122

PUNCHING Machine (kangaroo DP-800)/PC

10

 

 

123

PVC.TAPE FOR ELECTRICAL INSULATION (TOILE ISOLANTE )

12

 

 

124

Ream of papers  White A4/pc

1000

 

 

125

Red pens (Bic ®Xtra life Ballpoint pens original)

50

 

 

126

Red pens Bic original Ballpoint

50

 

 

127

Registre 'FIS' quadrilles

60

 

 

128

RJ12 Connectors

50

 

 

129

RJ45 Connectors

50

 

 

130

office Rubber pencil (Gome)

12

 

 

131

Ruler in Plastic

12

 

 

132

Separation roller

10

 

 

133

Server HDD  hard disk for server proliant 360 g8 (1TB)

3

 

 

134

sharpener (taille crayon)

5

 

 

135

Signature avec fenetre

20

 

 

136

SMOS BATTERY

10

 

 

137

Stabilo Boss Original Highlighter/box

240

 

 

138

Stamp ink (shiny s-63,28ml Red color)

15

 

 

139

Stamp ink (shiny s-63,28ml, blue color)

60

 

 

140

Staple-remover/Desagrapheuse

24

 

 

141

Staplers (Dux Stapler Machine D-12)

12

 

 

142

Staplers (HUACHI Labor-saving machine)

12

 

 

143

Staplers (kangaro stapler machine)

12

 

 

144

Staplers Very big DUX DS 100 /Pc

12

 

 

145

Staples (agraphes) 66/14

60

 

 

146

Staples 24/6(Agraphes) 1000*No.16(24/6)

120

 

 

147

Tempo for stamps (blue color)

5

 

 

148

Tempo for stamps (red color)

5

 

 

149

TONER CARTRIDGES FOR LASERJET500 COLOR M551 (All COLORS)

12

 

 

150

TONER CARTRIDGES KYOCERA ECOSIS FS-C2026MFP+

48

 

 

151

Toner C-EXV40 FOR PHOTOCOPIER CANON 1133IF

12

 

 

152

TONER FOR HP4250DN - 42X

12

 

 

153

TONER FOR PHOTOCOPIER CANON IR 1024IF

60

 

 

154

TONER FOR PHOTOCOPIER CANON IR 2545I (Toner CEXV32)

12

 

 

155

TONER FOR PHOTOCOPIER IR 3045

12

 

 

156

Transfer belt for hp colorlaserjet 500 n

12

 

 

157

Transfer belt kyocera ecosys 2026

12

 

 

158

Triangle paperclips (medium size) in a box 51mm/pc

30

 

 

159

Triangle paperclips (Big size) in a box 78mm/pc

30

 

 

160

Triangle paperclips (small size) in a box 32mm/pc

30

 

 

161

UHU stick

12

 

 

162

UNIVERSAL FOAM CLEANING AGENT

12

 

 

163

UPS Connectors

20

 

 

164

UPS POWER CABLE

10

 

 

165

USB cables 5 meters

5

 

 

166

USB VGA Cable

15

 

 

167

wall clips (6mm)  inbox )

15

 

 

168

wall clips (8mm) inbox )

20

 

 

169

Cartridge 410A all colors (CF410A, CF411A, CF413A, CF412A)/pc

96

 

 

170

White Board Markers (Max ,800) /box

12

 

 

       

 

PART V: STANDARD PROVISIONS

 V.1 Definitions and Headings

Except otherwise provided contrary to what is herein, all time periods specified shall be consecutive calendar days. The term “Tender Package” refers to the entire document, including all attachments thereto.  Any headings contained in the text of the Tender Package are for reference only, and do not alter, limit, or waive the content of the full provisions.

 V.2 Donor Guidelines and Policies

 (a) The procedures followed by SFH Rwanda in making any award and contract resulting from this Tender Package, as well as the terms and conditions of such award and contract, will be based on the SFH Rwanda Procurement Manual.

(b) Prospective companies providing this service should also note that a primary requisite for SFH Rwanda is to obtain the most valuable offer on the current market. Whenever possible, bids are sought on a competitive basis, and all prices offered will be subject to detailed scrutiny and, possibly, negotiation if necessary to ensure reasonable contract price is obtained.

V.3 Tender Package

This Tender Package should not be considered an award or contract as it is intended solely for the provision of information to prospective service providers.

V.4 Review of Tender Package

Prospective service providers are solely responsible to examine carefully all of the terms and conditions of this Tender Package.  Failure to do so will be at the prospective supplier’s risk and expense, and any items requested by SFH Rwanda but not submitted by bidder are grounds for disqualification from the tender.

Any ambiguities in the technical specifications and standards or inconsistencies between or among the various provisions of the Tender Package shall be resolved against the prospective Service provider if she/he fails to seek clarification prior to award.

 V.5 Probity and Ethics

In the purchasing efforts SFH Rwanda follows, and by virtue of the submission of their bids, all bidders commit to follow the guidelines contained in the SFH Rwanda Procurement Manual.

V.6 Language

All documents submitted in response to this Tender Package, as well as all correspondences in connection with the Tender Package, shall be in the language specified in Section II.1, always in English. The final contract will be written and signed in English.

V.7 Inquiries

Inquiries concerning this Tender Package and any return bid(s) must be submitted in writing ten days before the submission deadline to permit a thorough and accurate response by SFH Rwanda. Such inquiries shall be sent by telephone at +250(0) 788305685 or by email through procurement@sfhrwanda.org  using the contact information included in Section II.1. SFH Rwanda is under no obligation to consider or respond to questions that are not received in a timely manner.

V.8 Evaluation of Bids

A. ADMINISTRATIVE CRITERIA

The bidders must provide the following Administrative documents:

  • Copy of Business Registration Certificate or Certificate of domestic Company Registration to transact in office supplies or stationery.
  • Copy of VAT certificate if your company is registered to Pay taxes.
  • Valid Original tax clearance certificate (attestation de non-creance)
  • The Company must have at least 3 years of experience operating in Rwanda.
  • Proof of payment of a non-refundable fee of twenty thousand Rwandan francs (20,000Rwf) paid into :

Bank Name: Access Bank (Rwanda) Ltd

Account Name: SOCIETY FOR FAMILY HEALTH RWANDA

Account Number: 1002190101953001

Currency: RWF

The Company that will not have filled any of aforesaid conditions will be eliminated and their bids will not be considered for the next evaluation stage.

B. TECHNICAL CRITERIA 30%

  • At least 4 References/Recommendations letters and related contracts from former/current clients with full contact names and addresses at 14%
  • Delivery time: Shortest delivery time in Calendar days offered will be most preferred at 6%
  • Stationery shop/ Papeterie should be visible with some stock (To be visited by the evaluation team) at 10%

Caveat: The Company that will not have scored 20/30 in the Technical evaluation will be disqualified and their bids will not be considered for the next stage which is Financial Evaluation.

C. FINANCIAL CRITERIA 70%

 The financial criteria to be followed will be based on the lowest price that will be most preferred after the Technical criteria score. The overall winner will be determined after combining both Technical and Financial Scores for companies that have been prequalified.

V.9 AMENDMENTS

 If at any time prior to award SFH Rwanda deems there to be a need for a significant modification to the terms and conditions of this Tender Package, SFH Rwanda will issue such a modification as a written Tender Package amendment to all competing bidders using an addendum posted through all the channels used in sending out the tender package.  No oral statement of any person shall in any manner be deemed to modify or otherwise affect any Tender Package term or condition, and no bidder shall rely on any such statement.

V.10 PRICE VERIFICATION

If adequate competition is not achieved in the tendering process, the right is reserved for any otherwise compliant bid to be referred to SFH Rwanda who may, at their discretion, authorize a price verification exercise to be undertaken on their behalf by an organization or delegated SFH Staff. In such an eventuality, the bidder will be required to give details of the services tendered for, together with details of any costing used or undertaken in preparing the bid.

V.11 EXTENSION OF BID VALIDITY DATES

When necessary and appropriate under the circumstances, SFH Rwanda may request bidders, in writing, to extend the validity period of their bids and Bid Securities (if any).  A bidder may refuse to extend its bid; however, its bid will be disqualified.  A bidder agreeing to extend will not generally be permitted or required to modify their bid in any manner other than to extend it.

V.12 REJECTION OF TENDERS

(a) SFH Rwanda is not bound to accept the lowest bid and reserves the right to reject any tender in whole or in part and to reject any or all tenders without assigning any reason. Circumstances in which rejection of all bids may occur include, without limitation, the following:

  • none of the bids is adequately responsive to the specifications,
  • there is evidence of insufficient competition,
  • the lowest bid exceeds the estimated value or funds available and cannot be reduced by negotiation,
  • the quality of the tender is deemed insufficient
  • the technical or financial bases of procurement have changed materially prior to the award, or
  • The prices of the bid are obviously and clearly high.

 V.13 TERMS OF AWARDS

(a) All awards are subject to the availability of adequate funds from SFH Rwanda and the receipt of all required approval from SFH Rwanda and the donors.

(b) Upon receipt of SFH Rwanda and/or the indenter’s approval of the recommended award, to the extent required, SFH Rwanda will send a Notice of Award to the winning bidder and will inform unsuccessful bidders that they have not been selected.

IV.14. Notification of Tender Award

The bidder whose proposal attains the highest score, in accordance with the evaluation criteria in the present request for proposals shall be selected for award, subject to a satisfactory conclusion of negotiations if deemed necessary.

The procuring entity shall notify the successful bidder of its selection results and at the same time inform other unsuccessful bidders of the decision. In the absence of a challenge by any other bidders within seven (7) days of the notice, the contract shall be signed by both parties.

IV.15. PAYMENT TERMS

SFH Rwanda undertakes to pay 100% of a monthly invoice after monthly service report to its satisfaction and this will be paid within 15 working days upon reception of an invoice.

 SFH Rwanda welcomes your bid in this competitive process,

Sincerely,

 

Manasseh GIHANA WANDERA

Executive Director