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Tender Document for Printing Services

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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.

TENDER DOCUMENT FOR PRINTING SERVICES

1.    Background of the programme 

Building Learning Foundations (BLF) is a programme of the Ministry of Education (MINEDUC) and Rwanda Basic Education Board (REB) that is funded by the British people through the Foreign, Commonwealth & Development Office (FCDO) as part of its Learning for all Programme in Rwanda.

The programme is focused on improving learning outcomes at P1 to P5 in English and Mathematics. This is intended to improve the pupils’ learning achievement in higher grades, thereby increasing equitable access to primary and secondary education in Rwanda.

The programme is built on three foundations to ensure long term, sustainable impact: Teacher development, leadership for learning and system strengthening. Each Foundation has a focus on inclusive education practices for pupils with Special Education Needs to ensure no child is left behind.

The Programme is implemented by a consortium of three organizations: Education Development Trust (lead), British Council, and VSO in all 30 Districts of Rwanda.

BLF began in July 2017 and will run until September 2023

Education Development Trust invites companies specialized in the field to participate in the competition on open and equal condition for the printing of Student Activity Book.

2.    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 one 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 Tender document and its Annexes. Accordingly, tender responses should be on the basis of and strictly in accordance with the requirements of this Tender document.
  • 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 Tender document 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 Tender document. Any such amendment shall be communicated via the same channel as the Tender document, 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 Tender document carefully before completing and submitting your tender response.
  • You will not modify your tender response after you have submitted.

3.    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 Tender document

4.    Disqualification 

  • Education Development Trust will automatically disqualify the bidder that attempts to
  • Change or omit any information related to this Tender document
  • 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 this 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 of any cost you incurred during the preparation of this procurement irrespective of whether your tender response is successful or not.

6.     Offer Deadline and Protocol

 Offers shall be submitted in hand (Hard copies 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 11:00AM, June 24th  2021, Kigali time. Bids should be sealed in an envelope marked “Bids for Printing Services/EDT Rwanda-BLF Programme” and will be deposited at the Building Learning Foundations offices during working hours. The opening of the bids will take place in a public session the same day on 24th June 2021 at 11:30 am prompt local time at Education Development Trust office’s Board room.

7.    Questions/clarifications 

Questions regarding the technical or administrative requirements of this Tender Document may be submitted by email to BLF-procurement@educationdevelopmenttrust.com,  not later than 05:00 PM/Kigali time on June 17th   2021.

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 Tender process and subsequent evaluation. Any verbal information received from employees of Education Development Trust, or any other entity should not be considered as official response to any questions regarding this Tender document.

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.

8.    Quotations 

Quotations in response to this Tender document 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 Ninety (90) calendar days after the offer deadline. Bidders are requested to provide quotations on official letterhead.

9.    Delivery 

The delivery location for the items described in this Tender document 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 Tender document, 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.

10.    Confidentiality and Information Governance

10.1 All documents related to this Tender document 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.

11.    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 currency.

12.    Specification  

Education Development Trust will provide print-ready files for the books. The books will be printed and delivered to Education Development Trust /Building Learning Foundations office as of the schedule in article 8.

Description

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 fibre 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 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 a board 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 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 spine.

Binding Style

Wire saddle stitching.

Number of colors.

Full color

Number of pages

 100 pages inclusive covers for each grade.

 

 

 

 

200,0000

(67,000 for P1, 66,500 for P2 and 66,500 for P3)

Please provide in full the following details supporting technical evaluation:

No.

Content

Details/Dates

1.        

Supplies availability

 

2.        

Lead time delivery to Education Development Trust Kigali office

 

3.        

Mode of packaging (protected from rain, tear, drag and drop)

 

4.        

Storage room capacity

 

5.        

Duration company can store goods for ED Dev Trust while planning Logistics

 

6.        

Does the supplier need

100% payment upon full delivery

50% payment upon delivery of 50% of the goods

25% payment upon delivery of each 25% of work

 

13.    Timescales for this tender

 The following timescales shall apply to this Procurement Process

Activity

Date / time

Bidding document issued to bidders

10/06/2021

Deadline for clarification questions (Clarification Deadline)

17/06/2021

Response to clarification questions by Education Development Trust

18/06/2021

Deadline for submission of bids

24/06/2021 – 11.00am

Opening date

24/06/2021 – 11.30am

Final Decision

Within 30 days after opening

14.    Evaluation Criteria

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

Criteria

Weighting

Technical proposal

70%

Financial proposal

30%

Note: EDT, at its own discretion, may decide to visit the bidder to confirm the information related to capacity to print the books in stipulated timeline

15.    Required Mandatory documents 

 All tenders submitted shall (mandatory) include copies of the following documents: -

  1. Trading License
  2. Social Security certificate
  3. Tax clearance certificate
  4. A signed submission form (annex I) on a company letterhead
  5. A signed vendor information form (annex II) on a company letterhead

N/B: Due to the current pandemic, there will be a limitation of max of 1 contact persons to visit our offices at any one time prior to booking and confirmation.

Note

Bidders must bind and paginate the tender document, which must be neatly arranged and with a Table of Contents page indicating the pages where the mandatory documents are attached. All filled pages should be signed and stamped; the tender document must be the 1st part of the submitted bid with no missing pages followed by the mandatory documents as laid down in 15. and finally, documents required at technical evaluation stage.

The tender document should be sealed in a waterproof envelope, they will be sanitized before opening. All the above documents should reflect the name of the bidding company in Rwanda. Bidders who will not provide certified copies of the above documents will be disqualified at this stage (preliminary stage).

 15.1 Other documents required for evaluation at technical and financial stage

  1. Five (5) recommendation letters signed /stamped by the company recommending
  2. Five (5) LPOs of similar nature of goods
  • Audited Accounts three (3) years
  1. 6 months bank statements certified by the bank
  2. Company Profile providing management structure, and number of staffs

Samples Required

A sample of the student activity book is available at the Ed Dev Trust offices for comparison and the bidder will be required to submit a similar sample at bid submission stage. Suppliers who will not have submitted a sample will be eliminated from further evaluation. Samples should be well labelled with the name of the company submitting.

16. TECHNICAL EVALUATION CRITERIA

a)    Responsiveness at preliminary stage (Section 15, Tenderers Memorandum) shall qualify candidates to technical Evaluation stage.
b)    Minimum score at the technical evaluation stage is 70 marks, Candidates with score of 70 marks and above shall qualify to financial Stage of evaluation.

The table below contains scores for technical requirements for evaluation.

S/NO

ITEM DESCRIPTION

MARKS AWARDED

1.        

Bidders are required to submit evidence of experience by submitting five Local purchase orders (LPOs) or Local service orders (LSO) or Contracts from reputable firms. LPOs/LSOs/Contract should be for supply or service similar or of the same nature as the bid under consideration.

 

Each LPO/LSO/Contract will attract 3 marks.

15

2.        

Recommendation letters from at least five recent clients together with a list of firms served, contact person telephone numbers and type of contract. (Attach recommendation or reference letters)

 

Each recommendation or reference letter will attract 3 marks.

15

3.        

Delivery timelines; Shortest possible delivery period upon receipt of a Purchase Order:

  •  Less than 30 calendar days – 10 marks
  • Over 30 calendar days but below two months – 5 marks
  • Over two months – 2 marks

10

4.        

Payment terms upon delivery of goods

100% payment upon full delivery – 10 Marks

50% payment upon delivery of 50% of the goods – 6 marks

25% payment upon delivery of each 25% of work – 3 marks

10

5.        

Financial health and stability:

·       Evidence of cash flow in the attached 3-year audited accounts, signed and stamped by the Auditor and company director.

·       Evidence of transactions in the attached and certified 6 months Bank statements

 10

6.        

Capacity to deliver:

The bidder is required to provide documentation on the company profile and management structure, indicating the names of staff and key functions they perform.

 

Bidders’ declaration of maximum daily production capacity

 

 15

7.        

Product (sample) of a book compliance to specifications (Max 25 marks)

 

Specifications:

A4, eighty (80) gsm wood free paper suitable for offset printing, clean and free from contraries such as dirt spots and fibre 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 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 a board 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 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 spine.

Binding Style

Wire saddle stitching.

Number of colors.

Full color

 

 25

 

 

TOTAL SCORE

100

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 90 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.

We confirm that we are not engaged in any corrupt, fraudulent, or collusive or coercive practices and acknowledge that if evidence contrary to this exists, EdDevTrust reserves the right to terminate the contract with immediate effect.

The code of conduct to which EdDevTrust expects all its suppliers to respect is as per the points listed below and we confirm that we adherer to this code.

  • Employment is freely chosen
  • The rights of staff to freedom of association and to collective bargaining are respected.
  • Working conditions are safe and hygienic
  • No exploitation of children is tolerated.
  • Wages paid are adequate to cover the cost of a reasonable living
  • Working hours are not excessive
  • No discrimination is practiced.
  • No harsh or inhumane treatment of staff is tolerated.
  • Environmental Standards

We affirm as a minimum, comply with all statutory and other legal requirements relating to environmental impacts of our business in: -

  • Waste management
  • Packaging and paper
  • Conservation
  • Energy use
  • Sustainability

 

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: 

 

 

 

  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 to the one requested under this tender

 

Organisation name/Country: contact person: Telephone: Email

 

1

 

 

2

 

 

3