TOR for Designing, Printing and binding documents

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Terms of reference for Designing, Printing and binding documents

Heifer International Rwanda (HIR) is hereby undertaking a solicitation of bid proposal from printing services providers who are interested to provide printing services of documents regularly required by HIR.

The successful bidder shall be contracted for a period of one year and may be renewable after successful evaluation.

The minimum services that the successful contractor is expected to render to HIR on a regular basis are as follow:

  • Handling of HIR request to print, replicate and bind specified documents (Standards: different reports) or related technical documents (Specific: Flyers, brochures, Newsletter, Booklet…) specific request will specify the type of paper to be used and the number of copies to be produced.
  • Note that the majority of the files to be printed will be delivered in electronic format, fully edited and ready to print. In exceptional cases documents will be provided in hard copy for reproduction.

Produce for each request sample documents for HIR approval:

  • The delivery of the documents HIR request should be done within a maximum of five (5) working days. Interested companies are requested to demonstrate their ability to meet this delivery time by providing references to previous customers for which they have met this requirement.
  • The Printing Services Company should attach the highest importance to the quality of the services to be provided to HIR. The quality of production will be of a high standard and regular quality inspections will be undertaken during the course of the contract. Jobs which do not meet the agreed standard will be rejected.
  • Both parties will comply with the terms of current legislation with regard to information and respect its confidentiality.
  • The Printing Company aims to provide a professional service regarding the production of printing and binding documents at fair and reasonable cost to HIR.
  • Applicants must provide the CVs of the specialists who will undertake the work.
  • The Team Leader of the contracted work will be the specialist, or member of the Team, who serves as the signatory to the Contract with the Contracting Authority.
  • The Contracted Party shall be responsible for the acts, defaults and negligence of its experts, agents or employees.

LIST OF THE REQUIRED ITEMS

No

 

SIZE

Technical  Specification

Unit Price

1

Folder

  • A3. A4
  • A4,A3
  • UV-vanish paper

 

2

Billboard

  • 12m x 6m
  • 5m x  3m
  • 8m x 4m
  • 8m x5m
  • Landscape or portrait
  • Flexi
  • Full colour brochure
  • One side

 

3

Brochure

  • A3,A4,A5
  • UV- vanish
  • A3 paper
  • With HIR logo on every upper right hand page
  • 250gms
  • Stitched

Full colour brochure

 

4

Flyer

  • H:2.1mxW0.85m
  • H3m x W: 1.2m
  • PVC
  • Full colour
  • Portable

 

5

Pull up banner

  • H:2.m x W:1m
  • Printed on PVC
  • One side or two sided
  • Aluminium

 

6

Banners

  • 6m x 1m
  • 8m x 1.5m
  •  

 

7

Flexi banner

  • H:1m x w:6m
  • H: 1mx W:8m
  • PVC or CLOTH
  • One side

 

8

Leaflet

  • A3,A4,A5
  • UV- vanish
  • Full colour
  • A4, A5.

 

9

Poster

  • A3,A4,A5
  • A2, A3, or any determined Size
  • Full colour
  • UV-Vanish
  • With glue

 

10

Key holder

  • H:2.5cm x W:3cm
  • Plastic
  • Metallic

 

11

Pen

  • 15cm
  • Plastic
  • Wood
  • Metallic
  • Ink: Blue, Black and red

 

12

Wheel cover

  • 14 x 165
  • 15 x 175
  • 18 x 240
  • PVC
  • Full colour
  • Waterproof

 

13

Car sticker (back window)

  • 1.95m x 1.5m
  • 1.80m x 1.2m
  • 1.55m x 1.2m
  • 1.40m x1.3m
  • One way view
  • Full colour
  • UV-resistant
  • Water resistant

 

14

Car sticker (bumper sticker)

  • Half of A4 paper in landscape
  • UV- vanish paper
  • With glue

 

15

Flags

  • Storm Flag
  • Corporate flag
  • Drop flag
  • Standard flag
  • Ceremonial flag
  • H:0.25 W:0.25m
  • Nylon cloth
  • Double-Sided

 

16

Podium banner

  • 10m x1.5
  • 8m x1.2m
  • 8m x1m
  • 4m x1m
  • 3m x1m
  • 2m x1m

 

  • Full Colour
  • Flexi banner
  • PVC

 

17

Bags

-Gift bags

-Carry bags

-Rack bags

-Office bags

-Casual bags

  • H:45cmxw:15cm x D: 10cm
  • H;25cmx W:10cm x D10cm
  • H:20cm x w:10cm x D10cm
  • Compact and portable
  • Combed cotton
  • Hard paper
  • With HIR Logo or any other design

 

18

-Booklet

  • A5
  • Cover page of 250gm
  • Full Color with HIR Logo
  • Pages of 80gms
  • Range:

      10-50pages

       50-100 pages

       100-150 pages

150-200Pages

 

 

19

Digital advertising screens

In the following locations: -

Kisementi Traffic lights

Giporoso Traffic lights

MVK round about

4m x 3m

Full color LED

 

20

Photocopying services per page

 

 

 

21

Binding services per booklet

 

 

 

22

Design and printing branded folders

 

 

 

23

Calendars

 

 

 

24

Diaries

 

 

 

25

Business cards (In the best quality paper)

 

 

 

26

Designing and printing examination booklets of 12 pages A4

 

 

 

27

Visitors and employees cards

 

 

 

28

Designing and printing annual reports

 

 

 

29

Designing and printing  magazines

 

 

 

30

Dummy cheques

 

 

 

31

Designing and printing certificates

 

 

 

32

Speech board branded banner

 

 

 

33

T-shirts

Medium and large

Round neck

 

Medium and large

Lacoste style

 

34

Baseball caps

 

 

 

N.B: The evaluation method will be Least Cost Selection; prices should include all taxes. Your will be required to bring samples where applicable

Administration requirements

  1. Be a registered company 
  2. Have done similar work for the last five years,
  3. Be able to present the recommendation from your 3 previous contracts
  4. Submit certificate taxes clearance
  5. Submit the certificate of social security fund clearance
  6. Submit application letter

How to submit:

The bidder shall submit proposals in a pdf format via email at procurement-rw@heifer.org. Any questions pertaining to this bid should be addressed to Heifer International Rwanda through this email address.

Deadline for submissions is on or before October 25th, 2019; at 5 p.m. Late bids will be rejected.

Done at Kigali, on 2nd October 2019

______________________

Dr. KAMANZI U. Elisée

Country Director