Tender for Supply of Different Printed, Signage and Promotional Materials

Society for Family Health(SFH)

Society for Family Health (SFH), Rwanda is a non-profit organization in Rwanda. It is the largest social marketing organization in Rwanda, with five regional offices across the country. Working in partnership with the public and private sectors, and harnessing the power of the markets, SFH provides life-saving products, clinical services and social and behavior change communications (SBCC) that empower the world's most vulnerable populations to lead healthier lives. SFH’s core values include a belief in markets and market mechanisms to contribute to sustained improvements in the lives of the poor; results and a strong focus on measurement; speed and efficiency with a predisposition to action and an aversion to bureaucracy; decentralization and empowering our staff at the national and district level; and a long-term commitment to the people we serve. SFH implements diverse public health interventions in HIV/AIDS, reproductive health, malaria, and maternal and child health including nutrition as well as Health Systems Strengthening. SFH’s activities ranges from product sales and distribution to social and behavior change communication, advocacy, reproductive health research, and community mobilization.

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http://www.sfhrwanda.org/

SOCIETY FOR FAMILY HEALTH RWANDA

PRINT MATERIALS TENDER: PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS
Tender Reference Number: 04/ PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS/SFH/2024
Procurement Method: National Open Competitive Tender
MAY 2024

TENDER FOR SUPPLY OF DIFFERENT PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS.

SOCIETY FOR FAMILY HEALTH (SFH Rwanda) wishes to sign a contract with a Company that will Supply different Printed and Signage and Promotional materials that includes (Brochures, Inserts, Posters, Booklets, Flip Charts, Billboard flexi, Flexi banners, ABS, Tear Drops, Stickers, T shirts, Umbrellas, T shirts, bags, dust coats, Overalls and Caps) all in a supply agreement for two years renewable period.

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

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; near Radio Voice of Hope (IJWI RYIBYIRINGIRO) . Plot No: 233, KG 501 Street, Kacyiru.

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 cause SFH Rwanda to disqualify your submission.

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

TENDER SUMMARY
Goods being tendered	SUPPLY OF DIFFERENT PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS TENDER
Type of contract planned	TWO YEAR SUPPLY CONTRACT, RENEWABLE
Date tender launched	13^th May 2024
SUBMISSION DEADLINE	18^th June 2024 at 11h00
Public opening date	18^th June 2024 at 11h20
Public opening location	SFH Rwanda conference room
Inquiry contact email	procurement@sfhrwanda.org
Deadline for Inquiries	1 day before 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
# of bid copies required	Signed and stamped (1 ORIGINAL AND ONE PHOTOCOPY)
Bid language	English
Bid content and currency	Signed and stamped financial offer Bid in Rwandan Francs
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. NO ELECTRONIC SUBMISSION ALLOWED.
Complete Bid submission Address	SFH RWANDA “PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS SUPPLY TENDER” Attention: Executive Director BP 3040; on King Faisal Hospital Road; Kigali, Rwanda. Telephone: +250(0) 788305685 Tender Package No: 04/ PRINTED, SIGNAGE AND PROMOTIONAL MATERIALS/SFH/2024

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 separating the price offered for both lots.

(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

The specifications for this supply tender are provided below and SFH has carefully reviewed these technical specifications and has determined that they do not show an unjustified preference for any particular supplier. The Tender is divided into 3 LOTS that gives a supplier choice to bid on different Lots based on their choice; you can bid on more than one Lot.

LOT I: PRINTED MATERIALS,

LOT II: SIGNAGE MATERIALS,

LOT III: PROMOTIONAL MATERIALS,

LOT I: PRINTED MATERIALS

As noted in the tables below regarding all LOTS for quotes should be:

All Unit prices are VAT exclusive.
Delivery time should include all the period with final delivery at SFH Rwanda Warehouse that is located at Kacyiru;
Note that SFH pays all deliveries with VAT inclusive and it’s the duty of the company to declare the related Taxes.
Only companies that are registered and provide EBM invoices will be considered.

Please fill in chart below completely.

PRINTED BROCHURES
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4	10-2,000
Paper:	135-gram art gloss paper, 2pp (cover 2)	2001- 3,500
3501 – 5,000
Printing	full color, double sided with UV coated	5,001-10,000
Printing	full color, double sided with UV coated	10,001-25,000
Folding:	tri-fold	25,001-50,000

PRINTED BROCHURES #2
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4	10-2,000
Paper:	135-gram art gloss paper, 2pp (cover 2)	2001- 3,500
		3501 – 5,000
		5,001-10,000
Printing	full color, double sided with UV coated	10,001-25,000
Folding:	2-fold	25,001-50,000

PRINTED INSERTS / LEAFLETS
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A5	100-3,000
Paper:	80 gram art gloss paper,	3001 – 5,000
Paper:	80 gram art gloss paper,	5,001-10,000
Printing	full color, 2 sides print	10,001-25,000

POSTERS #1
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Pages:	1 page	100-3,000
Finished Size:	A1, UV Coated	3001- 5000
		5,001-7,000
Paper:	125 gram art gloss paper	7001 - 10000
		10,001-25,000
Color:	full color, one side print	25,001-50,000

POSTERS # 2
Specifications			Range of Quantities to be ordered		Unity price VAT exclusive			Delivery time from date of the final approved artwork (in Business days)
Pages:	1 page		100-3,000
Finished Size:	A1, UV Coated		3001- 5000
			5,001-7,000
			7001 – 10000
Paper:	150-gram art gloss paper		10,001-25,000
Color:	full color, one side print		25,001-50,000
POSTERS #3
Specifications				Range of Quantities to be ordered		Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Pages:		1 page		1-3,000
Finished Size:		A2, UV Coated		3001- 5000
				5,001-7,000
				7001 – 10000
Paper:		125-gram art gloss paper		10,001-25,000
Color:		full color, one side print		25,001-50,000

POSTERS #4
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Pages:	1 page	1-3,000
Finished Size:	A2, UV coated	3001- 5000
		5,001-7,000
		7001 – 10000
Paper:	150-gram art gloss paper	10,001-25,000
Color:	full color, one side print	25,001-50,000

POSTERS #5
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Pages:	1 page	1-3,000
Finished Size:	A0, UV coated	3001- 7000
Finished Size:	A0, UV coated	7001 – 10000
Paper:	150-gram art gloss paper	10,001-25,000
Color:	full color, one side print	25,001-50,000
POSTERS #6
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive	Delivery time from date of the final approved artwork (in Business days)
Pages:	1 page	1-3,000
Finished Size:	A3, UV coated	3001- 7000
Finished Size:	A3, UV coated	7001 – 10000
Paper:	150-gram sticker paper	10,001-25,000
Color:	full color, one side print	25,001-50,000

BOOKLET #1											Delivery time from date of the final approved artwork (in Business days)
Specifications per Page		Range of Quantities to be ordered.	# OF PAGES (please quote on each page - Quotes should be VAT exclusive PER page)
Finished Size:	A4, UV coated	Range of Quantities to be ordered.	20pp to 30pp (Plus 4 pages as cover)	34 pp to 55pp (Plus 4 pages as cover)	60 pp to 85 (Plus 4 pages as cover)	90 pp to 120pp (Plus 4 pages as cover)	125 pp to 150 (Plus 4 pages as cover)	151 pp to 175 (Plus 4 pages as cover)	180 pp to 245 (Plus 4 pages as cover)	250 pp to 400pp (Plus 4 pages as cover)
Paper:	Cover page: 250gm glossy art paper. Inside pages: 135gm glossy art paper	1-300
Paper:		301-500
Color:	Full color, double sided print	501-3000
Binding:	Saddle stitch	3001-5,000

PRINTED BOOKLET #2											Delivery time from date of the final approved artwork (in Business days)
Specifications per Page		Range of Quantities to be ordered.	# OF PAGES (please quote on each page - Quotes should be VAT exclusive PER page)
Finished Size:	A5, UV coated	Range of Quantities to be ordered.	20pp to 30pp (Plus 4 pages as cover)	34 pp to 55pp (Plus 4 pages as cover)	60 pp to 85 (Plus 4 pages as cover)	90 pp to 120pp (Plus 4 pages as cover)	125 pp to 150 (Plus 4 pages as cover)	151 pp to 175 (Plus 4 pages as cover)	180 pp to 245 (Plus 4 pages as cover)	250 pp to 400pp (Plus 4 pages as cover)
Paper:	Cover page: 250gm glossy art paper. Inside pages: 135 gm glossy art paper	15-300
Paper:		301-500
Color:	Full color print, double sided	501-3000
Finished	UV coated	3001-5,000
Binding:	Saddle stitched	3001-5,000

PRINTED FLIP BOOK: NORMAL VARNISH											Delivery time from date of the final approved artwork (in Business days)
Specifications per Page		Range of Quantities to be ordered	# OF PAGES (please quote on each page - Quotes should be VAT exclusive PER page)
Finished Size:	A4	Range of Quantities to be ordered	20pp to 30pp (Plus 4 pages as cover)	34 pp to 55pp (Plus 4 pages as cover)	60 pp to 85 (Plus 4 pages as cover)	90 pp to 120pp (Plus 4 pages as cover)	125 pp to 150 (Plus 4 pages as cover)	151 pp to 175 (Plus 4 pages as cover)	180 pp to 245 (Plus 4 pages as cover)	250 pp to 400pp (Plus 4 pages as cover)
Paper:	100gm glossy art paper	10-300
Paper:	100gm glossy art paper	301 - 500
Printing	Cover: Full color	501-900
Inside Text	Black and White with colored graphics	901-1500
Binding:	Spiral Binding	1501-3000

PRINTED FLIP BOOK: LAMINATED											Delivery time from date of the final approved artwork (in Business days)
Specifications per Page		Range of Quantities to be ordered	# OF PAGES (please quote on each page - Quotes should be VAT exclusive PER page)
Finished Size:	A4	Range of Quantities to be ordered	20pp to 30pp (Plus 4 pages as cover)	34 pp to 55pp (Plus 4 pages as cover)	60 pp to 85 (Plus 4 pages as cover)	90 pp to 120pp (Plus 4 pages as cover)	125 pp to 150 (Plus 4 pages as cover)	151 pp to 175 (Plus 4 pages as cover)	180 pp to 245 (Plus 4 pages as cover)	250 pp to 400pp (Plus 4 pages as cover)
Paper:	100gm glossy art paper	10-300
Paper:	100gm glossy art paper	301 - 500
Printing	Cover: Full color	501-900
Inside Text	Black and White with colored graphics	901-1500
Binding:	Spiral Binding	1501-3000

PRINTED FLIP BOOK: NORMAL VARNISH											Delivery time from date of the final approved artwork (in Business days)
Specifications		Range of Quantities to be ordered	# OF PAGES (please quote on each page - Quotes should be VAT exclusive PER page)
Finished Size:	A3	Range of Quantities to be ordered	20pp to 30pp (Plus 4 pages as cover)	34 pp to 55pp (Plus 4 pages as cover)	60 pp to 85 (Plus 4 pages as cover)	90 pp to 120pp (Plus 4 pages as cover)	125 pp to 150 (Plus 4 pages as cover)	151 pp to 175 (Plus 4 pages as cover)	180 pp to 245 (Plus 4 pages as cover)	250 pp to 400pp (Plus 4 pages as cover)
Paper: glossy art paper	Inside pages 125gm Cover page 250gm	10-300
Paper: glossy art paper	Inside pages 125gm Cover page 250gm	301 - 500
Printing	Cover: Full color	501-900
Inside Text	Black and White with colored graphics	901-1500
Binding:	Spiral Binding	1501-3000

SUPPLY OF PRINTED STICKERS

PRINTED STICKER #1
Specifications			Range of Quantities to be Ordered		Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:		A5	10-100
Material:		Outdoor Grade White Vinyl Stock	101-1000
Color:		Full color/ CMYK	1001- 2000
Finishing:		UV coated	2001-3,500
PRINTED STICKER #2						Delivery time from date of the final approved artwork (in Business days)
Specifications				Range of Quantities to be Ordered	Unit Price VAT Exclusive
Finished Size:	A5			10-100
Material:	Outdoor Grade Clear Vinyl Stock			101-1000
Color:	Full color/ CMYK			1001- 2000
Finishing	Cut to size and UV coated			2001-3,500

PRINTED STICKER # 3
Specifications	Range of Quantities to be Ordered			Unit Price VAT Exclusive			Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4	10-100
Material:	Outdoor Grade White Vinyl Stock	101-1000
Color:	Full color	1001- 2000
Finishing:	UV coated	2001-3,500
PRINTED STICKER # 4
Specifications	Range of Quantities to be Ordered				Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4		10-100
Material:	Outdoor Grade Clear Vinyl Stock		101-1000
Color:	Full color		1001- 2000
Finishing:	UV coated		2001-3,500

PRINTED STICKER # 5
Specifications	Range of Quantities to be Ordered		Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A3	10-100
Material:	Outdoor Grade White Vinyl Stock	101-1000
Color:	Full color	1001- 2000
Finishing:	UV coated	2001-3,500

PRINTED STICKER # 6
Specifications	Range of Quantities to be Ordered		Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4	10-100
Material:	Outdoor Grade Clear Vinyl Stock	101-1000
Color:	Full color	1001- 2000
Finishing:	UV coated	2001-3,500

PRINTED CERTIFICATES
Specifications	Range of Quantities to be Ordered		Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Finished Size:	A4	10-70
Material:	MATT PAPER	71-100
Color:	Full color	101- 500

LOT II: SIGNAGE MATERIALS

BILLBOARD FLEXES		Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Range of Quantities to be Ordered based on the Specifications.	Material: 2-year flexi Size: 3m x 5 m with 6 eyelets in finished size (eyelets are included in the 3 M by 5M dimensions)
2-10
11-20
21-30
31-40
41-50
51-60
61-70

FLEX BANNERS	Range of Quantities to be Ordered	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Material: 2-year flexi Size: 1.5m x 5m with eyelets in finished size; (eyelets are included in the 1.5m x 5m dimensions)	1
	3-10
	11-15
	16-25
	26-40
	41-55
	56-70

ABS	Range of Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Sizeof ABS: A1 Printing: Full colors 1-side print and Thickness: 1mm Size: A1 plus space for metal wall bracket	10-50
	51-95
	96-105
	106 – 200
	201- 500
Size of ABS: A2 Printing: Full colors 1-side print Thickness: 1mm Size: A2 plus space for metal wall bracket	10-50
	51-95
	96-105
	106 – 200
	200- 500
Size of ABS: A3 Printed Full colors. 1-side print Thickness: 1mm Size: A3 plus space for metal wall bracket	10-50
	51-95
	96-105
	106 - 200
	201- 500

TEAR DROPS		Range of Quantities to be Ordered	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Size: 3M Single-sided Print Printed 4-colors		Range of Quantities to be Ordered	Unit Price VAT Exclusive		Delivery time from date of the final approved artwork (in Business days)
		2
		3-10
		11-15
		16-20
		21-30
Size: 4 M Single-sided Print Printed 4-colors		Range of Quantities to be Ordered	Unit Price VAT Exclusive		Delivery time from date of the final approved artwork (in Business days)
		2
		3-10
		11-15
		16-20
PULL UP BANNERS
Specifications		Range of Quantities to be ordered	Unity price VAT exclusive		Delivery time from date of the final approved artwork (in Business days)
Size	85cm by 2m	1-8
Finished Size:	Supplied with Aluminum base and all other accessories	9-15
		16- 28
		29- 40
Material	Flex material	41-55
Color:	full color, one side print	56- 80

LOT III: SUPPLY OF DIFFERENT PROMOTIONAL MATERIALS (T- SHIRTS, BAGS, UMBRELLAS, PENS, LABORATORY COATS, AND CAPS)

Item name	BRANDED BAGS	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	Screen Print the Logos	20-100 101- 400 401- 700 701-1000 1001-2000
Color	Blue color based of SFH Branded Products
Material	CANVAS
Logs	Bags have logos that have more than two colors
SIZE	350mm ON WIDTH BY 300mm HEIGHT

Item name	BRANDED CAPS	Range of Required Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	6 panel, heavy weight brush cotton caps with embroidery on front part	20-100 101-300 301- 499 500-1000 1001-2000
Color	Custom color based of SFH Branded Products
Logs	The Caps has logos that have more than two colors
Material	Brushed cotton
Type of samples required	1 finished hat

Item name	ROUND NECK T-SHIRT	Range of Required Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	T-Shirt Heavy Weight Cotton with silkscreen on center chest, back and silkscreen on one sleeve	20-100 101- 400 401- 700 701-1000 1001-2000 2001-3000
Color	Custom color of SFH Branded Products
Material	100% cotton material
Logs	The Round neck T shirts have logos that have more than two colors
samples required	1 finished shirt
SIZES	Orders come in different sizes of Small, Medium, Large, XL, XXL

Item name	POLO T- SHIRT	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	Polo T- Shirt Heavy Weight Cotton with embroidery on left chest and silkscreen on one sleeve	20-100 101- 400 401- 700 701-1000 1001-2000
Color	Custom color based off of SFH Branded Products
Material	Lactose material 200gsm 100% cotton
Logs	The T shirts have logos that have more than two colors
samples required	1 finished shirt
samples required	1 finished shirt		SIZE	Sizes S-M-L-XL-XXL

Item name	V-NECK T-SHIRT	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	T-Shirt Heavy Weight Cotton with silkscreen on center chest, back and silkscreen on one sleeve	20-100 101- 400 401- 700 701-1000 1001-2000
Color	Custom color based off SFH Branded Products
Material	180gsm Single jersey 100% cotton material
Logs	The T shirts have logos that have more than two colors
Type of samples required	1 finished shirt
Type of samples required	1 finished shirt		SIZE	Sizes S-M-L-XL-XXL

Item name	PLASTIC BALL POINT PENS	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	Smooth writing Banner pen with mechanical design with convenient click function, imprinted barrel with thin ink	50-120 121- 500 501-1000 1001-2000 2001-3000
Color	Custom color based off of SFH Branded Products
Size	15cm and weight of 13grams with thin ink
Type of samples required	ABS/AS Plastic

Item name	LABORATORY COAT TETREX FABRIC DUSTCOAT WITH 3 POCKETS	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork
Description	Lab coat with chest pocket and two bottom pockets, embroidery on chest pocket and silk screen on right bottom pocket	50-120 121- 500 501-1000 1001-2000
Color	Custom color based off of SFH Branded Products
Material	Tetrex Fabric
Type of samples	1 finished coat
Cost Basis for Quote	Per coat
SIZES	Sizes M-L-XL-XXL

Item name	MADE IN RWANDA SHIRT	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork
Description	Shirt Heavy Weight Cotton with designs on left chest pocket	5-10 11- 15 16- 23 24-40 41-80
Color	Made in Rwanda Color designs
Material	Cotton material 100%
Logs	The shirts have logos that have more than two colors
samples required	1 finished shirt
samples required	1 finished shirt		SIZE	Sizes S-M-L-XL-XXL

Item name	GOLF UMBRELLA	Possible Quantities	Unit Price VAT Exclusive	Delivery time from date of the final approved artwork (in Business days)
Description	50 INCH DIAMETER 8 PANEL ECONOMY, 2 tone umbrellas with 4 panels silk screened = 1 logo silk screened on 4 panels	50-120 121- 500 501-1000 1001-2000 2001-3000
Color	White/Blue, White/Black, White/Red, White/Green, White/Yellow
Material	Nylon
Type of samples required	1 finished umbrella
Cost Basis for Quote	Per umbrella

NOTE:

*Please provide 1 sample that you have printed before from your company for each item your company is bidding on per lot and stamped with a company stamp:

PART V: STANDARD PROVISIONS

V.1 Definitions and Headings.

Except as otherwise specifically provided 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 advantageous 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 suppliers.

V.4 Review of Tender Package.

Prospective suppliers 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 Supplier if the Supplier 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 and Suppliers 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 either English or French. The final contract will be written and signed in English, as per donor regulation.

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.

Note that supply companies that have had issues in the past with SFH over delays in delivery or supply of Poor-Quality materials will not be considered in this evaluation process.

ADMINISTRATIVE CRITERIA for All Lots

Copy of Business Registration certificate or Certificate of domestic Company Registration to transact in printing services.
Valid Original Contribution clearance certificate from RSSB
Valid Original tax clearance certificate (attestation de non-creance) from RRA
Certificate of Good Standing for non-bankruptcy delivered by RDB.
Proof of payment of a non-refundable fee of Fifty thousand Rwandan francs (50,000Rwf) 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.

TECHNICAL CRITERIA with a combined score at 60 %

At least 4 References/Recommendations letters and related contracts/Purchase orders from former/current clients with full contact names and addresses at 12%
Sample Quality. To facilitate SFH Rwanda in evaluating whether a prospective Supplier has the technical capacity to supply the required materials, bidder must provide the following information; Please provide One (1) High Quality sample of each material of the LOT you are bidding on scored at 10%.
Delivery time: Shortest delivery time in Business days offered will be most preferred at 6%.
Technical visit to verify the capacity (32 marks): Having at least an established office with related Machines to complete the work on time (Please provide proof of photos) such as:

LOT FOR PRINTING CATEGORY

Clamp Die cutting machines having a Vickers cropper; A1 specialized in Packaging.
Cylinder die cutting machine.
Printing machine more than 4 colors, Example: SPEED MASTER; SORMZ.
Paper Cutting machines.
Folder gluing machines
UV vanish machine.
Standard folding machines
Available materials in STOCK / WAREHOUSE as assurance to cater for the urgent first order via some list:
1. Paper stock available
2. List of Consumables used for printing such as process ink, player cleaner, Non-Blinding Gum, Cylinder jackets, embossing dies, sponges, Fountain solution, Boxes for Creasing Matrix etc.
Laboratory with all related Press Check ROOM with accessories and Machines

LIST OF MACHINES IN SUPPLY OF PROMOTIONAL MATERIALS IN LOT 3 SUCH AS THESE:

Machines for weaving and knitting, machines for printing, machines for dyeing, sewing machines
Cutting Machine and among them should be:

Embroidery Machine.
Fabrics Printing Machine.
Fusing machine.
Fabric Inspection Machine.
Digital Hygrometer.
Color Cabinet.
Sewing Machine
Spinning machines,

FINANCIAL CRITERIA at 40%

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 of their choice. 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 by a significant amount 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 excessively 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 indenter.

(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 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. Delays in Performance

If the company fails to deliver any or all services and execution of works within the period specified in the contract, liquidated damages equivalent to an amount, to be specified by the contract, between 1/1000 of the total contract value shall be deducted from the Company’s dues for each day the service is not performed. However, the liquidated damages shall not exceed 10% of the total contract sum at which point termination of the contract shall be considered.

IV.16. Payment terms

SFH Rwanda undertakes to pay 100% after full delivery for all items ordered to its satisfaction and this will be paid within 15 working days upon reception of an invoice. Any requested advance payment will require a security payment as a guarantee equal to the amount requested.

We welcome your bid in this competitive process,

Sincerely,

Manasseh GIHANA WANDERA.

Executive Director

SOCIETY FOR FAMILY HEALTH (SFH Rwanda)

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