Request for Quotation For the Supply of Resource Room and School Club Materials

Request for Quotation “Supply of resource room and school club materials” (RFQ) ref: RFQ/2025/008

Introduction

HANDICAP INTERNATIONAL FEDERATION (HI), operating name Humanity & Inclusion a not-for-profit association governed by the French Act of July, 1^st 1901, domiciled at “138, avenue des Frères Lumière – 69371 Lyon cedex 08, France” and registered in Rwanda under RGB with the registration number TIN No 100600244, Rebero Village, Rugando Cell, Kimihurura Sector, Gasabo District, City of Kigali, 14 KG 624 St.

P.O. Box 747 KIGALI.

Preamble

HI is an independent international aid organization working in situations of poverty and exclusion, conflict and disaster,
HI works alongside persons with disabilities and vulnerable persons; its action and testimony are focused on responding to their essential needs, their living conditions,
HI is committed to promoting the respect of their dignity and their fundamental rights
To that end, HI retains service providers who are reputed for their skills in their field of activity,
HI and the Service provider have agreed to work together in a working relationship devoid of any form of hierarchical subordination.

Requirement/ Technical Specifications

Please submit your quotation for the supply and delivery of the listed items below.

SPECIFICATION OF RESOURCE ROOMS & SCHOOL BASED IE CLUBS MATERIALS

No	Materials	Specification	Unity	Quantity	Unit Price	Total price
1	PUZZLE ALPHABET	Toy Type: Capital letter puzzle Color: Multi Color Age Group 1 to 10 years Length: 29.21 cm Thickness 6.5 mm Tray Shape: Rectangle Type: Wooden Alphabet Product Dimensions: 32 CM L x 29 CM H x 0.6 CM Product weight: 0,39kg Safety: Acid free and non-toxic Letters should have pegs	Set	20
2	MOLDING CLAY	• Material: Soft, never cracks • Don’t stain hands • Net wet: 20g • Safety: Non toxic • Colors: assorted colors	Set (of 12 pieces)	100
3	MAT	Material: PE Cotton Style: Fashion Color: Random Colorful Alphabet High-quality material: Skin-friendly material, soft and comfortable, and friendly to the children’s skin. Ensure a soft landing to prevent rolling, flipping and falling, reducing the possibility of noise and impact, suitable for all floors. Size: 180 cm x 120 cm Double-sided printing: There are different patterns to attract choices on both sides. One side is the Dream Kingdom print, and the other is the fruit alphabet, which are very popular among children The material is soft and flexible, waterproof and easy to clean. There are different patterns to attract options on both sides	Piece	10
4	SMALL SCISSORS	Small scissors for children age between 3 to 6 years old Paper cutter Plastic Child-safe, plastic blades which can cut only papers and cards	Pair (one is considered as pair)	200
5	DOMESTIC ANIMALS FLASH CARD	Format: 60 x 90 mm Paper weight: 300 gm minimum Font style: Andika New basic or Sasson infant Font size: 16 minimum Finishing of paper: Laminated Content specifications: Sets of animal flash cards including 6 domestics, 10 wild and 4 aquatic animals. The picture should be adapted to the local context, clear and accurate for learners to differentiate animals. One (1) animal per flash card A corresponding name is written (in print lower case except the first letter) in Kinyarwanda under the picture.	Box	10
6	PENCIL GRIP	Texture of material: Plastic Function: Writing and Grasping Correction Intended for: Student Size: 4.9x0.8x4.9 cm	piece	100
7	ABC flash card	Format: A4 format (297x210mm) Paper weight: 300 gsm minimum Font style: Andika New basic or Sasson infant Font size: Visible from distance Finishing of paper: laminated Hanging facilitation: one (1) eyelet Content specifications: Letters: English print lower case alphabet One (1) print lower case letter per flash card: set of 26 letter flash cards A clear and accurate illustration of concrete and familiar objects whose name includes the concerned letter. Illustrations should be large, simple, recognizable and adapted to the local context, simple/age-appropriate, inclusive and gender sensitive. The content will be linked with the following thematic areas: Body parts, My family, My home, house, different parts and furniture, Foods and drinks (healthy), Plants, fruits, domestic and wild animals, insects and reptiles, Transport by road, air and water: car, motor, bicycle, truck, boat, Aeroplan, A corresponding name is written by highlighting the concerned letter (colour) and using print lower cases except the first letter of the word. For vowels, the concerned letter should be at the beginning of the word. Key words should be under the picture. The lower-case letter is isolated and written in the upper left corner of the flash card while the corresponding uppercase letter is in the upper right corner.	Set	10
8	Number flashcard	Format: A4 format (297x210mm) Paper weight: 300 gsm minimum Number of colours: four colours Font style: Andika New basic or Sasson infant Font size: Visible from distance Finishing of paper: laminated Hanging facilitation: one (1) eyelet Content specification: Numbers 1 to 10 (illustration/object should correspond with numbers) Words corresponding should be in English A clear and accurate illustration of concrete and familiar objects whose name includes the concerned letter. Illustrations should be large, simple, recognizable and adapted to the local context, simple/age-appropriate, inclusive and gender sensitive.	Set	10
9	Lacing Board	This is plywood with holes and laces. The size can be 300mm x 250mm. Above each should appear alphabet (26 letters) It has to have laces so as for the kid to link one letter to another using the lace up or a string.	piece	10
10	UMUKEKA (African mat)	Material: Beautiful rug woven recycled plastic Clean easily with a sponge with soap and water Ultra-light, easy to carry Dimensions: Length 265 x width 185 cm Colors: Bright colors (available at the market)	piece	10

Please take note of the following requirements and conditions pertaining to the supply of the above-mentioned resource rooms materials:

All documentation, including catalogs, instructions, and operating manuals, shall be in these languages

English or French

Exact Address of Delivery Location

Federation Handicap International GASABO, KG 624 St, House No 14

B.P.747 - Kigali- Rwanda

Administrative Requirements

The vendor is to provide the following as part of his submission:

Business registration (RDB Certificate)
Valid and notified Tax clearance certificate (RRA)
VAT Registration certificate
Valid and notified RSSB clearance certificate
Proof of using EBM system
Delivery time
Payment method
Validity of quotation
Copy of identity card of the service provider(Owner of the company)
Acceptation of HI institutional policies :Disability, Gender and Age, Child protection, anti-fraud and corruption, (Remember to sign on each policy and send them together with your offer).

Eligibility

In order to be considered for the award, Vendors must be currently legally operating in Rwanda and the quotation must include all of the following information:

Ability to meet or exceed the Requirements/Technical Specifications outlined in Section B;
Ability to deliver the items specified in Section B no later than the date(s) required.

Submission Instructions

The following information to be included by the vendor in the quotation:

Quoted price for each item specified in Rwandan francs. (This price should be inclusive of all taxes if applicable).
The Quotation must be on official letterhead with an authorized signature and stamp
Electronic submissions must be received at the address specified below by July 14th, 2025, 5:00 PM, Rwanda Standard Time and please make sure that the submission is titled with the exact same solicitation reference number stated above.
Submissions must be forwarded in electronic format only in PDF to dao@rwanda.hi.org. Quotations should not contain any unnecessary promotional material or elaborate presentation formats. Vendors must not submit zipped files. Those pages requiring original manual signatures should be scanned and sent in PDF format as an email attachment. Please reference the RFQ Number and RFQ Name in the e-mail subject line.
Proposals submitted through hard copy will not be considered.
Quotations received after that time or at a different address may not be accepted
All quotations and delivery dates shall be valid for a period of ninety 90 days following the submission due date mentioned above.

Evaluation Criteria

HI will award a contract/SPO resulting from this solicitation to the responsible vendor whose quote will be the best value for HI, price, and other factors considered. The following factors shall be used to evaluate offers:

Technical specifications of the item offered to meet the HI ’s requirements.
Administrative evaluation
Financial evaluation.

Terms and Conditions

Disclaimers

HI reserves the right to modify by written notice the terms of this solicitation at any time in its sole discretion. HI may cancel the solicitation at any time
HI may reject any or all proposals received.
Issuance of solicitation does not constitute award commitment by HI.
HI reserves the right to disqualify any quotation based on the vendor’s failure to follow solicitation instructions.
HI will not compensate Vendors for their response to the solicitation.
HI reserves the right to issue an award based on the initial evaluation of applications without further discussion.
HI reserves the right to purchase one brand from the proposed brands.
HI may contact Vendors to confirm the contact person, and address, and that the proposal was submitted for this solicitation.
HI may contact listed past performance references without notice to the Vendor. HI also reserves the right to contact other past performance information sources that the Vendor did not list in the proposal.
By submitting a proposal, the Vendor confirms he/she understands the terms and conditions.
Information pertaining to and obtained from the Vendor as a result of participation in this solicitation is confidential. The Vendor consents to the disclosure of the documents submitted by the Vendor to the reviewers involved in the selection process. Please note that all reviewers are bound by non-disclosure agreements.

Melanie GEISER

Country manager

Attachment

attachment_file_e55ee6cf2a897c1d2a28

attachment_file_c29cbe6da4f5977d814a

attachment_file_84e43f0d410f137ae814

attachment_file_c61bacb6d322d728e0f0

attachment_file_309512c11fc6b254661f

attachment_file_f51971d5bf534fc14f80

attachment_file_64fcf75a2deb8a63608e