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Request for proposal for printing services 

1.    Background of the programme 

The Building Learning Foundations Programme (BLF) is funded by the United Kingdom’s Department for International Development (DFID) and aims to improve the quality of teaching and leadership in all of Rwanda’s government primary schools.

The programme is being implemented by a consortium of British not-for-profit organisations led by Education Development Trust in partnership with the British Council and VSO in all thirty Districts from 2017 to 2021.BLF will benefit all P1-P3 English and Mathematics teachers in all of Rwanda’s 2,494 primary schools. Thereby improving learner outcomes of over one million P1 to P3 pupils.

As part of the BLF programme, all primary school teachers in Rwanda will be provided with a Mathematics Toolkit –  a self-study professional development resource/guide. At the school level, school-based communities of practice will be convened on a monthly basis to discuss the toolkit content, share learnings, build a culture of peer learning, support and reflection.

It is against that background that Education Development Trust is requesting proposals for the services to print the Mathematics toolkit 2 of 380-400 pages as per specifications in article 12.

  1. General tender and Contracting requirements

2.1    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. 
2.2    The printing will be in 2 phases (See delivery phases on article 9), the successful bidder will be offered an initial contract for first phase. The award of the second phase will depend on, inter alia, the successful delivery of the precedent phase. 
2.3    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 RFP and its Annexes. Accordingly, tender responses should be on the basis of and strictly in accordance with the requirements of this RFP. 
2.4    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. 
2.5    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 RFP and/or any in of its associated documents and/or in any information provided to you as part of this Procurement Process.
2.6    Education development Trust may, at any time prior to the response deadline, amend the RFP. Any such amendment shall be communicated via the same channel as the RFP, 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.
2.7    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 RFP carefully before completing and submitting your tender response.
2.8    You will not modify your tender response after you have submitted.
2.9    The BLF programme will start using the printed toolkits in February 2019. The printing company must have a proven capacity and experience to keep the materials for the programme until the use. You will have to notify Education Development Trust in writing where the toolkits are kept  

  1. Rejection of tender responses

Education development Trust reserves the rights to reject any tender responses which:

3.1    is received after the submission deadline 
3.2    contains omissions, gaps, misrepresentations, errors and/or uncompleted sections 
3.3    contains hand written amendments with no initial of the authorised signatory;
3.4    contains ambiguous information that might mislead the tender evaluators 
3.5    is not submitted in a manner consistent with the provisions set out in this RFP

  1. Disqualification

Education Development Trust will automatically disqualify the bidder that attempts to

  • change or omit any information related to this RFP
  • 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
  • Obtain information from any of the employees, agents or advisors of Education Development Trust concerning this Procurement Process (other than as set out in these Tender Conditions) or from another potential supplier or another tender response,
  1. 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 or not your tender response is successful.

  1. Offer Deadline and Protocol

Offers shall be submitted in hand at The Building Learning Foundations offices located at Aigle Blanc Building | Kimihurura KN 05st Airport Road| Kigali | PO Box 4251 | Rwanda at Gishushu no later than 12pm November 15th, 2018. Bids sealed in envelope marked “RFP for Printing Services/EdDevTrust Rwanda-BLF Programme” will be deposited at The Building Learning Foundations offices above during working hours.

  1. Questions/clarifications

Questions regarding the technical or administrative requirements of this RFP may be submitted by email to BLF-procurement@educationdevelopmenttrust.com  not later than 05:00 PM/Kigali time on November 8th, 2018

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

Education Development Trust may at its own discretion 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 the 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.

  1. Quotations

Quotations in response to this RFP 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 sixty (60) calendar days after the offer deadline. Bidders are requested to provide quotations on official letterhead.

  1. Delivery

The delivery location for the items described in this RFP is The 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 RFP, 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.

The items will be produced in 2 phases, stored and supplied as per request starting from March 2019


Number of units


Phase 1


December 2018

Phase 2


April 2019

  1. Confidentiality and Information Governance

10.1 All documents related to this RFP shall remain the property of Education Development Trust and must be returned on written demand.

10.2 Unless requested otherwise, Education development Trust reserves the right to disclose/not 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.

  1. Payment and Invoicing

Unless agreed otherwise, Education Development Trust shall pay you the agreed fee within 30 days of Education Development Trust 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.

  1. Specification

Education Development Trust will provide print-ready files for the book. The toolkits will be printed according to REB physical and technical specifications published on 1st October 2018(see below). The supplier will provide samples that will be approved by REB before mass printing.


No. of units

Size: A4 full color, double-sided printing

No of pages: 380-400

Paper type: wood free, clean and free from contraries such as dirt spots and fibre chives. Good white shade, with a minimum brightness of 83% (ISO 2470), machine finish paper, 80gsm minimum

Cover: Board card 260gsm minimum, laminate finish, full color

Binding: Thread sewing gathered in signatures withdrawn on glued covers and it should have four scores with the hinge no more than 8 mm from the spine.

Branding: branded with logos (logos to be provided)







  1. Timescales for this tender

The following timescales shall apply to this Procurement Process


Date / time

RFP Issued to bidding suppliers


Deadline for clarification questions (Clarification Deadline)


Response to clarification questions by Education Development Trust


Deadline for submission of RFP responses by suppliers


Feedback to bidders


Contract start date



Note that the above timescale can change due to internal priorities. Education Development Trust will however aim to provide feedback to bidders.

  1. Evaluation Criteria

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



Technical proposal


Financial proposal


  1. Required documents

The following documents are required

  1. A signed submission form (annex I) on a company letterhead
  2. A signed vendor information form (annex II) on a company letterhead
  3. Three printed copies of the similar work performed within two past years.
  4. Proposed delivery plan
  5. Price schedules on company letterhead well printed and properly organised (use your own form)
  6. Copy of Trading License
  7. Original or a certified copy of the Social Security certificate
  8. Original or a certified copy of the tax clearance certificate
  9. Bid Security of 2% of the amount quoted from a recognised institution
  10. Proven capacity to store the printed toolkit for the programme until the use(starting from February 2019

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