RFQ for Office Supplies
Background: IPA is a research and policy Non-Governmental Organization (NGO) that discovers and promotes effective solutions to global poverty problems. IPA designs, rigorously evaluates and refines these solutions and their applications together with researchers and local decision makers, ensuring evidence is used to improve the lives of the world’s poor. Since being founded in 2002, IPA has worked with over 400 leading academics to conduct over 500 evaluations in 51 countries.
IPA Rwanda was established in 2013 and has multiple active projects spanning Education, Agriculture, Finance, and Health. IPA Rwanda predominantly implements randomized evaluations in collaboration with the academics, the Government of Rwanda and other development NGOs to evaluate the impact of new development concepts to help inform future government policy and development projects.

Introduction
Background: IPA is a research and policy Non-Governmental Organization (NGO) that discovers and promotes effective solutions to global poverty problems. IPA designs, rigorously evaluates, and refines these solutions and their applications together with researchers and local decision makers, ensuring evidence is used to improve the lives of the world’s poor. Since being founded in 2002, IPA has worked with over 400 leading academics to conduct over 500 evaluations in 51 countries.
IPA Rwanda was established in 2013 and has multiple active projects spanning Education, Agriculture, Finance and Health. IPA Rwanda predominantly implements randomized evaluations in collaboration with the academics, the Government of Rwanda and other development NGOs to evaluate the impact of new development concepts to help inform future government policy and development projects.
Synopsis of the Request for Quotation
IPA Rwanda invites qualified offerors to submit proposals to supply and deliver office supplies in support of IPA office operations and program implementation.
1. RFQ No. RFQ No. 003/08/22/2022/ SUP
1. Issue Date August 23, 2022.
1. Title Supply of office supplies
1. Issuing Office Innovations for Poverty Action (IPA), Rwanda
Plot 1123, KK23/KK387, Kicukiro (IPA Rwanda office map), Phone: +250 788 345 894
www.poverty-action.org 
1. Deadline for Receipt of Questions September 1, 2022, at 5PM
1. Point of Contact for Questions iparwandaprocurement@poverty-action.org
1. Deadline for Receipt of Quotes. September 05th ,2022 at 5PM
1. Submission Address RWA_proposals@poverty-action.org
1. Anticipated Award Type A firm-fixed-price contract, IPA will pay an agreed fixed price on the items requested.
Issuance of this RFQ in no way obligates IPA to award a subcontract or purchase order and Bidders will not be reimbursed for any costs associated with the preparation of their quote.
1. Basis for Award An award will be made to the responsible bidder whose bid is responsive to the terms of the RFQ and is most advantageous to IPA considering price or/and other factors included in the RFQ. To be considered for award, bidders must meet the requirements identified in Section 4, “Determination of Responsibility”. No discussions or negotiations are permitted with bidders, and therefore bidders shall submit their best and final price.

Request for Quotation
1. General Instructions to Bidders Quotes must be received by September 05th ,2022 no later than 5PM. Late offers will be rejected except under extraordinary circumstances at IPA’s discretion.
• Bidders shall submit quotes electronically via RWA_proposals@poverty-action.org
• Bidders shall sign and date their quotation.
• Bidders shall complete Attachment 1: Price Schedule template. Value Added Tax (VAT) shall be included in the proposed price.
1. Questions Regarding the RFQ Each Bidder is responsible for reading very carefully and understanding fully the terms and conditions of this RFQ. All communications regarding this solicitation are to be made solely through the Issuing Office and must be submitted in writing to the Issuing Office no later than the date specified above. All questions received will be compiled and answered in writing and distributed to all interested Bidders.

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1. Deliverables and timeline 1. The offeror will be contract for a period on one year with the possibility of extension based on the performance
1. Determination of Responsibility IPA will not enter into any type of agreement with a vendor prior to ensuring the service provider responsibility. When assessing a vendor’s responsibility, the following factors are taken into consideration:
Request for Quotations:
1. Quotations for the engagement must be addressed to the to RWA_proposals@poverty-action.org no later than 17h00 Rwanda time on 5th September 2022. Late submissions will not be considered.
2. Firms must submit a fixed price (TTI) for items and Deliverables in Rwandan Francs only valid for one year
3. Firms must submit a competency statement to demonstrate their ability to complete the work, similar past engagements and a minimum of three (3) references.
4. Firms must include full administrative details of their company including:
1. Full address of the company indicating Country, Province, District, Sector, Cell, Village, Street number, E-mail, Telephone, Post office box and Bank account details
2. Company profile
3. Copy of Trade License
4. Original or certified copy of affidavit of no debt by RRA still valid
5. Original or certified copy of affidavit of no debt by the Rwanda Social Security Board still valid
6. VAT Certificate
7. Valid CIT-CORP. INCOME TAX
8. Past performance (3) certificate from government institutions or other known institutions (preferably international NGO)
5. All quotations must be submitted in English
1. Compliance with Terms and Conditions Bidder shall be aware of the general terms and conditions for an award resulting from this RFQ. The selected Bidder shall comply with all Representations and Certifications of Compliance listed in Attachment 2: Terms and Conditions.
1. Procurement Ethics By submitting an RFQ, Bidders certify that they have not/will not attempt to bribe or make any payments to IPA employees in return for preference, nor have any payments with Terrorists, or groups supporting Terrorists, been attempted. Any such practice constitutes an unethical, illegal, and corrupt practice and either the Bidders or the IPA staff may report violations to the Toll-Free Ethics and Compliance Anonymous Hotline at +1 844 837 5445.
Attachment 1: Price schedule template
S/N Item Name Specification QTY Unity price in number Total price with VAT
1 Hand wash soap 500 ml Vena with orange
2 Insecticide Bygones
3 Liquid soap 5l Supa Multipurpose perfume
4 Soap tempo
5 Tea Bag Box of 50 enveloped tea bags
6 Rwanda mountain tea 500grs
7 Thé du Rwanda 250g From SORWATHE
8 Coffee 500 g Malaba
9 Window cleaner Shinex 650ml
10 Air-fleshner 300ml Tropical
11 Toilet paper Supa
12 Toilet cleaner Dinpic 800ml
13 Vim 500g
14 Foam clean 650ml
15 Towel for the toilet cleaning Paquet of 6 pieces
16 Torchon
17 Towel for the kitchen
18 Brown Sugar sack of 25kg
19 water 500ml Inyange box of 24 bottles
20 Rateaux
21 Sacks for rubbish collection made of rubber
22 Thermos flask 3lts Stainless Steel
23 Kettle 3lts Stainless Steel
24 Coffee maker Classic Stainless Steel
25 Empty gaz cylinder 12KG
26 Refilling cooking Gas 12Kgs
27 Teacups
28 Water Glasses
29 Casserole (5L) With minimum of carrying capacity of 5L
30 Teaspoons
31 Sponge
32 Mop KIAKA
33 Broom KIAKA
34 Machete
35 Couper a Couper
36 Secateurs
37 Dustbin Medium
38 Dinner set with minimum of 12 arcopal plates
39 Hand sanitizer 500ml 500ml with gel
40 Inyange bottles 20 liters without tap
41 Refilling inyange water bottle 20 liters without tap
42 Sugar container With carrying capacity 300g
43 Laptop bag
44 Back bag Made in Rwanda
45 Tablet Chargers Samsung Original
46 Hand sanitizers With gel
47 Face masks Surgical (Black or Bleu)
48 Power banks with capacity of 20000 mAh
49 Boots
50 Raincoats
51 Umbrellas
52 light bulb 12W (220V) and above
53 Travel coffee mugs 500-1000ML
54 water bottle 700-1000ML

We, the undersigned, provide the attached quote in accordance RFQ # _______ dated _________Our attached quote is for the total price of _____________________ (figure and in words)
I certify a validity period of ___days for the prices provided in the attached Price Schedule/Bill of Quantities. Our quote shall be binding upon us subject to the modifications.
We understand that IPA is not bound to accept any quotes it receives.
Authorized Signature:
Name and Title of Signatory:
Name of Firm:
Address:
Telephone:
Email:
Company Seal/Stamp:

Attachment 2: Terms and Conditions
1. The Request for Quotes is not and shall not be considered an offer by IPA.
2. All responses must be received on or before the date and time indicated on the RFQ. All late responses will be rejected.
3. All unresponsive quotes will be rejected.
4. All quotes will be considered binding offers. Prices quoted must be valid for entire period provided by respondent.
5. All procurement will be subject to IPA contractual terms and conditions and contingent on the availability of donor funding.
6. IPA reserves the right to accept or reject any quotation or cancel the procurement process at any time, without assigning any reason, and shall have no liability to any vendors submitting quotations for such rejection or cancellation of the procurement.
7. IPA reserves the right to accept all or part of the quotation when awarding the purchase order/contract.
8. All information provided by IPA in this RFQ is offered in good faith. Individual items are subject to change at any time and all bidders will be provided with notification of any changes. IPA is not responsible or liable for any use of the information submitted by bidders or for any claims asserted therefrom.
9. IPA reserves the right to require any bidder to enter into a non-disclosure agreement.
10. The bidders are solely obligated to pay for all costs, of any kind whatsoever, which may be incurred by bidder or any third parties, in connection with the Response.
11. All Responses and supporting documentation shall become the property of IPA, subject to claims of confidentiality in respect of the Response and supporting documentation, which have been clearly marked confidential by the bidder.
12. Willing to sign Terrorist Financing Screening Consent Form
Done at Kigali on August 22,2022
IPA Rwanda
Attachment
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