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Request for Quote/Proposal(RFQ/RFP)
Commodity/Service Required: | Hiring a graphic and creative design firm/consultant |
Type of Procurement: | Open Competition |
Type of Contract: | Firm Fixed Price |
Term of Contract: | One year |
Contract Funding: | USAID |
This Procurement supports: | Feed the Future Hanga Akazi Activity |
Submit Proposal to: | |
Date of Issue of RFP: | September 15,2023 |
Date Questions from Supplier Due: | September 20,2023 by 2:00PM, Kigali Time |
Date Proposal Due: | September 22,2023 by 5:00PM, Kigali Time |
Approximate Date Purchase Order Issued to Successful Bidder(s): | October 1,2023 |
Method of Submittal: | |
Respond via e-mail with attached document in MS Word / pdf format. The Bidder/Seller agrees to hold the prices in its offer firm for 12months from the date specified for the receipt of offers, unless another time is specified in the addendum of the RFP/RFQ. | |
Solicitation Number: | HA-2023-101 |
Attachments to RFP:
- 1. Attachment “A” – Commodity Specifications
- 2. Attachment “B” – Instructions to Bidders/Sellers
- 3. All PO Terms and Conditions are listed on our website at: https://www.rti.org/sites/default/files/rti-purchase-order-terms-and-conditions-v1.16.pdf, http://www.rti.org/files/PO_FAR_Clauses.pdf or for commercial items: http://www.rti.org/files/PO_FAR_Clauses_Commercial_Items.pdf (hereinafter the “Terms”). Supplier’s delivery of products, performance of services, or issuance of invoices in connection with this purchase order establishes Supplier’s agreement to the Terms. The Terms may only be modified in writing signed by both parties.
All bidders/sellers are responsible to carefully review each attachment and follow any instructions that may be relevant to this procurement.
Attachment A
Commodity Specifications or Statement of Work
Statement of Work
Indicate a description of the activity/service that is expected from the supplier. Provide product specifications or service expectations (both if applicable). Include deliverables, timelines, and any special terms and conditions.
Description of Activity/Service: | |||||||||
Hiring a graphic and creative design firm/consultant Feed the Future Rwanda Hanga Akazi Activity TITLE: Hiring a graphic and creative design firm LOCATION: Kigali CONTEXT RTI International is an independent, nonprofit research institute providing research, development, and technical services to government and commercial clients worldwide. The Food Security and Agriculture division within the International Development Group is implementing the USAID-funded Feed the Future – Rwanda Hanga Akazi Activity in Rwanda. Hanga Akazi is a five-year program that will work with private and public sector to scale up equitable agriculture-related employment and entrepreneurial opportunities in Rwanda. The Hanga Akazi intends to collaborate with creative firms in designing and creating illustrations for different materials including but not limited to, infographics, brochures, educational illustrations, and more. PURPOSE Feed the Future Rwanda Hanga Akazi is seeking the services of a creative firm to assist in capturing, designing, and translating information into attractive and understandable visuals. These services will assist Hanga Akazi into arraying important messages to various stakeholders, while being mindful of the branding. DESCRIPTION OF TASKS The content will be used online and distributed at various events organized or attended by Hanga Akazi, and will feature on social media and newsletters, as well as publications. The consultant/firm will work closely with the Communications Specialist on designing this content, noting that multiple rounds of edits may be required to incorporate feedback or changes by the Hanga Akazi team before the delivery of final products. ACTIVITIES The tasks will include designing strong creative graphic ideas in materials such as: illustrations, infographics, social media posts, presentations, and conceptualize other visuals based on requirements.
Specifically, these designs will be expected to fall in the areas of agriculture, entrepreneurship, training, access to finance, gender equality and social inclusion. *The designs will be expected to follow the branding and marking guidelines of Feed the Future. QUALIFICATIONS The successful consultant/firm will qualify with the following:
CONTRACT The period of performance upon the signing of the contract will be of 1 year on need-basis. RTI will sign a consultancy contract with the consultant/consultancy firm. The payment of consultancy fees will be agreed upon between HA Project and the successful consultant/consultancy firm. The payment will be based on the quality and timely delivery of work and submitted and approved deliverables. APPLICATION REQUIREMENTS 1. A detailed company profile including CVs of the designers, highlighting previous experiences in undertaking similar projects, contacts for 2 references. 2. Valid Tax Clearance Certificate provided by RRA and RDB Registration certificate (for consultancy firm) 3. Portfolio of similar projects completed. 4. The applying firm must submit a financial quotation per deliverable for the entire assignment. 5. Note: Firms owned/led by women, youth, and/or persons with disabilities are encouraged to apply. Not Mandatory: The CV can include self-declaration on sex, age and disability status - if desired. 5 pages max LOCATION During the assignment, the selected offeror will either be based in Kigali or willing to undertake frequent travels to Kigali and across Hanga Akazi to undertake the activities required to complete this assignment. KEY WORKING RELATIONSHIPS The Selected Offeror will work closely with the Hanga Akazi Communications Specialist and the Hanga Akazi component leads with overall supervision of the Chief of Party. |
By signing this attachment, the bidder confirms he has a complete understanding of the specifications and fully intends to deliver items that comply with the above listed specifications.
Signature: | |
Title: | |
Date: |
Attachment “B”
Instructions to Bidders/Sellers
- Procurement Narrative Description: The Buyer (RTI) intends to purchase commodities and/or services identified in Attachment A. The Buyer intends to purchase the quantities (for commodities) and/or services (based on deliverables identified in a Statement of Work). The term of the Ordering Agreement shall be from Award Date to the Delivery date of the Offeror unless extended by mutual agreement of the parties. The Buyer intends to award to a single “approved’ supplier based on conformance to the listed specifications, the ability to service this contract, and selling price. We reserve the right to award to more than one bidder. If an Ordering Agreement is established as a result of this RFQ/RFP, supplier understands that quantities indicated in the specifications (Attachment A) are an estimate only and RTI does not guarantee the purchase quantity of any item listed.
- Procuring Activity: This procurement will be made by Research Triangle Institute (RTI International), located at
Cogebanque Building, 5th Floor, KN 63 St, Kigali, Rwanda |
(insert full address of the office)
who has a purchase requirement in support of a project funded by
USAID |
(insert client’s name)
RTI shall award the initial quantities and/or services and any option quantities (if exercised by RTI) to Seller by a properly executed Purchase Order as set forth within the terms of this properly executed agreement.
- Proposal Requirements. All Sellers will submit a quote/proposal which contains offers for all items and options included in this RFQ/RFP. All information presented in the Sellers quote/proposal will be considered during RTI’s evaluation. Failure to submit the information required in this RFQ/RFP may result in Seller’s offer being deemed non-responsive. Sellers are responsible for submitting offers, and any modifications, revisions, or withdrawals, so as to reach RTI’s office designated in the RFQ/RFP by the time and date specified in the RFQ/RFP. Any offer, modification, revision, or withdrawal of an offer received at the RTI office designated in the RFQ/RFP after the exact time specified for receipt of offers is “late” and may not be considered at the discretion of the RTI Procurement Officer. The Seller’s proposal shall include the following:
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