REQUEST FOR QUOTES
SCHOOL SUPPLIES
Program for Educational Development in Equatorial Guinea (PRODEGE)
RFQ #
4492-0101-02
Issue Date:
17 June 2013
Response Deadline:
1 July 2013
Submit Questions by: 26 June 2013
Expected Award:
July 2013
FHI 360, a non-profit organization based in Washington, D.C. is requesting a price quotation from
education materials suppliers for standard school supplies to be used by the Program for Educational
Development in Equatorial Guinea (PRODEGE) in Equatorial Guinea, Africa.
PRODEGE is based on a ten year vision to improve education for all children and young people in
Equatorial Guinea. The school supplies will be distributed to primary grade students and teachers to
facilitate the expansion of active learning and quality teaching to all classrooms.
REQUEST FOR QUOTATION
The school supplies are divided into two groups.
Group 1 - Quantity 100 School Kits
- Kits that contain 22 standard school supplies
Group 2 - Quantity 1200 Teacher Kits - Kits contain 13 standard school supplies
The supplier will provide the requested school supplies, divide these supplies into designated kits
and ship the 1300 kits to an FHI 360 receiving agent in Houston, TX USA
FHI 360 will coordinate shipping the school supply kits from Houston TX to Equatorial Guinea,
and distributing the kits to schools in Equatorial Guinea.
RESPONSE DEADLINE
Responses to this RFQ should be submitted by email to: Karen Bassich at kbassich@fhi360.org

Responses must be received no later than 1 July 2013
Quotes received after this date and time may not be accepted and shall be considered nonresponsive. FHI 360 will acknowledge receipt of your quotation by return email. .
Acknowledgement of receipt of this RFQ and any questions or requests for clarification must be
submitted in writing to kbassich@fhi360.org no later than 26 June 2013. Inquiries and answers to
inquiries will be shared with all applicants and posted with the solicitation on the FHI 360 website.
VENDOR QUALIFICATIONS
Suppliers should be able to meet the following preferred criteria when possible:
 Guarantee availability of items for shipment within 45 days of Purchase Order award
 Offer all items on list and be able to create a complete school supplies kit.
 Ship completed kits to Houston TX 77029 USA
ADDITIONAL INFORMATION.
 The quantity of each school supply listed is the minimum acceptable number that can be contained in
each school supply kit. Individual packaging of items can vary, as long as the minimum number of
items are contained in each kit. Kits can exceed the designated quantities of items.

Supplies should be kitted in a strong and durable cardboard box, which is suitable for both shipping
and storage at the schools. Since school kits will be used in a tropical climate, where it is hot and
humid year round, it is preferred that school supplies be packed in a plastic bag, to serve as a liner in
the cardboard box.
BIDDERS RESPONSE TO REQUEST FOR QUOTATION & FORMAT
Submission Guidelines
Quotations should contain detailed product specifications including but not limited to:
 Price of goods
 Price of kitting
 Include taxes or VAT, if any, separately in your quotation.
 Freight cost to Houston, TX 77029 USA
 Descriptive product and supplier literature
The Offeror’s quotation must be submitted on:
 Annex I : Quotation Form ( 4 pages ) attached herein.
Price Summary Schedule in US Dollars and estimated leadtime.
SHIPMENT
Supplier will ship school supply kits to: Houston, TX 77029
Partial shipments may be acceptable
USA
FORMAT SUBMISSION
All responses must use the format provided in ANNEX 1: Price summary schedule.
OFFER ACCEPTANCE PERIOD
Bids must remain valid for thirty (30) calendar days from the closing date of the RFQ.
2
EVALUATION
Evaluation will be based on the price, availability of goods, delivery time, and quality of goods. Award is
expected to be made to the offeror who best meets the minimum specifications in this RFQ.
CONTRACT MECHANISM
A fixed-price Purchase Order is expected to be awarded for the goods and services described herein. In
the event that the equipment and supply amounts must be shifted after the signature of a purchase order
with the selected vendor, FHI 360 will modify the purchase order.
RIGHT TO SELECT/REJECT
FHI 360 reserves the right to select and negotiate with those firms it determines, in its sole discretion, to
be qualified for competitive proposals and to terminate negotiations without incurring any liability. FHI
360 also reserves the right to reject any or all proposals received without explanation.
DISCLAIMER
This RFQ represents only a definition of requirements. It is merely an invitation for submission of
quotations and does not legally obligate FHI 360 to accept any of the submitted bids in whole or in part,
nor is FHI 360 obligated to select the lowest priced proposal. FHI 360 reserves the right to negotiate with
any or all firms, both with respect to price, cost and/or scope of services. FHI 360 has no contractual
obligations with any firms based upon issuance of this RFQ. It is not an offer to contract. Only the
execution of a written Purchase Order shall obligate FHI 360 in accordance with the terms and conditions
contained in such contract.
CONFLICT OF INTEREST
Offerors must provide disclosure of any past, present or future relationships with any parties associated
with the issuance, review or management of this solicitation and anticipated award. Failure to provide full
and open disclosure may result in FHI 360 having to re-evaluate selection of a potential offeror.
RESERVED RIGHTS
All RFP responses become the property of FHI 360, who reserves the right in its sole discretion to:






Disqualify any offer based on offeror failure to follow solicitation instructions.
Extend the time for submission of all RFQ responses after notification to all offerors.
Terminate or modify the RFQ process at any time and re-issue the RFQ to whomever FHI 360 deems
appropriate.
Issue an award based on the initial evaluation of offers without discussion.
Award only part of the activities in the solicitation or issue multiple awards
FHI 360 will not compensate vendors for preparation of their response to this RFQ.

FHI reserves the right to increase or decrease quantities by 10%.
PAYMENT TERMS
Payment terms are Net 30 upon receipt of goods. A deposit payment will be determined on the value of
the total order.
Final payment will be made upon timely inspection and acceptance of the goods by the FHI 360
authorized representatives in Houston TX
3
ANNEX 1
QUOTATION FORM
Solicitation # 4492-0101-02
A.
Offeror's Name:
Offeror's Address:
Business Registration
Telephone Number:
B.
The offeror agrees to furnish the goods and services identified in RFQ # 4492-0101-12.
This quotation is valid for a period of thirty (30) calendar days from the proposal closing
date established in this RFQ.
C
The fixed price Purchase Order will incorporate the schedules submitted by the offeror
and all terms and conditions of this request for quotation.
D.
Proposed Total Cost:
$ __________________
Provide the designated school supplies, divide supplies into designated kits and ship the 1300
school kits to an FHI 360 receiving agent in Houston, TX USA
Group 1 - Quantity 100 School Kits
Kits that contain 22 standard school supplies
Group 2 - Quantity 1200 Teacher Kits
Kits contain 13 standard school supplies
E.
Estimated Leadtime / Delivery Date in Houston TX is: _____________________________
F.
Signature of person authorized to sign the proposal:
By virtue of my signature, I hereby acknowledge and certify to the accuracy and
completeness of the attached quotation.
_________________________
Signature
Name (print)
___________________________
Title
Date
4
GROUP 1
RFQ 4492-0101-02
- Primary School Supplies List
Quantity 100 kits
Qty
Unit
Description
1
500
Each
Ruler / Metric / 1 Meter
5 / kit
2
1,500
Each
Ruler / Metric / 30 cm or ( 12-inch ruler with
30 cm metric)
15 / kit
3
500
Each
Small protractor
5 / kit
4
200
Each
Large protractor
2 / kit
5
200
Each
Small scale ( to measure weight of small items
in classroom)
2 / kit
6
100
Packs
Poster paper / poster board ( package of
minimum 25 - minimum size 22”x 28” )
1 pack / kit
7
100
Rolls
Paper roll / Industrial / For school walls /
White / Minimum roll size = 36" x 300'
1 roll / kit
8
100
Packs
Construction paper packs ( 9”x 12” / assorted
colors / minimum 100 sheets per pack)
1 pack / kit
9
200
Rolls
Masking tape / large roll (minimum 1”x 60
yds) / Quality adhesive to withstand tropical
climate
2 rolls / kit
10
200
Packs
11
300
Packs
12
200
13
1500
Each
Pencil Sharpener / Hand held.
14
100
Each
Scissors (large)
1 / kit
15
500
Each
Scissors (small)
5 / kit
16
2500
Each
Scissors (for children, rounded edges)
25 / kit
17
500
Each
Glue (resistol or elmer's) minimum 4 ounce
bottle
5 /kit
18
200
Each
Notebooks (composition)
2 / kit
Packs
Total Price
Quantity per
kit
Item
Large permanant markers / different colors /
minimum 6 per pack
Pencils / Pack ( No. 2 wooden pencils /
minimum 12 per pack ) ( Total # of pencils =
minimum 3600 )
Erasers / Pencil cap ( pack of minimum 20 )
( Total # of pencil cap erasers = minimum
4000 )
5
2 packs / kit
3 packs of 12 /
kit
2 packs of 20 /
kit
15 / kit
19
500
Each
Chalk pack / White / Minimum 12 per pack /
Approx chalk size = 3 1/4" x 3/8"
5 packs /kit
20
100
Each
Chalk pack (color) ( minimum 12 per pack)
1 pack /kit
21
100
Each
Chalkboard eraser / 5" / Felt
Packs
Pens / Medium point / Blue-Red-Black ink
(minimum 12 pens per pack - (4) blue (4) red
and (4)black ink ) . Total # of pens = minimum
1200 pens
22
100
1 / kit
1 package of 12
(blue, red, black)
/ kit
TOTAL COST OF GOODS
$
TOTAL COST TO KIT GOODS
$
FREIGHT COST TO HOUSTON TX
$
TAX ( IF REQUIRED )
$
TOTAL
$______________
6
GROUP 2
RFQ 4492-0101-02
Quantity 1200 Kits
- Primary School Supplies List
Item
Qty
Unit
Description
1
1200
Each
Ruler / Metric / 1 Meter
1 / kit
2
3,600
Each
Ruler / Metric / 30 cm ( or 12-inch ruler with
30 cm metric)
3 / kit
3
30,000
Each
Markers - Permanent fine point- assorted
colors
25 / kit
4
2400
Each
Paper /Writing Pad / white - 50 sheet min
2 pack / kit
5
2400
Rolls
Masking tape / large roll (min 1”x 60 yds) /
Quality adhesive to withstand tropical climate
2 rolls / kit
6
3,600
Packs
Pencils / Pack ( No. 2 wooden pencils /
minimum 12 per pack ) Total pencils = 43,200
3 packs of 12 /
kit
7
30,000
Each
Erasers / pencil erasable - non-abrasive &
smudge resistant - medium size
25 / kit
8
1200
Each
Flip chart paper - 25 x 30 - White - Minimum
20 sheets per pad
1 / kit
9
1200
Each
Scissors - large - lightweight 8" - stainless
steel - for left or right hand use
1 / kit
10
2400
Each
Notebooks (composition) 100 pages - wide
ruled. 7 1/2" x 9 3/4".
2 / kit
11
2400
Each
Chalk pack / White / Minimum 12 per pack /
Approx chalk size = 3 1/4" x 3/8"
12
2400
Each
Chalkboard eraser / 5" / Felt
13
1,200
Packs
Pens / Medium point / Black ink (minimum
12 pens per pack )
Total Price
2 packs /kit
2 / kit
1 pack of 12/ kit
TOTAL COST OF GOODS
$
TOTAL COST TO KIT GOODS
$
FREIGHT COST TO HOUSTON TX
$
TAX ( IF REQUIRED )
$
TOTAL
$
7
Quantity per
kit