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Letter of Invitation to Tender
Khartoum, 25.05.2014
Tender ref.: SUD/KRT/05/14/14000/14001
Dear Sir/Madam,
SUBJECT: INVITATION TO TENDER FOR NFIs
Further to your enquiry regarding the publication of the above-mentioned
Invitation to Tender, please find enclosed the following documents, which
constitute the tender dossier:
1. Introduction.
2. Instructions to Tenderers.
3. Concern’s Purchasing Terms and Conditions.
4. Programme Participant Protection Policy (See annex 1).
5. Tenderers Declaration.
6. Tenderer’s Relevant Experience form. (see annex2)
We look forward to receiving your tender on or before 09/06/2014 at the
address specified in section 2.2, submission of the tender dossier.
Your tender bid must include the following documentation so please use the
list below as a ‘Checklist’ before submitting your tender to Concern.
1. Details NFIs offered &Technical Specification if any.
2. Financial Offer
3. Completed Signed Tenderers Declaration
4. Company Certificate of Registration
5. Completed ‘Tenderers Relevant Experience Form’
Offers must be submitted in sealed envelopes, marked “not to be opened
before 09/06/2014-04:30 pm” and should bear the tender reference specified
above on the outside of the envelope for identification purposes. Company
names should not appear on the outside of the envelope.
Yours sincerely,
Ayman Mahjoub Salih
Concern Worldwide Republic of Sudan
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SUPPLY OF NFIs FOR CONCERN WORLDWIDE
EMERGENCY PROGRAM
TENDER REFERENCE:
SUD/KRT/05/14/14000/14001
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TENDER DOSSIER TABLE OF CONTENTS
1. Introduction
2. Instructions to Tenderers
2.1 NFIs specification & requirement
2.2 Submission of tenders
2.3 Contents of tenders
2.4 Price (ex works, transport and insurance)
2.5 Currency
2.6 Packing
2.7 Marking
2.8 Delivery
2.9 Tender guarantee
2.10 Liquidated damages for delay
2.11 Receipt of orders
2.12 Tender notification
2.13 Payment terms and procedures
2.14 Opening of tenders
2.15 References
2.16 Law applicable
2.17 Arbitration and agreement termination
2.18 Clarification or additional information required
3. Concern’s Purchasing Terms and Conditions
4. Concern Programme Participant Protection Policy
5. Tenderers Declaration
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1. Introduction
For reasons of efficiency and value for money, Concern is inviting tenders
for supply of its current NFIs requirements.
Tenderers who are unsuccessful in relation to this invitation to tender (Ref:
SUD/KRT/05/14/14000/14001) are not in any way excluded from
competing for supply of any further requests for supply that may arise later
in the year.
2. Instructions to Tenderers
2.1 NFIs Specification & Requirements
The total requirements of this tender process for supplies of NFIs, and
tenderers are invited to bid accordingly. If discounts are offered, the discount
conditions should be clearly stated in the tender submission.
Concern Worldwide reserves the right to postpone or cancel the tender at
any stage of the tender process. Equally, Concern Worldwide reserves the
right to postpone or cancel proportions of any individual offer at any stage.
Any cancellation or postponements will be communicated in writing to all
Companies involved in the tender process.
Best price should be offered on tender submissions as no negotiation on
price will take place once tenders have been received.
DELIVERY LOCATION: the point of delivery will be CIF Khartoum
international Airport (Sudan),
Contract Reference: SUD/KRT/05/14/14000/14001
NFIs Specification: NFIs required with the following specification:-
No.
Quantity
Unit
Description
Specification
1
3600
Pcs
Blankets
150cm x 200cm; minimum 30% wool,
weight 1.3 -1.5kgs, Machine pressed in
bales min 25 pcs per bale.
2
1800
Pcs
Cooking pots + Lids
Cooking Pot: 6 ltrs capacity, thickness 16G
(1.4mm), min weight 530g, straight sided.
Lid; min 21G, min weight 125g. Please
see below for packing details.
3
1800
Pcs
Cooking pots + Lids
Cooking pot: 7.5 ltrs capacity, thickness
16G (1.4mm), min weight 620g, straight
sided. Lid; min 21G; Please see below for
packing details.
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4
3600
Pcs
Mosquito Net
Impregnated Mosquito nets
Insecticide Treated Nets (ITN) Long
Lasting Insecticide Nets (LLIN)
W48'' x L72'' x H48'' - 65% polyester, 35%
Cotton , PermaNet (Vestergaard
Frandsen) Or Olyset (Sumitomo
Chemical)
5
1800
Pcs
Plates
Pressed stainless steel; 21.5 - 22cm
diameter, weight 85-105 grams
6
3600
Pcs
Cups/ Mugs
Stainless steel mug 500ml, weight 35-40g.
7
3600
Pcs
Cooking Spoon
Stainless Steel, Length 33 - 35cm,
minimum weight 70grams.
8
1800
Pcs
Kitchen knife
Stainless steel, blade length 1/3 each of 6,
7 & 8 inches, wooden handle
9
3600
Pcs
Eating Spoons
Stainless steel, length approx. 7", weight
20 -25 g
10
3600
Pcs
Plastic Sleeping Mat
90x180cms(36"x72"), 100% virgin
polypropylene, double stitched with
polyester/cotton webbing on both
ends(36"), 72" sides single stitched, w600
- 800g
11
16000
Pcs
Soap
120g bar,27pcs in each packet, TFM 50-
62%, non-perfumed, packaged in
Cartoons
12
1800
Pcs
Polypropylene sack
Capacity 100 kgs, virgin woven
polypropylene, weight 130-140g, size
approx. 46.5"x29.5", with rope and
printed logos - 5 colors
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13 3600 Pcs Jerrycan 20 ltr Rectangular 20 liters, c/w screw cap,
yellow or white, LDPE
14
1800
Pcs
Plastic Sheet
Woven high-density polyethylene (HDPE)
Approx. 3.6m x 5.4m, with eyelids,
240g/m², old MSF specs.
2.2 Submission of tenders
Tenders and all supporting documents must be submitted in English (1
original + two copies required) this in addition to samples. The tenders are to
be submitted in a sealed envelope and and keep it plain. No indication of the
bidder should be included on the outer envelope or the samples.
The address for delivery of sealed tenders by hand or by Email:
Concern Worldwide Sudan,
Street # 37,
Near Kanon Hotel,
Khartoum2, Khartoum.
TEL: 0183-562266
Email: gom.sudan@concern.net
Attn: SUD/KRT/05/14/14000/14001
The closing date and time are as follows; 09/06/2014 at 4:30pm.Any tenders
arriving after this time will be rejected.
2.3 Content of Tenders
Tenderers are requested to specify a single price for each lot including
delivery to stated destination. Furthermore the Tenders should include the
following documents:
1. Technical specification for the NFIs
2. Financial offer.
3. Signed tenderers declaration
4. Copy of company certificate of registration confirming company
nationality, no dues from Tax authorities.
5. Details of three organizations which may be contacted for reference
purposes.
6. Items Samples to be submitted.
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Note: The tenderer shall, if requested, furnish any additional information
related to his tender, which may be required for the evaluation of the tender.
2.4 Price (Ex Works, Transport, Insurance)
CIF to Khartoum International Airport and Waybill should be forward to
Mutassim.mohamed@concern.net
2.5 Currency
The price tendered for the supplies should be quoted in USD or EURO.
2.6 Packing
The NFIs must be transported in secure way, in cartoon or package to avoid
any damage.
2.7 Marking
All cartons, packages shall be marked as specified in the specification list.
Concern logo which will be supplied by Concern Sudan. Supplier must
prepare a packing list, showing description, quantity, weight and dimension.
2.8 Delivery
The Supplier shall not transport more than the contracted quantity of goods
called for in the contract and Concern shall not be held responsible or liable
for payment for any quantity in excess of that indicated in the contract/
purchase order. Excess shipment shall be surrendered unconditionally free
and gratis by the supplier to Concern, and the supplier shall be held
responsible for all consequences of said excess delivery.
The supplier shall furnish Concern Sudan, through the most expedient
means, advance copies of supplies documents enumerated below:
a) One original and two copies of the pro forma/commercial invoices
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b) The relevant packing list;
c) One full set of original insurance policy if any
d) Original invoice should be VAT included if applicable.
The delivery instructions may be amended, supplemented, expanded or
clarified by Concern at the time of placing the order with the supplier and
will be reflected in the contract/Purchase Order.
2.9 Liquidated damages for delay
Liquidated damages of one tenth of one percent (0.1%) of the value of the
delayed goods per calendar day of delay (up to 5% of contractual price) shall
be charged against the Supplier who fails to deliver within the stipulated
delivery schedule agreed between the supplier and Concern at the time of
placing an order.
2.10 Receipt of Orders
The responsible authority for provisional and final acceptance is Concern.
The supplier will accept that Concern has the right to nominate a survey and
inspection company responsible for undertaking quality, weight and packing
quality inspections of goods and issuing the relevant quality, weight and
quality packaging on spot or delivery point of destination.
2.11 Tender Notification
The successful tenderer will be notified after the tender evaluation has been
carried out by an evaluation committee and after approval of the evaluation
report by a commission appointed by Concern in Sudan. The award will be
placed by Purchase Order by Concern Sudan. Unsuccessful tenderers will
also be informed in writing.
2.12 Payment Terms and Procedures
All payments shall be authorised and made by Concern Worldwide,
Khartoum, Sudan.
Payment will be effected 30 days from receipt of transporting/shipping
documents and original invoice by Concern, Khartoum.
Payment will be made by bank transfer/Cheque to the suppliers indicated
bank account.
2.13 Opening of Tenders
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Concern Tender evaluation Committee will open and evaluate the Tender.
The contract shall be awarded to the Tenderer who presents the best price for
stated specification. All offers must confirm to the administrative, technical
provisions and specifications of this tender dossier.
Concern reserves itself the right to reject the offers that do not respect the
stipulated tender dossier details. In such cases as non receipt of a minimum
number of bids, a dramatic change in specification of the material, the costs
exceeding budgetary limits or the project being cancelled Reservation is
made to reject any or all of the tenders.
2.14 References
Please provide a list of three organizations to which you have supplied NFIs
during the last year. Please include a contact name, telephone number and e-
mail address. These organizations may be contacted to request a reference
for your company.
2.15 Law Applicable
The Sudanese Law shall govern the performance of the contracts.
2.16 Arbitration and Agreement Termination
Where disagreement arises in the course of performance of the contract, all
disputes will be settled finally in accordance with the Rules of Conciliation
and Arbitration of the International Chamber of Commerce.
2.17 Clarification or Additional Information Required
If any clarification or additional information is required from this tender
dossier, any enquiries should take place in writing, by e-mail to
Gom.sudan@concern.net Enquiries or requests for clarification should
not take place by telephone.
3. Concern Worldwide Purchasing Terms and Conditions
Unless the context indicates otherwise, the term “Buyer” refers to Concern
Worldwide Sudan.
The term “Supplier” refers to the entity named on the order and contracting
with the Buyer. The term “Contract” can be taken to mean either (a) the
purchase order or (b) the supply agreement, whichever is in place.
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GENERAL TERMS AND CONDITIONS
1) Price: The prices stated on the order shall be held firm for the period and
/ or quantity unless specifically stated otherwise.
2) Source of Instructions: The Supplier shall not seek nor accept
instructions from any source external to Concern Worldwide in relation to
the performance of the contract.
3) Assignment: The Supplier shall not assign, transfer, sublet or subcontract
the contract or any part thereof without the prior written consent of the
buyer.
4) Corruption: The Supplier shall not give, nor offer to give, anyone
employed by the Buyer an inducement or gift that could be perceived by
others to be a bribe. The Supplier agrees that a breach of this provision may
lead to an immediate end to business relationships and termination of
existing contracts.
5) Confidentiality : All data, including but not limited to, maps, drawings,
photographs, estimates, plans, reports and budgets that has been compiled by
or received by the Supplier under the contract shall be the property of
Concern Worldwide and shall be treated as confidential. All such data
should be delivered to the authorized officials representing the Buyer upon
request.
5.2) The Supplier may not communicate at any time to any other person,
government or authority external to Concern Worldwide, any information
that has been compiled through association with Concern Worldwide which
has not been made public except with written authorisation from the Buyer.
These obligations do not lapse upon termination of the contract.
6) Use of Emblem or Name: Unless otherwise agreed in writing; the
supplier shall not advertise nor make public the fact that it is supplying
goods or services to the Buyer, nor shall the Supplier in any way whatsoever
use the name or emblem of Concern Worldwide in connection with its
business or otherwise.
7) Observance of Law: The Supplier shall comply with all laws,
ordinances, rules and regulations bearing upon the performance of its
obligations under the terms of the contract.
8) Force Majeure: The meaning of the term can be taken to mean acts of
God, war (declared or not), invasion, revolution, insurrection or acts similar
in nature or force.
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8.2) In the event of and as soon as possible after the occurrence of any cause
deemed force majeure, the supplier must inform the Buyer of the full
particulars in writing. If the supplier is rendered unable either in part or in
whole to perform its obligations then the Buyer shall take such action as it
considers, in its sole discretion, to be appropriate or necessary in the
circumstances.
8.3) If the Supplier is permanently rendered incapable in whole or part by
reason of force majeure to complete its obligations and responsibilities
under the contract then the Buyer will have the right to suspend or terminate
the contract on the same terms and conditions laid out in section 9,
Cancellation.
9) Cancellation: The Buyer reserves the right to cancel the contract should
it suspend its activities or through changes to its mandate by virtue of the
Executive Council of Concern Worldwide and/or lack of funding. In such a
case the Supplier shall be reimbursed by Concern Worldwide for all
reasonable costs incurred by the Supplier, including all materials satisfactory
delivered and conforming to specification and terms of contract, prior to
receipt of the termination notice.
9.2) Should the supplier encounter solvency problems including, but not
limited to, bankruptcy, liquidation, receivership and similar, the buyer
reserves the right to terminate the contract immediately without prejudice to
any other right or remedy it may have under the terms of these conditions.
10) Warranty: The Supplier shall provide the Buyer with all manufacturers’
warranties. The supplier warrants that all goods supplied in relation to the
contract meets specification, is defect free and is fit for the purpose of the
intended use. If, during the warranty period, the goods are found to be
defective or non- conforming to specification, the Supplier shall promptly
rectify the defect. If the defect is permanent then at the choice of the Buyer
the Supplier will either replace the item at their cost or reimburse the Buyer.
11) Inspection and Test: The Supplier must inspect the goods prior to
dispatch to ensure conformance to specification and/or any other provisions
of the contract. The Buyer reserves the right to inspect the goods for
compliance with specifications and provisions of the contract. If, in the
Buyers’ opinion, the goods and/or services do not comply with the
specification, the Buyer will inform the Supplier in writing. In such a case
the Supplier shall take the necessary action to ensure compliance, liability
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for any additional cost incurred for rectifying compliance will rest with the
Supplier.
12) Changes: The Buyer reserves the right to make reasonable changes at
any time to the specification, drawings, plans, quantity, packing instructions,
destination, or delivery instruction. If any such change affects the price of
goods or performance of service the Supplier and Buyer may negotiate an
equitable adjustment to the contract, provided that the Supplier claims for
adjustments in writing to the Buyer within 30 days from being notified of
any change.
13) Export License: If an export license or licenses are required for the
goods, the Supplier has the responsibility to obtain that license or licenses.
14) Payment Terms: Unless otherwise agreed, payment terms will be net
30 days from receipt of a correctly prepared invoice.
15) Ethics: The Code of Conduct to which Concern expects all of its
suppliers to respect is as follows;
Employment is freely chosen.
The rights of staff to freedom of association and to collective
bargaining are respected.
Working conditions are safe and hygienic.
No exploitation of children is tolerated.
Wages paid are adequate to cover the cost of a reasonable living.
Working hours are not excessive.
No discrimination is practiced.
Regular employment is provided.
No harsh or inhumane treatment of staff is tolerated.
Local labour laws are complied with.
Environmental Standards Suppliers should as a minimum, comply with all
statutory and other legal requirements relating to environmental impacts of
their business. Areas which should be considered are:
Waste Management.
Packaging and Paper
Conservation
Energy Use
Sustainability
16) Rights of Concern Worldwide: Should the supplier fail to perform
under the terms and conditions of the contract, including but not limited to
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failing to obtain export licenses or to make delivery of all or part of the
goods by the agreed delivery date(s), the buyer may, after giving reasonable
notice to the Supplier, exercise one or more of the following rights:
Procure all or part of the goods from an alternate source, in which
event the Buyer may hold the Supplier liable for additional costs
incurred.
Refuse to accept all or part of the goods.
Terminate the contract.
17) Rights of access for audit purposes: Concern Worldwide is
contractually obliged to facilitate certain donor’s direct access to suppliers
for audit purposes. This obligation is extended to all Concern suppliers.
18) No Agency: This order does not create a partnership between the Buyer
and Supplier or make one party the agent for the other for any purpose.
4. Concern Programme Participant Protection Policy
The Tenders should read and understand, agree to adhere to The program
participant protection policy and code of conduct, abide by the terms of this
policy at all times in all of their activities under this Tender. The Tenders
shall commit to upholding the standards of conduct required to support
Concern’s core values and mission and by sign to it shall ensure fulfill its
requirements and that its employees, officers, sub-contractors and agents
shall abide by the terms of this policy. (Annex1).
5. Tenderers Declaration
As part of their tender, each tenderer must submit a signed declaration using
the following format as a guide:
In response to your letter of invitation to tender for the above contract, we,
the undersigned, hereby declare that:
1. We have examined and accept in full the content of the dossier for
invitation to tender (Including Concern’s Programme Participant Protection
Policy) No. SUD/KRT/05/14/14000/14001 of 09/06/2014. We hereby accept
its provisions in their entirety, without reservation or restriction.
2. We offer to deliver, in accordance with the terms of the tender dossier and
the conditions and time limits lay down, without reserve or restriction:
[Description of supplies with indication of quantities, specifications and
origin]
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3. The price of our tender excluding customs duty/VAT, if applicable is:
[……………………………………………..]
4. We will grant a discount of [%], or […………..] [In the event of our being
awarded … ………].
5. This tender is valid for a period of 30 days from the final date for
submission of tenders.
6. If our tender is accepted, we undertake to provide a performance
guarantee as required by the instructions to tenderers. (If required)
8. We will inform Concern immediately if there is any change in the above
Circumstances at any stage during the implementation of the contract. We
also fully recognise and accept that any inaccurate or incomplete
information deliberately provided in this application may result in our
exclusion from this and other contracts of the contracting authority.
9. We note that Concern is not bound to proceed with this invitation to
tender and that it reserves the right to award only part of the contract.
10. We agree to adhere to all of the terms and conditions of the contracting
authority as provided in the tender dossier.
11. We confirm that we are not engaged in any corrupt, fraudulent, collusive
or coercive practices and acknowledge that if evidence contrary to this
exists, Concern reserves the right to terminate the contract with immediate
effect.
12. The Code of Conduct to which Concern expects all of its suppliers to
respect is as per the points listed below and we confirm that we adhere to
this code.
Employment is freely chosen.
The rights of staff to freedom of association and to collective
bargaining are respected.
Working conditions are safe and hygienic.
No exploitation of children is tolerated.
Wages paid are adequate to cover the cost of a reasonable living.
Working hours are not excessive.
No discrimination is practiced.
Regular employment is provided.
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No harsh or inhumane treatment of staff is tolerated.
Environmental Standards
Suppliers should as a minimum, comply with all statutory and other legal
requirements relating to environmental impacts of their business. Areas
which should be considered are:
Waste Management.
Packaging and Paper
Conservation
Energy Use
Sustainability
Program participant protection policy and code of conduct
The supplier of service should read and understand, agree to adhere to The
Contracting Authority program participant protection policy and code of
conduct, abide by the terms of this policy at all times in all of their activities
under this agreement. The Contractor shall commit to upholding the
standards of conduct required to support Concern’s core values and mission
and by sign to it shall ensure fulfill its requirements and that its employees,
officers, sub-contractors and agents shall abide by the terms of this policy at
all times.
Yours faithfully
Ayman Mahjoub Salih
Title: General Operations Manager
Duly authorised to sign this tender on behalf of:
Concern Worldwide
Place and date:
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Annex 02: Tenderer’s Relevant Experience
Tender reference: SUD/KRT/05/14/14000/14001
Please complete the table below using the format to summarise the major relevant
supplies/services carried out in the course
of the past 3 years by the tenderer. The number of references to be provided must not
exceed 15 for the entire tender.
NGO/Company
Name
Contact
Details in
NGO/Co.
Country Total
contract
value
Dates Description
of Contract
Related
Services
Provided
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Annex-3
The NFIs must be transported in secure way, in cartoon or package to avoid any damage
(referee article 2.6 Packing).
Following is the preferred packing specification to reduce the volume of supply:
a)
Description Kits Quantity
Blankets 2 600
Mosquito Net 2 600
Plastic Sleeping Mats 2 600
Soap 10 3,000
Polypropylene sack 1 300
Cooking pots + Lids (6 Liter) 1 300
Cooking pots + Lids (7.5 Liter) 1 300
Plates 4 1200
Cups/ Mugs 2 600
Cooking Spoon 2 600
Kitchen knife 1 300
Eating Spoons 5 1500
Jerry can 20 liter 2 600
Plastic Sheet 1 300
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To be stacked in cylindrical bundles, bound by polypropylene/ other suitable packing
material with Irish Aid & Concern Worldwide logo print on it.
b)
Description
Kits
Quantity
Blankets 2 1600
Mosquito Net 2 1600
Plastic Sleeping Mats 2 1600
Soap 10 8000
Polypropylene sack 1 800
Cooking pots + Lids (6 Liter) 1 800
Cooking pots + Lids (7.5 Liter) 1 800
Plates 1 800
Cups/ Mugs 2 1600
Cooking Spoon 1 800
Kitchen knife 1 800
Eating Spoons 1 800
Jerry can 20 liter 2 1600
Plastic Sheet 1 800
To be stacked in cylindrical bundles, bound by polypropylene/ other suitable packing
material with USAID & Concern Worldwide logo print on it.
Recommended