Tender Dossier
A. Instructions:
Tender Ref: DRC/GOMA/006/2013
With the funding from ECHO, USAID (OFDA) and Irish Aid; Concern Worldwide, seeks suppliers for the following Non Food Items (NFIs) for its North Kivu programmes in Democratic Republic of Congo - DRC:
1. Required Merchandise:
Lot No / Item / Quantity / Unit / Sample required / Specification/mark01 / Blankets / 3,900 / Pcs / Yes / UNHCR Standard – Medium Thermal 50%
Sleeping Mats / 3,400 / Pcs / Yes / UNHCR Standard
Jerry Cans / 2,600 / Pcs / Yes / Empty (Rigid) with cover – 20 litres
Plastic Sheeting / 800 / Pcs / Yes / UNHCR Standard
Mosquito nets / 800 / Pcs / Yes / Mark – Permanet, UNHCR standards
Plastic Basin (20 – 22lts) / 800 / Pcs / Yes / Round with handle
02 / Soap / 174,000 / Bars / Yes / Bar of 700gms – Chapa Nyota
03 / Plates
Cups
Spoons
Kitchen knife
Soup ladle
Cooking pot
Cooking Pot / 6,500
6,500
6,500
1,300
1,300
1,300
1.300 / Pieces
Pieces
Pieces
Pieces
Pieces
Pieces
Pieces / Yes
Yes
Yes
Yes
Yes
Yes
Yes / Metallic
Metallic
Metallic
Metallic
Metallic
Aluminum pot of 7 liters with cover
Aluminum pot of 5 liters with cover
04 / Women cloth/Pagne / 800 / Pcs / Yes / 3pc Pagne
Children cloth – mixed (0 – 10 years) / 8 / Balles / No / Balle of 200
T-shits mixed (adult) (10 -25yrs / 8 / Balles / No / Balle of 100
Shirts mixed – (adult) – 10 – 25yrs / 8 / Balles / No / Balle of 100
Trousers (adult) – 10-25yrs / 8 / Balles / No / Balle of 100
Infant cloths (various) / 8 / Balles / No / Balle of 200
Sweaters/Pullovers (10-25yrs) / 8 / Balles / No / Balle of 100
05 / Sanitary Towels / 51,600 / Packet of 16 / Yes / Lushibao
Women Underwear / 3,200 / Pieces / Yes / Medium and Large size
Dark Colours
2. Closing date and time for submission of tenders
Friday 11th October, 2013 at 17hrs – Local time (+2Hrs GMT)
All offers submitted after this time and date will be rejected.
3. Submission of tenders
All tenders should be addressed to the following addresses before the stipulated deadline
Goma:Concern Worldwide DRC
Avenue Des Ibis No 08
Quartier Les Volcans
Goma, DRC
Email:
(Mark all e-mails ‘Attn. Tender for NFI Goma/006/2013) / Masisi:
Base Concern Masisi,
Av Champs présidentiel,
Quartier mont Ngaliema,
Masisi centre
Tenders can also be submitted by email to the following address before the stipulated deadline ()
Note: Interested bidders can bid for one or some or all the Lots
4. Timetable for provision
The timeframe allowed for the provision of the materials will be no later than 2 weeks from the date of issue of contract.
5. Language of offers
All tenders should be received in either French or English languages
6. Period of validity of offers
All bids must be valid for a minimum of three months from the closing date of the tender.
7. Currency
All tender submissions should be received in USD.
8. Delivery
All the NFI’s shall be delivered by the seller to the Concern Worldwide DRC Goma (North Kivu); from the time of dispatch from the seller premises until such delivery, the risk of any loss or damage to or deterioration of the said NFI’s from whatever causes shall be borne by the seller.
9. Samples
All samples should be delivered to the following address and suppliers are required to provide along with their bid package a copy of each proposed article. These samples will be provided in a sealed package. Each package shall be labeled to the trade name of the bidder, but the items inside will not bear any mark of identification.
Concern reserves the right to re-label products from the suppliers to ensure transparency in the selection process.
Concern Worldwide DRC
Avenue Des Ibis No 08
Quartier Les Volcans
Goma, North Kivu, DRC
Each bidder may require the return of its samples after the allocation of contracts.
10. Type of contract
This Contract is for supply and delivery of NFI’s for Concern Worldwide’s emergency program in Masisi, North Kivu, DRC.
11. Content of tenders
Ø Administrative, Technical Specification & Financial offer
Ø Signed Tenderers Declaration
Ø Company Certificate of Registration and/or DRC Patent for DRC registered companies
Ø Supplier Relevant Experience
The submission dossier must include the following:
Ø Detailed financial offer (unit price of each requested product), dated, signed and stamped. The financial offer should also include all the costs for transport, loading and unloading at the Concern Goma depot.
Ø Declaration form of submissions signed and stamped.
Ø Relevant experience form
Ø Physical address
Ø Submission offer form completed
Ø Copy of business registration with relevant commercial authorities
Ø Copy of national ID number/equivalent
Ø Contact number for the person responsible for commercial affairs.
Ø Proof of VAT registration certificate where applicable.
Any other relevant documents that enhance the submission will be accepted as part of the submitted document.
Only those offers that contain the above minimal requirements will be considered for analysis.
Dossiers should be submitted in a sealed envelope with only the tender reference number written on it. Réf: DRC/GOMA/006/2013. NOT TO BE OPENED BEFORE October 14th 2013
For email submissions, the tender reference number (DRC/GOMA/006/2013) should be included on the email subject line.
Concern reserves the right to reject all offers that do not include the above requirements.
Note: Please be informed that the costs incurred by the tenderer in preparing and submitting the tender proposals will not be reimbursed.
12. Opening of tenders
Tenders will be opened at 2.30PM local time (GMT+2) on October 14th 2013. All bidders are welcome to attend the opening of the tender envelopes at the Concern Worldwide offices in Goma, DRC.
13. Evaluation of tenders
Only bids which have met with the administrative and technical compliance will qualify for the financial evaluation stage of the process.
14. Clarification of information contained in the Tender Dossier
All the inquiries or clarification concerning this tender should be addressed to the tender committee through Concern Worldwide, DRC with the attention of; Sospeter Baitwa, email: (). Any clarification given to one tenderer will be communicated to all other known tenderers.
15. Cancellation of the tender procedure
The tender evaluation committee has the right to cancel the tender procedure. Tender procedures may be cancelled for a number of reasons including:
Ø A dramatic change in specification of the material needed
Ø The quality of the goods does not meet the standard required
Ø The cost exceeds the budgetary limits
16. Selection of winning tenders
Following the evaluation of all tender bids Concern Worldwide reserves the right to place contracts with multiple suppliers if prices for requested items are only deemed competitive when purchased separately.
17. Appeals process
An appeal to the process can be lodged if a tenderer or potential tenderer has any issue which they feel requires appealing. All appeals should be in writing addressed to the Assitannt Country Director – Systems, at the below address:
Sospeter Baitwa
Assistant Country Director - Systems
Concern Worldwide DRC, Goma
Quartier Les Volcans
Avenue Des Ibis No 08
North Kivu, Goma, DRC
Email:
18. Data protection
Concern WORLDWIDE guarantees that all procurement activities are fully and transparently documented for internal or donor audit purposes. Concern Worldwide guarantees confidentiality of the procurement process.
Sospeter Baitwa
Assistant Country Director, Systems
Concern Worldwide, Goma, DRC
B: Concern’s Terms and Conditions
CONCERN WORLDWIDE
PURCHASING TERMS AND CONDITIONS
Unless the context indicates otherwise, the term “Buyer” refers to Concern Worldwide. 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/service agreement, whichever is in place.
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.
5.1) 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 authorization 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.
8.1) 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.
8.2) 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.
9.1) 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 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 Licence: If an export licence or licences are required for the goods, the Supplier has the responsibility to obtain that licence or licences.
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.
· Social rights are respected