Appendix 3: Tender Dossier

Concern Worldwide

Letter of Invitation to Tender

Tender ref.: CSL/003/EU-2012 Date: 11th June, 2012

Dear Sir/Madam,

SUBJECT: INVITATION TO TENDER

Concern Worldwide would like to invite you to tender for purchase of medical, non-medical and laboratory equipment for the EU Funded, SHAPE Project in Tonkolili District and Child Survival Project funded by the IRISH AID and USAID for Western Area in Sierra Leone.

The following sections of the attached Tender Dossier must be completed and returned to Concern Worldwide.

**SPECIFICATION & FINANCIAL OFFER MUST BE COMPLETED ON THIS DOCUMENT AND RETURNED TO CONCERN WITH THE TENDER BID**

·  Section B – Technical Specification & Financial Offer

·  Section C – Tenderers Declaration

·  Section D – Tenderer Submission Form

·  Section F - Programme Participant Protection Policy

We look forward to receiving your tender before 27th June 2012 at 10.00AM at the address specified in the tender dossier.

Bids must be sent in a sealed envelopes, marked “Tender ref.: CSL/003/EU-2012” on the outside of the envelope for identification purposes.

Yours sincerely,

Bintu Jibao

Logistics Coordinator

Concern Worldwide

23a Cantonment Road, Freetown, Sierra Leone

This Tender is for the purchase of medical, non-medical and laboratory equipment in the EU funded SHAPE project areas in Tonkolili District and Child Survival Project funded by IRISH AID and USAID for Western Area.

Tender Contents:

A. Lot 1,2, 3 Requirements

B. Technical Specifications & Financial Offer

(MUST BE COMPLETED AND RETURNED)

B2. Financial Offer (MUST BE COMPLETED AND RETURNED)

C. Tenderer Submission Form & References (MUST BE COMPLETED AND RETURNED)

D. Draft Contract Format

E. Concern Worldwide Purchasing Terms & Conditions

F. Programme Participant Protection Policy (MUST BE COMPLETED AND RETURNED)

G. Tenderers Declaration & Checklist (MUST BE COMPLETED AND RETURNED)

A.  List of requirements:

Tender Ref: CSL/003/EU-2012

1.  Medical, non- medical and laboratory equipment to be supplied to final destinations in Freetown, Sierra Leone:

LOT 1- Medical Equipment

2.  Closing date and time for submission of tenders

Wednesday 27th June 2012 at 10.00am

3.  Submission of tenders

Concern Worldwide

23a Cantonment Road,

Freetown,

Tenders to be received no later than: Wednesday 27th June, 2012 at 10.00am

All tenders MUST be received in a sealed envelope marked “Tender Ref (CSL/003/EU-2012)” on the outside of the envelope for identification purposes.

4.  Time for delivery

The delivery time will be end of July 2012

5.  Language of offers

All tenders should be received in English.

6.  Period of validity of offers

All bids must be valid for a minimum of sixty days from the closing date of the tender.

7.  Currency

All tender submissions should be received in Leones.

13.  Technical Specifications

Sellers will be required to provide Technical Specifications of the exact make and model being offered in the supplies section (part 1) above. All specifications submitted should be clearly labeled by the bidder.

14.  Type of contract

This Contract is for the supply of medical, non-medical and laboratory equipment for the EU funded SHAPE project areas in Tonkolili and USAID and IRISH AID funded Child Survival Project in Western Area.

15.  Content of tenders

Ø  Technical Specification & Financial offer

Ø  Completed Tenderer Submission Form

Ø  Signed Tenderers Declaration

16. Opening of tenders

Tenders will be opened at 3:00pm on Wednesday 27th June, 2012 at Concern office in Freetown. All bidders are welcome to attend the opening of the tender envelopes at the Concern Worldwide office in Freetown, Sierra Leone.

17. Evaluation of tenders

Only bids which have met with the administrative and technical compliance will qualify for the financial evaluation stage of the process.

18.Clarification of information contained in the Tender Dossier

If tenderers require clarification on the Tender dossier please contact the Concern Worldwide Office in Freetown. Any clarification given to one tenderer will be communicated to all other tenderers.

19. 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 programme needs

Ø  The quality of the Power Tillers does not meet the standard required

Ø  The cost exceeds the budgetary limits

20.  Appeals Process

An appeal to the process can be lodged if a tenderer or potential tenderer has any issue which they feel requires appealing. Please contact the following Concern Worldwide staff member if you wish to make an appeal:

Bashiru Bah

Assistant Country Director Systems

Concern Worldwide

23A Cantonment Road

Freetown

Sierra Leone

+232 76 690 708

21.  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.

Concern Worldwide

B. Technical Specifications & Financial Offer

(**MUST BE COMPLETED AND RETURNED WITH TENDER BID**)

Contract title: SR 10136, 11801

Tender reference: CSL/003/EU-2012

Tenderers are requested to complete the table below.

Column 1-3 have to be completed by Concern Worldwide

Column 4, 5 & 6 must be completed by the tenderer

LOT 1 Medical Equipment

Concern Worldwide