ITT - G-SY-ANT-V-13744 Printed Vouchers Framework Agreement
GOAL– SYRIA PROGRAMMEInvitation to Tender (ITT)
for the supply of printed vouchers under a Framework Agreement (FWA)
REF:G-SY-ANT-V-13744 Printed Vouchers FWA
Contents
1About GOAL
2Proposed Timelines
3Overview of required supplies
3.1Specifications
3.2Framework Agreement (FWA)
3.3Samples
3.4Delivery Location
3.5Quality Control
4Administrative Arrangements & Terms of Tendering
4.1Financial Offer Invitation to Tender
4.2Procurement Process
4.3Clarifications and Query Handling
4.4Conditions of Tender Submission
5Submission of Bids
6Eligibility, Qualification and Evaluation Process & Award Criteria
6.1Eligibility and Qualification Process
6.2Preliminary Eligibility Criteria
6.3Qualification Criteria
6.4Award Criteria
7Mandatory Format for Submitted Financial Offer
7.1Introduction
7.2Costs and Prices Schedule
7.3Mandatory format of response
8Mandatory Format of Response
8.1Checklist and Instructions for BID submission
8.2Tenderer Contact Details
8.3Tenderer Business, Financial and Economic Details
8.4References
8.5Declaration re Personal & Legal circumstances
8.6Declaration re Statutory Obligations
8.7Confirmation and Compliance Statement
8.8Qualifications and experience of personnel assigned to this contract
8.9Executive Summary of Proposal:
9Appendices
1About GOAL
GOAL is an international humanitarian agency, currently operating in 17 countries worldwide, dedicated to alleviating the suffering of the poorest of the poor. We are a non-denominational, non-governmental and non-political organisation. For more information on GOAL and its operations please visit
GOAL has been working in Syria since 2012, responding to the acute needs of conflict affected communities. GOAL is working in Idleb Governorate, in close coordination with local partners, delivering food and non-food aid, cash and voucher programmes, livelihood, shelter and water and sanitation support to highly vulnerable populations.
2Proposed Timelines
Line / Item / Date, year, time, and time-zone must be stated1 / ITT published / 24th October 2016
2 / Closing date for clarifications– 5 working days before the deadline / 16th November 2016 00.01 (GMT)
3 / Closing date and time for receipt of Tenders / 25th November 2016 00.01 (GMT)
4 / Updated closing date and time for receipt of tenders / 16 December 2016 23:59 GMT
5 / Contract award forecast / December 2016
3Overview of required supplies
3.1Specifications
GOAL invites prospective suppliersto reply to this ITTand submit their bids for the contracted design and supply of printed vouchers; their parameters must meet or exceed minimum specification requirements outlined below:
Requirement / LOT 1Lower Security Voucher / LOT 2
Medium Security Voucher / LOT 3
High Security Voucher
Size of voucher / 210mm x 76mm / 210mm x 76mm / 210mm x 76mm
Weight of paper / 120gr/m2 paper / 120gr/m2 paper / 120gr/m2 paper
Printing on front of voucher / 4 ink colors (CMYK) / 4 ink colors (CMYK) / 4 ink colors (CMYK)
Additional printing on front of voucher / Security UV / Security UV / Security UV
Printing on back of voucher / 1 color on the back / 1 color on the back / 1 color on the back
Barcode / yes / yes / Barcode or QR code
Laser Etched computer type serial number(same number as barcode number) / yes / yes / yes
Printed with Guilloche Patterns (decorative technique of a very precise intricate and repetitive pattern)and micros text or similar / yes / no / yes
Hologram with 2D/3D and dot-matrix features with covert chemical taggant embedded in the hologram base material to generate a unique optical signature for authentication. / Not required / 20mm x 20mm / 20mm x 20mm
Word GOAL written in the hologram / n/a / yes / yes
Banded in packs (number of vouchers per pack to be agreed when the Purchase Order will be issued) / yes / yes / yes
Each Tenderer is entitled to bid on any or all 3 of the Lots.
Tenderers are invited to submit as part of their offer any financial details on any discounts for bulk purchasing and details of any minimum order quantities.
Variations are not allowed. Every bidder can bid for 1 or more lot but each bid will have only one proposal and only one financial offer related to the particular lot.
3.2Framework Agreement (FWA)
Aframeworkis anagreementwith single supplier (or group of suppliers) to establish terms governing contracts that may be awarded during the periodof theFramework agreement. In other words, it sets out terms and conditions for making specific purchase at a set fee.GOAL, as contracting authority, does not guarantee any volume of orders under Framework agreements as all purchases will be based on the needs and activities of GOAL.
The FWA will set prices for the FWA duration (for a maximum of 3 years). Prices and the quality of the service received will be reviewed jointly on an annual basis by GOAL and framework vendors to make sure it’s within current market value.
To participate in the framework, respondents will need to be successful in this tender exercise. When a Framework is established with a supplier, the purchasing mechanism will be based on a Purchase Order- so when GOAL requires asupply of printed vouchers,a Purchase Order will be sent to the vendor and that will be the how each order is confirmed. Each Purchase Order will be an individual contract.
The preferred bidder(s) will be required to enter into a Framework Agreement with GOAL for the design and supply of the above stated printed vouchers on the conditions set out in Financial Offerto this ITT (Appendix 9.1.), the GOAL Standard Terms and Conditions (Appendix 9.2) and other documents which form the Mandatory requirements for response.
In case of establishing multi-supplier Framework Agreement the purchasing mechanism will be based on a rotation or priority system, with individual orders placed according to GOAL’s internal priorities at the time of order
GOAL will provide the basic design specifications for the voucher (see section 3.1), however the responsibility for detailed voucher design will remain with the supplier who will prepare a final voucher design for GOAL to approve before the printing process begins. GOAL is committed to ensuring voucher design approval requests are responded to within 1 working day.
3.3Samples
Samples are required to be submitted with this ITT as per section 8.9.Samples are submitted entirely at the cost of the bidder and will not be returned. GOAL will not accept any customs, postal or courier charges, and any samples delivered with charges pending will be rejected and returned to sender.
3.4Delivery Location
Under the proposed FWA, vouchers may be requested to be delivered DDP (Incoterm 2010) to any of the following locations:
- GOAL Warehouses in Syria - Harem, Armanaz, or Kafr Takharim
- GOAL Office in Antakya, Turkey
- Zero Point Bab al Hawa
3.5Quality Control
1st or 3rd party companies may carry out random quality inspections from samples selected at any stage between production and distribution to GOALs beneficiaries. The cost of the quality control inspections will be covered by GOAL.
Sub-contracting: take careful note of section 3 in GOAL Standard Terms and Conditions. GOAL may choose to visit potential suppliers, including sub-contractors (if any) as per of the evaluation process.
4Administrative Arrangements & Terms of Tendering
4.1Financial Offer Invitation to Tender
GOAL, acting in its capacity as Contracting Authority, invites bidders from suitably qualified interested parties that wish to participate in tender for supply ofprinted vouchers.
Section 8of this ITTdetailsthe Mandatory Response to ITT and Declarations which must be completed and submitted.
4.2Procurement Process
4.2.1This competition is being conducted under GOALs Open International TenderProcedure.
4.2.2The Contracting Authority for this procurement is GOAL
4.3Clarifications and Query Handling
4.3.1GOAL has taken care to be as clear as possible in the language and terms it has used in compiling this ITT. Where any ambiguity or confusion arises from the meaning or interpretation of any word or term used in this document or any other document relating to this tender, the meaning and interpretation attributed to that word or term by GOAL will be final. GOAL will not accept responsibility for any misunderstanding of this document or any others relating to this tender.
4.3.2Requests for additional information or clarifications canbe made up to 5 working days (as outlined in section 2) before the deadline, and no later. GOAL strictly enforces deadlines and in no circumstances will requests for information or clarifications be accepted after this closing time on the day in question. GOAL will not accept responsibility for any missed communications or deadlines. Any queries about this ITT should be addressed in writing to GOAL via email on d answers shall be collated and published online at a timely manner.
4.4Conditions of Tender Submission
4.4.1Tenders must be completed in English.
4.4.2Tenders must respond to all requirements set out in this ITT and complete their offer in the Mandatory format for response set out in Section 8.
4.4.3Tenders must fully conform to the format requirements for response set out at Sections 7 and 8. Failure to submit tenders in the required format will, in almost all circumstances, result in the rejection of the tender. However, GOAL reserves the right to deem a formatting deficiency to be of a minor nature, and in such circumstances to request the tenderer to resubmit the tender in the correct format as set out in this ITT, on the understanding that the resubmitted tender cannot contain any material change to the proposals and terms of the originally submitted tender. Failure to resubmit a correctly formatted tender within 3 (three) working days of such a request will result in disqualification
4.4.4Tenderers must disclose all relevant information to ensure that all tenders are fairly and legally evaluated. Additionally, tenderers must provide details of any implications they know or believe their response will have on the successful operation of the contract or on the normal day-to-day operations with GOAL, regardless of whether such information is explicitly requested or not. Any attempt to withhold any information that the tenderer knows to be relevant or to mislead GOAL and/or its evaluation team in any way will result in the disqualification of the tender. In the event of a contract being awarded to a tenderer that has knowingly withheld relevant information or otherwise misled GOAL in the evaluation process in any way, then that contract will be rendered null and void
4.4.5Tenders must detail all costs identified in this ITT. Additionally, tenders must detail any other costs whatsoever that could be incurred by GOAL in the usage of services and/or the availing of options that may not be explicitly identified/requested in this ITT. Tenderers’ attention is drawn to the fact that, in the event of a Framework Agreement being awarded to them, the attempted imposition of undeclared costs will be considered a condition for default
4.4.6Any conflicts of interest involving a tenderer must be fully disclosed to GOAL particularly where there is a conflict of interest in relation to any recommendations or proposals put forward by the tenderer
4.4.7Any registerable interest involving the tenderer and GOAL, or their relatives, must be fully disclosed in the response to this ITT, or should be communicated to GOAL immediately upon such information becoming known to the tenderer, in the event of this information only coming to their notice after the submission of a bid and prior to the award of the contract
4.4.8Tenderers must accept that GOAL will not be liable in respect of any costs incurred by respondents in the preparation and submission of tenders or any associated work effort, including any attendances, deliveries, collections or research required as part of this tender or in response to any requests for clarification, and GOAL shall not be responsible or liable for any costs or expenses regardless of the conduct or outcome of the tender process
4.4.9GOALwill conduct this tender, including the evaluation of responses and final awards in accordance with the detail set out at Section 7. Tenders will be opened by at least three designated officers of GOAL
4.4.10GOAL is not bound to accept the lowest, or any tender submitted.
4.4.11Information supplied by respondents will be treated as contractually binding. However, GOAL reserves the right to seek clarification or verification of any such information (see details at Section 4.3)
4.4.12GOAL reserves the right to terminate this competition at any stage.
4.4.13Unsuccessful bidders will be notified, debriefing session will be available upon request.
4.4.14GOAL’s standard payment terms are by bank transfer within 30 days after satisfactory implementation and receipt of documents in order.
4.4.15This document is not construed in any way as an offer to contract
4.4.16GOAL and all contracted suppliers must act in all its procurement and other activities in full compliance with donor requirements. Any contract(s) that arise from this ITT will/may be financed bymultiple donors and those donors and/or their agents have rights of access to GOAL and/or any of its suppliers or contractors for audit purposes. These donors may also have additional regulations that it is not practical to list here. Submission of an offer under this ITT assumes supplieracceptance of these conditions.
4.4.17GOAL require suppliers to adhere to GOAL and donor regulations and provisions and express their consent to act in compliance with the above mentions regulations and provisions in Confirmation and Compliance Statement (section 8.7) which is a part of Mandatory format of response to this ITT.
5Submission of Bids
Offers must be delivered in one of the following ways:
- In a sealed envelope marked ‘G-SY-ANT-V-13744 Printed VouchersFWA Not be opened before 25th November 2016 00H01 GMT by the tender committee’with your financial and technical offers inside in two separate envelopes marked as Financial Offer and Technical Offerto the Private Tender Box c/o Donor Compliance Unit, GOAL Antakya office, Kanatli Mahallesi, Ataturk Caddesi No: 134 Apt 8. Floor 5. Antakya, Hatay, Turkey, 31030.
- Softcopy with your financial and technical offers in separate emails and in the subject field state:
a)G-SY- ANT-V-13744 Printed Vouchers FWA
b)Name of your firm with the title of the attachment
c)Number of emails that are sent e.g. 1 of 3, 2 of 3, 3 of 3.
If you wish to attend the Tender Opening meeting then you must submit a separate envelope marked with the above reference and ‘Bid Opening Attendance’ containing the details of your representative and their contact details.
6Eligibility, Qualification and Evaluation Process Award Criteria
6.1Eligibility and Qualification Process
Tenderers will be considered for participation in the Contract subject to the following qualification process:
6.1.1Preliminary Eligibility:
The first phase of evaluation of the responses will determine whether the tender meets the preliminary eligibility criteria set out in section 6.2 below. Only those tenders meeting the preliminary eligibility criteria will go forward to the second phase of the evaluation.
6.1.2Qualification Criteria:
The second stage of the evaluation will, as described in section 6.3 below, involve an assessment of the Tenderer’s personal and legal circumstances, economic and financial standing, and technical capacity to fulfil the obligations of the Framework Agreement.
6.1.3Evaluation Process, Award Criteria:
Each proposal that conforms to the Preliminary Eligibility and Qualification Criteria will be evaluated according to the Award Criteria given in section 6.4 below by GOAL.
GOAL will convene an evaluation team which may include members of the Finance, Logistics, Programmes, Donor Compliance and Internal Audit. Suppliers are invited to attend the Tender Opening Meeting at their own cost however please note it may be held at GOAL HQ in Ireland. This notification will be advertised on the GOAL tenders web page
During the evaluation period clarifications may be sought by e-mail from Tenderers. Clarifications may include testimonials from customers in support of particular aspects of a tender, whether such aspects are contained in the original submission or in subsequent responses to requests for clarification. Deadlines will be imposed for the receipt of such clarifications and failure to meet these deadlines may result in the disqualification of the Tender or loss of marks. Responses to requests for clarification shall not materially change any of the elements of the proposals submitted. Unsolicited communications from Tenderers will not be entertained during the evaluation period.
6.2Preliminary Eligibility Criteria
There are six basic requirements with which proposals must comply before being considered for evaluation, as explained below:
6.2.1Closing Date:
Proposals must have met the deadline stated in section2of these Instructions to Tenderers, or such revised deadline as may be notified to Tenderers by GOAL. Tenderers must note that GOALis prohibited from accepting any proposals after that deadline.
6.2.2Delivery Format:
Proposals must be delivered in the format specified in section 5 of these Instructions to Tenderers. GOALwill not accept responsibility for tenders delivered in any other format. Tenders delivered in any other format may be rejected.
6.2.3Format and Structure of the Proposals:
Proposals must conform to the Mandatory Response Format detailed in section 8 of these Instructions to Tenderers or such revised format and structure as may be notified to Tenderers by GOAL. Failure to comply with the prescribed format and structure may result in the tender being rejected at this stage.
6.2.4Specification of the proposedvouchers:
The Specificationsof proposed vouchersmust match or exceed the minimum requirements given in Section 3 and Appendix 9.1 of this ITT.
6.2.5Confirmation of delivery time:
Delivery time meansnumber of days from the date of signing the Purchase Order with GOALtill the date of printed vouchers delivery inclusive.
6.2.6Confirmation of validity of your proposal:
The Tenderers must confirm that the period of validity of their proposal is not be less than 90 (ninety) days.
6.3Qualification Criteria
Tenderers that have met the preliminary eligibility criteria will then be assessed on the basis of the following three Qualification Criteria:
6.3.1Personal and Legal Circumstances:
The Tenderer must have stated in section8.5 that neither the Tenderer nor any party involved in the Tenderer’s proposal is disqualified from participation in this tendering exercise for any of the reasons given in section 8.5.
6.3.2Technical Capacity:
6.3.2.1The Tenderer will be deemed qualified if they provide details of two fulfilled similar nature contacts during last two years in section 8.3.2.
6.3.2.2The Tenderer can supply at least 2 independent references in support of their proposal in section 8.4
6.3.3Economic and Financial Standing:
Tenderers will be deemed qualified to provide the products required if they provide all the information requested at section 7 demonstrating that they have the required level of economic and financial standing.
6.4Award Criteria
Tenders will be awarded marks under each of the award criteria listed in this section to determine the most economically advantageous tenders.