ITT – DUB-HRD-6642 Service Level Agreement
GOAL– IRELANDInvitation to Tender (ITT)
for the supply of prescription drugs as a Service level Agreement
REF: DUB-HRD-6642
Contents
1 About GOAL 3
2 Proposed Timelines 3
3 Overview of required services 3
3.1 Specifications of service 3
3.2 Service Level Agreement (SLA) 3
3.3 Quality Control 4
4 Administrative Arrangements & Terms of Tendering 4
4.1 Financial Offer Invitation to Tender 4
4.2 Procurement Process 4
4.3 Clarifications and Query Handling 4
4.4 Conditions of Tender Submission 4
5 Submission of Bids 6
6 Eligibility, Qualification and Evaluation Process & Award Criteria 6
6.1 Eligibility and Qualification Process 6
6.2 Preliminary Eligibility Criteria 7
6.3 Qualification Criteria 7
6.4 Award Criteria 8
7 Mandatory Format for Submitted Financial Offer 9
7.1 Introduction 9
7.2 Costs and Prices Schedule 9
7.3 Mandatory format of response 9
8 Mandatory Format of Response 10
8.1 Checklist and Instructions for BID submission 10
8.2 Tenderer Contact Details 11
8.3 Tenderer Business, Financial and Economic Details 12
8.4 References 13
8.5 Declaration re Personal & Legal circumstances 14
8.6 Declaration re Statutory Obligations 15
8.7 Value Added Features 16
9 Appendices 16
9.1 Financial Offer 16
9.2 GOAL terms and conditions 16
1 About 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. Essential to this operation is being able to provide prescription drugs to our staff or visitors that have to travel in and out of the countries that are supporting our programming. For more information on GOAL and its operations please visit www.goal.ie.
2 Proposed Timelines
Line / Item / Date, year, time, and time-zone must be stated1 / ITT published / 21 November 2016
2 / Closing date for clarifications – 5 working days before the deadline / 5 December 2016 23:59 Irish time
3 / Closing date and time for receipt of Tenders / 12 December 2016 23:59 Irish time
4 / Contract award forecast / January 2017
3 Overview of required services
3.1 Specifications of service
GOAL invites prospective suppliers to reply to this ITT and submit their bids for the supply of prescription drugs; their parameters must meet or exceed minimum specification requirements outlined below:
3.1.1 All tenderers must submit copies of certificates of membership to Industry regulatory bodies (e.g. Pharmaceutical Society of Ireland)
3.1.2 Minimum required specifications are as follows:
· Be within 2.5km of GOAL HQ at 12-14 Cumberland Street, Dun Laoghaire, Co. Dublin
· Must carry minimum stock levels of required drug forms
· Must stock the drug groups as per Financial offer listing
3.2 Service Level Agreement (SLA)
An SLA is anagreementwith single supplier (or group of suppliers) to establish terms governing contracts that may be awarded during the period of theagreement. 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 this agreements as all purchases will be based on the needs and activities of GOAL.
The SLA will set prices for the SLA duration (initially for 1 year however the SLA will run 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 vendors to make sure it’s within current market value.
When an SLA is established with a supplier, the purchasing mechanism will be based on GOAL staff providing the prescription at the Pharmacy counter, the drugs are available immediately and GOAL to be invoiced monthly on all provided drugs. Please note prescription drugs must be related to international travel with GOAL, prescriptions related to personal health issues will not be covered by GOAL.
The preferred bidder(s) will be required to enter into an SLA Agreement with GOAL for the supply of prescription drugs on the conditions set out in Financial Offer to this ITT (Appendix 9.1.), the GOAL Standard Terms and Conditions (Appendix 9.2) and other documents which form the Mandatory requirements for response.
3.3 Quality Control
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.
4 Administrative Arrangements & Terms of Tendering
4.1 Financial 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 of prescription drugs.
Section 8 of this ITT details the Mandatory Response to ITT and Declarations which must be completed and submitted.
4.2 Procurement Process
4.2.1 This competition is being conducted under GOALs Open National Tender Procedure.
4.2.2 The Contracting Authority for this procurement is GOAL
4.3 Clarifications and Query Handling
4.3.1 GOAL 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.
4.3.2 Requests for additional information or clarifications can be 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 and answers shall be collated and published online at https://www.goalglobal.org/tenders in a timely manner.
4.4 Conditions of Tender Submission
4.4.1 Tenders must be completed in English.
4.4.2 Tenders 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.
4.4.3 Tenders 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.
4.4.4 Tenderers 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.
4.4.5 Tenders 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.
4.4.6 Any 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.
4.4.7 Any 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.
4.4.8 Tenderers 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.
4.4.9 GOAL will 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.
4.4.10 GOAL is not bound to accept the lowest, or any tender submitted.
4.4.11 Information 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).
4.4.12 GOAL reserves the right to terminate this competition at any stage.
4.4.13 Unsuccessful bidders will be notified, debriefing session will be available upon request.
4.4.14 GOAL’s standard payment terms are by bank transfer within 30 days after satisfactory implementation and receipt of documents in order.
4.4.15 This document is not construed in any way as an offer to contract.
4.4.16 GOAL and all contracted suppliers must act in all its procurement and other activities in full compliance with GOAL and 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 service provider acceptance of these conditions.
5 Submission of Bids
Offers must be delivered in softcopy to and in the subject field state:
a) DUB-HRD-6642 Prescription Drugs SLA
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 an electronic version cannot be sent please submit in a sealed envelope marked ‘DUB-HRD-6642 Prescription Drugs SLA’ to the Private Tender Box c/o Reception, GOAL HQ, 12-13 Cumberland Street, Dun Laoghaire, Co Dublin, A96 HX78.
If you wish to attend the Tender Opening meeting then you must submit a separate envelope marked with the above reference and ‘Tender Opening Attendance’ containing the details of your representative and their contact details.
6 Eligibility, Qualification and Evaluation Process Award Criteria
6.1 Eligibility and Qualification Process
Tenderers will be considered for participation in the Contract subject to the following qualification process:
6.1.1 Preliminary 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.
6.1.2 Qualification 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.
6.1.3 Evaluation 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 https://www.goalglobal.org/tenders
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.
6.2 Preliminary Eligibility Criteria
There are five basic requirements with which proposals must comply before being considered for evaluation, as explained below:
6.2.1 Closing Date:
Proposals must have met the deadline stated in section 2 of these Instructions to Tenderers, or such revised deadline as may be notified to Tenderers by GOAL. Tenderers must note that GOAL is prohibited from accepting any proposals after that deadline.
6.2.2 Delivery Format:
Proposals must be delivered in the format specified in section 5 of these Instructions to Tenderers. GOAL will not accept responsibility for tenders delivered in any other format. Tenders delivered in any other format may be rejected.
6.2.3 Format 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.