National tender application pack V0.2

Tender reference: 2016 - 021

Invitation to bid

The Lebanese Red Cross Society (LRCS) hereby invites sealed bids from manufacturers/reputed firms/ registered suppliers for the supply of the following supplies/ services:

Lot: 1 – Hygiene Kits

No. / Item description / Unit / Quantity/kit / Total Quantity / Delivery Sites
1 / Washing Powder / 500g / 6 / 147,120 / LRCS Warehouses:
Hermel,
Qobayet,
Koura,
Saida,
Zahle
2 / Soap, body soap / 100g / 12 / 294,240
3 / Tooth Paste, tube / 75ml / 4 / 98,080
4 / Tooth Brush / Piece / 4 / 98,080
5 / Shampoo / 500ml / 2 / 49,040
6 / Razor, disposable / Pack of 5 / 5 / 122,600
7 / Sanitary pads / Pack of 10 / 8 / 196,160
8 / Facial Tissue pack / Pack of 150 / 4 / 98,080
9 / Dish wash Soap / 500ml / 2 / 49,040
10 / Sponge Scour / Piece / 2 / 49,040
11 / Card Board Packing / Piece / 1 / 24,520
12 / waste bags / Roll of 20 / 1 / 24,520

Note: Detailed specifications and packaging requirement are defined in Annex 3 - Detailed Specifications to tender

INCOTERMS / DDP – Delivery Duty Paid
Delivery address / LRCS – Spears Centre

All documents can be downloaded from (Please select “Tender” from the menu at the top right of the page). Tenderers are advised to check the website regularly as any changes or additional information related to this tender will be updated via the website.

Tenders must be submitted either by email or sealed to:

Mailing address / Lebanese Red Cross Society Head Quarters,
Spears Street,
Kantari,
Beirut, Lebanon
Email address /
Contact person / Jamileh Mikhael
Tender deadline / Date: Friday 13, January, 2017
Time: 5:00:00 PM
Bids to be marked / “Tender reference: 2016 - 021. Do not open before Friday 13, January, 2017”
Deadline for questions / Date: Friday 6, January, 2017
Time: 5:00:00 PM

Bidder’s checklist

Description / To be filled by bidder / To be filled by LRCS committee
Included? / Present & complete? / Comments
Step/ document to be submitted withtender / Yes / No / Yes / No
Complete tender package delivered before the deadline specified - Compulsory
Addendum - Signed and stamped – Compulsory
Annex 1 – LRC supplier registration form – completed, signed & stamped – Compulsory
Annex 2 - Bid offer form – completed, signed & stamped – Compulsory
Annex 3 - Detailed Specifications - signed & stamped – Compulsory
Annex 4 – Estimated delivery plan over the year
Annex 5 - Schedule of delivery – completed, signed & stamped – Compulsory
Annex 6 – Past performance & client references – completed, signed & stamped
Annex 7 - Letter of authorisation & acceptance statement –signed & stamped – Compulsory
Specific Conditions– Signed & stamped Compulsory (if present)
Supporting documents
Copy of company registration – (Ministry of Justice)-وزارة العدل) ) شهادة تسجيل شركة تجاريةCompulsory
Copy of tax registration (Ministry of Finance((وزارة المالية)شهادة تسجيل الشركة– Compulsory
Copy of VAT registration (Ministry of Finance) (وزارة المالية) شهادة تسجيل في الضريبة على القيمة المضافة– Compulsory(if VAT registered)
Copies of past contracts/ POs as proof of experience
To be filled in by LRCS committee only / Eligible / Ineligible
Outcome of administrative check.

Instructions to bidders

Tenderers must meet all the requirements specified in the tender documents and therefore advised to go through the tender documents carefully before submission and be certain that they are able to comply with the specified terms & conditions.

Contents

Invitation to bid

Bidder’s checklist

Instructions to bidders

General conditions

Specific Conditions

Addendum

Tender forms

Annex 1 – LRC supplier registration form

Annex 2 - Bid offer form

Annex 3 - Detailed Specifications

Annex 4 – Estimated Delivery Plan over the year

Annex 5 - Schedule of delivery

Annex 6 – Past performance & client references

Annex 7 - Letter of authorisation & acceptance statement

Article 1.Bidding in lots:If the tender is divided into lots bidders should make every effort to bids for all items within the lot they are interested in. If bidders fail to complete all items within the lot LRCS reserves the right not to award the lot to the bidder. Bidders must complete at least one lot to be considered eligible. Bidders can bid for as many lots as they wish.

Article 2.Items and Quantity: These quantities are for information purposes only and are under no circumstances a guaranteed level of purchase by LRCS under this contract. It should also be noted that LRCS regularly procure goods and services at a local or regional level to fulfil their needs; any contract offered subsequent to this tender should therefore not be considered as an exclusive supply agreement. LRCS reserves the right to split up the order between suppliers.

Article 3.Specifications: The detailed specification in respect of each item with packing, marking/ labelling instructions etc. are given in Annex 3 - Detailed Specificationswhich Tenderers must adhere to.

Article 4.Eligibility:

4.1.Bidders must sign on a bid submission register when delivering their bids – any bids that are not listed on the register will not be considered.

4.2.Tender Submissions not addressed and or marked as specified in the Addendum or sent by other means may not be accepted. Address for delivery of offers is listed in the Addendum.

4.3.Tenderer(s) must be Manufacturers, accredited Wholesalers, Traders / Suppliers, Agents in their registered country.

4.4.Any unsealed tenders and tenders received after the submission deadline will not be accepted.

4.5.Tenderer(s) should have the capacity and capability to supply the items in accordance with the specifications within the prescribed delivery time and the terms & conditions mentioned herein.

4.6.Contracts can be awarded individually or jointly.

Article 5.Price:

5.1.Price should be best and final offer

5.2.Include discounts for early payment, if any

5.3.All prices should be denominated in the currency that is specified in the Addendum attached.

5.4.Applicable VAT/duty rates should be clearly stated per item in the offer as to facilitate any tax/ duty exemptions/ reimbursement

5.5.Note that if two bids are received for the same value where one bidder is VAT registered and the other not - preference will be given to the VAT registered bidder.

Article 6.INCOTERMS:

6.1.INCOTERMS©2010 as defined by the International Chamber of Commerce will be used to govern the terms of delivery/ contract.

Article 7.Delivery Destinations:

7.1.Details of the consignee and necessary details for the paperwork will be agreed at the time of signing contract with successful Tenderer/s. Tenderer(s) shall be responsible for all costs arising from packing, forwarding and delivering of goods to actual points of delivery including loading, unloading, transport and insurance and clearance costs as per the stated INCOTERMS.

Article 8.Delivery/Readiness Period:

8.1.The delivery/readiness must be within the agreed timeframe after the of signing the contract by both parties and all the items/quantities must be delivered at the delivery destinations within a maximum period as agreed on the signing of the contract. The successful Tenderer will be required to agree to the Delivery Schedule (as stated, in tranches so they meet the requirements of our consignee) as per Annex 5 - Schedule of delivery

Article 9.Packaging:All goods must be appropriately packed (if applicable – referAnnex 3 - Detailed Specifications) suitable for sea/road transportation and loading/unloading including rough handling to final destinations.

Article 10.Marking/Labelling: Marking / Labelling instructions are provided in Annex 3 - Detailed Specifications

Article 11.Required documents/certificates: The supporting documents/certificates required are:

11.1.With the Tender:

11.1.1.Completed, signed and stamped copies of

11.1.1.1.Specific Conditions (if present)

11.1.1.2.Addendum

11.1.1.3.Annex 1 – LRC supplier registration form

11.1.1.4.Annex 2 - Bid offer form

11.1.1.5.Annex 3 - Detailed Specifications

11.1.1.6.Annex 4 – Estimated delivery plan over the year

11.1.1.7.Annex 5 - Schedule of delivery

11.1.1.8.Annex 6- Past performance & client references

11.1.1.9.Annex 7 - Letter of authorisation & acceptance statement

11.1.2.Documents in support of Tenderer(s) profile:

11.1.2.1.Company registration(Ministry of Justice)شهادة تسجيل شركة تجارية (وزارة العدل)

11.1.2.2.Copy of tax registration(Ministry of Finance) شهادة تسجيل الشركة (وزارة المالية)

11.1.2.3.Copy of VAT registration (Ministry of Finance) المضافةشهادة تسجيل في الضريبة على القيمة (وزارة المالية) Note that this is only compulsory if registered for VAT.

11.1.3.Letters/certificates of performance in previous 3 years.

11.1.4.At least 2 most recent references with their contact details.

11.1.5.Confirmation / Certificate of weight, quality and origin of country of goods.

11.2.With delivery of material (if successful):

11.2.1.Delivery Notes with packing details (weight, volume etc.)

11.2.2.Commercial invoice - 2 copies (on delivery)

Article 12.Language: The documents submitted will be accepted in English language only. The certificate, etc. from local government or local authorities (if applicable) could be provided in actual language but a copy of translation in English language duly notarised should be provided as well. All markings and labelling should appear in English only.

Article 13.Samples: Please refer to the Addendum is samples are required with the bid submission or not. If required - samples of all the items must be submitted together with your Tender documents. Samples must meet the required specifications as per Annex 3 - Detailed Specifications. Each sample must be clearly labelled. LRCS reserves the right to reject bids where Tender documents are not accompanied by the samples.

Article 14.Bid Validity: Your offer must remain valid for the period specified in the Addendumafter of Tender submission deadline. If the bid is successful and contracted the bid will remain valid for the duration of the contract.

Article 15.Your offer should clearly state the following:

15.1.Country of origin of the goods

15.2.Place of manufacture and place of despatch

15.3.Unit prices / Total prices, etc. as per Annex 2 - Bid offer form

15.4.Price should be net after deduction of any discount and should be compatible with the appropriate INCOTERMS specified in the Addendum and conform to price elements specified in Article 5

15.5.Firm dates for starting and completion of delivery at delivery points.

15.6.Confirmation to comply with the specifications as per Annex 3 - Detailed Specifications, if you can meet the specifications. If not, state clearly.

15.7.Confirmation to agree to accept the terms and condition as per this tender document and the general terms and conditions attached at Annex 7 - Letter of authorisation & acceptance statement.

15.8.Full packing details (contents, weight and volume)

Article 16.All or None Clause:The LRCS reserves the right to accept or reject any or all the offers and decrease or increase the quantity of items or reduce the quantity of any item/s and the lowest tender need not be accepted. Failure to comply with any of the above requirements will justify rejection of the offer. Successful Tenderers will be required to sign, stamp and return one copy of the Contract confirming your acceptance of the specification and agreed terms and conditions.

Article 17.Conditions for submitting offers: Tenderers are responsible for the submission of their tender on time and in accordance with the instruction within the tender documents.

17.1.LRCS will not be responsible for any failure or delay in collection or submission of tender documents before the given deadlines.

17.2.Expenditure on preparation & delivery of tender submissions shall be borne by the Tenderer.

17.3.All requests for information, queries / questions should be requested through the details provided in the Addendum.

General conditions

General conditions are available from

Specific Conditions

None

Addendum

Section in instructions to bidders: / Item: / Specification:
Price / Currency / USD
Exchange rate @ / 1USD = LBP1,500
INCOTERMS© / Terms of delivery / DDP – Delivery Duty Paid
Tender delivery / Delivery address / Lebanese Red Cross Society Head Quarters,
Spears Street,
Kantari,
Beirut, Lebanon
Delivery contact / Jamileh Mikhael
Delivery email /
Goods/ services delivery period / Start period / ASAP
Delivery deadline / None
Marking/ labelling / 2016 - 021
Language / Tender document language / English
Samples / Samples to be delivered with bids? / No
Bid validity / Offer to be valid for / 90 calendar days
Liquidated damages / Damages per calendar day of delay / 0.5% of contract value
Maximum delay damages / 5% of contract value
Payment / Invoice to be raised on delivery of / Each batch/ final delivery
Payment terms / 45 calendar days after submission of all required documentation
Tender deadline / Date: Friday 13, January, 2017
Time: 5:00:00 PM
Bids to be marked / “Tender reference: 2016 - 021. Do not open before 13/01/2017”
Deadline for questions / Date: Friday 6, January, 2017
Time: 5:00:00 PM
General Conditions
Article 1 / Warranty period / 1 Year minimum
Dispute Adjudication Rules defined by / Lebanese
Contract jurisdiction / Lebanon

Tender forms

Annex 1 – LRC supplier registration form

Please fill in this questionnaire in order to register. Information given in this questionnaire will be handled confidentially. Please attach all other documents requested in the questionnaire. All bidders should completely fill up this form. If found blank then the bidder's tender shall not be included in the Final Evaluation

  1. NAME OF COMPANY:

Mailing Address
Country:
Contact Person (s)
Telephone No / Fax:
Email
Website
Owner(s) Name(s):
Nationality:
VAT Number
Date of Registration of VAT
  1. ORGANISATION REGISTRATION:
/ Year Established: Under the laws of:
  1. SIZE OF BUSINESS
/ No. of Employees: No. of Branches:
No. of International Offices:
Location of Factories:
No. of Plants:
No. of Warehouses
  1. AFFILIATED/HOLDING/ SUBSIDIARY COMPANIES:
/ Name Address Nature of Affiliation

Page 1 of 15

National tender application pack V0.2

Tender reference: 2016 - 021

Annex 2 - Bid offer form

No / Item Description / Origin Of Goods / Quantity per Kit / Total Quantity / Unit / Currency / Unit Price Excl. of all taxes / VAT rate / Unit Price Incl. all taxes / Total Including all taxes / Lead time for Delivery
1 / Washing Powder / 6 / 147,120 / 500g / USD
2 / Soap, body soap / 12 / 294,240 / 100g / USD
3 / Tooth Paste, tube / 4 / 98,080 / 75ml / USD
4 / Tooth Brush / 4 / 98,080 / Piece / USD
5 / Shampoo / 2 / 49,040 / 500ml / USD
6 / Razor, disposable / 5 / 122,600 / Pack of 5 / USD
7 / Sanitary pads / 8 / 196,160 / Pack of 10 / USD
8 / Facial Tissue pack / 4 / 98,080 / Pack of 150 / USD
9 / Dish wash Soap / 2 / 49,040 / 500ml / USD
10 / Sponge Scour / 2 / 49,040 / Piece / USD
11 / Card Board Packing / 1 / 24,520 / Piece / USD
12 / waste bags / 1 / 24,520 / Roll of 20 / USD
Packaging & Delivery / 1 / 24,520 / Delivery / USD
GRAND TOTAL

Annex 3 - Detailed Specifications

Item # / Item Description / Detailed specifications / Quantity/kit / Unit
1 / Washing Powder / WASHING POWDER, for cloth washing, cleaning capacity 20g per 1kg of cloth, recommended dose. Solubility 99% min. Anionic+non-ionic 12-15%. 35% on concentrated product. Possible additives: softener, anti-redisposition, opticalbrightening, flavoring, enzymes etc. / 6 / 500g
2 / Soap, body soap / SOAP, BODY - Toilet soap in bar, not harmful to the skin, from vegetable or animal fat, not containing pork fat. Bars individually packed in easy flow packs.
Fatty acid: minimum 70 %.
Moisture: maximum 20 % at time of packing.
NaOH content: maximum 0.3 %
NaCI content: maximum 0.5 %.
Weight: bar of 100g each.
(NO STRONG FRANGRANCES BUT NATURAL FRAGRANCE ONLY) / 12 / 100g
3 / Tooth Paste, tube / TOOTH PASTE, Tube
Anionic + non-ionic components Indicate as % of weight. Abrasive materials: Indicate as % of weight.
Fluoride components: Indicate as % of weight. Bactericide, Total micro-organisms, Irritating effect.
Packaging: Tube in plastic of 75ml, equivalent to 100g net weight – WITH SCREW CAP
SHOULD BE NON HERBAL / CALCIUM AND FLOURIDE ONLY – TOOTHPASTE SHOULD BE WHITE / 4 / 75ml
4 / Tooth Brush / TOOTH BRUSH, medium
Length 163mm minimum / 180 mm maximum
Hardness bristle Medium
Height of bristle 11mm +/-1mm
Color Various - Packing Individual polyethylene / 4 / Piece
5 / Shampoo / SHAMPOO,
Anionic + non-ionic components Indicate as % of weight
PH 5 to 9. Properties Easy-lathering shampoo formulated for normal hair, to clean hair and scalp.
Packaging Supplied in an unbreakable bottle of 500ml, with clear markings.
Preference is given to bottles in PET with 2 pieces safety closure and sealing liner
NO STRONG FRAGRANCE / 2 / 500ml
6 / Razor, disposable / RAZOR, disposable
Type: Twin stainless / carbon steel blades and lubricant strip.
Steel contain - blade 0.40% - 1.05% of carbon and at least 12% of chromium
Size plastic handle +/- 8 cm long
For plastic parts Total cadmium content not more than 100 mg/kg
Plastic handle and fixed head, color black or dark blue
Head protected with cover for safety. 5 pieces packed in a plastic bag/pouch / 5 / Pack of 5
7 / Sanitary pads / HYGIENIC PADS, normal size, with wings
Thickness: "Thin"
Length 22-25 cm. Width 7-9 cm.
Pulp 7.7 gr. Silicones paper 0.275 gr. Tissue paper 0.65 gr. Non-woven with adhesive tape 1.025 gr. PE film 0.43 gr.
Total weight 10.8 gr. +/- 5%
The supplier to certify that the sanitary towel does not contain any dangerous substances is fit for human beings and accepted by the sanitary inspection at final destination. / 8 / Pack of 10
8 / Facial Tissue pack / Facial Tissues Type SOFT sheets dimensions 21.5 X 21.5 CM
2 PLY
Carton Box of 200 or 300 pieces (not plastic)
Soft and absorbent, not harmful for the nose
Color white, no recycle tissues / 4 / Pack of 150
9 / Dish wash Soap / Liquid Soap for dishes,
NO STRONG FRAGRANCE / 2 / 500ml
10 / Sponge Scour / Deep cleaning and heavy duty scrubbing job of stainless steel pot, grills, ovens, kitchen tools and non-delicate surfaces.
1cmx13cmx15cm / 2 / Piece
11 / Card Board Packing / White color
Heavy-Duty Double-Corrugated Fiberboard Carton sufficient to hold the above contents without breaking/ splitting.
Front and back side printing of Lebanese Red Cross logo together with logo of the funding partner
Side print includes the list of the contents (one side in English, one side in Arabic). Both sides include on the top a small logo of the Lebanese Red Cross / 1 / Piece
12 / waste bags / Capacity: 25 L; Dimensions: 60 x 26 cm ; Color: Black ; Bags per Pack: 20 pcs ; Thickness: 1.2 Mil / 1 / Roll of 20
Packaging & Delivery / Kits shall be individually packaged inside the Card Board and delivered to LRCS warehouses as advised. / 1 / Delivery

Annex 4 – Estimated Delivery Plan over the year

Month / January / February / March / April / May / June / July / August / September / October / November / December / Total
Number of Hygiene Kits to be delivered / 2500 / 2500 / 2500 / 2500 / 2500 / 2500 / 3000 / 3020 / 3500 / 24520
Warehouse
Hermel / 550 / 550 / 550 / 550 / 550 / 550 / 800 / 800 / 850 / 5750
Qobayet / 600 / 600 / 600 / 600 / 600 / 600 / 700 / 700 / 800 / 5800
Koura / 50 / 50 / 50 / 50 / 50 / 50 / 50 / 70 / 100 / 520
Saida / 700 / 700 / 700 / 700 / 700 / 700 / 800 / 800 / 900 / 6700
Zahle / 600 / 600 / 600 / 600 / 600 / 600 / 650 / 650 / 850 / 5750

Annex 5 - Schedule of delivery

Please be sure to complete the lead time in Annex2 - bid offer form. Please note that should be specified in weeks from receipt of PO to delivery.

Annex 6 – Past performance & client references

No. / Description / Customer / Unit / Quantity / Contract date / Contract value (USD)
1
2
3
4
5
6

Please provide the details of two companies for your reference check. For these companies it is compulsory to attach a scan/ photo copy of the Contract/ Purchase order/ Completion certificate/ Reference letters as proof.