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Letter of Invitation to Tender

Khartoum,

Tender ref.: (CWW/WK/17134)

Dear Sir/Madam,

SUBJECT: INVITATION TO TENDER FOR NON –FOOD ITEMS (NFIs)

Further to your enquiry regarding the publication of the above-mentioned Invitation to Tender,

please find enclosed the following documents, which constitute the tender dossier:

1. Introduction.

2. Instructions to Tenderers.

3. Concern’s Purchasing Terms and Conditions.

4. Programme Participant Protection Policy (See annex 1).

5. Tenderers Declaration.

6. Tenderer’s Relevant Experience form. (see annex2)

We look forward to receiving your tender on or before 13/05/2017 at the address specified in

section 2.2, submission of the tender dossier.

Your tender bid must include the following documentation so please use the list below as a

‘Checklist’ before submitting your tender to Concern.

1. Details NFIs offered &Technical Specification if any.

2. Financial Offer

3. Completed Signed Tenderers Declaration

4. Company Certificate of Registration

5. Company should be specialized in the Relief/Emergency Items

6. Completed ‘Tenderers Relevant Experience Form’

Offers must be submitted in sealed envelopes, marked “not to be opened befor 13/05/2017 15:00

pm” and should bear the tender reference specified above on the outside of the envelope for

identification purposes. Company names should not appear on the outside of the envelope.

Yours sincerely,

Concern Worldwide Republic of Sudan

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SUPPLY OF NFIs FOR CONCERN WORLDWIDE

EMERGENCY PROGRAM

TENDER REFERENCE: (CWW/WK/17134)

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TENDER DOSSIER TABLE OF CONTENTS

1. Introduction

2. Instructions to Tenderers

2.1 NFIs specification & requirement

2.2 Submission of tenders

2.3 Contents of tenders

2.4 Price (ex works, transport and insurance)

2.5 Currency

2.6 Packing

2.7 Marking

2.8 Delivery

2.9 Tender guarantee

2.10 Liquidated damages for delay

2.11 Receipt of orders

2.12 Tender notification

2.13 Payment terms and procedures

2.14 Opening of tenders

2.15 References

2.16 Law applicable

2.17 Arbitration and agreement termination

2.18 Clarification or additional information required

3. Concern’s Purchasing Terms and Conditions

4. Concern Programme Participant Protection Policy

5. Tenderers Declaration

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1. Introduction

For reasons of efficiency and value for money, Concern is inviting tenders

for the supply of its current NFIs requirements.

Tenderers who are unsuccessful in relation to this invitation to tender (Ref:

(CWW/WK/17134) are not in any way excluded from competing for supply

of any further requests to supply that may arise later in the year.

2. Instructions to Tenderers

2.1 NFIs Specification & Requirements

The total requirements of this tender process for supplies of NFIs, and

tenderers are invited to bid accordingly. If discounts are offered, the discount

conditions should be clearly stated in the tender submission.

Concern Worldwide reserves the right to postpone or cancel the tender at

any stage of the tender process. Equally, Concern Worldwide reserves the

right to postpone or cancel proportions of any individual offer at any stage.

Any cancellation or postponements will be communicated in writing to all

Companies involved in the tender process.

Best price should be offered for tender submissions as no negotiation on

price will take place once tenders have been received.

DELIVERY LOCATION: the point of delivery will be DDP Concern

Worldwide, Muglad office, West Kordfan, Sudan

Contract Reference: (CWW/WK/17134)

NFIs Specification: NFIs required with the following specification:-

No.

Quantity

Unit

Description

Specification

1

4000

Pcs

Blankets

150cm x 200cm; minimum 30% wool,

weight 1.3 -1.5kgs, Machine pressed in

bales min 25 pcs per bale.

2

2000

Set

Cooking pots + Lids

Cooking Pot: Aluminum 6 ltrs capacity,

thickness 16G (1.4mm), min weight 530g,

straight sided. Lid; min 21G, min weight

125g.

3

2000

Set

Cooking pots + Lids

Cooking pot: Aluminum 7.5 ltrs capacity,

thickness 16G (1.4mm), min weight 620g,

straight sided. Lid; min 21G.

4

4000

Pcs

Mosquito Net

Impregnated Mosquito nets

Insecticide Treated Nets (ITN) Long

Lasting Insecticide Nets (LLIN)

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W48'' x L72'' x H48'' - 65% polyester, 35%

Cotton , WHO and ECHO approved

5

8000

Pcs

Plates

Pressed stainless steel; 21.5 - 22cm

diameter, weight 85-105 grams

6

4000

Pcs

Mugs with Handle

Stainless steel mug 500ml, weight 35-40g.

7

4000

Pcs

Service Spoon

(scoop)

Stainless Steel, Length 33 - 35cm,

minimum weight 70grams.& wooden

handle

8

2000

Pcs

Kitchen knife

Stainless steel, blade length 1/3 each of 6,

7 & 8 inches, wooden handle

9

10,000

Pcs

Eating Spoons

Stainless steel, length approx. 7", weight

20 -25 g

10

4000

Pcs

Plastic Sleeping Mat

90x180cms(36"x72"), 100% virgin

polypropylene, double stitched with

polyester/cotton webbing on both

ends(36"), 72" sides single stitched, w600

- 800g

11

16,000

Pcs

Soap

120g bar,27pcs in each packet, TFM 50-

62%, non-perfumed, packaged in

Cartoons

12

2000

Pcs

Polypropylene sack

Capacity 100 kgs, virgin woven

polypropylene, weight 130-140g, size

approx. 46.5"x29.5", with rope and

printed logos - 5 colors

13

2000

Pcs

Jerrycan 20 ltr

Rectangular 20 liters, c/w screw cap,

yellow or white, LDPE

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14

4000

Sheet

Dumoria Cloth

Sheet of Dumoria Cloth Size (2mtX2mt)

15

2000

Sheet

Plastic Sheets

Approx 3.6mX5.4m,with eyelids,Old MSF

pecs.

2.2 Submission of tenders

Tenders and all supporting documents must be submitted in English (1

original + two copies required) . The tenders are to be submitted in a sealed

envelope and keep it plain. No indication of the bidder should be included on

the outer envelope.

The address for delivery of sealed tenders by hand or by mail:

Concern Worldwide Sudan,

Street # 37,

Near Kanon Hotel,

Khartoum2, Khartoum.

TEL: 0183-562266

The closing date and time are as follows; 13/05/2017 at 15:00 any tenders

arriving after this time will be rejected.

2.3 Content of Tenders

Tenderers are requested to specify a single price for each lot including

delivery to the stated destination. Furthermore the Tenders should include

the following documents:

1. Technical specification for the NFIs

2. Financial offer.

3. Signed tenderers declaration

4. Copy of company certificate of registration confirming company

nationality, no dues from Tax authorities.

5. Details of three UN Agencies or NGO organizations which may be

contacted for reference purposes.

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6. Company should be specialized in the Relief/Emergency Items,

minimum five experiences.

Note: The tenderer shall, if requested, furnish any additional information

related to his tender, which may be required for the evaluation of the tender.

2.4 Price (Ex Works, Transport, Insurance)

DDP to Concern worldwide, Muglad office , West Kordfan, Sudan and

Way-bill should be forwarded to tender.sudan@concern.net

2.5 Currency

The price tendered for the supplies should be quoted in USD ,EURO .

2.6 Packing

The NFIs must be transported in a secure way, in cartoon or package to

avoid any damage. (Annex 3)

2.7 Marking

All cartons, packages shall be marked as specified in the specification list.

Concern logo, which will be supplied by Concern Sudan. The supplier must

prepare a packing list, showing description, quantity, weight and dimension.

2.8 Delivery

The Supplier shall not transport more than the contracted quantity of goods

called for in the contract and Concern shall not be held responsible or liable

for payment for any quantity in excess of that indicated in the contract/

purchase order. Excess shipment shall be surrendered unconditionally free

and gratis by the supplier to Concern, and the supplier shall be held

responsible for all consequences of said excess delivery.

The supplier shall furnish Concern Sudan, through the most expedient

means, advance copies of supplies documents enumerated below:

a) One original and two copies of the pro forma/commercial invoices

b) The relevant packing list;

c) One full set of the original insurance policy if any

d) Original invoice should be VAT included if applicable.

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The delivery instructions may be amended, supplemented, expanded or

clarified by Concern at the time of placing the order with the supplier and

will be reflected in the contract/Purchase Order.

2.9 Liquidated damages for delay

Liquidated damages of one tenth of one percent (0.1%) of the value of the

delayed goods per calendar day of delay (up to 5% of contractual price) shall

be charged against the Supplier who fails to deliver within the stipulated

delivery schedule agreed between the supplier and Concern at the time of

placing an order.

2.10 Receipt of Orders

The responsible authority for provisional and final acceptance is Concern.

The supplier will accept that Concern has the right to nominate a survey and

inspection company responsible for undertaking quality, weight and packing

quality inspections of goods and issuing the relevant quality, weight and

quality packaging on spot or delivery point of destination.

2.11 Tender Notification

The successful tenderer will be notified after the tender evaluation has been

carried out by an evaluation committee and after approval of the evaluation

report by a commission appointed by Concern in Sudan. The award will be

placed by Purchase Order by Concern Sudan. Unsuccessful tenders will also

be informed in writing.

2.12 Payment Terms and Procedures

All payments shall be authorized and made by Concern Worldwide,

Khartoum, Sudan.

Payment will be effected 30 days from receipt of transporting/shipping

documents and original invoice by Concern, Khartoum.

Payment will be made by bank transfer/Cheque to the suppliers indicated

bank account.

2.13 Opening of Tenders

The concern Tender evaluation Committee will open and evaluate the

Tender. The contract shall be awarded to the Tenderer who presents the best

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price for static specification. All offers must confirm to the administrative,

technical provisions and specifications of this tender dossier.

Concern reserves itself the right to reject the offers that do not respect the

stipulated tender dossier details. In such cases as non-receipt of a minimum

number of bids, a dramatic change in the specification of the material, the

costs exceeding budgetary limits or the project being cancelled Reservation

is made to reject any or all of the tenders.

2.14 References

Please provide a list of three organizations to which you have supplied NFIs

during the last year. Please include a contact name, telephone number and e-

mail address. These organizations may be contacted to request a reference

for your company.

2.15 Law Applicable

The Sudanese Law shall govern the performance of the contracts.

2.16 Arbitration and Agreement Termination

Where disagreement arises in the course of performance of the contract, all

disputes will be settled finally in accordance with the Rules of Conciliation

and Arbitration of the International Chamber of Commerce.

2.17 Clarification or Additional Information Required

If any clarification or additional information is required for this tender

dossier, any enquiries should take place in writing, by e-mail to

tender.sudan@concern.net Enquiries or requests for clarification should

not take place by telephone.

3. Concern Worldwide Purchasing Terms and Conditions

Unless the context indicates otherwise, the term “Buyer” refers to Concern

Worldwide Sudan.

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 agreement, whichever is in place.

GENERAL TERMS AND CONDITIONS

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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 have 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.

5.2) 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

uses 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.

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8.2) 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.

8.3) 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 the contract, prior to

receipt of the termination notice.

9.2) 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 the 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

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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 License: If an export license or licenses are required for the

goods, the Supplier has the responsibility to obtain that license or licenses.

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.

Environmental Standards Suppliers should as a minimum, comply with all

statutory and other legal requirements relating to environmental impacts of

their business. Areas which should be considered are:

Waste Management.

Packaging and Paper

Conservation

Energy Use

Sustainability

16) Rights of Concern Worldwide: Should the supplier fail to perform

under the terms and conditions of the contract, including but not limited to

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failing to obtain export licenses or to make delivery of all or part of the

goods by the agreed delivery date(s), the buyer may, after giving reasonable

notice to the Supplier, exercise one or more of the following rights:

Procure all or part of the goods from an alternate source, in which

event the Buyer may hold the Supplier liable for additional costs

incurred.

Refuse to accept all or part of the goods.

Terminate the contract.

17) Rights of access for audit purposes: Concern Worldwide is

contractually obliged to facilitate certain donor’s direct access to suppliers

for audit purposes. This obligation extends to all Concern suppliers.

18) No Agency: This order does not create a partnership between the Buyer

and Supplier ,or make one party the agent for the other for any purpose.

4. Concern Programme Participant Protection Policy

The Tenders should read and understand, agree to adhere to The program

participant protection policy and code of conduct, abide by the terms of this

policy at all times in all of their activities under this Tender. The Tenders

shall commit to upholding the standards of conduct required to support

Concern’s core values and mission and by sign to it shall ensure fulfill its

requirements and that its employees, officers, sub-contractors and agents

shall abide by the terms of this policy. (Annex1).

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5. Tenderers Declaration

As part of their tender, each tenderer must submit a signed declaration using

the following format as a guide:

In response to your letter of invitation to tender for the above contract, we,

the undersigned, hereby declare that:

1. We have examined and accept in full the content of the dossier for

invitation to tender (Including Concern’s Programme Participant Protection

Policy) No. (CWW/WK/17134) of ………... We hereby accept its provisions

in their entirety, without reservation or restriction.

2. We offer to deliver, in accordance with the terms of the tender dossier and

the conditions and time limits laid down, without reserve or restriction:

[Description of supplies with indication of quantities, specifications and

origin]

3. The price of our tender excluding customs duty/VAT, if applicable is:

[……………………………………………..]

4. We will grant a discount of [%], or […………..] [In the event of our being

awarded … ………].

5. This tender is valid for a period of 30 days from the final date for

submission of tenders.

6. If our tender is accepted, we undertake to provide a performance

guarantee as required by the instructions to tenderers. (If required)

8. We will inform Concern immediately if there is any change in the above

Circumstances at any stage during the implementation of the contract. We

also fully recognize and accept that any inaccurate or incomplete

information deliberately provided in this application may result in our

exclusion from this and other contracts of the contracting authority.

9. We note that Concern is not bound to proceed with this invitation to

tender and that it reserves the right to award only part of the contract.

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10. We agree to adhere to all of the terms and conditions of the contracting

authority as provided in the tender dossier.

11. We confirm that we are not engaged in any corrupt, fraudulent, collusive

or coercive practices and acknowledge that if evidence contrary to this

exists, Concern reserves the right to terminate the contract with immediate

effect.

12. The Code of Conduct to which Concern expects all of its suppliers to

respect is as per the points listed below and we confirm that we adhere to

this code.

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.

The 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.

Environmental Standards

Suppliers should as a minimum, comply with all statutory and other legal

requirements relating to environmental impacts of their business. Areas

which should be considered are:

Waste Management.

Packaging and Paper

Conservation

Energy Use

Sustainability

Program participant protection policy and code of conduct

The supplier of service should read and understand, agree to adhere to The

Contracting Authority program participant protection policy and code of

conduct, abide by the terms of this policy at all times in all of their activities

under this agreement. The Contractor shall commit to upholding the

standards of conduct required to support Concern’s core values and mission

and by sign to it shall ensure fulfill its requirements and that its employees,

officers, sub-contractors and agents shall abide by the terms of this policy at

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all times.

Yours faithfully

Name:

Title:

Place: date:

Company Stamp

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Annex 02: Tenderer’s Relevant Experience

Tender reference: (CWW/WK/17134).

Please complete the table below using the format to summarize the major relevant

supplies/services carried out in the course

For the past 3 years by the tenderer. The number of references to be provided must not

exceed 15 for the entire tender.

INGO/UN

Agencies

Name

Contact

Details in

NGO/UN

Agencies

Country

Total

contract

value

Dates

Description

of Contract

Related

Services

Provided

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Annex-3 Packing

The NFIs must be transported in a secure way, in cartoon or package to avoid any

damage (refereed article 2.6 Packing).

Following is the preferred packing specification to reduce the volume of supply:

To be stacked in cylindrical bundles, bound by polypropylene/ other suitable packing

material with ECHO & Concern Worldwide logo print on it.

Description

Kits

Quantity

Blankets 2 4000

Mosquito Net 2 4000

Plastic Sleeping Mats 2 4000

Soap 8 16,000

Polypropylene sack (100Kg) 1 2000

Cooking pots + Lids (6 Liter) 1 2000

Cooking pots + Lids (7.5 Liter) 1 2000

Plates 4 8000

Mugs with Handle 2 4000

Service Spoon (scoop) 2 4000

Kitchen knife 1 2000

Eating Spoons 5 10,000

Jerry can 20 liter 1 2000

Dumoria Cloth 2 4000

Plastic Sheets 1 2000