Kampala December, 2014 Tender ref.: CU/2014/RWANU/SR5601/04
Dear Sir/Madam, SUBJECT: Invitation to Tender for printing and delivery of Mother care Group-Water, Sanitation and Hygiene Counselling Cards for the USAID-funded PL 480 Title II Development Food Aid programme called “Resiliency through Wealth, Agriculture and Nutrition RWANU”) in Karamoja implemented from August 2012 through July, 2017. ACDI/VOCA and sub recipients Concern Worldwide (Concern) and WeltHungerHilfe (WHH) have designed the Resiliency through Wealth, Agriculture and Nutrition in Karamoja (RWANU) program to respond to Food for Peace’s (FFP) overall strategic objective for the Title II program in Uganda: reduce food insecurity among chronically food insecure households. Rwanu means “future” in NgaKarimojong. RWANU will focus on two strategic objectives to reduce food insecurity among vulnerable rural populations in selected sub –counties in 4 districts of Karamoja: (1) Improved availability and access to food and (2) reduced malnutrition in pregnant and lactating mothers and children under five. Concern Worldwide is tendering for health facilities equipment for this project.
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. Letter of invitation to Tender 2. Instructions to Tenderers 3. Tenderer’s Declaration 4. Tenderers relevant Experience 5. Other Conditions of Tender 6. Concern Worldwide Purchasing Terms and Conditions
We look forward to receiving your tender on or before 12 Noon, 15th December 2014 at the address specified in 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. Completed Supplier / Service Provider Pre-Qualification Form 2. Completed “Tenderer’s Relevant Experience Form” 3. Copy of Company certificate of registration 1. Copy of other relevant registration papers (including, VAT, NSSF, income tax and import/export licenses) 4. Six month’s bank statement certified by banker 5. Evidence of adequacy of working capital, i.e., evidence of access to line(s) of credit and availability of other financial resources; 6. Authority to seek references from the Tenderer's bankers if required; 7. Information regarding any current litigation in which the Tenderer is involved, the parties concerned, and disputed amount; and 8. Samples to be provided as given in the attached specifications 9. Financial proposal/pro-forma invoices
Offers must be submitted in sealed envelopes, marked “not to be opened before 2 PM, 15th December 2014 and should bear the tender reference specified above on the outside of the envelope for identification purposes.
Yours sincerely,
Mary O’Neill 1 | P a g e
Country Director
Tender Document
For
The printing and delivery of Mother Care Group-Water, Sanitation and Hygiene Counselling Cards for THE USAID FUNDED RWANU (Resiliency through Wealth, Agriculture and Nutrition) PROGRAMME IN KARAMOJA
Concern Worldwide Uganda
Ref.: CU/2014/RWANU/SR5601/04
CONCERN WORLDWIDE, PO Box 6599 Kampala, Uganda
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TABLE OF CONTENTS
Item Description
Section 1 Instructions to Tenderers
Section 2 Tenderer’s Declaration
Section 3: Tenderers relevant experience
Section 4: Other conditions of Tender
Section 5 Concern Worldwide’s Purchasing Terms and Conditions
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Section 1 – Instructions to Tenderers
2. Supplies to be provided
See attached soft copies of the mother care group-Water Sanitation and Hygiene Counselling cards and the below detailed specifications.
Module 4 Mother care Group-Water, Sanitation and Hygiene Counselling cards including type setting, soft lamination and double spiral bound, each set with 9 cards, A3 size printed on both sides, landscape orientation. First 8 cards at 250gsm and the 9th cards on 450gsm chipboard, full colour.
Quantity: A total of 2123 MCG cards comprising of the following:
. 34 Sets of Counselling cards for HP in English . 31 Sets of Counselling card for HP in Karamajong . 9 sets for HP in Pokot . s for Lead Mothers in Karamajong . 228 Sets for Lead Mothers in Pokot
a) Ensure that each category is individually packed and labelled clearly. All boxes should be such that they can be opened, items counted and resealed. b) All items should be quoted for in Ugandan Shillings and should include all taxes, VAT and delivery to our office in Kampala
Please give in full, details the following: i. Total bid price ii. Supplies availability iii. Lead-time for delivery in Kampala Office
3. Closing date and time for submission of tenders Monday, 15th December, 2014 at 1200 HRS. Tenders, which are not received by 12.00 Noon on the closing date, will be treated as late tenders and so the Client reserves the right to set aside the Tender. Proof of posting will not be accepted as proof of delivery.
4. Submission of tenders Tenderers must submit their tender in a sealed envelope indicating the name and address of the tenderer and addressed to:
Country Director Concern Worldwide Uganda PO Box 6599 Mawanga Zone, Munyonyo Kampala, Uganda
5. Language of offers This tender should be received in English Language.
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6. Period of validity of offers This bid will be valid for a minimum of ninety (90) days from the tender submission date.
7. Currency The currency in this tender should be in Ugandan Shillings (Ush)
8. Opening of tenders Bids will be opened at 2:00 PM on 15th December 2014 at the Concern Worldwide Uganda office. All bidders are welcome to participate.
9. Clarification meeting/site visit Any queries on or requests for clarification shall be submitted in writing (e-mail accepted). All clarifications will be made by Concern in writing and such clarifications will be notified to all Tenderers. All clarifications shall be attached to all Tender Documents, when the documents are submitted, all will be considered as part of the Tender Documents.
As part of the evaluation process Concern will be undertaking site visits. The timeframe for this will be arranged suitably with the individual bidders. All bidders are requested to submit samples based on the MCG cards provided in the tender.
Queries should be addressed to: Assistant Country Director - Systems Concern Worldwide Uganda email: [email protected]
10. Evaluation of tenders The Concern Worldwide Tender Committee will evaluate all bids based on administrative (registration documents, certificate of incorporation, VAT, TIN, TAX Compliance), Technical specifications, Capability, financial and technical capacity, delivery times, and previous experience and samples submitted. Bids will not be evaluated on price alone but also on administrative and technical compliance in order to be qualified. The decision of the tender committee will be final. The outcome of the tenders will be communicated on email at most one week after tender opening and evaluation. Concern is not bound to accept the lowest or any bid.
11. Cancellation of the tender procedure At any point during the process, The Tender Evaluation Committee reserves the right to cancel a part or the whole of this tender process.
12. 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 Country Director at [email protected] if you wish to make an appeal
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13. Data protection Concern guarantees that all procurement activities are fully and transparently documented for internal or donor audit purposes. Concern guarantees confidentiality of all information, documents and materials exchanged with bidders in the procurement process.
14. Donor The purchase of these products is made possible courtesy of a grant from the USAID.
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Section 2 – Tenders 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 No. <……………………………….> of
3 The price of our tender excluding spare parts and consumables etc, if applicable is: Lot No 1: [……………………………………………..] Lot No 2: [……………………………………………..] Lot No 3: [……………………………………………..]
4 We will grant a discount of [%], or […………..] [in the event of our being awarded Lot No… and Lot No… ………]…………. 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 recognise 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. 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. Wages paid are adequate to cover the cost of a reasonable living. Working hours are not excessive.
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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
Yours faithfully
Name and first name: <[…………………………………………………………………>
Title: <……………………………………………………………………………………>
Duly authorised to sign this tender on behalf of: <………………………………………………………………………………………...…>
Place and date: <…………………………………………………………….……………>]
Stamp of the firm/company:
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Section 3 Tenderer’s Relevant Experience
Tender reference: _ CU/2014/RWANU/SR5601/04
Please complete the table below using the format to summarise the major relevant supplies contracts carried out in the course of the past 3 years by the tenderer. The number of references to be provided must not exceed 10 for the entire tender. Concern reserves the right to contact the suppliers references as given below
NGO/Company Contact Country Total Dates Description of Contract Supplies Provided Name Details in contract NGO/Compa value ny
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4. Other Conditions of Tender 1. 4.1 Banker’s Reference 2. 3. As part of their tender, each tenderer must submit a signed authorisation letter to their bankers using the following format as a guide. This letter should be stamped as received by your bank. 4. ……………………………………………………………………………………………… 5. 6.
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4.2 Banker’s Details 28. As part of their tender, each tenderer must complete this form with their bank details 29. 30. 31. For Individual Tenderers or Individual Members of Joint Ventures 32. 33. 68. 34. Bank 69...... Name 35...... 36. 37...... 38. Bank A/c Number 70...... 39. 40. Address ...... 41. 42...... 43. 44...... 45. 46. 71. 47. 48. 72...... 49. 50. Telephone 73...... No. 51. 74. 52. 53. 75...... 54. 55. 76...... 56. 57. Telex No. 77. 58. 59. 78...... 60. 61. 79...... 62. Fax No. 63. 80...... 64. 81. 65. 82...... 66. 83. 67. 84.
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4.3 Details of Current Disputes (if any) 85. 86. Information on current litigation in which the Tenderer is involved 87. 88. 90. 92. 89. Other Party (ies) 91. Cause of Dispute 93. Amount Involved 94. 95. 129. 130. 96. 97. 98. 99. 100. 101. 102. 103. 104. 105. 106. 107. 108. 109. 110. 111. 112. 113. 114. 115. 116. 117. 118. 119. 120. 121. 122. 123. 124. 125. 126. 127. 128. 5
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131. Section 5 – Concern Worldwide’s Purchasing Terms and Conditions 132. 133. CONCERN WORLDWIDE 134. PURCHASING TERMS AND CONDITIONS 135. 136. Unless the context indicates otherwise, the term “Buyer” refers to Concern Worldwide. 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/service agreement, whichever is in place. 137. 138. GENERAL TERMS AND CONDITIONS 139. 140. 1) Price: The prices stated on the order shall be held firm for the period and / or quantity unless specifically stated otherwise 141. 142. 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. 143. 144. 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. 145. 146. 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. 147. 148. 5) Confidentiality : All data, including but not limited to, maps, drawings, photographs, estimates, plans, reports and budgets that has 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. 149. 150. 5.1) 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 authorisation from the Buyer. These obligations do not lapse upon termination of the contract. 151. 152. 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 use the name or emblem of Concern Worldwide in connection with its business or otherwise. 153. 154. 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. 155. 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. 156. 157. 8.1) 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
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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. 158. 159. 8.2) 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. 160. 161. 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 contract, prior to receipt of the termination notice. 162. 163. 9.1) 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. 164. 165. 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. 166. 167. 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 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 for any additional cost incurred for rectifying compliance will rest with the Supplier. 168. 169. 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. 170. 171. 13) Export Licence: If an export licence or licences are required for the goods, the Supplier has the responsibility to obtain that licence or licences. 172. 173. 14) Payment Terms: Unless otherwise agreed, payment terms will be net 30 days from receipt of a correctly prepared invoice. 174. 175. 15) Ethics: The Code of Conduct to which Concern expects all of its suppliers to respect is as follows; 176. Employment is freely chosen. 14 | P a g e
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. Social rights are respected 177. 178. 15.1) 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 179. 180. 16) Rights of Concern Worldwide: Should the supplier fail to perform under the terms and conditions of the contract, including but not limited to 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: 181. 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. 182. 183. 17) Rights of access for test purposes: Concern Worldwide is contractually obliged to facilitate certain donor’s direct access to suppliers for test purposes. This obligation is extended to all Concern suppliers. 184. 185. 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. 186. 187. 19) USAID Compliance: All Suppliers must be compliant with supply, works and service contracts awarded within the framework of humanitarian actions financed by USAID. 188. 189.
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