World Vision
Request for Quotation
Confidential
Request for Quotation:
For the supply and delivery of
Tarpaulin
OCTOBER 2013
World Vision
STATEMENT OF CONFIDENTIALITY
All information within this RFQ, regardless of the communication form, is given in absolute
confidence and may not be disclosed without written permission from World Vision International.
Page 1 of 25
World Vision
Request for Quotation
Confidential
1. Introduction ............................................................................................................................. 3
1.1 Invitation To Bid ................................................................................................................ 3
1.2 Information About World Vision ........................................................................................ 3
2. Project Background ................................................................................................................. 4
2.1 Goals and Objectives........................................................................................................ 4
2.2 RFQ Timetable ................................................................................................................. 4
2.3 World Vision Contact ........................................................................................................ 4
3. Instructions for Intent to Respond and Submitting Quotations ................................................. 5
4. Required Written Response .................................................................................................... 6
4.1 Company Information ....................................................................................................... 6
4.2 Tarpaulin Description and Specification ............................................................................ 6
4.3 RFQ Terms and Condition ................................................. Error! Bookmark not defined.
4.4 Pricing & Pricing Methodology ........................................................................................16
5. Evaluation and Agreement Formation ................................................................................... 18
5.1 Evaluation Criteria ...........................................................................................................18
5.2 Agreement Formation ......................................................................................................18
Appendix 1 – Intent to Respond Form ....................................................................................... 19
Appendix 2 – DRAFT GLOBAL AGREEMENT . ........................................................................ 20
Appendix 3 - Supplier Evaluation form
Page 2 of 25
World Vision
Request for Quotation
Confidential
1. Introduction
1.1 Invitation to Bid
World Vision International, together with its affiliated offices across the globe that make up the
World Vision Partnership, (“World Vision”) invites your organization to submit a quotation for the
supply and delivery of Tarpaulin according to the specifications, requirements and terms and
conditions set forth in this Request For Quotation (RFQ). This RFQ describes our current
understanding of our global needs.
1.2 Information about World Vision
What World Vision is:
World Vision is a non-profit, non-denominational Christian humanitarian aid and development
organization that is dedicated to helping children and their communities worldwide reach their
full potential by tackling the causes of poverty. With its origins in the 1950’s, World Vision is
backed up by more than 2.5 million supporters, 20,000 churches, hundreds of corporations, and
governments in nearly 100 countries.
Who we serve:
We serve poor children, families, and communities. Through means such as emergency relief,
education, health care, economic development and promotion of justice, approximately 25,000
World Vision staff members assist impoverished communities help themselves. Our work
touches approximately 100 million people in nearly 100 countries, assisting people regardless of
religion, ethnic background, or gender.
Why we serve:
Motivated by our faith in Jesus, we serve the poor unconditionally, recognizing their individual
dignity and honoring their God-given potential.
Some ways in which we serve:
Community Development.- Each community’s needs are different. We provide the resources
that enable people to discover and use their own ideas and skills to move from poverty to selfsufficiency. Communities develop such things as access to clean water, reliable food
production, basic health services, educational opportunities, microfinance programs to generate
income, and AIDS prevention and care.
Emergency Response.- We respond to natural disasters and long-term humanitarian
emergencies. We track potential crises, pre-position emergency supplies for effective rapid
response, and remain after the crisis to help people rebuild their communities.
Protecting Children.- We believe in every child’s individual worth. We advocate for their wellbeing: for a world where orphans are cared for; where children are no longer forced to be
soldiers, prostitutes, or laborers; and where they are safe and free from oppression.
For further information, we encourage you to visit our website at www.wvi.org.
Page 3 of 25
World Vision
Request for Quotation
Confidential
2. Project Background
2.1 Goals and Objectives
World Vision intends to conduct a Request for Quotation for procurement of tarpaulin.
This Tarpaulin will be used in humanitarian assistance projects.
These items will be quickly deployed to emergency responses. The relief items should be
supplied in accordance with international standards (see below for exact specifications and
packing / palletizing details) and to be delivered to Point of Delivery.
2.2 RFQ Timetable
Event
RFP Release
Supplier’s Response of Intent to Bid
Supplier’s Enquiries & Clarifications
WVI’s response to Suppliers
Clarifications
Supplier’s Quotation
documents completed
Review and
quotations
Submission
clarification
process
Enquiries
&
Date
21-Oct-13
25-Oct-13
04-Nov-13
& 15-Nov-13
appendix 20-Nov-13
(if
any)on 25-Nov-13
Finalists Selection
Supplier Selection (Award and issuing of Contract)
Dec-13
Jan-14
2.3 World Vision Contact
Suppliers will submit any inquiries, responses of intent to bid, clarification requests and
submissions related to this RFQ to the following WV contact:
World Vision Global Procurement Office
Ronald Chandra Simon
800 Chestnut Avenue,
MONROVIA, CA 91016-3198, USA
E-mail: Bob_Wilson@wvi.org; Ronald_chandrasimon@wvi.org;
Suppliers may not enter into communications with other World Vision staff about this RFQ
without the prior written permission of the individual listed above.
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World Vision
Request for Quotation
Confidential
3. Instructions for Intent to Respond and Submitting
Quotations
1. It is requested that suppliers notify in writing the individual listed in Section 2.3 either
accepting World Vision’s invitation to participate in this RFQ process or expressing your
intention not to participate. It is encouraged that for suppliers to do so by e-mailing the Intent
to Respond Form set forth in Appendix I no later than close of business on 25 OCT 2013.
Suppliers also need to designate the name of the person within your organization who will
serve as the main contact for this process, along with his/her title, address, phone number
and e-mail address. You agree to destroy any and all information in this document if you
choose to decline participation our RFQ process.
2. An exploratory conference call may be arranged to assist in the preparation of your written
response and presentation/demonstration. If so, you agree to absorb any costs incurred in
so doing. Please contact the individual listed in Section 2.3 should you need such a
conference call. To ensure that the same level of information is conveyed equally to all
suppliers, World Vision reserves the right to share questions and responses with all other
suppliers.
3. You must submit two written hard copies and a separate electronic copy of your RFQ
response, so that they are received by World Vision by close of business on 20 NOV 2013
Any response received after this date may be considered non-responsive, and World Vision
would not be obligated to engage your organization any further in our RFQ process.
4. All responses and supporting documentation shall become the property of World Vision and
will not be returned.
5. World Vision ultimately reserves the right throughout this process to select the supplier,
goods, works and services that best meets its business requirements and to hold
discussions with any and all respondents.
6. You must agree to the following conditions if you choose to respond to World Vision
regarding this RFQ:
a) Neither issuance of this RFQ nor receipt of quotations represents a commitment on the
part of World Vision International, World Vision or any office within the World Vision
Partnership.
b) If World Vision chooses your organization, the global agreement in Appendix 2 contains
the minimum terms and conditions that will be included in any binding agreement
between you and World Vision International, World Vision or any office in the World
Vision Partnership. In your quotation submitted to WORLD VISION, you must indicate
any issues you may have in accepting any of these terms and conditions.
c) World Vision will not be responsible for, or in anyway liable for, any costs incurred by
suppliers in the preparation of any responses or presentations relating to this RFQ.
7. This document is provided for the exclusive use of your organization and copies shall not be
made available to any other party, without written consent from the individual listed in
Section 2.3. Both you and World Vision acknowledge that they may come in contact with
Page 5 of 25
World Vision
Request for Quotation
Confidential
non-public information, which is considered confidential or proprietary to the other, including
this document itself. Each party agrees not to use such information for its own benefit or
allow it to be released to or used by others. Each party agrees to exercise reasonable care
to prevent disclosure to any third party.
8. Neither party shall use the name of the other in publicity releases, referrals, advertising, or
similar activity without the prior written consent of the other.
4. Required Written Response
Suppliers need to respond in a format that refers to the following sections and numbered items
and must specifically address each and every request for information contained herein. If you
are unable to comply with any information requested, an explanation must be provided as part
of the response.
4.1 Company Information
1)
2)
3)
4)
List your company’s full name, corporate address, telephone number and fax number.
List your company’s primary contact and back-up contact for this RFQ process. Please
include title, address, telephone number, fax number and email address.
Describe any conflicts of interest that your company may have in entering into a
relationship with World Vision.
Complete Supplier Evaluation Form in Appendix 3.
4.2 TARPAULIN Description and Specification.
WORLD VISION INTERNATIONAL intends to use two types of specification.
A. Tarpaulin, Woven Tarpaulin, 4 x 6m, With Eyelets


Material Content
Plain sheet: Woven high-density polyethylene (HDPE)
black fibers fabric laminated on both sides with white low
density polyethylene (LDPE) coating.
Reinforced bands: Reinforced with 6 bands of 7.5cm
width, made of woven black HDPE fibers fabric and coated
with grey LDPE on the outside to provide reinforced
attachment points. Position of bands, as per drawing
below, for attachment of rope, nails, etc.

Colour
White sun reflective on both sides of the sheet. Grey
coating on the outside of the bands. Inner black fibers to
ensure opacity.
 White Coating colour definition:
- L.a.b Coordinates under ISO 105J01
Minimum L : 82
"a" value between -1.7 and +1.5
"b" value between -4.5 and 0
Page 6 of 25
World Vision
Request for Quotation
Confidential
Size
Weight





Reinforcement Eyelets

Tear Strength
Tensile strength in plain
sheet at state of origin
Tensile strength in the
reinforcement bands at state
of origin
UV resistance of the plain
sheet, measured as
remaining tensile strength
after UV exposure
UV resistance of the
reinforcement bands
measured as remaining
tensile strength after UV
exposure


4 m standard size, discrepancy ± 1% net width
6 m standard size, discrepancy ± 1% net width
Weight, plain sheet only (excluding the bands weight):
190g/m² ± 5% under ISO 3801 (equivalent to 180g/m²
minimum to 200g/m² maximum)
Weight, complete sheet (including bands weight): Plain
sheet specific weight plus 10% additional weight for the
reinforcement bands under ISO 3801. Total weight from
198g/m² minimum and 220g/m² maximum. Specific weight
of the bands from 180g/m² minimum to 200g/m² maximum.
Provided with aluminum eyelets or equivalent on four
sheet sides of the single sheets at 100 cm (±5 cm) center
to center, providing very strong fixation points.
Plain sheet at state of origin: Minimum 100N under ISO
4674-1 2003, strip of 200x200mm, in plain sheet.
Minimum 500N and 15% to 25% elongation in warp and
weft in plain sheet under ISO 1421-1.

Minimum 700N inside the reinforcement bands as per ISO
1421-1, pulling lengthwise in a hole of 8mm with a hook of
8mm wire diameter, at 200mm from the end of the band.
 The tarpaulin tensile strength under ISO 1421-1 after 1500
hours UV under ASTM G53/94 (UVB 313 nm peak) must
be:
- Minimum 80% of the original value of the actual product, AND
not less than 475N.
- To be tested in the plain sheet.

The reinforcement bands tensile strength under ISO 14211 after 1500 hours UV under ASTM G53/94 (UVB 313 nm
peak) must be:
- Minimum 80% of the original value of the actual product, AND
not less than 665N.
- To be tested inside the reinforcement bands as described above.

Welding number and
strength at state of origin
Resistance
Features
Flammability
Marking
Only one welding allowed, in the middle of the sheet,
lengthwise. The tarpaulin tensile strength crossways at the
place of the welding under ISO 1421-1 must be:
- Minimum 50% of the original value of the actual product, AND
not less than 400N.
 Temperature resistant from -20 to +80 Celsius.
 Water, rot, soil and fauna resistant. Long life outdoor use
in all climates.
 Flash point above 200 Celsius.
 Tarpaulin: Manufacturer name, month and year of
production (Letters of 2.5cm / 1 inch high maximum)
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World Vision
Request for Quotation
Confidential




Visibility Specifications


Logo data


Packaging



Palletizing
clearly marked in black colour on each tarpaulin. A length
indicator will be marked every meter.
Bale pack: Bales containing tarpaulins without printed
logos shall not be marked except for the following written
in English on the bale: “Contents: 5 tarpaulins – use for
humanitarian aid”.
Bale Pack: Only bales containing tarpaulins with World
Vision logos to be marked with an all-black waterproof
World Vision logo. The size of the logo on the packing
shall cover most of the top which shall be approximately 30
cm breadth x 21 cm height. The following shall be written
in English below the logo: “Contents: 5 tarpaulins – use for
humanitarian aid – donated by World Vision”.
Any label printing, including the World Vision logo, must
maintain original colour and resist fading for a period of at
least 1 year. Printing should be waterproof and be UV
stabilized. Information regarding the supplier shall be
printed on the tarpaulin only, but not on any bales of
tarpaulins. All printing costs must be included in the offer.
While most orders will call for non-branded tarpaulins,
some orders will require printing of World Vision logos (see
below) on each tarpaulin. In this case two coloured World
Vision logos shall be printed on each tarpaulin. The logos
shall be centered (between the bands) and mirrored, on
either side of the tarpaulin (see attachment below). The
size of the logo shall be 150 cm width x 62.8 cm height.
The World Vision logos shall be printed in Pantone 21
(orange) and in black with a white absorptive background.
No further markings on the tarpaulins shall be printed
besides the manufacturer’s name and the World Vision
logos.
The World Vision logo shall be printed from EPS or PDF
data format – the printing description will be forwarded with
the order.
All tarpaulins to be folded and packed in bales with 5 units
in each.
The bale must be wrapped with a similar material as that of
the tarpaulins. The wrapping must be properly folded,
closely tight to the bale content, making a well-shaped
cubic bale. Inside the bales, the tarpaulins are not
individually wrapped.
The maximum final size of the bales will be limited to 60
cm by 40 cm (+/-10%) in order to avoid overlapping on
Euro pallets.
The bale must be strapped with 2 heat-sealed plastic
straps for the length and 2 for the cross.
In the event that palletizing is requested for a tarpaulin
order, the bales are to be packed on a Euro pallet with the
size 1.20 m x 0.80 m (pallets to be provided by supplier).
Page 8 of 25
World Vision
Request for Quotation
Confidential



The pallets must meet International Standards For
Phytosanitary Measures No. 15 (ISPM 15).
No overlapping on the pallet sides. Pallets to be packed to
the maximum height of 1.5 metres. The whole Euro pallet
(including top) will be shrink wrapped in a water-tight micro
perforated plastic film (plastic foil) and strapped together
with 4 straps of polyester band.
Outside of the pallets (only with World Vision branded
tarpaulins inside) two World Vision logo label stickers to be
attached on the long pallet sides, with the approximate
size 59.4 cm x 42 cm (A2) and below a small note in
English (max height of 8 cm) with the exact number and
type of items inside, the month and year of manufacture
and the supplier name.
The cost of palletizing, visibility and pallets are included in
the offer.
Spacing of Reinforcement Bands:
Placement of World Vision Logo:
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Request for Quotation
Confidential
Page 10 of 25
World Vision
Request for Quotation
Confidential
B. Tarpaulin, Woven Tarpaulin, 4 x 6m, 190 g/m2, With Reinforcement Bands


Material Content

Colour
Size
Weight
Tensile strength in plain
sheet at state of origin
Tensile strength in the
reinforcement bands at state
of origin
White sun reflective on both sides of the sheet. Grey
coating on the outside of the bands. Inner black fibers to
ensure opacity.
 White Coating colour definition:
- L.a.b Coordinates under ISO 105J01
Minimum L : 82
"a" value between -1.7 and +1.5
"b" value between -4.5 and 0





Tear Strength
Plain sheet: Woven high-density polyethylene (HDPE)
black fibers fabric laminated on both sides with white low
density polyethylene (LDPE) coating.
Reinforced bands: Reinforced with 6 bands of 7.5cm
width, made of woven black HDPE fibers fabric and coated
with grey LDPE on the outside to provide reinforced
attachment points. Position of bands, as per drawing
below, for attachment of rope, nails, etc.


4 m standard size, discrepancy ± 1% net width
6 m standard size, discrepancy ± 1% net width
Weight, plain sheet only (excluding the bands weight):
190g/m² ± 5% under ISO 3801 (equivalent to 180g/m²
minimum to 200g/m² maximum)
Weight, complete sheet (including bands weight): Plain
sheet specific weight plus 10% additional weight for the
reinforcement bands under ISO 3801. Total weight from
198g/m² minimum and 220g/m² maximum. Specific weight
of the bands from 180g/m² minimum to 200g/m² maximum.
Plain sheet at state of origin: Minimum 100N under ISO
4674-1 2003, strip of 200x200mm, in plain sheet.
Minimum 500N and 15% to 25% elongation in warp and
weft in plain sheet under ISO 1421-1.

Minimum 700N inside the reinforcement bands as per ISO
1421-1, pulling lengthwise in a hole of 8mm with a hook of
8mm wire diameter, at 200mm from the end of the band.
 The tarpaulin tensile strength under ISO 1421-1 after 1500
UV resistance of the plain
hours UV under ASTM G53/94 (UVB 313 nm peak) must
sheet,
measured
as
be:
remaining tensile strength - Minimum 80% of the original value of the actual product, AND
after UV exposure
not less than 475N.
- To be tested in the plain sheet.
Page 11 of 25
World Vision
Request for Quotation
Confidential
 The reinforcement bands tensile strength under ISO 1421UV resistance of the
1 after 1500 hours UV under ASTM G53/94 (UVB 313 nm
reinforcement
bands
peak) must be:
measured
as
remaining
- Minimum 80% of the original value of the actual product, AND
tensile strength after UV
not less than 665N.
exposure
- To be tested inside the reinforcement bands as described above.

Welding number and
strength at state of origin
Resistance
Features
Flammability
Marking
Visibility Specifications
Only one welding allowed, in the middle of the sheet,
lengthwise. The tarpaulin tensile strength crossways at the
place of the welding under ISO 1421-1 must be:
- Minimum 50% of the original value of the actual product, AND
not less than 400N.
 Temperature resistant from -20 to +80 Celsius.
 Water, rot, soil and fauna resistant. Long life outdoor use
in all climates.
 Flash point above 200 Celsius.
 Tarpaulin:
Manufacturer name, month and year of
production (Letters of 2.5cm / 1 inch high maximum)
clearly marked in black colour on each tarpaulin. A length
indicator will be marked every meter.
 Bale pack: Bales containing tarpaulins without printed
logos shall not be marked except for the following written
in English on the bale: “Contents: 5 tarpaulins – use for
humanitarian aid”.
 Bale Pack: Only bales containing tarpaulins with World
Vision logos to be marked with an all-black waterproof
World Vision logo. The size of the logo on the packing
shall cover most of the top which shall be approximately 30
cm breadth x 21 cm height. The following shall be written
in English below the logo: “Contents: 5 tarpaulins – use for
humanitarian aid – donated by World Vision”.
 Any label printing, including the World Vision logo, must
maintain original colour and resist fading for a period of at
least 1 year. Printing should be waterproof and be UV
stabilized. Information regarding the supplier shall be
printed on the tarpaulin only, but not on any bales of
tarpaulins. All printing costs must be included in the offer.
 While most orders will call for non-branded tarpaulins,
some orders will require printing of World Vision logos (see
below) on each tarpaulin. In this case two coloured World
Vision logos shall be printed on each tarpaulin. The logos
shall be centered (between the bands) and mirrored, on
either side of the tarpaulin (see attachment below). The
size of the logo shall be 150 cm width x 62.8 cm height.
The World Vision logos shall be printed in Pantone 21
(orange) and in black with a white absorptive background.
 No further markings on the tarpaulins shall be printed
Page 12 of 25
World Vision
Request for Quotation
Confidential

Logo data


Packaging




Palletizing


besides the manufacturer’s name and the World Vision
logos.
The World Vision logo shall be printed from EPS or PDF
data format – the printing description will be forwarded with
the order.
All tarpaulins to be folded and packed in bales with 5 units
in each.
The bale must be wrapped with a similar material as that of
the tarpaulins. The wrapping must be properly folded,
closely tight to the bale content, making a well-shaped
cubic bale. Inside the bales, the tarpaulins are not
individually wrapped.
The maximum final size of the bales will be limited to 60
cm by 40 cm (+/-10%) in order to avoid overlapping on
Euro pallets.
The bale must be strapped with 2 heat-sealed plastic
straps for the length and 2 for the cross.
In the event that palletizing is requested for a tarpaulin
order, the bales are to be packed on a Euro pallet with the
size 1.20 m x 0.80 m (pallets to be provided by supplier).
The pallets must meet International Standards For
Phytosanitary Measures No. 15 (ISPM 15).
No overlapping on the pallet sides. Pallets to be packed to
the maximum height of 1.5 metres. The whole Euro pallet
(including top) will be shrink wrapped in a water-tight micro
perforated plastic film (plastic foil) and strapped together
with 4 straps of polyester band.
Outside of the pallets (only with World Vision branded
tarpaulins inside) two World Vision logo label stickers to be
attached on the long pallet sides, with the approximate
size 59.4 cm x 42 cm (A2) and below a small note in
English (max height of 8 cm) with the exact number and
type of items inside, the month and year of manufacture
and the supplier name.
The cost of palletizing, visibility and pallets are included in
the offer.
Page 13 of 25
World Vision
Request for Quotation
Confidential
Spacing of Reinforcement Bands:
Page 14 of 25
World Vision
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Placement of World Vision Logo:
Page 15 of 25
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4.3 RFQ Terms and Condition.
a) Successful awarded supplier will be required to enter Master Agreement with World
Vision International. The agreement will be for duration of TWO years base contract with
the possibility of a ONE or TWO year extension.
b) The Tarpaulin price offered will be fixed during the term of the TWO years base contract.
c) The tarpaulins are most commonly used during an emergency response. WVI will not
provide any quantity forecast or commitment. However estimated historic usage can be
provided upon request.
d) We would also like the suppliers to quote prices with freight to a number of warehouses
as listed in 4.4.
e) WVI has several pre-positioning location as indicated in 4.4.
f) Country of origin: The supplier will inform World Vision of the origin of the goods. A
certificate of origin must be included with the delivery of the goods.
g) Penalty agreement: It is expected that the supplier will confirm a realistic delivery date,
based on experience; in an effort to treat every supplier equally, we will reduce the total
invoice amount by 3% for every week in delivery delay thereafter. The first additional five
working days (Monday to Friday) will be tolerated. A delay caused by force majeure (this
situation being agreed in writing) will be exempted.
h) A free sample of tarpaulin to be sent for inspection upon request. The supplier will bare
all the relevant cost to deliver the tarpaulin to the address that will be specified later.
i) Supplier agrees to possible plant visit and audit at scheduled date agreed by both
parties.
j) Payment: The terms of payment shall be 30 days after receipt of invoice and all shipping
documents as proof of shipment.
.
4.4 Pricing & Pricing Methodology
Tarpaulin, Woven Tarpaulin, 4 x WITH LOGO
6m, With Eyelets
WITHOUT LOGO
Tarpaulin, Woven Tarpaulin, 4 x WITH LOGO
6m, 190 g/m2, With Reinforcement
Bands
WITHOUT LOGO
a) We provide you two specifications. One for reinforced bands and another for eyelets.
Both of those should be tendered with or without logo.
b) Quote in USD.
c) The price for each item shall include the whole production of the goods, the packages /
bales, the markings and pallets.
d) Supplier must also provide any discounts that would apply to World Vision.
e) Price to Quote is DDU according to incoterms 2000.
f) On demand basis, suppliers need to provide quotation for delivery to any World Vision
Offices around the globe.
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World Vision
Request for Quotation
Confidential
g)
h)
i)
j)
Pricing should be based on DDU to the following locations:
Please fill up the pricing in the excel table provided.
Please indicate how much of each item will fit into 20’ and 40’ containers.
Please indicate if you (supplier) are willing to maintain stock for us (WVI) at any of your
locations. If so, advise what quantity you are willing to hold as stock and at what
locations.
Microsoft Excel
97-2003 Worksheet
GPRN Denver
World Vision International
11000 East 40th Avenue
Denver, CO 80102 USA
Attn: John Jung
Tel: +1 720 3940747
Fax: +1 303 5763223
E-mail: John_Jung@wvi.org
UNHRD Dubai
International Humanitarian City
Warehouse / office # J08 &J09
Dubai Industrial City (DIC)
P.O. Box 506003, Dubai
United Arab Emirates
Attn: Bekim Mahmuti
Tel: +971 4 454 9560
wfp.ghs@wfp.org
Programa Mundial de Alimentos –
UNHRD Panama
Rail Road, Export Processing Zone, BLDG
200,
Av. Omar Torrijos, Corozal Este,
Corregimiento de Ancon,
Ciudad de Panama, Rep. de Panama
Attn: Bianca HucMazza
Tel: +507 317 6319
Fax +507 3176319
E-mail:
UNHRD.customerservice@wfp.org
UNHRD Brindisi
c/o Aeroporto Militare “Pierozzi”
p.za Del Vento 1
72011 Casale – Brindisi, Italy
Attn: Stefano Peveri
Tel. +39 0831506673
Fax. +39 0831506648
E-mail:
UNHRD.customerservice@wfp.org
UNHRD Accra
Courier Enclave – Kotoka
International Airport
PO Box. 1423
Accra, Ghana
Attn: Martin Walsh
Tel. +233 21 770 051
Fax. + 233 21 770 052
E-mail:
UNHRD.customerservice@wfp.org
UNHRD Subang
Lot 14104 (PT 12136)
Jalan TUDM, Seksyen U7
40150 Shah Alam, Selangor
Malaysia
Attn: Belkacem Benzaza
Tel: +603-7846 0473/0917/0918
E-mail:
UNHRD.customerservice@wfp.org
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5. Evaluation and Agreement Formation
5.1 Evaluation Criteria
World Vision will evaluate quotations and select a supplier, at its discretion. A few criteria it may
use, include, but are not limited to the following:
1. Quality, reputation and performance of supplier in a global environment. World Vision
requires an opportunity to evaluate samples for testing.
2. Thoroughness of quotation preparation.
3. Demonstrated excellence in service, support and warranties on a global basis.
4. Competitive pricing with the capacity to provide advance and locked global pricing as
part of a very demanding marketing schedule.
5. Ability to deliver the requested goods/and or services by the required dates.
6. Capability of supplier to identify all elements leading to understanding of the actual
landed costs by region/country and establish lead-time and fulfillment objectives.
7. Demonstrated ability to provide International account coordination and consolidated
purchase reporting for World Vision management while enabling use of local accounts,
support and services in our global areas of operation.
World Vision reserves the right to make an award based solely on the quotations received, to
modify the requirements prior to awarding, or to negotiate further with one or more suppliers.
World Vision reserves the right to award a contract to the supplier who, in their sole opinion,
provides the best combination of cost and quality benefits.
5.2 Agreement Formation
All quotations received will be carefully evaluated by World Vision. World Vision will then select
two or more firms deemed to be fully qualified and best suited among those submitting
quotations, on the basis of evaluation criteria described above. World Vision will then conduct
negotiations with the selected suppliers. After negotiations have been conducted, World Vision
will select the supplier or suppliers that, in its opinion, have made the best overall quotation and
execute a written agreement based on this RFQ, the quotation submitted, and the negotiations
concerning these.
Issuance of this RFQ, the preparation and submission of responses by suppliers and the
subsequent receipt and evaluation of responses by World Vision shall not commit World Vision
to award a contract to any supplier. Furthermore, in no event shall choosing a specific supplier
for presentation, negotiations or otherwise be construed to create any legal obligations on the
part of World Vision. Only the execution of a written agreement by World Vision International,
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World Vision or an office within the World Vision Partnership and a supplier will be binding on
the relevant parties in accordance with the terms and conditions contained in such agreement.
Appendix 1 – Intent to Respond Form
RFQ: For the supply and delivery of Tarpaulin.
To:
World Vision Global Procurement Office
4th Floor, Plaza Hamodal, Lot 15, Jalan 13/2,
Section 13, 46200 Petaling Jaya, Selangor, Malaysia
Ronald Chandra Simon
E-mail: Bob_Wilson@wvi.org; Ronald_chandrasimon@wvi.org;
From:
Company Name:
_________________________________________
Contact Name:
_________________________________________
Address:
_________________________________________
_________________________________________
Telephone:
_________________________________________
Fax:
_________________________________________
E-Mail:
_________________________________________
Please state your intentions with regard to this RFQ by checking one of the boxes below:

We intend to respond to this RFQ by 25 OCT 2013. When responding
your willingness to participate in the process, please indicate any questions
you might have so that these can be answered. All questions and answers
will be shared with all interested bidders.

We are not responding to this RFQ and will destroy all associated materials
by 25 OCT 2013. The reason we have decided not to respond is:
_______________________________________________________
_______________________________________________________
Signature of Contact Person
Date
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Appendix 2 – DRAFT GLOBAL AGREEMENT (Refer to
Clause)
AGREEMENT TO PROVIDE GLOBAL GOODS AND/OR SERVICES
BETWEEN:
World Vision International (“WVI”)
800 W. Chestnut Avenue
Monrovia, CA 91016
Telephone: 626-303-8811
AND
[Name of company or individual] ("Supplier")
[Address]
[Telephone number]
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Hereinafter the Parties, WVI and Supplier, agree to the following terms and conditions:
1. Good and/or Services
1.1. WVI has engaged Supplier as an independent contractor to provide the goods and/or
services described in Attachment A, entitled Scope of Work, which is incorporated
herein by reference.
1.2. Supplier will coordinate with WVI in delivering these goods and/or the performing these
services with [insert name of WVI employee and title] or his/her designee.
1.3. Supplier will supply, at Supplier’s sole expense, all equipment, materials and/or supplies
necessary to delivery the goods and/or perform the services under this Agreement.
1.4. WVI reserves the right to reject any goods which are defective in material or
workmanship, and may, in addition to any other legal remedies, return such goods to
Supplier at Supplier’s expense or otherwise dispose of such goods in a commercially
reasonable manner. Supplier will, at no additional cost, promptly conform the goods to
WVI's reasonable satisfaction.
2. Time Schedule
2.1 Supplier will deliver the goods on [insert date] at Supplier’s expense, to WVI’s
operations in [insert destination], at the following delivery address: [insert delivery
address] Supplier will begin providing services on [insert destinations], and will
[“complete all services by” OR “continue providing services through” [insert date],
unless this Agreement has been terminated sooner in accordance with its provisions.
2.2 Shipment will be via containerised sea shipment using a duly licensed and reputable
international shipping agent.
2.3 Supplier will provide appropriate notification to WVI prior to shipment to enable WVI, or
a third party inspection company of WVI’s choice, to inspect the goods prior to
shipment.
2.4 Supplier will retain title to, and risk of loss for, the goods until they are delivered to WVI
in [insert destination].
2.5 Time is of the essence in performing this Agreement, and Supplier will ensure that the
goods are delivered and the services are performed no later than as set forth above. If
Supplier is late in meeting the designated time schedule, WVI reserves the right to
deduct a penalty of 10% from Supplier’s fee for such goods/and or services.
3. Payment and Expenses
3.1. WVI shall pay Supplier for the goods at the following rates: [insert itemized or lump sum
fees $_____], which shall include any freight costs. WVI shall pay Supplier for the
services hereunder at the rate of [“ ____ per hour” OR “____ per day” OR “a lump sum
of ____”, whatever has been agreed]. The total payment for the goods and/or services
under this Agreement shall not exceed [$_____]. All payment shall be made in [insert
currency].
3.2. In addition, WVI shall reimburse Supplier for reasonable travel (economy air fare only)
and other expenses incurred by Supplier in the performance of services hereunder,
provided that such expenses have been pre-approved by WVI and are supported by
receipts or other appropriate documentation.
3.3. Supplier shall submit a detailed invoice to WVI [indicate frequency, e.g., “upon
completion of this Agreement,” OR “once per month”, etc.], specifying the goods
delivered and the services completed (including number of hours or days, if appropriate)
and any related expenses incurred by Supplier during the period reported.
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3.4. WVI will pay Supplier approved fees and expenses accordance with this Agreement
within thirty (30) days after receipt of invoice. No advances will be given to Supplier.
3.5 Supplier warrants and represents that the discount or prices with respect to the good
and services provided pursuant to the Agreement are comparable to or better than the
discount or prices offered prior to and as of the effective date, by Supplier to any of its
customers with respect to similar good and services.
4. Risk of Loss
4.1 Supplier shall bear all risk of loss or damages to goods, until such time as received by
World Vision, F.O.B. point notwithstanding.
5. Taxes
5.1Supplier is an independent contractor. The execution of this Agreement does not create
any other relationship between the parties.
5.2Supplier has sole responsibility for the payment of all applicable taxes (e.g., income,
payroll, unemployment) relating to Supplier and Supplier’s employees arising from
payments received under this Agreement.
5.3Supplier has sole responsibility for payment of sales, export and import duties and taxes,
whether in the country of export or the country of import or any transit country, and
ensuring that all necessary licenses or customs clearances are obtained.
6. Insurance/Injuries
6.1Supplier has sole responsibility and liability under this Agreement for the goods up to the
point of delivery to WVI and for any bodily injuries to Supplier or Supplier’s employees,
including responsibility to provide WVI with certificate of appropriate Workers
Compensation insurance. Supplier hereby warrants to WVI that Supplier is in
compliance with any applicable workers compensation insurance law. Supplier will
provide either a certificate of worker’s compensation insurance or proof of being legally
exempt from maintaining worker’s compensation insurance. Such evidence is required
prior to starting work and prior to receiving any compensation.
6.2Supplier has sole responsibility to obtain any other desired insurance coverage (general
liability, medical, travel, life, etc.) for Supplier and Supplier’s employees in performing
this Agreement. WVI reserves the right to request Supplier to provide proof of insurance
coverage.
6.3 Neither Supplier nor Supplier’s employees, workers, or subcontractors shall be deemed
employees of WVI for any purposes, nor shall they be eligible to participate in any WVI
employee benefit or insurance programs.
7. Acceptance
7.1 The acceptability of any goods and /or services provided by Supplier will be based on
World Vision’s reasonable satisfaction. If any of the goods and/or services are not
acceptable, World Vision will notify Supplier within thirty (30) days of receipt, specifying
its reasons in reasonable detail, and Supplier will, at no additional cost, promptly conform
the goods and/or services to World Vision’s reasonable satisfaction.
8. Security and Evacuation
8.1 Supplier may be delivering goods and/or providing services hereunder in a country with
existing or potential political or social unrest. Supplier agrees to assume all risks,
including damage to person and property, resulting from any such unrest. Supplier is
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solely responsible for the safety of Supplier’s property and employees, and for obtaining
any desired insurance protections with respect to Supplier’s work in such countries.
8.2 Should Supplier be delivering goods and/or providing services in a country where WVI
has operations, Supplier will coordinate with WVI on security issues. WVI may include
Supplier in the security and evacuation planning and procedures that WVI conducts for
its own staff, but Supplier is responsible for assessing the adequacy of such plans and
procedures to Supplier’s own satisfaction, and making alternative arrangements if
judged necessary by Supplier.
9. Confidentiality
9.1 Supplier agrees to not discuss his/her provision of goods and/or performance of services
under this Agreement with any third party without written consent from WVI.
9.2 Supplier agrees to hold in confidence for the benefit of WVI any and all confidential
information which may be disclosed to Supplier or to which Supplier may have access,
as a result of this Agreement, including the results of Supplier’s services hereunder.
10. No Assignment or Subcontracting
Supplier shall not assign his/her rights or obligations under this Agreement, in whole or
in part, nor enter into any subcontract to perform any portion of this Agreement, without
the written consent of WVI.
11. Rights to Works and Inventions
11.1 Supplier agrees that all materials, reports, information, documentation, inventions,
discoveries, developments, innovations or other work product generated by Supplier in
the course and scope of its performance under this Agreement are the property of WVI,
whether it be as individual items or as a combination of components, and Supplier
hereby assigns all rights, title and interest in and to such items to WVI. All of the
foregoing will be deemed to be work made for hire and made in the course of services
rendered and shall belong exclusively to WVI, with WVI having the sole right to obtain,
hold and renew, in its own name and for its own benefit, patents, copyrights,
registrations and other appropriate protection.
11.2 Supplier agrees that all inventions, discoveries, developments and innovations
conceived by the Supplier prior to the term and service start date of this Agreement
and utilized by Supplier under this Agreement are hereby licensed to WVI for use in its
operations globally and for an infinite duration. This license is nonexclusive and may be
assigned, without the Supplier’s prior written approval, by WVI to its wholly owned
subsidiaries or to an office that is part of the World Vision Partnership.
12. Representations by Supplier
Supplier hereby represents and warrants to WVI that:
12.1Supplier is in compliance with all applicable laws regarding business permits and
licenses that may be required to carry out its obligations under this Agreement;
12.2Supplier is not a party to any agreement restricting Supplier’s ability to enter into this
Agreement, and Supplier’s performance of this Agreement does not require the consent
of any person or entity;
12.3Supplier warrants that all services under this Agreement will be performed in a
competent, professional, workmanlike manner and conform to industry standards for
quality.
12.4Supplier warrants that all goods furnished hereunder shall be free from defects in
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workmanship and material.
12.5Supplier’s employees will adhere to the attached World Vision Child Protection Behavior
Protocols in respect to any interaction with children while performing under this
Agreement.
12.6Supplier has full rights to use and to transfer to WORLD VISION any intellectual
property utilized in performing under this Agreement.
12.7WVI’s use of the goods and performance of services in accordance with the terms of
this Agreement, does not and will not violate, infringe or misappropriate any intellectual
property rights or the laws or regulations of any governmental or judicial authority.
13. Termination
13.1WVI may terminate this Agreement at any time upon ten (10) days written notice should
the anticipated funding for this project from its donor(s) be eliminated, or for any other
reason. In the event of such a termination, Supplier will be paid approved fees and
expenses for goods provided and/or services performed in accordance with this
Agreement up to the date of termination.
13.2This Agreement may be terminated immediately by either Party in the event of a breach
of the provisions herein by the other Party. The non-breaching party shall retain its
rights as to any legal remedies or damages that are provided under the governing law.
13.3This Agreement may be terminated by either Party in the event of any intervening “force
majeure” (natural disaster, war, etc.) recognized under the governing law. In the event
of such a termination, Supplier will be paid approved fees and expenses for the goods
provided and/or services performed in accordance with this Agreement up to the date of
termination.
14. Indemnification
Supplier agrees to indemnify and hold harmless WVI and any of its affiliates or
subsidiaries, and all of the officers, agents, and employees of WVI and such entities
from any and all claims, liabilities, loss, or damages arising out of Supplier’s
performance of this Agreement.
15. WVI affiliates
Supplier agrees that the goods and/or services purchased under this Agreement may be
distributed and/or used by any of WVI’s affiliates and offices within the World Vision
Partnership (“WV Offices”), including any microfinance institutions, and further agrees that
the WV Offices may purchase separately under the terms of this Agreement. If the WV
Offices purchase separately, they will assume the obligations and liabilities of WVI under
this Agreement for their respective purchases.
16. Governing Law, Settlement of Disputes
16.1This Agreement shall be governed by the substantive law of the State of California,
16.2Unless otherwise agreed by the parties hereto, any controversy or claim arising out of or
relating to this Agreement, which remains unresolved after negotiation shall be settled by
binding arbitration before the American Arbitration Association, according to its rules.
The arbitration shall be conducted in Los Angeles County in the State of California and
shall be conducted in the English language. Judgment upon the award rendered by the
arbitrator(s) may be entered in any court having jurisdiction thereof.
17. Entire Agreement, Amendments
17.1This Agreement supersedes any and all other agreements, oral or written, between WV
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and Supplier with respect to the subject matter hereof, and no agreement, statement, or
promise relating to the subject matter of this Agreement other than that which is
contained herein shall be binding upon the parties.
17.2This Agreement may not be amended except by written agreement of the Parties.
IN WITNESS WHEREOF, the Parties hereto have duly executed this Agreement by their
authorized representatives below:
WORLD VISION INTERNATIONAL
SUPPLIER
Signature
Signature
Printed Name
Printed Name
Address
Address
Telephone Number
Telephone Number
Fax Number
Fax Number
Date
Date
Appendix 3 – Supplier Evaluation Form
Microsoft Excel
97-2003 Worksheet
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