Concern Worldwide
Letter of Invitation to Tender
Tender ref.: CSL/001/EU-2013
Date: 27th August, 2013
Dear Sir/Madam,
SUBJECT: INVITATION TO TENDER
Concern Worldwide would like to invite you to tender for purchase of medical, non-medical and
laboratory equipment for the EU- Funded SHAPE Project in Tonkolili District and Child Survival
Project in Freetown, Sierra Leone.
The following sections of the attached Tender Dossier must be completed and returned to
Concern Worldwide.
**SPECIFICATION & FINANCIAL OFFER MUST BE COMPLETED ON THIS
DOCUMENT AND RETURNED TO CONCERN WITH THE TENDER BID**




Section B – Technical Specification & Financial Offer
Section C – Tenderers Declaration
Section D – Tenderer Submission Form
Section F - Programme Participant Protection Policy
We look forward to receiving your tender before 25th September 2013 at 10.00AM at the
address specified in the tender dossier.
Bids must be sent in a sealed envelopes, marked “Tender ref.: CSL/001/EU-2013” on the
outside of the envelope for identification purposes.
Yours sincerely,
Bintu Jibao
Logistics Coordinator
Concern Worldwide
23a Cantonment Road, Freetown, Sierra Leone
Concern Worldwide
This Tender is for the purchase of medical, non-medical and laboratory equipment for
the EU- funded SHAPE project in Tonkolili District and Child Survival Project (CSP)
in Freetown funded by IRISH AID and USAID.
Tender Contents:
A.
Lot 1, 2, 3, 4 & Requirements
B.
Technical Specifications & Financial Offer
(MUST BE COMPLETED AND RETURNED)
B2.
Financial Offer (MUST BE COMPLETED AND RETURNED)
C.
Tenderer Submission Form & References (MUST BE COMPLETED AND
RETURNED)
D.
Draft Contract Format
E.
Concern Worldwide Purchasing Terms & Conditions
F.
Programme Participant Protection Policy (MUST BE COMPLETED AND
RETURNED)
G.
Tenderers Declaration & Checklist (MUST BE COMPLETED AND RETURNED)
Concern Worldwide
A. List of requirements:
Tender Ref: CSL/001/EU-2013
Medical, non- medical and laboratory equipment to be supplied to final
destinations in Magburaka, Tonkolili District and Child Survival Project (CSP) in
Freetown., Sierra Leone:
LOT 1- Medical Equipment
Commodities
Hand washing facilities
Quantity (unit) Pc
15
Technical
Specification
Required
Yes
Wall clock with second hand
Torch with extra batteries
Instrument sterilizer (not
dependent on electricity)
Jar for forceps
BP machine and stethoscope
18
18
5
yes
yes
yes
10
6
yes
yes
Thermometer
3
yes
Foetal Stethoscope
Weighing scale (adult)
Height measure (adult)
Speculum and vaginal
examination kit
4
4
5
5
yes
yes
yes
yes
Baby scales
Hanging scales
Height measure/measuring
board
Delivery bed
4
2
2
yes
yes
yes
5
yes
Screen if more than one bed
6
yes
Work surface near bed for
newborn resuscitation
7
yes
Towel for newborn
Blankets for newborn
Mucus suction
25
28
10
yes
yes
yes
Specification
Plastic hand washing station (bucket with tap
in stand and additional bucket to catch run off
water) 10 liters capacity
Extra-large size- quartz
4 additional batteries for 2 battery torch
Pot medium size-14ltr 9"x12"(10"body+2.5
lid)
Medium size- stainless steel 2" X 8"
Manual -Clinical Mercury Manometer with
stethoscope
Clinical thermometer calibrated degree
centigrade
Pinnard stethoscope
Stand-on scale
Height measure adult wall type 200cm.
Small, Medium, Large anal- Virginal
examination grave Virginal speculum spin
wheel
Cradle scale
Salter scale with bag
Wooden, locally made – measurement in cm
1.5 meters with adjustable headboard.
Improved metal –Dimensions: 72”L x 27” W x
30”H, tabular frame work mounted on PVC
stumps , stainless steel top in three sections ,
back rest section adjustable on ratchet, leg end
section adjustable a pair of knee crutches, pretreated & Epoxy powder coated.
Imported (66”H x 96”L) Tubular frame work
mounted on 5cm castors with cotton pretested
and epoxy powder coated .
Wooden work station to enable nurse to be
able to resuscitate at comfortable level without
stooping over)
Cotton, medium size
Wool medium size
i.e. Penguin
Ambu resuscitator and mask
(adult)
Ambu resuscitator and mask
(neonatal)
Ambu resuscitator and maskInfant
Manual Vacuum extractor set
Delivery set
Laceration repair kit
6
Concern Worldwide
yes
Adult, 1500mls
8
yes
Neonatal 250mls
8
Yes
Infant 500mls
2
7
5
yes
yes
yes
IUCD insertion set
Beds & washable mattresses
Bed linen
Urinals and bedpans
I.V. stands
2
14
48
7
7
yes
yes
yes
yes
yes
Medicine storage cabinet
5
yes
Instrument/dressing trolley
7
Yes
Instrument tray
Wound dressing set
Abustix for testing protein
7
8
16
Yes
Yes
Yes
Urinary catheter and
collection bag
Gynaecological Gloves
(Elbow)
16
Yes
Kiwi Omni cap
Metal
2 artery forceps, needle holder, pair of
scissors, assorted sutures (at least 2) and
needle
IUCD insertion set
Metal hospital bed with washable mattress
Cotton- large size 4x6ft
Metal
Metal, telescopic type adjustable SS. IV rod
lock with knob.
Wooden –75cm by 50cm by 50cm with 2
shelves inside lockable cupboard
Metal (76L x 46W x 81H cm) M.S tubular
frame . S shelves with railing 10 cm castors,
with bowl and bucket. Epoxy powder coated
fixed construction
Metal-10” x 8”
Metal
Urine dipsticks in a pot (1 pot = 50 or 100
strips
1 carton = 100 catheter
100
Yes
Rubbish bin (covered)
Rubbish bin (waste paper)
Stand-by generator 5KVA
Double Window curtains –
bright colours- set
Cooking stove
Sterile elbow gloves
19
15
2
25
9
LOT 2- Non - Medical
No
No
yes
No
Plastic- 30liters with cover
Plastic- 20Liters without cover
Honda- with accessories and Manual
Blue or Pink-4ftx5ft
No
cooking stove (wonder stove)
Towels for new born
Blankets for new born
Microscope (light) and
emersion oil
Hand centrifuge
Hemoglobin meter
Timer
9
9
1
2
2
1
No
No
By bale second hand
By bale second hand
LOT 3- Laboratory Equipment
yes
Microscope (Light) and emersion oil with
accessories and manual
yes
Hettich hand centrifuge C 1011 (Manual)
yes
Haemoglobin meter (Sahil) item code Hb - 10
yes
Typical Mechanic
Laboratory scale and weights
Slide rack
Staining jars
Variable micro Pipettes and
stand
Spirit lamp
Measuring jars
Beaker set
Test tubes set
Microscope slides & cover
slips set
Specimen collection cups,
tubes and capillary tubes set
Reagents, stains and test kits
as appropriate
Concern Worldwide
yes
yes
yes
yes
2
2
4
4
1
2
2
2
2
yes
yes
yes
yes
yes
2
yes
2
yes
Laboratory scale and weights
R>K slide staining Rack 20 slides
Staining jars
Variable micro Pipettes (1 x 50) and stand
Alcohol/Sprit lamp
Metal of plastic 500 – 1000mls
Beaker
Test tube glass cylindrical bottom
Microscope slides & cover slips (glass)
Specimen collection cups, tubes and capillary
tubes
Reagent, stains and test kits including Gram’s
stain kits & Giemsa stain
LOT 4
Commodities
Forceps for delivery set(Sponge
holding forceps)
Buckets for contaminated waste
in all treatment areas
Doppler
Gel
Quantity
(unit) Pc
54
6
18
8
Thermometer
scissors
10
cannulas
Examination gloves
Cord clamp
Baby Scales
Hanging Scales pants
Height measure/measuring board
Specification
Forcept Stainless Steel for delivery kits pack
(for code clamp)
yes
rubber bucket (20 litre with cover)
yes
Doppler fetal monitor with batteries and
yes
ultrasound transmission gel 250g
yes
yes
Clinical Mercury Sphygmomanometer
22
BP machine
stethoscope
Syringes and needles
Technical
Specification
Required
Yes
8
27
28
36
28
900
09
36
10
yes
yes
stethoscope
Clinical thermometer Degree centigrade
Scissors for core separation
yes
yes
yes
yes
5mls syringe, and G21 needle (100 in boxes )
cannulas (G20, 21,22.23) Nine box of each of
the gauges
Latex, Vinyl or Nitrile gloves
cord clamp (A pack of 50 0r 100)
yes
Neonate scale T15P Triple resolution (cradle)
yes
yes
Hanging weighing scale pants
Height board/Measuring board (wooden
Concern Worldwide
Butterfly needles
Laceration repair kit
Cotton wool and guaze
Hand centrifuge
Haemoglobinometer
Timer
Slide rack
Staining Jars
Variable micro Pipettes and stand
Sprit Lamp
Measuring Jars
Test tubes
Microscope slides & cover slips
Specimen collection cups, tubes
and capillary tubes
Reagents, stains and test kits
Locally made) in CM 1.5 meters with
adjustable headboard
Butterfly cannula Gages 21,22,23 &25, Nine
box of each guage.
40
9
10
1
1
1
1
1
1
1
1
1
1
yes
yes
yes
yes
Hettich hand centrifuge C 1011 (Manual)
Heamoglobinometer (Sahli's) Item Code Hb 10
yes
A typical mechanical timer
yes
R>K slide staining Rack - 20 slides
Yes
staining jar
yes
variable micro pipiettes ( 1x50 ) and stand
yes
Alcohol/sprit lamp
yes
metal of Plastic 500-1000 mls./rubber
yes
Test tube glass cylindrical bottom
yes
Microscope slides & cover slips (glass)
yes
1
1
Autoclaves and sterilizers
yes
yes
6
Receptacle for soil pads, dressing
ect.
2 artery forcepts, needle holder pair of scissor,
assorted sutures (at least 2) and needle
200 roll (Renset Bomull GR) and gauze
Specimen collection cups, tubes and capillary
tubes
Reagent, stains and test kits including Gram's
stain kits & Giemsa stain
Autoclaves/ steam sterillizers 1941X New
steam 14" Dia x 10" depth (inches) manual 45
min non electrical
yes
9
cover rubber bucket 50 lit.
Yes
Jar for forceps
9
Jar for forcepts (1000mls plastic or mental)
Tray with routine & emergency
drugs, syringes and needles
Yes
9
Ambu resuscitator and mask
(adult)
10
retoutine emergency tray with equipment one
st each
Yes
1500mls
Ambu resuscitator and mask
(Infant)
10
Yes
500mls
Concern Worldwide
Ambu resuscitator and mask
(newborn)
10
albustix for testing for protein
Yes
27
1. Closing date and time for submission of tenders
250mls
albustix for testing for protein.
Wednesday 25th September 2013 at 10.00am
2. Submission of tenders
Concern Worldwide
23a Cantonment Road,
Freetown,
Tenders to be received no later than: Wednesday 25th September, 2013 at 10.00am
All tenders MUST be received in a sealed envelope marked “Tender Ref (CSL/001/EU2013)” on the outside of the envelope for identification purposes.
3. Time for delivery
The delivery time will be end of November, 2013.
4. Language of offers
All tenders should be received in English.
5. Period of validity of offers
All bids must be valid for a minimum of sixty days from the closing date of the tender.
6. Currency
All tender submissions should be received in Leones.
13. Technical Specifications
Sellers will be required to provide Technical Specifications of the exact make and model
being offered in the supplies section (part 1) above. All specifications submitted should
be clearly labeled by the bidder.
14. Type of contract
This Contract is for the supply of medical, non-medical and laboratory equipment for the
EU- funded SHAPE Project and Child Survival Project funded by USAID and IRISH AID.
15. Content of tenders
 Technical Specification & Financial offer
 Completed Tenderer Submission Form
 Signed Tenderers Declaration
16. Opening of tenders
Concern Worldwide
Tenders will be opened at 3:00pm on Wednesday 25th September 2013 at Concern office in
Freetown. All bidders are welcome to attend the opening of the tender envelopes at the
Concern Worldwide office in Freetown, Sierra Leone.
17. Evaluation of tenders
Only bids which have met with the administrative and technical compliance will qualify for
the financial evaluation stage of the process.
18.Clarification of information contained in the Tender Dossier
If tenderers require clarification on the Tender dossier please contact the Concern
Worldwide Office in Freetown. Any clarification given to one tenderer will be
communicated to all other tenderers.
19. Cancellation of the tender procedure
The tender evaluation committee has the right to cancel the tender procedure. Tender
procedures may be cancelled for a number of reasons including:
 A dramatic change in specification of the programme needs
 The quality of the Medical equipment does not meet the standard required
 The cost exceeds the budgetary limits
20. Appeals Process
An appeal to the process can be lodged if a tenderer or potential tenderer has any issues
which he/she feels require appealing. Please contact the following Concern Worldwide staff
member if you wish to make an appeal:
Bashiru Bah
Assistant Country Director Systems
Concern Worldwide
23A Cantonment Road
Freetown
Sierra Leone
+232 76 690 708
21.
Data protection
Concern Worldwide guarantees that all procurement activities are fully and transparently
documented for internal or donor audit purposes. Concern Worldwide guarantees
confidentiality of the procurement process.
Concern Worldwide
B.
Technical Specifications & Financial Offer
(**MUST BE COMPLETED AND RETURNED WITH TENDER BID**)
Contract title: SR 09326,13351
Tender reference: CSL/001/EU-2013
Tenderers are requested to complete the table below.
Column 1-3 have to be completed by Concern Worldwide
Column 4, 5 & 6 must be completed by the tenderer
LOT 1 Medical Equipment
Column 1
Commodities
Hand washing facilities
Column 2
Quantity
(unit) Pc
15
Wall clock with second hand
Torch with extra batteries
18
18
Instrument sterilizer (not dependent
on electricity)
Jar for forceps
5
BP machine and stethoscope
6
Thermometer
3
10
Column 3
Specification
Plastic hand washing station
(bucket with tap in stand and
additional bucket to catch run
off water) 10 liters capacity
Extra-large size- quartz
4 additional batteries for 2
battery torch
Pot medium size-14ltr
9"x12"(10"body+2.5 lid)
Medium size- stainless steel
2" X 8"
Manual -Clinical Mercury
Manometer with stethoscope
Clinical thermometer
calibrated degree centigrade
Column 4
Specification
Offered
Column 5
Unite Price
(in Leones)
Column 6
Total Prices
(in Leones)
Concern Worldwide
Foetal Stethoscope
Weighing scale (adult)
Height measure (adult)
4
4
5
Speculum and vaginal examination
kit
5
Baby scales
Hanging scales
Height measure/measuring board
4
2
2
Delivery bed
5
Screen if more than one bed
(imported to provide visual privacy
between beds.
6
Work surface near bed for newborn
resuscitation (Wooden work station
to enable nurse to be able to enable
resuscitate at a comfortable level
without stooping over.
7
Pinnard stethoscope
Stand-on scale
Height measure adult wall
type 200cm
Small, Medium, Large analVirginal examination grave
Virginal speculum spin wheel
Cradle scale
Salter scale with bag
Wooden, locally made
measurement in cm 1.5meters
with adjustable head board
Improved metal –
Dimensions: 72”L x 27” W x
30”H, tabular frame work
mounted on PVC stumps ,
stainless steel top in three
sections , back rest section
adjustable on ratchet, leg end
section adjustable a pair of
knee crutches, pre-treated &
Epoxy powder coated.
Imported (66”H x 96”L)
Tubular frame work mounted
on 5cm castors with cotton
pretested and epoxy powder
coated .
Wooden work station to
enable nurse to be able to
resuscitate at comfortable
level without stooping over)
Concern Worldwide
Towel for newborn
Blankets for newborn
Mucus suction
Ambu resuscitator and mask (adult)
Ambu resuscitator and mask
(neonatal)
Ambu resuscitator and mask- Infant
Delivery set
Laceration repair kit
Manual vacuum aspirator
IUCD insertion set
Beds & washable mattresses metal
hospital beds
Bed linen
Urinals and bedpans
I.V. stands
25
28
10
6
8
Cotton, medium size
Wool medium size
i.e. Penguin
Adult, 1500mls
Neonatal 250mls
8
7
5
Yes Infant 500mls
Metal
2 artery forceps, needle
holder, pair of scissors,
assorted sutures (at least 2)
and needle
2
14
IUCD insertion set
Metal hospital bed with
leather mattress cover
Cotton- large size 4x6ft
Metal
Metal ,telescopic type
adjustable SS. IV rod lock
with knub.
Wooden storage cabinet
75cm x 50cm with two
shelves inside lockable
cupboard.
Metal (76L x 46W x 81H cm)
M.S tubular frame . S shelves
with railing 10 cm castors,
with bowl and bucket. Epoxy
powder coated fixed
construction.
48
7
7
Medicine storage cabinet
5
Instrument/dressing trolley
7
Concern Worldwide
Instrument tray
Wound dressing set
Abustix for testing protein
Urinary catheter and collection bag
7
8
16
16
Gynaecological Gloves (Elbow)
100
Metal 10” x 8”
Metal
Metal
Urine dipsticks in a pot (1 pot
= 50 or 100 strips
1 carton = 100 catheter
LOT 2- Non Medical
Column 1
Column 3
Commodities
Rubbish bin (covered)
Rubbish bin (waste paper)
19
15
Stand-by generator 5KVA
2
Double Window curtains – bright coloursset
Cooking stove
25
Specification
Plastic- 30liters with cover
Plastic- 20Liters without
cover
Honda- with accessories and
Manuel
Blue or Pink-4ftX5ft
9
cooking stove (wonder stove)
Towels for new born
Blankets for new born
9
9
By bale second hand
By bale second hand
Column 4
Specification
Offered
Column 5
Unite Price
(in Leones)
Column 6
Total Prices
(in Leones)
Concern Worldwide
LOT 3 Laboratory
Column 1
Column 3
Commodities
Microscope (light) and emersion oil
1
Hand centrifuge
2
Hemoglobin meter
Timer
Laboratory scale and weights
2
1
2
Slide rack
Staining jars
2
4
Variable micro Pipettes and stand
Spirit lamp
Measuring jars
4
1
2
Beaker set
Test tubes set
2
2
Microscope slides & cover slips set
2
Specimen collection cups, tubes and
capillary tubes set
2
Specification
Microscope (Light) and
emersion oil with accessories
and manual
Haemoglobin meter (Sahil)
item code Hb – 10
Typical Mechanic
R>K slide staining Rack 20
slides
Variable micro Pipettes (1 x
50) and stand
Alcohol/Sprit lamp
Metal of plastic 500 –
1000mls
Test tube glass cylindrical
bottom
Microscope slides & cover
slips (glass)
Specimen collection cups,
tubes and capillary tubes set
Column 4
Specification
Offered
Column 5
Unite Price
(in Leones)
Column 6
Total Prices
(in Leones)
Concern Worldwide
Reagents, stains and test kits as appropriate
for Giemsa stain
2
Reagent, stains and test kits
including Gram’s stain kits &
LOT 4 – Medical Equipment
Column 1
Commodities
Forceps for delivery set
Column 2
Quantity
(unit) Pc
54
Buckets for contaminated waste in
all treatment areas
rubber bucket (20 litre with
cover)
06
Doppler fetal monitor with
batteries and
18
BP machine and stethoscope
08
Thermometer
scissors
Syringes and needles
cannulas
Specification
Forcept Stainless Steel for
delivery kits pack (for code
clamp)
22
Doppler
Gel
Column 3
10
27
28
36
ultrasound transmission gel
250g
Clinical Mercury
Sphygmomanometer with
stethoscope
Clinical thermometer
Degree centigrade
Scissors for core separation
5mls syringe, and G21 needle
(100 in boxes )
cannulas (G20, 21,22.23) 0ne
box of each of the gauges per
Column 4
Specification
Offered
Column 5
Unite Price
(in Leones)
Column 6
Total Prices
(in Leones)
Concern Worldwide
site
Examination gloves
Cord clamp
Baby Scales
Hanging Scales pants
28
900
09
36
Height measure/measuring board
10
Butterfly needles
40
Laceration repair kit
09
Towel and blankets for new born
09
Cotton wool and guaze
10
Hand centrifuge
Haemoglobinometer
01
01
Latex, Vinyl or Nitrile gloves
cord clamp (A pack of 50 0r
100)
Neonata scale T15P Triple
resolution (cradle)
Hanging weighing scale pants
Height board/Measuring
board (wooden Locally
made) in CM 1.5 meters with
adjustable headboard
Butterfly cannula Gages
21,22,23 &25, one box of
each guage (n.b for each site
there will be one box of each
of the four guages)
2 artery forcepts, needle
holder pair of scissor,
assorted sutures (at least 2)
and needle
towels 1 bale
200 roll (Renset Bomull GR)
and gauze
Hettich hand centrifuge C
1011 (Manual)
Heamoglobinometer (Sahli's)
Item Code Hb -10
Concern Worldwide
Timer
Slide rack
Staining Jars
Variable micro Pipettes and stand
Sprit Lamp
Measuring Jars
Test tubes
Microscope slides & cover slips
Specimen collection cups, tubes and
capillary tubes
01
01
01
01
01
01
01
01
01
Reagents, stains and test kits
01
Autoclaves and sterilizers
6
Receptacle for soil pads, dressing ect.
Jar for forceps
9
9
A typical mechanical timer
R>K slide staining Rack - 20
slides
staining jar
variable micro pipiettes (
1x50 ) and stand
Alcohol/sprit lamp
metal of Plastic 500-1000
mls./rubber
Test tube glass cylindrical
bottom
Microscope slides & cover
slips (glass)
Specimen collection cups,
tubes and capillary tubes
Reagent, stains and test kits
including Gram's stain kits &
Giemsa stain
Autoclaves/ steam sterillizers
1941X New steam 14" Dia x
10" depth (inches) manual 45
min non electrical
cover rubber bucket 50 lit.
Jar for forcepts (1000mls
plastic or mental
Concern Worldwide
Tray with routine & emergency
drugs, syringes and needles
Ambu resuscitator and mask (adult)
Ambu resuscitator and mask (Infant)
Ambu resuscitator and mask
(newborn)
albustix for testing for protein
9
10
10
retoutine emergency tray
with equipment one st each
1500mls
500mls
10
27
250mls
albustix for testing for
protein.
Concern Worldwide
C. Tenderers Declaration
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 Worldwide’s Programme Participant Protection Policy)
No. CSL/001/EU-2013 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 the following:




LOT 1
LOT 2
LOT 3
LOT 4
TOTAL PRICE: [……………………………………………..]
TOTAL PRICE: [……………………………………………..]
TOTAL PRICE: [……………………………………………..]
TOTAL PRICE: [……………………………………………..]
TOTAL TENDER PRICE: [……………………………………………..]
3
4
5
6
7
.
This tender is valid for a period of 60 days from the final date for submission of
tenders.
We will inform Concern Worldwide 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 Concern Worldwide.
We note that Concern Worldwide is not bound to proceed with this invitation to
tender and that it reserves the right to award only part of the contract.
We agree to adhere to all of the terms and conditions of Concern Worldwide as
provided in the tender dossier.
We confirm that we adhere to Concern Worldwide’s Code of Conduct for
Suppliers, summarized 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.
 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 allowed.
Concern Worldwide
Yours faithfully:
Name and first name:
Duly authorised to sign
This Tender on Behalf of:
Place and date:
Stamp of the firm/company:
Concern Worldwide
D.
Tenderer Submission Form
Tender reference: CSL/001/EU-2013
Date: 04th March 2011
Concern Worldwide
Freetown
Sierra Leone
One signed original form must be supplied. The following form must be completed by all
tenderers to demonstrate to Concern Worldwide that it will have at its disposal the resources
necessary for performance of the contract.
1
Submitted By
Name(s) of tenderer(s)
Manager
Member
Etc …
2
Contact Person (For this Tender)
Name
Address
Telephone
Fax
E-mail
3 Economic and Financial Capacity
Please submit a copy of the latest audited financial statements of your company. If audited
accounts are not yet available for this year or last year, please provide your latest estimates clearly
identifying estimated figures.
Concern Worldwide
4. Trade References
Please complete the table below using the format below to summarise the major relevant supplies/services/works carried out in the course
of the past 3 years by the tenderer. The number of references to be provided must not exceed 15 for the entire tender
Ref # (maximum 15)
NGO/Company
Name
Contact
Details in
NGO/Co.
Country
…
Total supply
value
No of
staff
provided
Dates
Description of Contract
Related
Services
Provided
Concern Worldwide
E.
Concern Worldwide’s Terms and Conditions
CONCERN WORLDWIDE
PURCHASING TERMS AND CONDITIONS
Unless the context indicates otherwise, the term “Buyer” refers to Concern Worldwide.
The term “Seller” 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
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 Seller shall not seek nor accept instructions from any
source external to Concern Worldwide in relation to the performance of the contract.
3) Assignment: The Seller shall not assign, transfer, sublet or subcontract the contract or
any part thereof without the prior written consent of the Buyer.
4) Corruption: The Seller 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 Seller 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 has been compiled by or received by the Seller
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 Seller 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.
6) Use of Emblem or Name: Unless otherwise agreed in writing; the Seller 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.
7) Observance of Law: The Seller shall comply with all laws, ordinances, rules and
regulations bearing upon the performance of its obligations under the terms of the
contract.
Concern Worldwide
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.
8.2) In the event of and as soon as possible after the occurrence of any cause deemed
force majeure, the Seller must inform the Buyer of the full particulars in writing. If the
Seller 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 Seller 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.
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 Seller shall be reimbursed
by Concern Worldwide for all reasonable costs incurred by the Seller, including all
materials satisfactory delivered and conforming to specification and terms of contract,
prior to receipt of the termination notice.
9.2) Should the Seller 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 Seller 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 Seller shall
promptly rectify the defect. If the defect is permanent then at the choice of the Buyer the
Seller will either replace the item at their cost or reimburse the Buyer.
11) Inspection and Test: The Seller 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 Seller in writing. In such a case the Seller
shall take the necessary action to ensure compliance, liability for any additional cost
incurred for rectifying compliance will rest with the Seller.
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
Seller and Buyer may negotiate an equitable adjustment to the contract, provided that the
Seller claims for adjustments in writing to the Buyer within 30 days from being notified
of any change.
Concern Worldwide
13) Export License: If an export license or licenses are required for the goods, the Seller
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 nature of Concern Worldwide operations necessitates that the Seller must
maintain ethical and moral standards including but not limited to, no discrimination on
the basis of race, gender, religion or age, avoidance of materials/services provided with
the use of slavery including child labour. Failure to maintain such standards, in the
opinion of the buyer, may result in termination of the business relationship between the
Buyer and Seller. Concern Worldwide is a signatory to and supporter of the Oxfam
Supplier Code of Conduct policy, which the Seller must comply with.
16) Rights of Concern Worldwide: Should the Seller 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 Seller, 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 Seller liable for additional costs incurred.
 Refuse to accept all or part of the goods.
 Terminate the contract.
17) No Agency: This order does not create a partnership between the Buyer and Seller or
make one party the agent for the other for any purpose.
Concern Worldwide
F.
Programme Participant Protection Policy
Contents
1.
2.
3.
4.
5.
6.
7.
8.
9.
Introduction
Rights of programme participants
Concern Worldwide’s policy
Partner agencies
Measures
Local culture
Relationships with programme participants
Concern Worldwide Staff Code of Conduct
Review
Throughout this document, the term inappropriate behaviour is intended to include,
among other things:












Any form of gender based violence including, but not limited to:
o Bullying
o Verbal, physical or sexual harassment
o Rape
o Exploitation
o Intimidation
o Victimization
Any form of racial discrimination or harassment
Entering into relationships which cause, or could potentially cause, conflicts of
interest at work
Behaving in a manner which brings, or could potentially bring, the organisation into
disrepute
Behaviour that shows a lack of respect for the dignity of others
Behaving in an obviously culturally insensitive manner
Behaving in a manner which leads to, or could potentially lead to, health or security
problems for the person themselves, or for other people
Theft
Unauthorised use or possession of Concern Worldwide property – or of the property
of a third party while acting or purporting to act on behalf of Concern Worldwide
Serious negligence or deliberate misuse of Concern Worldwide property
Any attempt to commit fraud or to accept or solicit a bribe
Unauthorised absence without due cause, or persistent absence or bad time keeping
1.
Introduction
Concern Worldwide is aware that the goods and services provided through our relief and
development programmes can create a power differential between those who are
employed by Concern Worldwide and the programme participants. We acknowledge that
there is potential for this power imbalance to be exploited by Concern Worldwide
employees to acquire bribes, payments, gifts, and/or sexual favours. Concern
Worldwide’s Programme Participant Protection Policy has been developed to ensure the
Concern Worldwide
maximum protection of programme participants from exploitation and to clarify the
responsibilities of Concern Worldwide staff and the standards of behaviour expected of
them.
Abuse of power has, in the past, led to many forms of exploitation, both within the relief
and development sphere in developing countries, and in social institutions in Europe and
America. The HIV/AIDS pandemic has added to the vulnerability of children who are
increasingly targeted for unprotected sex because of the greater likelihood that they are
uninfected, or in some cases, because the belief may persist that having sex with a virgin
is a way of curing AIDS. Concern Worldwide condemns any such exploitation and is
committed to the protection of programme participants.
Concern Worldwide’s Staff Code of Conduct has been amended to reflect this policy.
The Policy and the Code apply not only to Concern Worldwide staff members, but also to
Visitors to Concern Worldwide, and to the personnel of Partner Agencies. Where
appropriate, references in the Policy and the Code to Concern Worldwide staff members
shall apply to visitors to Concern Worldwide and to the personnel of Partner Agencies.
Acceptance of this policy should be a requirement of any partnership agreement that
Concern Worldwide enters into with other organisations.
2.
Rights of programme participants
All programme participants have the same right to absolute freedom from exploitation as
any other human being. Such rights are prescribed in, among other documents, the
Universal Declaration of Human Rights, the UN Convention on the Rights of the Child
(UNCRC), the UN Convention for the Elimination of all Forms of Discrimination against
Women (CEDAW), and in the national laws of most of the countries in which we work.
3.
Concern Worldwide’s policy
It is Concern Worldwide’s policy to take all steps that are reasonably possible to protect
programme beneficiaries - children, women and men - from harassment and abuse
perpetrated by employees of Concern Worldwide, Concern Worldwide’s partner
organisations, or official visitors to programmes such as those involved with Concern
Worldwide’s work as contractors, consultants, visiting donors, journalists, etc. Concern
Worldwide acknowledges that certain groups, such as children (individuals under 18
years of age) and women, are considered most at risk from abuse, harassment and sexual
violence. While recognising that harassment and sexual violations of adult men does
occur, the policy concentrates on the prevention of abuse of women and children, as this
group is generally more at risk from forms of violence such as bullying, physical
violence, political pressure and/or financial extortion.
4.
Partner Agencies
Concern Worldwide increasingly works through local partner NGOs, civil society
organisations, and community-based groups, with the result that there is less direct
contact between our employees and programme participants. However, acceptance of this
policy by Partner Agencies is a requirement of any partnership agreement that Concern
Worldwide enters into with other organisations. Wherever Concern Worldwide is
working with, funding, or supporting partner agencies to work directly with programme
Concern Worldwide
participants, the provisions of this policy must be a condition of every partnership
agreement.
This policy should be used as a tool to bring up the issue of staff conduct during
negotiations with partner agencies. The funding of a partner agency will be dependent on
adherence to the principles contained in this policy document.
5.
Measures
Concern Worldwide staff members must be aware of the power dynamics that NGOs
wittingly and unwittingly create within programme participant communities, and between
employees and programme participants. Abuse of power is often at the base of most
incidents of harassment, exploitation and inappropriate behaviour by employees. A
number of simple measures can easily be taken to tackle unequal power relationships or
to eliminate the chances of staff members exploiting their position of power:

As far as is possible, ensuring field-work teams are gender-balanced and that some
women hold positions of seniority.

Making programme participants aware: of their entitlement to humanitarian
assistance; of Concern Worldwide’s employees’ duty to deliver it without
discrimination; that whatever goods or services are delivered cannot be withheld or
withdrawn on the whim of one or more staff members and that it is unacceptable for
Concern Worldwide staff members to solicit or accept bribes, rewards, gifts, sexual
favours, etc, from a programme participant.

Clarifying the channels for lodging complaints by appointing and training one senior
staff member in each field to be responsible for further training and awareness raising
among all staff members and for investigating all complaints. This person should
report directly to the Country Director (if s/he is not the designated contact person).

Ensuring that no individual staff member of the organisation can create a situation
where he or she alone is perceived to be the sole and final authority in allocating
benefits.
It is the responsibility of all senior management at field and head office levels to ensure
that all staff, personnel from Partner Agencies, consultants, and visitors to Concern
Worldwide are acquainted with the requirements of the Policy. If acts have been
committed in relation to our programme participants which are criminal, grossly infringe
children’s rights, or contravene the principles contained in this document, the
organisation will take immediate action appropriate to the circumstances. This may
mean for:
Staff/Volunteers
disciplinary action/dismissal
Partner Agency personnel
- review of staffing policy/withdrawal of funding or support
Contractors/Consultants
termination of contract
Visitors to Concern Worldwide
removal from field location
Any action taken will be in accordance with Concern Worldwide’s policies and
procedures.
Concern Worldwide
Depending on the nature, circumstances and location of the case, Concern Worldwide
will involve the appropriate authorities to ensure the protection of programme
participants, and initiate criminal prosecution where this is appropriate.
6.
Local culture
In order to be fully aware of the programme participant protection issues Concern
Worldwide faces, it is essential for Concern Worldwide staff to be aware of local cultural
and religious practices. It should not be forgotten that cultural misunderstanding can be a
two-way problem. However, ‘culture’ can never be an excuse or motive for inappropriate
behaviour.
7.
Relationships with programme participants
As employees of Concern Worldwide, staff members have potentially greater access to
goods, services and power than members of the programme participant community, and
this greater access could be used to pressure or exploit programme participants. All
employees are obliged to declare potential conflicts of interest, exercise discretion,
professionalism and good judgment when there is a relationship between Concern
Worldwide employees and programme participants. Similarly, it is expected that
employees declare potential conflicts of interest between themselves and (potential) subcontractors and applicants for positions within Concern Worldwide.
We believe that children deserve special protection and that our staff should carry out
their duties in ways that do not violate the rights of the child.
While recognising that Concern Worldwide employees are often also members of the
programme participant community, and therefore may be married or have longestablished relationships in the programme participant community, Concern Worldwide
strongly discourages staff from engaging in sexual relationships with members of
communities with whom they are working directly and reserves the right to take action
where Concern Worldwide deems it appropriate, which may include disciplinary
action/dismissal.
8.
Concern Worldwide Staff Code of Conduct
A Staff Code of Conduct is considered a key tool for the prevention of harassment,
exploitation and inappropriate behaviour by staff. The Concern Worldwide Staff Code of
Conduct describes acceptable standards of behaviour and promotes good practice.
Concern Worldwide’s Human Resources Policy sets out the Code of Conduct for
relations within Concern Worldwide.
In order to prevent harassment, exploitation, or abuse, guidelines for appropriate
behaviour are included in the Concern Worldwide Staff Code of Conduct. It is important
that all current staff members of Concern Worldwide, the representatives of Partner
Agencies, and Visitors are given a copy of the Concern Worldwide Staff Code of
Conduct in a language that they can understand.
As part of pre-employment induction procedures, new staff members shall be asked to
read the Concern Worldwide Code of Conduct and sign it to confirm that they have
understood its content and agree to conduct themselves accordingly. It is the
Concern Worldwide
responsibility of all Concern Worldwide employees to adhere to the Concern Worldwide
Staff Code of Conduct.
Any Concern Worldwide or suspicions about a suspected incident of exploitation,
harassment or bullying of programme participants, whether major or minor, should
always be discussed with a line manager or other senior member of staff. A fuller picture
is likely to emerge which might reduce the level of Concern Worldwide or, on the other
hand, may lead to the realisation that further action is appropriate. All such Concern
Worldwide must be recorded and the record held in a secure location.
9.
Review
The implementation of this policy will be monitored through a range of instruments such
as programme, country and sector evaluations. Concern Worldwide recognises that both
internal and external environments change. Such change may have a bearing on the scope
and content of this policy. Consequently, it will be reviewed periodically. The review
process will be consultative and participatory in nature. The responsibility for initiating
the policy review process rests with Concern Worldwide’s Senior Management and
Council, but will be guided by the HR Directorate in Dublin.
Signed on Behalf of Seller
Name
_______________________
Date:
Witnessed By
Date
Concern Worldwide
G. Draft Supplier Contract Format:
Draft Supplier Contract Format
Concern Worldwide
Sierra Leone
(Hereafter referred to as the BUYER)
Of the one part,
And
(Hereafter referred to as the SELLER)
Of the other part,
Have agreed as follows:
CONTRACT TITLE: SR 09326
Tender Ref: CSL/001/EU-2013
.
Article 1: Commodity and Price to be supplied:
To be completed upon award of contract
Commodities
Quantity
Specification
Unit Price
Total Le
Concern Worldwide
1.1 All the supplies to be delivered to Concern Worldwide as stated in Article 1.
1.2 The seller shall comply strictly with the buyer’s terms and conditions as per the
tender dossier.
Article 2 Price
3.1 The price of the supplies shall be that shown on the financial offer. The total
maximum contract price shall be in Leones
3.2 The price referred to above shall be the sole remuneration owed by the Buyer to the
Seller under the contract. It shall be firm and shall not be subject to revision.
3.3
Payment shall be made in accordance with the total value of contract, as specified
in Article 1. The Seller will be paid upon complete agreement of all instructions
specified in Article 1.
Article 3: Payment Terms.
3.1
The payment of the total value of contract, specified in Article 1, will be made in
accordance with the payment schedule listed below. Confirmation of unloading
and acceptance of the goods at the Buyers designated sites in Magburaka town, by
an authorised staff member, will be required for payments to be processed.
Example Only
X% of the total contract value
Payable on confirmation of receipt of
X% of quantities ordered.
3.1.1 Delivery terms – delivery will be Delivery Duty Paid (DDP) to the designated
site in Freetown, Sierra Leone.
3.2 Delivery Time: within 4 weeks from the date of signing the Contract
Article 4: Penalty Clause.
4.1
Where the Seller infringes the terms of delivery under this contract, the Buyer has the
right to:


Impose a penalty of 1% of the contract value for each late day of delivery.
Cancel the contract.
Article 5: Guarantee.
5.1
The Seller guarantees the quality and quantity of all equipment as specified in
Article 1 and provides business registration and quality certificates, if applicable.
Concern Worldwide
5.2
The Buyer has the right to refuse / reject any equipment from the seller that do
not meet the stated specification in Article 1 and/or the technical specification /
literature submitted.
Article 6: Other Conditions
6.1
6.2
6.3
6.4
This contract comes into effect from the date of signing.
All changes and amendments or additional clauses to this contract must be
mutually agreed and signed by both parties and will be binding on both parties.
No party is entitled to transfer its rights and obligations under the present contract
to a third party without written consent of the other party.
Upon signing the present contract all the previous negotiations and
correspondence related to this contract will become null and void.
Article 7: Order of precedence of contract documents
The contract is made up of the following documents, in order of precedence:
 Contract
 Contracting Buyers General Terms and Conditions
 Technical Specifications
 Budget Breakdown (Financial Offer Template)
The various documents making up the contract shall be deemed to be mutually
explanatory. In cases of ambiguity or divergence, they should be read in the order
in which they appear above.
Signed on Behalf of Seller
Signed on Behalf of Buyer
Name
Name
_______________________
___________________________
Date:
Date:
Witnessed By
Witnessed By
Date
Date
Concern Worldwide
Concern Worldwide
Tender Checklist
1.
Technical Specification and Offer
2.
Tenderers Declaration
3.
Tenderer Submission Form
4.
Tenderer Submission References
5.
Programme Participant Protection Policy