People in Need is announcing tender for Vouchers for Winter clothing for children

TENDER NOTICE

TENDER NOTICE WINTERIZATION PDF

Contracting Authority                       

Člověk v tísni, o.p.s. (People in Need, hereinafter PIN)

entered in the Register of Non-profit Organizations administered by the Municipal Court in Prague, Volume O, File 119

With its registered office at: Šafaříkova 635/24, 120 00 Prague 2

ID: 257 55 277

Local Office Address: 56 Mateevici str., Chisinau, Moldova, FC 1012620006738

Represented by Guillermo Llinas based on the power of attorney granted by the director

PART 1: INSTRUCTIONS TO BIDDERS

1. SCOPE OF PURCHASE

Qualified tender offers (bids) are sought from competent bidders for the following supplies: Winter clothing for children

Detailed requirements are specified in Annex 1: Terms of Reference (ToR).

• OUTCOME OF SELECTION PROCESS

Voucher contract

The contract awarded to successful supplier(s) is a Voucher contract which will commit PIN to purchase the unspecified quantity of supplies as defined in the contract at the supplier rates.

3. COMMUNICATION / QUESTIONS / CLARIFICATIONS

Tender documentation with detailed instructions for bidders and forms to be filled by the bidders can be obtained upon request via email tender.moldova@peopleinneed.net.

If any of the bidders requires any clarification relating to the tender, such question should be sent to PIN by e-mail to the following e-mail address tender.moldova@peopleinneed.net. If PIN answers the question, all other bidders will be copied the answer. Communication will be held through e-mail.

To ensure that PIN could copy the answer to all bidders, all bidders are advised to send their e-mail contacts to the above specified PIN e-mail address, or otherwise ensure that PIN knows their contact details.

In case the bidder does not inform PIN about corresponding e-mail address PIN will send the copy of the answer to any e-mail address available to PIN from public sources and then the bidder cannot claim that they/it did not know the same information as other bidders.

Questions could be answered only until 23.10.2024. PIN does not guarantee that all questions will be answered.

Offers should not be dispatched before expiry of the period for questions under the preceding paragraph of this notice - if the bidder dispatches the tender offer before expiry of that period they/it cannot claim that they/it did not know all information as other bidders.

4. INSTRUCTIONS FOR THE PROCESSING THE BID

Tender forms and instructions included in tender documentation must be strictly followed otherwise the tender offer might be excluded.

Each bidder shall submit only one offer, either individually or subcontracting through a person/partner in a joint venture/team.  The winning bidder may not subcontract the service/works, or its part(s) to person(s)/partner(s) who is/are not part of the original offer. If the offer is submitted for a joint venture/ team, PIN requires reviewing all persons/partners that will participate in the service/works pursued, as per the selection criteria stated below and in Annex 1: Terms of Reference (ToR), etc. Prove of the collaboration must be submitted along with the offer.

The bidder who submits or participates in more than one offer will be disqualified from the process.

Offer must remain valid for the period of no less than 60 days from the date of closing unless withdrawn in writing before the close of offers.

After announcement of tender results, unsuccessful bidders are obliged to collect their samples from respective PIN office earliest not before than 2 weeks and not later than 30 days from delivery of award notice. If the samples are not collected within the given timeframe, samples become PIN property.

Electronic bids have to be submitted via email:

• Email should be addressed to tender.moldova@peopleinneed.net
• Note for bid@peopleinneed.net address – this is a sealed tender box which will not be opened until the tender has closed. Therefore, do not send tender related questions to this email address as they will not be answered.
• The subject of the email should be “(insert reference number)/‘Bidder Name’/‘Date’’.
• All attached documents should be clearly labelled so it is clear to understand what each file relates to.
• Emails should not exceed 15 MB – if the file sizes are large, please split the submission into two emails or more.
• Do not copy other PIN email addresses into the email when you submit it as this will invalidate your bid.

Bids received after the closing date & time will not be considered.

Envelope opening session will be held on 25.10.2024 and place 56 Mateevici str.: and the bidders or their authorized representatives are invited to be present at the envelope opening.

5. QUALIFICATION AND EVALUATION CRITERIA

To accept or reject the bid is the responsibility of the Evaluation Committee, decision of which shall be final.

Qualification criteria

Criteria which bidders must meet in order to progress to the next round of evaluation. If a bidder does not meet any of the Qualification Criteria, they will be excluded from the tender process immediately. These criteria are scored as ‘Pass’ / ‘Fail’.

Each bidder must meet and properly prove the following qualification criteria with relevant documentation:

• Location: Vendor shops should be located in at least two of the following towns – Chisinau, Balti, Causeni, Anenii Noi, Stefan Voda, Comrat, Ceadir Lunga, Ocnita
• Diversity of sold items for cold season: include children’s clothes (6-17 y.o.) and all items of the basket:
• Coat
• Pair of winter boots
• Pair of gloves/mittens
• Scarf
• Knitted cap
• Sweater
• Trouser (denim or cotton)
• Pair of wool socks
• Price of items:
• must fall within the average in the area (Will be checked by PIN)
• the total amount of the whole basket, based on the price list, shall fit to our budget per beneficiary - 1550 MDL without VAT
• Capacity: number of clients that the vendor is able serve should be not less than 20, capacity to resupply, capacity to offer basket products immediately and in large quantities
• Validity of required Business License
• Willingness (and ability) to cooperate:
• Agree to provide balance return after the end of the acquisition process
• The internal system of Supplier shall allow the cashier and PIN facilitators to check the total amount of transaction per each beneficiary, before properly registration of sale in the system
• Agree to provide partial invoicing, per calendar week (all transactions included)
• Ability (and willingness) to work with limited to no advance payment
• Ability to submit periodic reports to People in Need detailing voucher distribution and redemption activities
• Ability to sign PIN contract template
• Vendor must comply with all relevant laws and regulations regarding retail and voucher redemption
• Vendor must ensure that all clothing provided is of high quality and meets the standards. This should be proved by certificates of conformity.

Evaluation criteria

Offerors must fulfil the mandatory minimum qualifications specified above, which will be evaluated based on the Pass/Fail criteria.

6. EVALUATION METHOD

The Contract Award will be made to the bidders, who meets all minimum requirements per each location.

7. SUMMARY OF REQUIREMENTS ON TENDER OFFER

Tender offer (bid submitted by the bidder) shall consist of the following documents:

PART 2: TERMS AND CONDITONS

1. EXCLUSION AND DISQUALIFICATION

• PIN shall exclude from the tender any offer of a bidder falling into any of the following cases:
• They are bankrupt or being wound up, are having their affairs administered by the courts, have entered into an arrangement with creditors, have suspended business activities, are the subject of proceedings concerning those matters, or are in any analogous situation arising from a similar procedure provided for in national legislation or regulations;
• They or persons having powers of representation, decision-making or control over them have been convicted of an offence concerning their professional conduct by a judgement that has the force of res judicata;
• They have been guilty of grave professional misconduct proven by any means that the contracting authority can justify;
• They have not fulfilled obligations relating to the payment of social security contributions or the payment of taxes in accordance with the legal provisions of the country in which they are established or those of the Czech Republic or those of the country where the contract is to be performed;
• They or persons having powers of representation, decision making or control over them have been the subject of a judgment which has the force of res judicata for fraud, corruption, involvement in a criminal organisation, money laundering or any other illegal activity;
• They do engage in the employment of children, disrespect basic social rights and working conditions based on international labour standards;
• They have engaged in the trafficking in persons and have provided any support (direct or indirect) of terrorism, including the financing of terrorism, or transactions with persons connected with terrorism;
• They are currently subject to an administrative penalty imposed by donor or have been listed by the donor as ineligible for participation in award procedures financed by donor´s money;
• Candidate might be excluded on the basis of another procurement procedure or grant award procedure financed by PIN or donor of the project, under which they have been declared to be in serious breach of contract for failure to comply with their contractual obligations;
• They or any of their employees, associates or other persons related to them provided technical assistance to PIN under that same procurement procedure.

Points (a) to (d) do not apply to the purchase of supplies on particularly advantageous terms from either a supplier which is definitively winding up its business activities, or the receivers or liquidators of a bankruptcy, through an arrangement with creditors, or through a similar procedure under national law.

Bidders shall declare they are in none of the situations listed above by the signature of Sworn eligibility statement form.

2. Offers of bidders shall be disqualified from the tender who, during the procurement procedure:

• bidder is subject to a conflict of interest;
• bidder has not stated true facts or has misinterpreted information required by PIN, or fails to provide timely such information or to provide required documents stated by PIN as condition for participation in the tender;
• bidder does not meet the PIN qualification criteria or requirements stipulated in the tender documentation.
• bidder has fulfilled the exclusion condition mentioned above in preceding article (Part 2, Article I.), points c) or i) during the last 2 years prior to the launch of the tender.
• Code of conduct for suppliers

In addition to the above conditions for disqualification, Code of Conduct for Suppliers defines all areas that PIN expects all of its suppliers at minimum to respect, and operate in ways that meet fundamental responsibilities in human rights, labour, environment and anti-corruption.  The Code of Conduct is defined by the Ten principles of the UN Global Compact:

• Support and respect the protection of internationally proclaimed human rights;
• No involvement in human rights abuses;
• Freedom of association and recognition of right to collective bargaining;
• Employment is freely chosen, not forced or compulsory;
• No exploitation of children and child labour;
• No discrimination in respect of employment and occupation;
• Support a precautionary approach to environmental challenges;
• Accept greater environmental responsibility promotion;
• Encourage the development and spread of environmentally friendly technologies;
• Adhering to highest standards of ethical conduct behaviour, including: working against corruption and all its forms, conflict of interest disclosure, respect to local laws.

3. INSTRUCTIONS FOR PROCEDURES IN SPECIFIC CASES

PIN may cancel the announced tender or not conclude contract with the winning bidder in the following cases:

        4. GENERAL CONDITIONS

       1. The bidder shall bear all costs associated with the preparation and submission of the Tender, and PIN will in no case be responsible or liable for such costs.

2. By participating in the selection process, the bidder hereby declares and warrants that has seen and understood the terms of the below mentioned policies and it complies and shall comply with all applicable terms and conditions specified therein:

PIN Policy on Ethical Conduct, PIN Code of Conduct, PIN Anti-Corruption Policy and other related policies referred to therein, which are incorporated by reference and represent an integral part of this tender notice. Electronic copies containing the complete text are available at: www.clovekvtisni.cz/policies

3. The bidder will immediately and without undue delay inform PIN of any event which interferes or threatens to materially interfere with this Tender notice, including suspicion of or actual fraud, corruption, bribery, theft, terrorist financing or other misuse of funds. Such information should be passed in the first instance to fraud@peopleinneed.cz.

All information will be treated with the upmost confidentiality. Information can also be reported directly to the PIN programme team where appropriate, these will be immediately passed on to the above-mentioned e-mail address.

4. In case additional supplies/services/construction works would prove to be necessary for finalization of the activity for which this tender is organized, PIN reserves the right to procure them from the winner of this tender. The potential option of the contract extends for a value and duration wouldn´t exceed the value and the duration of the initial contract awarded under this tender.

5. When processing any personal data of PIN, the bidder shall comply with the applicable personal data protection laws, including the EU General Data Protection Regulation (GDPR). In case the bidder processes these data on PIN’s behalf and according to its instructions, the bidder undertakes to enter into an additional Data Processing Agreement as per Article 28 of the GDPR.

In case the bidder is seated outside of the European Economic Area, the Supplier undertakes to comply with the standard data protection clauses required for such data transfers as per Article 46 par. 2 lit. c of the GDPR.

6. PIN reserves the right to cancel the tender without giving any reason.

List of annexes:

Annex 1 – Terms of Reference

Annex 2 – Sworn Eligibility statement

SIGNATURE of the Tender Notice to be seen on the attached link below:

TENDER NOTICE WINTERIZATION PDF