REQUEST FOR OFFER FOR PRINTING MATERIALS by FKij3B

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									                                            REQUEST FOR OFFER
                                             Ref. No: G/NS/KHT/X/703/2012
                                                Emergency Relief Supplies



GOAL BUYER:

Name:                Christine Fostvedt-Mills
Postion              Procurement Manager – GOAL Sudan

Email:               cmills@sd.goal.ie
Mobile:              +249 (0) 91 217 3533

Office Address:      GOAL Sudan,
                     Hse 12, Block 6/7/8,
                     Hai Al Zahour,
                     Khartoum Sudan
Office tel:          + 249 (0) 183 560 684 / (0)183 472 903
Office fax:          +249 (0) 183 472 903



Date:     January 17, 2012



Dear Sir / Madam,

RE: PROVISION OF EMERGENCY RELIEF SUPPLIES – REF No: KHT-X-703

You are requested to submit an offer for Emergency Relief Supplies. Your offer could form the basis for a contract
between your firm / institution and GOAL.

To enable you to submit an offer please find enclosed:

    a.    Information to Bidders (this document)

    b.    Annex 1:         Offer Summary Form – to be returned with the offer

    c.    Annex 2:         GOAL Standard Terms and Conditions

This letter is not to be construed in any way as an offer to contract with your firm/institution.
Annex 1 & 2 are to be returned as bid to GOAL offices with company stamps




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                                      INFORMATION FOR BIDDERS

A.   MANNER OF SUBMISSION

Offers to be delivered in “sealed envelopes” with samples / photos to the following addresses”

Procurement Department
GOAL North Sudan,
House 12, Block 6/7/8W,
Hai Elzahor, Khartoum – Sudan

Or

To confidential email address: tenders@goal.ie or cmills@sd.goal.ie . (Email submission should contain photos of
items quoted where possible)

Please mark on the envelope or put in the subject line of the email:


                                   INVITATION TO TENDER / REQUEST FOR OFFER

                                                  REF: G/S/KHT/X/703/2012

                                                        GOAL SUDAN

                                       Not to be opened before 25th January, 2012


B.   TIMETABLE:

Issue of RFO Documents:                      17/1/ 2012
Final Date of Submission:                    25/1/2012 at 03.00 p.m.
Opening of Offers:                           26/1/2012
Date of Evaluation:                          26/1/2012
Award of Contract (estimated):               27/1/2012

Important: Offers transmitted in any other manner than those indicated above will not be considered.
Offers must be received by GOAL on or before the date indicated. Any offer received after this date OR sent to another
address may be rejected. GOAL may, at its discretion, extend the deadline for the submission of offers by notifying all
prospective contractors in writing. The extension of the deadline may accompany a modification of the RFO documents
prepared by GOAL at its own initiative or in response to a clarification requested by a prospective vendor.

C.   VALIDITY OF OFFER

You are requested to hold your offer valid for 30 days from the deadline for submission. GOAL will make its best effort
to select a firm/institution within this period.



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D. COSTS OF PREPARING BID
Please note that the cost of preparing an offer and of negotiating a contract, including any related travel, is not
reimbursable.

E. CLARIFICATIONS AND QUESTIONS
Any requests for clarification should be referred to Christine Fostvedt-Mills at the above address, telephone number
+249 (0) 912 163533 or email cmills@sd.goal.ie GOAL may, at its discretion, copy any reply to a particular question to
all other invited firms/institutions.

F. LANGUAGE OF BID
All offers must be in English.

G. REQUIREMENTS:
GOAL invites your company to make a firm offer for the supplies listed in Annex 1

Your offer should include:
   1. Signed Offer Summary Form Annex 1
   2. Signed and stamped GOAL Terms and Conditions Annex 2
   3. Samples / Photos of each line item listed in Annex 1 (where possible).

H. AWARD CRITERIA
The selection of a supplier will be done with the following award criteria

         1.   Quality of sample provided
         2.   Time Frame for production
         3.   Price
         4.   Experience of Vendor
         5.   Ethical Purchasing Considerations (see Annex 2)

I.   SPECIFICATION OF ITEMS

        Please give a full specification of the products being offered, including the generic, commercial or brand name (see
         section on Supplies Required for further information)

        Please, fill in all the columns per a line item in Annex 1, as all this information is going to be considered and included
         into analysis of offers from Suppliers

        If any of the Item Name of Specifications of Item or its packaging, design, raw materials’ specifications used in
         manufacturing the final product, and any other parameters offered by you per a line item is different to what GOAL is
         requesting, please, make it very clear and detailed in the Annex 1 in a separately provided column for this purpose.

        If your company proved to be misleading GOAL in the specifications of the items that your company is offering and
         providing false information as a result of this in regards of both specifications, costs, origin and source of mosquito
         nets, and delivery times, your company may be excluded from the analysis and consideration process. GOAL requires
         your company to provide accurate, actual and true information in both your quote and any other information provided
         to GOAL verbally or through email in the process of post tender clarifications and the process of clarifications lead
         by GOAL Sudan procurement department.


C. PRICING:

1.   Prices must be expressed in SDG / USD / EURO. Please, note that GOAL Standard Monthly Financial Rate will be used
     for analyzing all the offers. GOAL though would sign contract(s) with successful bidders in the original currency of their
     quotes



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2.   Separate prices must be provided in the Offer as follows:
     o        Ex - works prices
     o        Pre-Delivery Inspection Cost
     o        Delivery costs
     o        Insurance Cost (See the relevant INCOTERMS below)
     o        VAT and any customs duties
     o        Packaging and Consolidation Costs
     o        Any other associated costs

3.   Any discount offered to GOAL must be clearly indicated as a percentage of the overall cost.

D. INCOTERMS:

1. Supplier should quote for the following INCOTERMS (2010):

     -   Ex Khartoum Sudan (as per Annex 1)

2. If your company is selected to supply only part of the order, you will then be additionally requested by GOAL to provide
   the shipping and other costs listed above in the Section C

3. If your company is selected to supply part or full order, GOAL may request you to arrange transport, cover the costs and
   manage the process of shipping the goods on CIF/CIP Khartoum, if your stocks are not coming from Ex Stocks/Works
   Khartoum

E. LEAD AND DELIVERY DETAILS

1.   A delivery schedule will be negotiated with the successful supplier, with details of lead and delivery times, once and if
     your company is selected to supply part or full list of items

2.   On arrival the supplies should be free from damage. The supplier shall be liable for all losses due to insufficient of
     unsuitable packing and delivery arrangements, and shall be liable for the cost of returning any unacceptable supplies.

3.   The supplies must be free from objectionable matter and any substances that would represent a hazard to health.

4.   Only compliant and accurate specifications items shall be accepted and paid for by GOAL.

5.   The non-conforming or wrong delivered items are delivered, they shall be rejected by GOAL, in which case you will be
     offered to collect the items back, the cost of shipment of which will be covered by your Company. In case of rejection part
     of full order delivered by a vendor, GOAL is not paying for the cost of goods rejected

6.   Analysis of offers from Vendors will also be based considerably on the cost of delivery of the requested items at per
     Annex 1 to (Khartoum), availability of items ex stock, availability of items in a location(s) most suitable, practical,
     quickest and cheapest to deliver the items from to the required destination(s).

7.   Relevance, practicality and cost of customs clearance encountered by GOAL for the delivered items. The latter will
     depend on the source of an item(s)

Please note that GOAL is not bound to select any of the firms/institutions submitting proposals. Further more, since a
contract will be awarded in respect of the offer that is considered most responsive to the needs of the project
concerned, GOAL does not bind itself in any way to select the firm/institution offering the lowest price.

ANNEX 1 – OFFER SUMMARY : SEE ATTACHED FORM




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ANNEX:2

                                               GOAL TERMS AND CONDITIONS FOR
                                            SUPPLY, SERVICE AND WORKS CONTRACTS



1. LEGAL STATUS
The Vendor shall be considered as having the legal status of an independent contractor vis-à-vis GOAL. The Vendor, its personnel
and sub-contractors shall not be considered in any respect as being the employees of GOAL. The Vendor shall be fully responsible for
all work and services performed by its employees, and for all acts and omissions of such employees.

2. SUB-CONTRACTING
In the event the Vendor requires the services of a sub-contractor, the Vendor shall obtain the prior written approval of GOAL for all
sub-contractors. The Vendor shall be fully responsible for all work and services performed by its sub-contractors and vendors, and
for all acts and omissions of such sub-contractors and vendors. The approval of GOAL of a sub-contractor shall not relieve the
Vendor of any of its obligations under this Contract. The terms of any sub-contract shall be subject to and conform with the
provisions of this Contract.

3. OBLIGATIONS
The Vendor shall neither seek nor accept instructions from any authority external to GOAL. Vendors may not communicate at any
time to any other person, government or authority external to GOAL any information known to them by reason of their association
with GOAL which has not been made public, except in the course of their duties or by authorisation of the GOAL: nor shall Vendors at
any time use such information to private advantage. These obligations do not lapse upon termination/expiration of their agreement
with GOAL.

4. ACCEPTANCE AND ACKNOWLEDGEMENT
Initiation of performance under this contract by the vendor shall constitute acceptance of the contract, including all terms and
conditions herein contained or otherwise incorporated by reference.

5. WARRANTY
The Vendor warrants the goods furnished under this Contract to conform to the specifications and to be free from damage and
defects in workmanship or materials. This warranty is without prejudice to any further guarantees that the Vendor provides to
purchasers. Such guarantees shall apply to the goods subject to this Contract.

6. INSPECTION
The duly accredited representatives of GOAL shall have the right to inspect the goods called for under this Contract at Vendor’s
stores, during manufacture, in the ports or places of shipment, and the Vendor shall provide all facilitates for such inspection. GOAL
may issue a written waiver of inspection at its discretion. Any inspection carried out by representatives of GOAL or any waiver
thereof shall not prejudice the implementation of the other relevant provisions of this Contract concerning obligations subscribed by
the Vendor, such as warranty or specifications.

7. EXPORT LICENCE
The Contract is subject to the obtaining of any export license or other governmental authorization that may be required. It shall be
the responsibility of the Vendor to obtain such license or authorization. GOAL may, at its discretion, use its best endeavors to assist.

8. OFFICIALS NOT TO BENEFIT
The Vendor represents and warrants that no official of GOAL has been, or shall be, offered by the Vendor any direct or indirect
benefit arising from this Contract or the award thereof. The Vendor agrees that breach of this provision is breach of an essential
term of this Contract.

9. FORCE MAJEURE
Force Majeure shall mean Acts of God, laws or regulations, industrial disturbances, acts of the public enemy, civil disturbances,
explosions and any other similar cause of equivalent force not caused by, nor within the control of, either party and which neither
party is able to overcome. As soon as possible after the occurrence of the Force Majeure, and within not more than fifteen (15) days,
the Vendor shall give notice and full particulars in writing to GOAL of such Force Majeure. If the Vendor is thereby unable, wholly or
in part to perform his obligations and meet his responsibilities under this Contract, GOAL shall then have the right to cancel the
Contract by giving, in writing, seven (7) days notice of termination to the Vendor.

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10. DEFAULT
In case of default by the Vendor, including, but not limited to, failure or refusal to make deliveries within the limit specified, GOAL
may procure the goods or services from other sources, and hold the Vendor responsible for any excess cost occasioned thereby.
Furthermore, GOAL may, by written notice, terminate the right of the Vendor to proceed with deliveries or such part or parts thereof
as to which there has been default.

11. REJECTION
In the case of goods or services purchased based on specifications or scope of works, GOAL shall have the right to reject the goods or
services or any part thereof if they do not conform to specifications or the scope of works.

12. AMENDMENTS
No change in or modification of this Contract shall be made except by prior agreement between the Responsible Buyer in GOAL in
Ireland and the Vendor.

13. ASSIGNMENTS
The Vendor shall not assign, transfer, pledge or make other disposition of this Contract or any part thereof or of any of the Vendor’s
rights, claims or obligations under this Contract except with the prior written consent of GOAL.

14. INDEMNIFICATION
The Vendor agrees to indemnify, hold and save GOAL harmless and defend at its own expense GOAL, its officers, agents and
employees from and against all suits, claims, demands and liability of whatever nature or kind, including costs and expenses thereof
and liability arising there from, with respect to, arising from or attributable to acts or omissions of the Vendor or its employees or
sub-contractors in or relating to the performance of this Contract. This provision shall extend to, but shall not be limited to, claims
and liability in the nature of product liability claims.
GOAL will promptly notify the Vendor of any such suit, claim, proceeding, demand or liability within a reasonable period of time
after having received written notice thereof, and will reasonably co-operate with the Vendor, at the Vendor’s expense, in the
investigation, defence or settlement thereof, subject to the privileges and immunities of GOAL.
The Vendor shall not permit any lien, attachment or other encumbrance by any person or entity to remain on file in any public or
official office or on file with GOAL against any monies due or to become due for any work done or materials furnished under this
Contract, or by reason of any other claim or demand against the Vendor.

15. DISPUTES - ARBITRATION
Any claim or controversy arising out of or relating to this or any contract resulting here from, or to the breach, termination or
invalidity thereof, shall be, unless settled amicably through negotiation, submitted to arbitration in accordance with Irish law.

16. USE OF NAME, EMBLEM OR OFFICIAL SEAL
Unless authorized in writing by GOAL, the Vendor shall not advertise or otherwise make public the fact that he is a Vendor to GOAL
or use the name, emblem or official seal of GOAL or any abbreviation of the name of GOAL for advertising purposes or for any other
purposes.

17. LIQUIDATED DAMAGES
Late delivery, or dispatch outside the agreed shipping schedule, shall be subject, without notice, to an assessment of liquidated
damages equivalent to 1 percent of the Contract value per day or part thereof. The assessment will not exceed 10 percent of the
contract value. GOAL has the right to deduct this amount from the Vendor’s outstanding invoices, if any. This remedy is without
prejudice to any others that may be available to GOAL, including cancellation, for the Vendor’s non-performance, breach or violation
of any term or condition of the Contract.
Acceptance of goods delivered late shall not be deemed a waiver of GOAL’s rights to hold the Vendor liable for any loss and/or
damage resulted there from, nor shall it act as a modification of the vendor’s obligation to make future deliveries in accordance with
the delivery schedule.

18. CORRUPTION MITIGATION
There are no costs payable to GOAL by the vendor in association with the execution of this contract. If the vendor is approached by a
GOAL member of staff for a payment, commission, ‘kickback’ or associated payment, they are obliged to report the request directly
to GOAL’s Country Director within thirty-six hours. Failure to report any request for payment by a GOAL member of staff or actual
payment by the vendor to a GOAL member of staff to the GOAL Country Director shall result in the immediate termination of any
contract and may result in disqualification of the vendor from participation in future contracts with GOAL.

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19. ANTI-PERSONNEL MINES
The Vendor guarantees that it is not engaged in the sale or manufacture, either directly or indirectly, of anti-personnel mines or any
components produced primarily for the operation thereof. Any breach of this representation and warranty shall entitle GOAL to
terminate this Contract immediately upon notice to the Vendor, at no cost to GOAL.

20. ETHICAL PROCUREMENT
The Vendor represents and warrants that neither it, nor any of its vendors is engaged in any practice inconsistent with the following
code of conduct for vendors: Employment is freely chosen, freedom of association and the right to collective bargaining are
respected, working conditions are safe and hygienic, no child labour/protection of children is ensured, living wages are paid,
working hours are not excessive, no discrimination is practiced, regular employment is provided, no harsh or inhumane treatment is
allowed. Any breach of this representation and warranty shall entitle GOAL to terminate this Contract immediately upon notice to
the Vendor, at no cost to GOAL.

21. VENDOR INELIGIBILITY
Candidates that fall into any of the following categories are ineligible to participate in GOAL procurement processes: (a) 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; (b) They have been convicted of an offence
concerning their professional conduct by a judgment that has the force of res judicata; (c) They have been guilty of grave
professional misconduct proven by any means that the contracting authority can justify; (d) 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 with those of the country of the contracting authority or those of the country where the
contract is to be performed; (e) They have been the subject of a judgment that has the force of res judicata for fraud, corruption,
involvement in a criminal organization or any other illegal activity; (f) Following another procurement procedure or grant award
procedure, they have been declared to be in serious breach of contract for failure to comply with their contractual obligations;

22. VENDOR EXCLUSION
Negotiation with vendors or potential vendors may be severed at any stage during a procurement process if it is found that they
meet either of the following exclusion criteria: (a) Are subject to a conflict of interest; (b) Are guilty of misrepresentation in
supplying the information required by GOAL as a condition of participation in the contract procedure, or fail to supply all of the
information requested.

23. PRIOR NEGOTIATIONS SUPERSEDED BY CONTRACT
This Contract supersedes all communications, representations, arrangements, negotiations, requests for proposals and proposals
related to the subject matter of this Contract.

24. INTELLECTUAL PROPERTY INFRINGEMENT
The Vendor warrants that the use or supply by GOAL of the goods sold under this Contract does not infringe on any patent, design,
trade-name or trade-mark. In addition, the Vendor shall, pursuant to this warranty, indemnify, defend and hold GOAL harmless from
any actions or claims brought against GOAL pertaining to the alleged infringement of a patent, design, trade-name or trade-mark
arising in connection with the goods sold under this Contract.

25. TITLE RIGHTS
GOAL shall be entitled to all property rights including but not limited to patents, copyrights and trademarks, with regard to material
which bears a direct relation to, or is made in consequence of, the services provided to the organization by the Vendor. At the
request of GOAL, the Vendor shall take all necessary steps, execute all necessary documents and generally assist in securing such
property rights transferring them to the organization in compliance with the requirements of the applicable law.
Title to any equipment and supplies which may be furnished by GOAL and any such equipment shall be returned to GOAL at the
conclusion of this Contract or when no longer needed by the Vendor. Such equipment, when returned to GOAL, shall be in the same
condition as when delivered to the Vendor, subject to normal wear and tear.

26. PACKING
The Vendor shall pack the goods with new, sound materials and with every care, in accordance with the normal commercial
standards of export packing for the type of goods specified herein. Such packing materials used must be adequate to safeguard the
goods while in transit. The Vendor shall be responsible for any damage or loss that can be shown to have resulted from faulty or
inadequate packing.

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27. INSURANCE
The vendor shall provide and thereafter maintain for the duration of this contract and any extension thereof all appropriate
workmen’s compensation insurance or its equivalent with respect to its employees to cover claims for personal injury and death in
connection with this contract. The vendor shall, upon request, furnish proof to the satisfaction of the GOAL, of such liability
insurance. The vendor shall further provide such health and medical insurance for its agents and employees, as the vendor may
consider advisable.

28. TERMINATION OF CONTRACT
Either party may cancel this Contract before the expiry date of the Contract by giving notice in writing to the other party. The period
of notice shall be five days in the case of contracts for a total period of less than two months or fourteen days in the case of contracts
for a longer period.
In the event of the Contract being terminated prior to its due expiry date in this way, the Contractor shall be compensated on a pro
rata basis for no more than the actual amount of work performed to the satisfaction of GOAL. Additional costs incurred by GOAL
resulting from the termination of the Contract by the Contractor may be withheld from any amount otherwise due to the Contractor
from GOAL.

29. ASSIGNMENT OF PERSONNEL
The Contractor shall not assign any persons other than those accepted by GOAL for work performed under this Contract.

30. OVERRIDING CLAUSE
In the event of any conflict or inconsistencies between these Terms and Conditions or any other document which forms part of the
Contract, these Terms and Conditions shall prevail except where they have been amended (by specific reference to the relevant
clause and paragraph of these Terms and Conditions) as provided for herein.

31. WITHHOLDING TAX
GOAL reserves the right to deduct withholding tax from the vendor's invoice if so required by law. This will apply unless the vendor
has supplied in advance the required documentation proving its exemption from withholding tax (e.g. withholding tax exemption
certificate).




These Standard Terms and Conditions have been read and understood:

Name and Position:

Signature:

Date:

Company Stamp:




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