EYNPN/TENDER/NCA/WASH/BORNO/MARCH/2024/299
PART A- EYN Projects Instructions to bidders
Date:
Tender Number EYNPN/TENDER/NCA/WASH/BORNO/MARCH/2024/299
EYN Projects is requesting through this Tender a company to detail written quotations for the supply of the following products:
PRODUCT SPECIFICATIONS:
1. Description: SUPPLY OF NON-FOOD ITEMS TO PULKA
2. Product class / category: Supply
3. Product stage: Finished products
4. INCOTERM: DDP – PULKA
5. Quantity and specifications: As per request during the vali dity of the Agreement.
Delivery is expected in Ten (10) working days once the EYN purchase order is received.
The responses to this tender should consist of the following essentials requirements:
A written quotation on Company letter head that includes all product details, unit prices, and total costs.
A copy of the legal representative's identification. (It is best to have an international passport, a voter's card, a national ID card, and a driver's license.)
A registration document/certification/quality certificate from the relevant government agency, copy of this registration at the relevant Chamber of Commerce.
Proof of past performance with recommended three (3) similar contracts preferably with
NGOs (e.g similar value contracts, work in similar operational areas, etc.).
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
RESPONSIBILITIES OF THE CONTRACTOR:
Date of delivery: Delivery within 10 working days after reception of purchase order
Validity of the offer: One - Time delivery.
The responses to this tender should consist of the following requirements, filled in English, and signed and stamped by the supplier:
An original copy of the bid if delivered by envelope (compulsory)
Instructions to Bidders (compulsory)
Offer Form with prices in NGN (compulsory)
Bidder’s Questionnaire Form (compulsory)
Bidder’s Ethical Declaration (compulsory)
Bidder’s Checklist (compulsory)
ANNEXES – documentation/proofs of past performances in a similar field of activity (e.g., past contracts of similar services, similar value contract, etc.).
ANNEXES – a copy of company registration documents and license are included and ID of the authorized person responsible for the company (if possible, either of the following: international Passport, Driver license, voters' card, National ID card).
SPECIFIC CONDITIONS:
On request, samples of the items should be available for delivery to EYN Projects within 24-48 hours. Each sample should be branded clearly with the bidder's company name. Bidder should be able to provide samples to EYN Projects’ office in Maiduguri.
Samples may be inspected shortly after the closing date of this tender and all offers made will be considered now that EYN Projects requires these items. It is anticipated that suppliers for these items will be selected from these offers for the entirety of the (1) month's quotation validity.
Bidders should provide offer(s) for all items in each lot to be considered in the award of a contract.
Bidders are welcome to offer more than one type/size/exact specification of each item listed in the table below at different prices. Varied sizes of similar products may be favorable to your quotation owing to expected changes in identified demand or availability. In that case, you may provide different offer forms for each item.
In case of making an error when writing the prices, please discard the page. Any alterations, including the use of correction fluid, will render your offer invalid.
Queries and requests for clarification of the specification can be made by E-mail to Procurements@eynprojects.org, copying eyn@eynprojects.org -up to two full working days may be required for a response - or by Telephone at +2347014800006.
Payment will be made in Nigerian Naira (NGN) hereby selected as the contractual currency for this tender.
Payments from EYN Projects to the successful candidate will be made through bank transfer or cheque.
EYN Projects and its donors reserves the right to contact previous organization with who the bidder has worked (as cited on page 1 as Past Performance) and any financial or security authority for verification.
SELECTION CRITERIA
A technical analysis will be conducted by EYN Projects for the bidder’s selection based on these criteria detailed below and ranked in order of importance.
QUALITY/TECHNICAL SPECIFICATION
Quality/technical specification will be the first criteria to be considered by EYN Projects to select a vendor. The technical check will be based on FAIL/PASS criteria. If a supplier does not meet the minimum standards of quality. EYN Projects will not consider the offer.
PRICE REASONABLENESS
The price will be the second criteria to be considered by EYN Projects to select the most competitive supplier. Tenders must quote in Nigerian Naira (NGN) as the contract currency shall be in NGN.
PAST EXPERIENCES
Preference will be given to suppliers with proof of previous experience preferably with local or International Organizations. (At least 3 contracts must be provided e.g similar value contracts, work in similar operational areas, etc.).
LEAD TIME
Preference will be given to suppliers proposing short and relevant lead time (Not more than 10 days).
B – OFFER FORM EYN PROJECTS
Date: .
Tender number EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
To be complete by Bidder(REQUIRED)
Particulars of the Bidding Company:
Name of the Company:
Company Official Representative Name:
Registration No with CAC:
Company Specialization:
Mailing Address:
Contact Numbers
E-mail Address
I undersigned , agree to provide EYN Projects, non-profit NGO, with items answering the following specifications, according to the general conditions and responsibilities I engage myself to follow.
PLEASE COMPLETE THE FOLLOWING TABLE: NOTE THAT ALL ITEM PRICES SHOULD BE FILLED. IN CASE, SOME ITEMS ARE NOT QUOTED, EYN Projects WILL NOT CONSIDER THE OFFER.
Line #
Description of Goods
Unit
Qty
Unit cost
Total cost
1
20-liter Plastic Bucket with Lid
Pcs
500
2
5 Meters Linen Rope
Pcs
500
3
Women Under wear Pants Cotton
Pcs
232
4
Bathing Soap 250grams
Pcs
2500
5
Laundry Soap 250grams (Multi-Purpose)
Pcs
2500
6
Disposable Sanitary Pads 30 counts Vironi
Pcs
1050
7
Cloth-Peg -big size
Pcs
500
8
Carry Bag Medium Size
Pcs
500
TOTAL
WHT@5%
Stamp Duty@1%
Net Total
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
BIDDER’S COMMENTS/REMARKS:
1.
2.
DELIVERY CONDITIONS GUARANTEED BY THE BIDDER:
................................................. Days for 100% of the services
BIDDER’S TERMS AND CONDITIONS
Validity of the Offer (1 month)
Terms of delivery:
Terms of payment:
Name of Bidder’s Authorized Representative:
Authorized signature and stamp:
Date:
PART C - B IDDER’S QUESTIONNAIRE EYN PROJEC TS
Date:
Tender Number EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
PART I: INFORMATION
A. Details and General Information of the Company
Name
Trading As
Headquarters address (if any)
Telephone number(s)
City
State
E-mail address 1
E-mail address 2
Country
(headquarters)
Website
Address
Parent Company
or name of owner
Subsidiaries/
Associates/ Overseas Representative
Sales Person's
Name
Sales Person's
Position
Sales Person's
Phone
Sales Persons'
E-mail
Governance of the company: Chairman, Vice-Chairman, Treasurer/Secretary of the Board of
Directors/ Board of Trustees
Name (as in
passport or other government issued photo ID)
Date of birth
(mm/dd/yyyy)
Government-
issued photo
Type of ID
EYN PROJECTS
Identification
Document (ID)
Number
ID country of
Issuance
Rank or title in
Organization
Other names used
(nicknames or pseudonyms not listed as “Name”)
Gender (e.g.
male, female)
Current employer
and job title:
Occupation
Address of
Residence
Citizenship(s)
Province/Region
E-mail address
Management of the company: CEO, Executive Director, Deputy Director, President or Vice- President
Name (as in
passport or other government issued photo ID)
Date of birth
(mm/dd/yyyy)
Government-
issued photo Identification Document (ID) number
type of ID
ID country of
Issuance
Rank or title in
Organization
Other names used (nicknames or pseudonyms not listed as “Name”)
Gender (e.g. male, female)
Current employer
and job title:
Occupation
Address of
Residence
Citizenship(s)
State
E-mail addresses
Description of the Company
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
Type of Business
(multiple choices possible):
☐ Manufacturing
☐ Consulting Company
☐ Authorized Agent
☐ Manufacturing
☐ Trader
☐ Other, please specify: _
Sector of Business
(multiple choices possible):
☐ Goods / supplies
☐ Services
☐ Equipment
☐ Works
☐ Other, please specify
:_
Year Established:
Country of
registration:
B. Financial Information
VAT Number:
Tax Number:
Bank Name:
Bank
Account
Number:
Bank
Address:
Account
Name:
Standard Payment Terms:
C. Experience
Company’s recent business with EYN Projects and/or other National/International Aid
Organizations:
Line
Organization
Contact person
Email/Phone
Goods/Works
/Services
Value (NGN)
1
2
3
4
5
Technical Capability
Has your company ever gone bankrupt, or is it in the process of going bankrupt, having its affairs supervised by the courts, entering into a creditor agreement, or suspending operations
Has your company ever gone bankrupt, or is it in the of its business activities, or is it in any comparable condition originating from a similar procedure allowed for under national law?
☐Yes ☐No
If yes, please provide details:
Has your organization ever been found guilty of an offense relating to its professional conduct by a res judicata judgment? ☐Yes ☐No
If yes, please provide details:
Has your business ever been found to be guilty of professional misconduct? ☐Yes ☐No
If please provide details:
Has your business ever failed to meet its tax duties in line with Nigerian laws? ☐Yes ☐No
If yes, please provide details:
Have you ever had a res judicata decision against your company for fraud, corruption, involvement in a criminal organization, or any other illegal activity? ☐Yes ☐No
If yes, please provide details:
Has your company ever been declared in breach of contract for failing to meet its contractual commitments or another donor-financed procurement or grant award procedure? ☐Yes ☐No
If yes, please provide details:
Has your company ever been in any dispute with any Government Agency, or
National/International Aid Organizations? ☐Yes ☐No
If you answered yes, please provide details (Attached on a separate paper):
Do you agree with terms of payment of 100% after delivery? ☐Yes ☐No
PART II: CERTIFICATION
I, the undersigned, certify that the information in these forms is correct and that any changes will be communicated to EYN Projects in writing as soon as feasible. I also accept that EYN Projects does not do business with companies, subsidiaries, or affiliates that violate EYN Projects' child protection, sexual exploitation, abuse, conflict of interest, anti-fraud, or data protection policies.
Name:
Date:
e-mail address
Title/Position Place: E
(for contact for verification purposes):
Signature: Phone number (for contact for verification purposes): Company Stamp:
Trading license
VAT registration/tax clearance certificate
Company profile
Proof of trading/dealership/agent
Evidence of similar contracts
References (optional)
Particulars of CEO and key personnel
Certificate of incorporation
Latest Financial statements (optional)
Other (specify):
Attached
Checked
I certify that I am the company's chosen legal representative and that the information provided above is accurate. I understand that I will be held accountable if I provide false information. To the best of my knowledge, I certify that the information above is true and accurate. I understand and acknowledge that any fraudulent or misleading information provided by the Bidder may result in the Bidder's offer being canceled, even if found later.
Name
Position:
Signature & Stamp:
Date:
PART D - B IDDER’S ETHICAL DECLARATION –EYN PROJECTS
Date:
Tenderer’s name:
Tenderer’s address:
CODE OF CONDUCT:
Labour Standards. The labour standards in this code are based on the conventions of the International Labour Organization (ILO).
Employment is freely chosen
There is no forced, contractual, or forced labor. Workers are not compelled to leave "deposits" or identity documents with their employer, and they are allowed to leave after giving reasonable notice.
The right to association and collective bargaining rights are preserved
Workers of all stripes have the freedom to join or create trade unions of their choosing and negotiate collectively. The employer takes a positive approach to trade unions' authorized activity. Workers' representatives are not discriminated against in the workplace and have full access to carry out their duties. Where the right to freedom of association and collective bargaining is restricted by law, the employer supports rather than hinders the establishment of independent and free means of association and bargaining.
Working conditions are safe and hygienic
A safe and hygienic working environment shall be provided, bearing in mind the prevailing knowledge of the industry and of any specific hazards. Adequate steps shall be taken to prevent accidents and injury to health arising out of, associated with, or occurring in the course of work, by minimizing, so far as is reasonably practicable, the causes of hazards inherent in the working environment. Workers shall receive regular and recorded health and safety training, and such training shall be repeated for new or reassigned workers. Access to clean toilet facilities and potable water, as well as sanitary facilities for food storage, is required. Accommodation, where provided, shall be clean, safe, and meet the basic needs of the workers. A senior management representative will be in charge of health and safety for the company that follows the standards.
Child Labour shall not be used
There will be no new recruitment of child laborers. Companies must develop, participate in, and contribute to policies and programs that enable any child found to be performing child labor to attend and remain in quality education until she or he is no longer a child. Children below the age of 18 should not work at night or in hazardous conditions. The International Labor Organization (ILO) has set standards that these policies and procedures must meet.
Living wages are paid
Wages and benefits paid for a typical working week meet, at the very least, national standards. Legal requirements or industry-standard Wages should always be high enough to meet basic needs while providing some discretionary income. Before beginning work, all employees must be given written and understandable information about their employment conditions in terms of wages and the specifics of their wages for the pay period in question each time they are paid. Wage deductions as a disciplinary measure are not permitted. No deductions from wages not authorized by national law may be made without the express and informed consent of the worker in question. All disciplinary actions should be documented.
Working hours are reasonable.
Working hours are in accordance with national laws and industry benchmarks, whichever provides greater protection. Workers shall not be required to consistently work more than the local legal hours. Overtime must be voluntary, not exceed local legal limits, is not required regularly, and is always compensated at a premium rate.
There is no discrimination.
There is no discrimination based on race, caste, national origin, religion, age, disability, gender, marital status, sexual orientation, union membership, or political affiliation in hiring, pay, access to training, promotion, termination, or retirement.
Regular employment is provided
To the maximum extent possible, work performed must be on the basis of a recognised employment relationship established through national law and practice. Obligations to employees under labor or social security laws and regulations arising from the regular employment relationship shall not be avoided by using labor-only contracting, subcontracting, or home-working arrangements, or apprenticeship schemes where there is no real intent to impart skills or provide regular employment, nor shall any such obligations be avoided by the excessive use of fixed-term contracts of employment.
No harsh or inhumane treatment is allowed.
Physical or verbal abuse, the threat of physical abuse, sexual or other harassment, verbal abuse, or other forms of intimidation are all prohibited.
Environmental Standards
Suppliers should, as a minimum, comply with all statutory and other legal requirements relating to the environmental impacts of their business. Suppliers are in charge of coming up with detailed performance standards, but they should cover at least the following:
Waste Management
Waste is minimized and items recycled whenever this is practicable. Waste pollution has been effectively controlled in terms of ground, air, and water pollution. In the case of hazardous materials, emergency response plans are in place.
Packaging and paper
Undue and unnecessary use of materials is avoided, and recycled materials are used whenever appropriate.=
Conservation
Processes and activities are monitored and modified as necessary to ensure the conservation of scarce resources, including water and productive land in certain situations.
Energy Use
All production and delivery processes, including the use of heating, ventilation, lighting, IT systems, and transportation, are based on the need to maximize efficient energy use and to minimize harmful emissions.
Safety precautions for transport and cargo handling
All transport and cargo handling processes are designed to maximize safety precautions and minimize potential injuries to EYN Projects beneficiaries and staff, as well as the employees of suppliers and subcontractors.
Business Behavior
The conduct of the supplier should not violate the basic rights of EYN Projects’
beneficiaries. The supplier should not be engaged in any of the following:
In the manufacture of arms
Sell arms to governments that violate the human rights of their own people on a regular basis, where there is an internal armed conflict or major tensions, or where selling arms could threaten the peace and security of the region.
EYN Projects procurement rules and regulations
Suppliers should comply with EYN Projects procurement rules and regulations as outlined in EYN Projects Procurement Manual. EYN Projects expects suppliers to:
Accept responsibility for labour and environmental conditions under which products are made and services provided. This includes all work that is contracted, subcontracted, or done by people who work from home or other places.
Assign responsibility for implementing the Code of Conduct to a senior manager.
Make a written Statement of Intent regarding the company’s policy in relation to the Code of Conduct and how it will be implemented, and communicate this to staff and suppliers as well as to EYN Projects.
Both parties will
Require the immediate cessation of serious breaches of the Code and, where these persist, terminate the business relationship.
Seek to ensure all employees are aware of their rights and involved in the decisions which affect them
Avoid discriminating against enterprises in Nigeria.
Recognize that the government regulates and inspects workplace standards, as well as the needs of legitimate trade unions and other groups that speak for workers.
Qualifications To The Policy Statement
The humanitarian imperative is paramount. Where speed of deployment is essential in saving lives, EYN Projects will purchase necessary goods and services from the most appropriate source. EYN Projects cannot accept either uncontrolled cost increases or drops in quality. It accepts appropriate internal costs but will work with suppliers to achieve required ethical standards as far as possible at no increase in cost or decrease in quality. I hereby agree to adopt the aforementioned Code of Conduct and to commit to adhering to the specified labor and environmental standards, both in my own company and those of my suppliers.
Name & Position of Tenderer’s authorized representative
Authorized signature & stamp
PART E - CONSENT LETTER EYN PROJECTS
Your personal data that you share with EYN Projects is collected through this document as part of the tender process in order to conduct proposal assessments. During this process, EYN Projects will physically or electronically store the data you have shared, classify it under the appropriate headings, and share it with EYN Projects headquarters if necessary. Furthermore, the company will keep this data within the scope of the tender process and determine a reasonable retention period after the process is completed. Furthermore, you have the right to request that your data be changed, updated, destroyed, or anonymized. You can exercise these rights by contacting EYN Projects. Your data will be changed, updated, destroyed, or anonymized in response to this request, or EYN Projects will take other appropriate actions. Any request to exercise these rights must be sent via email to Procurements@eynprojects.org, and must include a copy of a signed identity document. It is assumed that you have obtained the necessary consent from the relevant individuals to process the personal data of the individuals named in this document. You accept and accept legal responsibility for processing this data in this context. I agree and confirm that I gave EYN Projects my data in the scope of this document with my explicit consent after they explained the purposes of data processing, the method of data collection, legal reasons, my legal rights, and the purpose of transferring my data to HQ.
Name/Surname:
Date:
Signature:
PART F - BIDDER’S CHECK LIST EYN PROJECTS:
Please ensure that each of the following items is complete and meets the following criteria before submitting your bidding documents:
Description
To be filled in by
Bidder Company
For EYN Projects use only (to be filled
in by Purchase Committee)
Included
Present
Comments
Yes
No
Yes
No
1.An original of the bid have been
provided (Required).
2. PART 1 – Instructions to Bidders
is attached, filled, signed and stamped by the supplier (Required)
3. PART 2 –Offer Form is attached,
filled, signed and stamped by the supplier. (Required)
4. The prices in the Offer Form are
in NGN, including all applicable taxes (Required)
5. PART 3 – Bidders Questionnaire
Form is attached, filled, signed and stamped by the supplier. (Required)
6. PART 4 – Bidder’s Ethical
Declaration is attached, filled, signed and stamped by the supplier. (Required)
7. PART 5 – Consent Letter is
attached, filled, signed and stamped by the supplier. (requested)
8. The Bidding documents are
filled in English
9. ANNEXES – Proofs of past
performances in a similar field of activity (e.g. past deliveries of similar items) are provided (requested).
10. ANNEXES – A Copy of
Company registration documents and license are included and ID of the legal representative of the company (requested)
11. PART 6 – Bidder’s Checklist is
attached, filled, signed and stamped by the supplier (Required)
Name & Position of Bidder’s authorized representative
Authorized signature
PART A- EYN Projects Instructions to bidders
Date:
EYN Projects is requesting through this Tender a company to detail written quotations for the supply of the following products:
PRODUCT SPECIFICATIONS:
Description: SUPPLY OF NON-FOOD ITEMS TO PULKA
Product class / category: Supply
Product stage: Finished products
INCOTERM: DDP – PULKA
Quantity and specifications: As per request during the vali dity of the Agreement.
Delivery is expected in Ten (10) working days once the EYN purchase order is received.
The responses to this tender should consist of the following essentials requirements:
A written quotation on Company letter head that includes all product details, unit prices, and total costs.
A copy of the legal representative's identification. (It is best to have an international passport, a voter's card, a national ID card, and a driver's license.)
A registration document/certification/quality certificate from the relevant government agency, copy of this registration at the relevant Chamber of Commerce.
Proof of past performance with recommended three (3) similar contracts preferably with NGOs (e.g similar value contracts, work in similar operational areas, etc.).
RESPONSIBILITIES OF THE CONTRACTOR:
Date of delivery: Delivery within 10 working days after reception of purchase order
Validity of the offer: One - Time delivery.
The responses to this tender should consist of the following requirements, filled in English, and signed and stamped by the supplier:
An original copy of the bid if delivered by envelope (compulsory)
Instructions to Bidders (compulsory)
Offer Form with prices in NGN (compulsory)
Bidder’s Questionnaire Form (compulsory)
Bidder’s Ethical Declaration (compulsory)
Bidder’s Checklist (compulsory)
ANNEXES – documentation/proofs of past performances in a similar field of activity (e.g., past contracts of similar services, similar value contract, etc.).
ANNEXES – a copy of company registration documents and license are included and ID of the authorized person responsible for the company (if possible, either of the following: international Passport, Driver license, voters' card, National ID card).
SPECIFIC CONDITIONS:
On request, samples of the items should be available for delivery to EYN Projects within 24- 48 hours. Each sample should be branded clearly with the bidder's company name. Bidder should be able to provide samples to EYN Projects’ office in Maiduguri.
Samples may be inspected shortly after the closing date of this tender and all offers made will be considered now that EYN Projects requires these items. It is anticipated that suppliers for these items will be selected from these offers for the entirety of the (1) month's quotation validity.
Bidders should provide offer(s) for all items in each lot to be considered in the award of a contract.
Bidders are welcome to offer more than one type/size/exact specification of each item listed in the table below at different prices. Varied sizes of similar products may be favorable to your quotation owing to expected changes in identified demand or availability. In that case, you may provide different offer forms for each item.
In case of making an error when writing the prices, please discard the page. Any alterations, including the use of correction fluid, will render your offer invalid.
Queries and requests for clarification of the specification can be made by E-mail to Procurements@eynprojects.org, copying eyn@eynprojects.org -up to two full working days may be required for a response - or by Telephone at +2347014800006.
Payment will be made in Nigerian Naira (NGN) hereby selected as the contractual currency for this tender.
Payments from EYN Projects to the successful candidate will be made through bank transfer or cheque.
EYN Projects and its donors reserves the right to contact previous organization with who the bidder has worked (as cited on page 1 as Past Performance) and any financial or security authority for verification.
SELECTION CRITERIA
A technical analysis will be conducted by EYN Projects for the bidder’s selection based on these criteria detailed below and ranked in order of importance.
QUALITY/TECHNICAL SPECIFICATION
Quality/technical specification will be the first criteria to be considered by EYN Projects to select a vendor. The technical check will be based on FAIL/PASS criteria. If a supplier does not meet the minimum standards of quality. EYN Projects will not consider the offer.
PRICE REASONABLENESS
The price will be the second criteria to be considered by EYN Projects to select the most competitive supplier. Tenders must quote in Nigerian Naira (NGN) as the contract currency shall be in NGN.
3. PAST EXPERIENCES
Preference will be given to suppliers with proof of previous experience preferably with local or International Organizations. (At least 3 contracts must be provided e.g similar value contracts, work in similar operational areas, etc.).
LEAD TIME
Preference will be given to suppliers proposing short and relevant lead time (Not more than 10 days).
GENERAL CONDITIONS:
The closing date of this tender is fixed on 21st April 2024 at 4:00 pm local time in EYN Projects office at the following address:
EYN PROJECTS OFFICE
NO.1, MANDURA STREET, DOCTORS QUARTERS, OLD GRA MAIDUGURI,
BORNO STATE.
and/or Procurements@eynprojects.org copying eyn@eynprojects.org
2. Tenderers will fill, sign, stamp and return the offer form according to the EYN Projects format.
3. Tenderers will sign and return all pages of the Product Specifications for which they apply.
4. The offer to the call for tender is not a guarantee of an award of a contract.
5. All prices should be in NGN.
6. The offer must be submitted to EYN Projects procurement department in a sealed envelope
With “EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299”
NOT to be opened before
22nd April 2024 at 2:00 pm local time’’ and the purpose of the offer or by email to both
Procurements@eynprojects.org and copying eyn@eynprojects.org.
7. Unsealed envelope and late offers will not be considered.
8. Quantities are indicative and are subject to change
9. Bidder should submit with the offer, Tax registration & company registration.
10. EYN Projects will accept one final offer from each company participating in the Tender. If a vendor wishes to submit an updated request after submitting their first proposal but before the closing date, this should be clearly marked in the envelope.
11. Each Bid shall include a unique company name, representative and signature, phone number, and email address. Any similarities could result in rejecting the bid.
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
12. Company Stamps should be unique, the company name should be included in the Stamp, and any information contained in the Stamp should be unique to the company submitting the offer
13. THE OFFER WILL NOT BE CONSIDERED ELIGIBLE IF:
White ink is used, and price correction by hand.
All papers are not signed and stamped.
Electronic stamp and signature.
To ensure that funds are used exclusively for humanitarian purposes and in accordance with partners' compliance requirements, all contract offers are subject to the condition that contractors do not appear on anti-terrorism lists in line with EYN partner's compliance policy. To this end, EYN Projects reserves the right to carry out anti-terrorism checks on the contractor, its board members, staff, volunteers, consultants, financial service providers, and sub-contractor(s).
NOTE: EYN Projects adopts a zero-tolerance approach towards corruption and is committed to respecting the highest standards in terms of efficiency, responsibility, and transparency in its activities. In particular, EYN Projects has adopted a participatory approach to promote and ensure transparency within the organization and has set up a complaint focal point via a specific e-mail address complaints@eynprojects.org. As such, if you witness or suspect any unlawful, improper, or unethical act or business practices (such as soliciting, accepting, or attempting to provide or accept any kickback) during the tendering process, please contact us by phone on the following
phone number 07080601415 and/or send an
e-mail to
complaints@eynprojects.org copying eyn@eynprojects.org
Name & Position of Bidder’s authorized representative
Authorized signature
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
B – OFFER FORM EYN PROJECTS
Date: .
Tender number EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
To be complete by Bidder(REQUIRED)
Particulars of the Bidding Company:
1. Name of the Company: ( )
2. Company Official Representative Name: ( )
3. Registration No with CAC: ( )
4. Company Specialization: ( )
5. Mailing Address: ( )
a. Contact Numbers: (Mobile No: )
b. E-mail Address: ( )
I undersigned , agree to provide EYN Projects, non-profit NGO, with items answering the following specifications, according to the general conditions and responsibilities I engage myself to follow.
PLEASE COMPLETE THE FOLLOWING TABLE: NOTE THAT ALL ITEM PRICES SHOULD BE FILLED. IN CASE, SOME ITEMS ARE NOT QUOTED, EYN Projects WILL NOT CONSIDER THE OFFER.
Line #
Description of Goods
Unit
Qty
Unit cost
Total cost
1
20-liter Plastic Bucket with Lid
Pcs
500
2
5 Meters Linen Rope
Pcs
500
3
Women Under wear Pants Cotton
Pcs
232
4
Bathing Soap 250grams
Pcs
2500
5
Laundry Soap 250grams (Multi-Purpose)
Pcs
2500
6
Disposable Sanitary Pads 30 counts Vironi
Pcs
1050
7
Cloth-Peg -big size
Pcs
500
8
Carry Bag Medium Size
Pcs
500
TOTAL
WHT@5%
Stamp Duty@1%
Net Total
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
BIDDER’S COMMENTS/REMARKS:
1.
2.
DELIVERY CONDITIONS GUARANTEED BY THE BIDDER:
................................................. Days for 100% of the services
BIDDER’S TERMS AND CONDITIONS
1. Validity of the Offer (1 month)
2. Terms of delivery:
3. Terms of payment:
Name of Bidder’s Authorized Representative:
Authorized signature and stamp:
Date:
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
PART C - B IDDER’S QUESTIONNAIRE EYN PROJEC TS
Date:
Tender Number EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
PART I: INFORMATION
A. Details and General Information of the Company
Name
Trading As
Headquarters address (if any)
Telephone number(s)
City
State
E-mail address 1
E-mail address 2
Country
(headquarters)
Website
Address
Parent Company
or name of owner
Subsidiaries/
Associates/ Overseas Representative
Sales Person's
Name
Sales Person's
Position
Sales Person's
Phone
Sales Persons'
E-mail
Governance of the company: Chairman, Vice-Chairman, Treasurer/Secretary of the Board of
Directors/ Board of Trustees
Name (as in
passport or other government issued photo ID)
Date of birth
(mm/dd/yyyy)
Government-
issued photo
Type of ID
EYN PROJECTS
Identification
Document (ID)
Number
ID country of
Issuance
Rank or title in
Organization
Other names used
(nicknames or pseudonyms not listed as “Name”)
Gender (e.g.
male, female)
Current employer
and job title:
Occupation
Address of
Residence
Citizenship(s)
Province/Region
E-mail address
Management of the company: CEO, Executive Director, Deputy Director, President or Vice- President
Name (as in
passport or other government issued photo ID)
Date of birth
(mm/dd/yyyy)
Government-
issued photo Identification Document (ID) number
type of ID
ID country of
Issuance
Rank or title in
Organization
Other names used (nicknames or pseudonyms not listed as “Name”)
Gender (e.g. male, female)
Current employer
and job title:
Occupation
Address of
Residence
Citizenship(s)
State
E-mail addresses
Description of the Company
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
Type of Business
(multiple choices possible):
☐ Manufacturing
☐ Consulting Company
☐ Authorized Agent
☐ Manufacturing
☐ Trader
☐ Other, please specify: _
Sector of Business
(multiple choices possible):
☐ Goods / supplies
☐ Services
☐ Equipment
☐ Works
☐ Other, please specify
:_
Year Established:
Country of
registration:
B. Financial Information
VAT Number:
Tax Number:
Bank Name:
Bank
Account
Number:
Bank
Address:
Account
Name:
Standard Payment Terms:
C. Experience
Company’s recent business with EYN Projects and/or other National/International Aid
Organizations:
Line
Organization
Contact person
Email/Phone
Goods/Works
/Services
Value (NGN)
1
2
3
4
5
D. Technical Capability
Has your company ever gone bankrupt, or is it in the process of going bankrupt, having its affairs supervised by the courts, entering into a creditor agreement, or suspending operations
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
Has your company ever gone bankrupt, or is it in the of its business activities, or is it in any comparable condition originating from a similar procedure allowed for under national law?
☐Yes ☐No
If yes, please provide details:
Has your organization ever been found guilty of an offense relating to its professional conduct by a res judicata judgment? ☐Yes ☐No
If yes, please provide details:
Has your business ever been found to be guilty of professional misconduct? ☐Yes ☐No
If please provide details:
Has your business ever failed to meet its tax duties in line with Nigerian laws? ☐Yes ☐No
If yes, please provide details:
Have you ever had a res judicata decision against your company for fraud, corruption, involvement in a criminal organization, or any other illegal activity? ☐Yes ☐No
If yes, please provide details:
Has your company ever been declared in breach of contract for failing to meet its contractual commitments or another donor-financed procurement or grant award procedure? ☐Yes ☐No
If yes, please provide details:
Has your company ever been in any dispute with any Government Agency, or
National/International Aid Organizations? ☐Yes ☐No
If you answered yes, please provide details (Attached on a separate paper):
Do you agree with terms of payment of 100% after delivery? ☐Yes ☐No
PART II: CERTIFICATION
I, the undersigned, certify that the information in these forms is correct and that any changes will be communicated to EYN Projects in writing as soon as feasible. I also accept that EYN Projects does not do business with companies, subsidiaries, or affiliates that violate EYN Projects' child protection, sexual exploitation, abuse, conflict of interest, anti-fraud, or data protection policies.
Name:
Date:
e-mail address
Title/Position Place:
(for contact for verification purposes):
Signature: Phone number (for contact for verification purposes): Company Stamp:
Check list of supporting documents For EYN Projects use only
Trading license
VAT registration/tax clearance certificate
Company profile
Proof of trading/dealership/agent
Evidence of similar contracts
References (optional)
Particulars of CEO and key personnel
Certificate of incorporation
Latest Financial statements (optional)
Other (specify):
Attached
ttached
Checked
I certify that I am the company's chosen legal representative and that the information provided above is accurate. I understand that I will be held accountable if I provide false information. To the best of my knowledge, I certify that the information above is true and accurate. I understand and acknowledge that any fraudulent or misleading information provided by the Bidder may result in the Bidder's offer being canceled, even if found later.
Name
Position:
Signature & Stamp:
Date:
PART D - B IDDER’S ETHICAL DECLARATION –EYN PROJECTS
Date:
Tenderer’s name:
Tenderer’s address:
CODE OF CONDUCT:
Labour Standards. The labour standards in this code are based on the conventions of the International Labour Organization (ILO).
Employment is freely chosen
There is no forced, contractual, or forced labor. Workers are not compelled to leave "deposits" or identity documents with their employer, and they are allowed to leave after giving reasonable notice.
The right to association and collective bargaining rights are preserved
Workers of all stripes have the freedom to join or create trade unions of their choosing and negotiate collectively. The employer takes a positive approach to trade unions' authorized activity. Workers' representatives are not discriminated against in the workplace and have full access to carry out their duties. Where the right to freedom of association and collective bargaining is restricted by law, the employer supports rather than hinders the establishment of independent and free means of association and bargaining.
Working conditions are safe and hygienic
A safe and hygienic working environment shall be provided, bearing in mind the prevailing knowledge of the industry and of any specific hazards. Adequate steps shall be taken to prevent accidents and injury to health arising out of, associated with, or occurring in the course of work, by minimizing, so far as is reasonably practicable, the causes of hazards inherent in the working environment. Workers shall receive regular and recorded health and safety training, and such training shall be repeated for new or reassigned workers. Access to clean toilet facilities and potable water, as well as sanitary facilities for food storage, is required. Accommodation, where provided, shall be clean, safe, and meet the basic needs of the workers. A senior management representative will be in charge of health and safety for the company that follows the standards.
Child Labour shall not be used
There will be no new recruitment of child laborers. Companies must develop, participate in, and contribute to policies and programs that enable any child found to be performing child labor to attend and remain in quality education until she or he is no longer a child. Children below the age of 18 should not work at night or in hazardous conditions. The International Labor Organization (ILO) has set standards that these policies and procedures must meet.
Living wages are paid
Wages and benefits paid for a typical working week meet, at the very least, national standards. Legal requirements or industry-standard Wages should always be high enough to meet basic needs while providing some discretionary income. Before beginning work, all employees must be given written and understandable information about their employment conditions in terms of wages and the specifics of their wages for the pay period in question each time they are paid. Wage deductions as a disciplinary measure are not permitted. No deductions from wages not authorized by national law may be made without the express and informed consent of the worker in question. All disciplinary actions should be documented.
Working hours are reasonable.
Working hours are in accordance with national laws and industry benchmarks, whichever provides greater protection. Workers shall not be required to consistently work more than the local legal hours. Overtime must be voluntary, not exceed local legal limits, is not required regularly, and is always compensated at a premium rate.
There is no discrimination.
There is no discrimination based on race, caste, national origin, religion, age, disability, gender, marital status, sexual orientation, union membership, or political affiliation in hiring, pay, access to training, promotion, termination, or retirement.
Regular employment is provided
To the maximum extent possible, work performed must be on the basis of a recognised employment relationship established through national law and practice. Obligations to employees under labor or social security laws and regulations arising from the regular employment relationship shall not be avoided by using labor-only contracting, subcontracting, or home-working arrangements, or apprenticeship schemes where there is no real intent to impart skills or provide regular employment, nor shall any such obligations be avoided by the excessive use of fixed-term contracts of employment.
No harsh or inhumane treatment is allowed.
Physical or verbal abuse, the threat of physical abuse, sexual or other harassment, verbal abuse, or other forms of intimidation are all prohibited.
Environmental Standards
Suppliers should, as a minimum, comply with all statutory and other legal requirements relating to the environmental impacts of their business. Suppliers are in charge of coming up with detailed performance standards, but they should cover at least the following:
Waste Management
Waste is minimized and items recycled whenever this is practicable. Waste pollution has been effectively controlled in terms of ground, air, and water pollution. In the case of hazardous materials, emergency response plans are in place.
Packaging and paper
Undue and unnecessary use of materials is avoided, and recycled materials are used whenever appropriate.
Conservation
Processes and activities are monitored and modified as necessary to ensure the conservation of scarce resources, including water and productive land in certain situations.
Energy Use
All production and delivery processes, including the use of heating, ventilation, lighting, IT systems, and transportation, are based on the need to maximize efficient energy use and to minimize harmful emissions.
Safety precautions for transport and cargo handling
All transport and cargo handling processes are designed to maximize safety precautions and minimize potential injuries to EYN Projects beneficiaries and staff, as well as the employees of suppliers and subcontractors.
Business Behavior
The conduct of the supplier should not violate the basic rights of EYN Projects’ beneficiaries. The supplier should not be engaged in any of the following:
In the manufacture of arms
Sell arms to governments that violate the human rights of their own people on a regular basis, where there is an internal armed conflict or major tensions, or where selling arms could threaten the peace and security of the region.
EYN Projects procurement rules and regulations
Suppliers should comply with EYN Projects procurement rules and regulations as outlined in EYN Projects Procurement Manual. EYN Projects expects suppliers to:
Accept responsibility for labour and environmental conditions under which products are made and services provided. This includes all work that is contracted, subcontracted, or done by people who work from home or other places.
Assign responsibility for implementing the Code of Conduct to a senior manager.
Make a written Statement of Intent regarding the company’s policy in relation to the Code of Conduct and how it will be implemented, and communicate this to staff and suppliers as well as to EYN Projects.
Both parties will
Require the immediate cessation of serious breaches of the Code and, where these persist, terminate the business relationship.
Seek to ensure all employees are aware of their rights and involved in the decisions which affect them
Avoid discriminating against enterprises in Nigeria.
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
Recognize that the government regulates and inspects workplace standards, as well as the needs of legitimate trade unions and other groups that speak for workers.
Qualifications To The Policy Statement
The humanitarian imperative is paramount. Where speed of deployment is essential in saving lives, EYN Projects will purchase necessary goods and services from the most appropriate source. EYN Projects cannot accept either uncontrolled cost increases or drops in quality. It accepts appropriate internal costs but will work with suppliers to achieve required ethical standards as far as possible at no increase in cost or decrease in quality. I hereby agree to adopt the aforementioned Code of Conduct and to commit to adhering to the specified labor and environmental standards, both in my own company and those of my suppliers.
Name & Position of Tenderer’s authorized representative
Authorized signature & stamp
PART E - CONSENT LETTER EYN PROJECTS
Your personal data that you share with EYN Projects is collected through this document as part of the tender process in order to conduct proposal assessments. During this process, EYN Projects will physically or electronically store the data you have shared, classify it under the appropriate headings, and share it with EYN Projects headquarters if necessary. Furthermore, the company will keep this data within the scope of the tender process and determine a reasonable retention period after the process is completed. Furthermore, you have the right to request that your data be changed, updated, destroyed, or anonymized. You can exercise these rights by contacting EYN Projects. Your data will be changed, updated, destroyed, or anonymized in response to this request, or EYN Projects will take other appropriate actions. Any request to exercise these rights must be sent via email to Procurements@eynprojects.org, and must include a copy of a signed identity document. It is assumed that you have obtained the necessary consent from the relevant individuals to process the personal data of the individuals named in this document. You accept and accept legal responsibility for processing this data in this context. I agree and confirm that I gave EYN Projects my data in the scope of this document with my explicit consent after they explained the purposes of data processing, the method of data collection, legal reasons, my legal rights, and the purpose of transferring my data to HQ.
Name/Surname:
Date:
Signature:
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
PART F - BIDDER’S CHECK LIST EYN PROJECTS:
Date:
Tender number EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
Please ensure that each of the following items is complete and meets the following criteria before submitting your bidding documents:
Description
To be filled in by
Bidder Company
For EYN Projects use only (to be filled
in by Purchase Committee)
Included
Present
Comments
Yes
No
Yes
No
1.An original of the bid have been
provided (Required).
2. PART 1 – Instructions to Bidders
is attached, filled, signed and stamped by the supplier (Required)
3. PART 2 –Offer Form is attached,
filled, signed and stamped by the supplier. (Required)
4. The prices in the Offer Form are
in NGN, including all applicable taxes (Required)
5. PART 3 – Bidders Questionnaire
Form is attached, filled, signed and stamped by the supplier. (Required)
6. PART 4 – Bidder’s Ethical
Declaration is attached, filled, signed and stamped by the supplier. (Required)
EYN PROJECTS
EYNPN/TENDER/NCA/WASH/BOR/MARCH/2024/299
7. PART 5 – Consent Letter is
attached, filled, signed and stamped by the supplier. (requested)
8. The Bidding documents are
filled in English
9. ANNEXES – Proofs of past
performances in a similar field of activity (e.g. past deliveries of similar items) are provided (requested).
10. ANNEXES – A Copy of
Company registration documents and license are included and ID of the legal representative of the company (requested)
11. PART 6 – Bidder’s Checklist is
attached, filled, signed and stamped by the supplier (Required)
Name & Position of Bidder’s authorized representative
Authorized signature
