REQUEST FOR TENDER. Validity of the offer until: February 28, 2019

Transcription

1 REQUEST FOR TENDER N RFTGVA18/0125 Date, 8 November 2018 REQUEST FOR TENDER FOR BODY-BAGS FRAME AGREEMENT Closing date for samples delivery at ICRC Satigny: December 7, 2018 at 12:00pm (GMT+2) Closing date for commercial offer: December 7, 2018 at 12:00pm (GMT+2) Validity of the offer until: February 28, 2019 Please acknowledge receipt of this Request for Tender by to: gva_logpurchcontracts_services@icrc.org 1. Introduction The International Committee of the Red Cross (ICRC) is an independent, neutral organization ensuring humanitarian protection and assistance for victims of war and other situations of violence. It has a permanent mandate under international law to take impartial action for prisoners, the wounded and sick, and civilians affected by conflict. With its headquarters in Geneva, Switzerland, the ICRC is based in around 80 countries and has a total of more than 16,000 staff. The organisation is at the origin of both the International Red Cross / Red Crescent Movement and of International Humanitarian Law, notably the Geneva Conventions. Within the above mandate and their consequences around the world, the ICRC invites suppliers to tender for the below mentioned items and is hereby requesting a tender from your company. Corporate social responsibility: Ethical and environmental requirements Prequalification The ICRC will visit manufacturing plants for prequalification. In the case where the proposed manufacturing plant has not yet been visited for prequalification, a visit may be organised. The ICRC will bear the cost of prequalification visits. Page 1/10

2 QSE audit compliance The ICRC will mandate an external Company to perform a Quality, Social, and Environmental (QSE) audit to short listed Companies (after analysis of the offers and samples). The Frame Agreement (FA) will be awarded only upon a positive result of this audit. The ICRC will bear the cost of the audit. 2. Goods, Quantity and Specifications Goods: White heavy duty body-bags Black heavy duty body-bags White light duty body-bags Infectious white heavy duty body-bags Quantity: The ICRC's yearly estimated need for body-bags is approximately: units for the heavy duty white body-bags units for the heavy duty black body-bags units for the light duty white body-bags units for the infectious heavy duty white body-bags These quantities are an estimate and do not in any way represent a commitment from the ICRC. The quantities to be purchased will depend on actual requirements from ICRC operations in the field. Please note therefore that quantities required may fluctuate. Destination of body-bags: All over the world, but principally Geneva, Amman, Nairobi and Abidjan. Item description: Heavy duty black & white body-bags meeting the following specifications: Bottom sheet be a minimum of 250 microns in thickness, Top sheet be a minimum of 200 microns in thickness Have dimensions of a minimum 215 x 110 cm Be PVC free, preference for linear enforced PE, white/black opaque Have a U-Shaped zipper to allow for easy placement of the body. The zipper must have: o 2 large metal zipper loops for easy opening and closing o From external length: 25cm Page 2/10

3 o From external width: 15cm o U-shaped nylon links on cloth support o Double stitching with non-biodegradable thread o Stay stiches and welded end pieces at 15cm from the ends and inner weld Be watertight with minimal seepage through the zip Waterproof Have a minimum of 6 non-splintering 10cm ridged handles (3 on each longitudinal side), Be non-biodegradable Be toxic free (i.e. no harmful emissions) on incineration Have a shelf life of >10 years Tear resistance 250 microns sheet: minimum 40N length and 45N width, following ISO ; 2015 Tear resistance 200 microns sheet: minimum 35N length and 30N width, following ISO ; 2015 Puncture resistance of 250 microns sheet: minimum 25N following ISO 863; 1995 Puncture resistance of 200 microns sheet: minimum 20N following ISO 863; 1995 Optional: have a clear ID pouch on the front of the bag Packing and marking for both of the above: Packing: In strong 5 ply export quality carton boxes, minimum of 5 body bags per carton. Markings: The carton boxes should be clearly marked with: o the description of the goods, o name of the supplier, o production & expiry date, o the Purchase Order number, o the number of body-bags per carton, o Weight and volume of each box. No other designs, including seller s logo/name should appear on the package. The design of carton marking should be approved by buyer. Light duty white body-bags meeting the following specifications: Top & Bottom sheet be a minimum of 200 microns in thickness, Have dimensions of a minimum 240 x 100 cm Be PVC free, preference for linear enforced PE, white opaque Have a U-Shaped zipper to allow for easy placement of the body. The zipper must have large metal loops for easy opening and closing Be watertight with minimal seepage through the zip Waterproof Be non-biodegradable Be toxic free (i.e. no harmful emissions) on incineration Have a shelf life of >10 years Tear resistance 200 microns sheet: minimum 35N length and 30N width, following ISO ; 2015 Page 3/10

4 Puncture resistance of 200 microns sheet: minimum 20N following ISO 863; 1995 Optional: have a clear ID pouch on the front of the bag Packing and marking: Packing: In strong 5 ply export quality carton boxes, minimum of 15 body-bags per carton. Markings: The carton boxes should be clearly marked with: o the description of the goods, o name of the supplier, o production & expiry date, o the Purchase Order number, o the number of body-bags per carton, o Weight and volume of each box. No other designs, including seller s logo/name should appear on the package. The design of carton marking should be approved by buyer. Infectious heavy duty white body-bags meeting the following specifications: Bottom sheet be a minimum of 250 microns in thickness, Top sheet be a minimum of 200 microns in thickness Have dimensions of a minimum 250 x 120 cm (effective 92cm) Be PVC free, preference for linear enforced PE, white opaque Have a U-Shaped zipper to allow for easy placement of the body. The zipper must have large metal loops for easy opening and closing Be completely leak proof, including the zip Waterproof Have a minimum of 6 non-splintering ridged handles (3 on each longitudinal side) Be non-biodegradable Be toxic free (i.e. no harmful emissions) on incineration Have a shelf life of >10 years Tear resistance 250 microns sheet: minimum 40N length and 45N width, following ISO ; 2015 Tear resistance 200 microns sheet: minimum 35N length and 30N width, following ISO ; 2015 Puncture resistance of 250 microns sheet: minimum 25N following ISO 863; 1995 Puncture resistance of 200 microns sheet: minimum 20N following ISO 863; 1995 Optional: have a clear ID pouch on the front of the bag Packing and marking for both of the above: Packing: In strong 5 ply export quality carton boxes, minimum of 5 body bags per carton. Markings: The carton boxes should be clearly marked with: o the description of the goods, o name of the supplier, o production & expiry date, Page 4/10

5 o the Purchase Order number, o the number of body-bags per carton, o Weight and volume of each box. No other designs, including seller s logo/name should appear on the package. The design of carton marking should be approved by buyer. 3. Tendering Conditions Preferred Suppliers The present request for tender is addressed exclusively to manufacturers who are in complete control and have the full responsibility of the manufacturing process. Vertical integration of the production will be preferred. Other Preferences The ICRC will also prefer to limit the quantities ordered in accordance with the level of production capacities available at time of placing the order. The orders should not exceed 30% of the selected supplier's yearly production capacity. These requirements are aimed to minimise the impact of the ICRC's orders on current running business agreements or partnerships of their suppliers. Commitment letter The Suppliers are requested to provide a "commitment letter" stating the following: The Suppliers will commit themselves to supply under the Frame Agreement only bodybags as given as samples from audited plants. The Supplier is requested to state: - The yearly production capacity of the validated plant for each item quoted - The different production capacities already mobilised under current engagements with other customers and the remaining potential capacities to dedicate for each of the ICRC's body-bags production - Potential production capacity growth in percentage comparing to the previous year - Name and full physical address of the manufacturing plant Failure to provide accurate information in the letter will result in automatic rejection of the bid. This commitment letter will be annexed to the offer as per part 9. Page 5/10

6 Production launching time & capacity Please clearly state in detail your production launching lead-time for all body-bag types for the following case of a x1 FCL 20. Duration of the Frame Agreement The FA will be awarded from the date of adjudication and for two years. It may be extended with prior agreement of the Buyer. For the whole duration of the FA, the ICRC will place orders with selected Suppliers at the tender price indicated in their offers for the agreed Incoterm ICC The ICRC will preferably place orders with the 1 st awarded Supplier. Nevertheless, in case of limited production capacity for the 1 st awarded Supplier at the time of the ICRC s requirements, the ICRC reserves the right to place freely an order among other awarded Suppliers. As a general rule, the ICRC will place orders sequentially to the second, third, etc. selected Suppliers. ICRC tests As a first step, one sample of each body-bag type should be sent to the ICRC. Physical tests will be performed on the samples and only Suppliers who pass these tests will be considered for selection. All cost associated with samples submissions are to be paid by the Supplier. Dispatch of the samples The transport charge will be borne by the Supplier. Samples to the ICRC for internal tests: Please, send one sample of each body-bag type to the following address: INTERNATIONAL COMMITTEE OF RED CROSS Logistics Division Attn. John Bird 6, rue du Pré-de-la-Fontaine Meyrin 1217, SWITZERLAND Important notice: Physical tests will be performed on the samples sent. Closing date for samples delivery at ICRC Satigny: December 7, 2018 at 12:00pm (GMT+2) Page 6/10

7 Please send samples by Express Courier, sending the tracking number when dispatched to with reference to RFTGVA18/ Validity, Price, and Payment terms Prices offered have to be final and will not be negotiated. The Buyer reserves the right to accept the whole or part of your offer and the lowest evaluated bid need not be accepted. Currency Indicate prices in Euro, USD or GBP without VAT (if VAT included, please specify), Table Annex 1 to be used. Please indicate your preferred international index for monitoring raw materials in the section concerned of Annex 1. Please also announce an official website for the monitoring of that index. Cost Breakdown: Please state your fixed costs and the variable costs related to raw material clearly in order to adjust the unit price during quarterly price revisions. Please also specify the preferred formula for the price revision in Annex 1. Sales prices will be revised quarterly on each first Monday of the new quarter. The Seller will automatically announce to the Buyer the new index level and associated sales prices (updated price table). The Buyer is not obliged to accept the price increase if that one is not justified. Payment terms Payment will be done by bank transfer or by bank check within maximum 30 days from the date of acceptance and reception of the goods and after reception of documents indicated below, sent to buyer at the seller s cost. The ICRC does not use letter of credit (LC). Documents required for payment, in English. To be sent to buyer To be forwarded to consignee Invoice with Buyer PO 1 original 1 original -2 copies number as reference Packing list 1 original 1 original -2 copies Certificate of Origin 1 copy 1 original Page 7/10

8 Address for invoice: International Committee of the Red Cross (ICRC) 6, rue du Pré-de-la-Fontaine MEYRIN, 1217, Switzerland Final consignee addresses: Details shall be given later at the time of order. Dispatch of documents: Two full sets of originals to be sent (respectively) at Seller s expense 1). To the consignee 2). To the ICRC Satigny + commercial invoice For orders placed by ICRC a scan of each invoice should be sent to gva_invoices_services@icrc.org and the ICRC lead buyer should be cc d. 5. Reserved stock and consigned stock of body-bags The ICRC may ask the supplier to hold permanently a reserved stock for finished body-bags of each type at his own premises and to avail this stock within max 48 hours for shipment. Please, state and commit on the minimum and maximum lead-time for availing the items at nearest Port based on FOB Incoterm ICC 2010 (All handlings & possible transports lead-times included). 6. Payment of Reserved Goods at the end of the Term 6 months before the end of the contract, the Supplier shall ask a written confirmation to the Buyer stating that the reserved stock shall be maintained until the end of the contract. If such a confirmation is not given to the Supplier, the Supplier shall sell the reserved stock to ICRC during the last 6 months of the contract and the ICRC will not buy the reserved stock once the Frame Agreement expires. 7. Quality Inspection and Acceptance The Supplier will be responsible for the quantity and quality delivered according to the agreed specifications. ICRC will perform systematic controls on consignment delivered to their warehouses. Page 8/10

9 In case of delivery of non-conforming merchandise, Article 12 of the ICRC "General Conditions on Purchasing" attached hereto (Annex 2) and forming an integral part of this Frame Agreement. 8. General Conditions All conditions not mentioned herein shall be governed by the ICRC General conditions on purchasing (Annex 2). Acceptance of the contract entails the waiving by the Seller of its General Conditions of Sales. ICRC is not liable to provide any explanation for its final selection of the Seller. It has to be noted that this Tender does not imply any commission. Any offered commission will lead to the Seller's suspension. 9. Deposit of offers Please send your proposal by to not later than 12.00pm GMT+2, , mentioning RFTGVA18/0125 in the subject. In addition to price the following information should be mentioned on your offer: a. Product offered with full specifications b. Commercial offer without VAT (Please fill the table Annex 1) along with your price revision formula c. Commitment letter as per part 3 d. Country of production e. Type of packing (with and without pallet), net and gross weight, cubic dimensions f. Stuffing capacity per 20' container of each type of body-bag g. Location of registered office and company headquarters h. Weekly production capacity i. Permanent Storage capacity j. Validity of offer for supply (Requested until February 28, 2019) k. Duly signed ICRC General Conditions on Purchasing (Annex 2) l. Bank information and bank credit attestation issued by your bank (Original document on bank letterhead), if not already registered m. Valid Quality certificates received from inspection Companies, if any (For example: ISO, REACH, etc.) n. Bidder's name, title and signature o. Date and place Each Incoterm mentioned in the present document refer to INCOTERMS ICC 2010 All offers not following the clause for Deposit of offers will be disqualified. All offers submitted after the specified closing date are ineligible. Page 9/10

10 All offers received will be held in confidence. Offer changes by Seller must be received in writing prior to the closing date and must indicate that it is a revised tender. All participating Sellers will be notified of the result of the selection process as soon as it is concluded. Please acknowledge the receipt of this RFTGVA18/0125 by to gva_logpurchcontracts_services@icrc.org We look forward to hearing from you. John Bird International Committee of the Red Cross Logistics Division 6, rue du Pré-de-la-Fontaine ZI Zimeysa / Meyrin /Satigny SWITZERLAND, Meyrin 1217 Tel Page 10/10