Tender Description

Madam, Sir, 

Welthungerhilfe (WHH) is one of the biggest private humanitarian and development organizations in Germany. It was founded as the National Committee for the Freedom from Hunger Campaign, of the Food and Agricultural Organization of the United Nations (FAO), in 1962. Welthungerhilfe is non-profit, non-political, and non-denominational. It has operations in about 40 countries worldwide (Asia, Africa and Latin America). Welthungerhilfe has been active in Somaliland since 2001 as maintained an office in Hargeisa and now sub-offices in Borama and Burao. Welthungerhilfe in Somaliland focuses on multi-sector approaches by linking climate-adaptive Agriculture and Natural Resource Protection with Economic Development, as well as safe, sustainable Water, Sanitation and Hygiene solutions and Nutrition Practices at the household level. To empower women and achieve gender equality, we recognize gender main streaming in our projects and program as critical and strategic. We aim at strengthening decision-making powers of marginalized groups through fostering an enabling and respectful environment that includes men, women, youth, children, elderly, and people with disabilities to support them in leading self-determined lives. 

Welthungerhilfe (WHH) has secured funding from the European Union in 2023 for Lot 3: Reforestation, afforestation & land restoration in areas adjacent to Burao, Somaliland. The overarching goal of the proposed project is to contribute to systemic climate-change resilience, food, fodder and water security in vulnerable communities in Burao, Somaliland.

WHH through its project SOM 1068 Financed by the EU, is currently in the market for the supply of Operational and Maintenance tools for water structures

1. Remarks and special condition:

All offers must meet the terms, and conditions specified in the tender document. The quality and quantity must be in line with the specifications stated in this tender/RFQ:

• WHH holds the right to make slight changes to the technical specifications and quantities provided. 
• In case an alternative to the specified items is offered, the supplier must clearly indicate the specification and excessively document with pictures. 
• Offloading, packaging, delivery/transportation to agreed location, and unloading cost should be inclusive of commodity price.
• Supplies are obliged to indicate the current location of stock and availability of the items offered.
• Offered price should be inclusive of all taxes, duties, and other cost in accordance with the law of Somaliland.
• Payment of all taxes according to the law of Somaliland is the sole responsibility of the supplier.

1. General Information

• The Tools  shall be delivered to Welthungerhilfe (WHH) in Burco Field Office

Please refer to RFQ for details on quantity and specifications of the items:

1. Participation:

The tender is open on equal terms to all legal persons participating either individually or in a group (consortium) of tenderers or companies which are legally registered and established locally in Somaliland, with the financial capability to deliver the goods to Welthungerhilfe office in Burco.

1. Important Documents

The following organizational documents must be read and all the companies who submit their responses it means they read well and accepted the following policies.

1. Compliance policies published by WHH from time to time, including the Anti-Terrorism Policy, Child Protection Policy, Code of Conduct, Data Protection Policy, Information Security Policy, Policy Against Conflicts of Interests, Policy Against Corruption, and Policy Against Sexual Violence (current versions are accessible here: https://www.welthungerhilfe.org/policies/en/ (“Compliance Policies”));
2. Contradiction or errors in the bid documents:

If the bidder notices contradictions or errors in the bid document or specifications that are unclear, the bidder must clarify the issue by making queries before the deadline for the submission of bid documents.  The principle hereby agrees to clarify all queries to all interested bidders upon request. 

1. Alteration or withdrawal of bids:

Bidders may alter or withdraw their tenders by written notification prior to the deadline for submission of the bid document. No bid may be altered after this deadline. Withdrawals must be unconditional and will end all participation in the tender procedure. Any such notification of alteration or withdrawal must be prepared and submitted in writing before the deadline. The outer envelope must be marked ‘Alteration’ or ‘Withdrawal’ as appropriate, or the online email must be addressed as the same. No bid may be withdrawn in the interval between the deadline for submission and opening of bids and the expiry of the tender validity period. Any correction of information must be clear and is to be confirmed by signature, specifying the date.

1. Error in Calculation:

Bids submitted by interested bidders will be checked for any arithmetical errors in computation and summation. Errors will be corrected by the evaluation committee as follows:

• Where there is a discrepancy between amounts in figures and in words, the amount in words will be the amount considered.
• Where there is a discrepancy between a unit price and the total amount derived from the multiplication of the unit price and the quantity, the unit price as quoted will be the price considered. 
• Amounts corrected in this way will be binding on the bidder. If the bidder does not accept the rectified price, its bid will be rejected and consider as invalid.

1. Packaging and picking:

The packaging must be appropriate to the nature (size, weight) of the items and meet set standards and should avoid transport damages, all the instruction of how the packaging should look likes in on the item descriptions above and must be follow. 

1. Delivery time & conditions:

• The offer should indicate the number of days required to deliver the goods upon reception of the purchase order. 
• All items must be delivered as agreed or according to the delivery plan when indicated.
• Delivery must be announced to consignee at least 24 hours in advance for purposes of proper planning.
• In case of exceeding the delivery time by more than three (3) days after the signing of contract, Welthungerhilfe has the right to cancel the contract without any obligation or compensation towards the supplier.
• The delivery of quantity and quality that do not meet the required specification as indicated in the RFQ or in accordance with the agreed samples provided, will be rejected, and returned at supplier’s own cost.

1. Prices:

All prices must be indicated/quoted in USD ONLY, inclusive of all taxes applicable to the law of Somaliland. The cost of transport for the whole consignment to WHH office in Hargeisa/Burca shall be borne by the supplier. Prices, once quoted, cannot be changed for the period specified in the tender document and is guaranteed by the bidder. 

1. Ordering Party

Welthungerhilfe (WHH), Somaliland Office 

Address: Hargeisa, Masale area Behind Ambassador Hotel Close to Djibouti Consulate

1. Samples:

Only qualified suppliers will be informed at least three (3) days in advance for inspection of the samples which will be delivered to WHHs office for inspection before the award of the contract. 

1. Inspection:

The goods/items will be inspected on quality and quantity by WHH at the venue of delivery.

1. Documents:

Following documents must be submitted on or before tender closing:

• Written quotation on company’s letter head including specifications
• Validity of offer estimated delivery time, and location where the items are available.
• WHH Supplier Declaration form (refer to Annex II) signed, dated, and stamped.
• Valid Commercial licence from the Ministry of Commerce
• Valid Tax clearance Certificate
• List of references with similar business preferably INGOs (Include contacts like email, phone numbers and names)
• Proof of experience doing similar business at least three (3): A previous contract or a Purchase Order

16.           Bank Account Criteria

Bidders need to have a bank account where the company or individual is officially registered. The following information should be provided to Welthungerhilfe:

• Account name
• Account number
• Bank name
• Swift Code

1. Evaluation and Award Criteria:

Only the companies submitted full documents stated in section 15. Will be assessed following Best value for money approach, which is a combination of price, quality & delivery period

• Price 60%
• Delivery schedule 10%
•  quality of goods 20%

Skills Required

Attachment

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