17 August 2020
INVITATION TO BID (ITB) - HQ20NF100 - ITB
for
Commodity Vouchers Through Traders’ Network (CV-TN) in
Yemen
Closing on 31 August 2020 at 16.00 hrs (Sana'a, Yemen Time)
The United Nations World Food Programme hereinafter referred to as the “WFP”, with its
Headquarters located in Via C.G. Viola, 68/70, 00148 Rome, Italy requests quotations for
the assisting in the implementation of the Commodity Vouchers through Traders’ Network
Programme (CV-TN) in Yemen.
As such we request that you read this ITB and submit your best offer according to the terms
set forth herein. Any offer that does not comply with the requirements of the ITB will be
considered invalid.
The completion and submission of technical and financial proposals required by this ITB, to
WFP may lead to selection of a preferred Bidder for the award of the Agreement.
Via Cesare Giulio Viola 68/70, 00148 Rome, Italy | T +39 06 65131 F +39 06 6590 2807
Project Specific Conditions of the Bid
1. The documents comprising this ITB consist of:
1.1. This document (the ITB)
1.2. Annex I(a) UN General Conditions of Contract for the Provision on Goods and
Services
1.3. Annex I(b) The Agreement template
1.4. Annex II-IIA The Technical Specifications
1.5. Annex III Financial Proposal template
2. The Contract terms will be in accordance with the UN General Conditions for the
provision of Goods and Services (Annex I(a)) supplemented by some WFP specific
conditions, as contained in Annex I(b).
3. Proposals shall remain valid for a minimum period of 90 calendar days after the tender
closing date. In submitting its proposal, the Bidder affirms that it is providing an
irrevocable offer to provide the Goods and Services for the duration stated herein.
General Conditions of the Bid
4. WFP is making these ITB documents available to Bidders for tendering purposes only.
These documents must not be used for any other purpose.
5. In no circumstances shall WFP, its advisers, consultants, servants and/or agents incur
any liability or responsibility for the legality, validity, effectiveness, adequacy or
enforceability of any documentation executed, or which may be executed, in relation to
the Works.
6. No reliance shall be placed on any information or statements contained in these
documents and no representation or warranty, express or implied, is, or will be, made
in relation to such information. Bidders must make their own assessment of the
adequacy, accuracy, and completeness of these documents.
7. It is understood that this ITB is confidential and proprietary to WFP and is
communicated and received by you on the condition that no part thereof, or any
information concerning it may be copied, exhibited, or furnished to others without the
prior written consent of WFP, except that you may exhibit the specifications to your
prospective sub-contractors for the sole purpose of obtaining offers from them.
Notwithstanding the other provisions of this ITB, bidders will be bound by the contents
of this paragraph whether or not they submit a proposal or respond in any other way.
8. Nothing in this ITB is, nor shall be relied upon, as a promise or representation as to
WFP’s ultimate decision in relation to the award of the Contract for the provision of the
stated Goods and Services. WFP reserves the right to take such steps as it considers
appropriate, including (but not limited to):
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a. changing the basis of, or the procedures (including the timetable) relating to,
the tender process;
b. rejecting any, or all, of the tenders;
c. not furnishing a Bidder with additional information; or abandoning the
competition.
9. This ITB contains no contractual offer of any kind. Any offer submitted will be regarded
as such and not as an acceptance by the Bidder of any offer made by WFP. No
contractual relationship will exist except pursuant to a Purchase Order or Contract
signed by WFP.
10. Any costs associated with the submission of this ITB are the sole responsibility of the
Bidder and will not be reimbursed by WFP.
11. The Bidder will not be permitted to take advantage of any errors or omissions in this
ITB or any Purchase Order or Contract thereafter. Should the Bidder discover any errors
or omissions, the Bidder must notify WFP accordingly.
12. In submitting bids, it is expected that Bidders will have taken into account all aspects
relevant to the proposed contract and will have obtained all necessary data and
information as to risks, contingencies and other circumstances which may influence or
affect their bid.
13. Any conflict of interest or potential conflict of interest in bidding for the stated Goods
must be fully disclosed in writing to WFP as soon as such conflict or potential conflict of
interest becomes apparent. In the event of discovering any conflict or potential conflict
of interest, WFP shall, in its absolute discretion, decide on the appropriate course of
action.
14. The bid must be manually signed by an authorized official of the Bidder’s company.
15. WFP reserves the right to:
a. discuss and award separate or multiple contracts for the elements covered by
this ITB in any combination it may deem appropriate at its sole discretion;
b. modify or exclude any consideration, information or requirement contained in
this ITB;
c. add new considerations, information or requirements at any stage of the
procurement process, including during negotiations with Bidders.
16. WFP reserves the right to post details of the award of tenders on the WFP website
(www.wfp.org), including details of the supplier's name and the contract value.
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Communication during the Tender Stage
17. Should bidders have queries on the contents of the tender documents, clarification may
be sought prior to 24 August 2020, 16.00hrs Sana’a, Yemen Time by sending a
message through the correspondence feature of the e-tendering portal.
17.1. Only queries received in writing will receive a formal response from WFP, which
shall be issued by WFP to all bidding companies.
17.2. Verbal responses will not be binding on WFP.
17.3. When requesting clarifications, no reference to prices can be made.
Submission of Bids
18. Please submit the following elements with your bid:
18.1. Technical Elements (in a .pdf file)
a. Locations and sizes of warehouses in Yemen.
b. All manuals and procedures that your company applies to ensure hygiene and
sanitation of warehouses and other storage facilities.
c. A description of company procedures for inventory management.
d. All procedures applied for ensuring quality, safety and control of food.
e. A proposal for tracking commodities from the purchase to the final distribution.
In submitting a proposal to provide the goods and services referenced within the tender
documentation, bidders shall take the following information into account:
Ref Element Value
Expected Duration of LTA 1+1 year
1.1.1
Language of Proposals English
1.1.2
18.2. Financial Elements
a. Please complete the Financial Submission form (Annex III)
19. All offers must be transmitted exclusively through the e-tendering portal according to
the following steps:
19.1. The submission should be inserted on the following project in the e-tendering
Portal:
HQ20NF100-ITB
19.2. The procedure for uploading your submission is as follows:
a. Log in to the supplier portal
b. Click on “My Tenders”
c. Click on “View Tender Details”
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d. Click on the red button “View Documents”
e. At the bottom of the page, once your offer is prepared, you may click on
“Browse” to select the offer you wish to submit.
f. Once the document has been selected, click on “Upload”.
g. After all the documents related to the offer have been uploaded, click on
the red button "submit" in order to send the offer to WFP. You will receive
an automatic receipt confirming that the offer was submitted. Please note
that offers received in any other form other than as indicated above will
not be accepted by WFP.
19.3. Offers submitted through any medium, other than that stated above shall be
rejected.
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Evaluation
20. The bids will be evaluated on the lowest price, most technically acceptable evaluation
concept.
21. Bidders will be informed in due course as to whether their bid has been selected or not.
WFP will not be obliged to provide explanations or reasons for its selection.
22. Bidders must not use abnormally high or low rates or prices. If, in WFP’s opinion, the
overall tendered amount is abnormally low or abnormally high, WFP may exclude the
bidder from consideration to undertake the project.
23. WFP’s decision on whether a tender is compliant will be final.
24. The financial proposal will be evaluated only for offers that passed the minimum
technical score of 15 out of 25.
25. Proposals shall be evaluated in accordance with the provisions of this ITB and
in accordance with the following:
Criteria Maximum Points
1. Technical proposal 25
2. Financial proposal 75
Total maximum points to be attributed 100
You will be informed in due course as to whether your offer has been selected or not, but WFP
will not be obliged to provide explanations or reasons for its selection.
I take this opportunity to thank you for your interest in doing business with WFP.
Yours sincerely,
Snjezana Leovac
Head, Goods and Services Procurement Unit
Rome, Italy
The United Nations World Food Programme
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