SARD
SOSYAL ARAŞTIRMA ve REHABİLİTE DERNEĞİ
Food Baskets Supply Tender
Tender No: PFB01/2020
Jan 2020
- For inquiries, please e-mail: [email protected] – Email inquiries subject line should start with: “Inquiries – tender reference number PFB01/2020”
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Introduction
Please find enclosed tender for food basket:
SARD is seeking suppliers for supplying the Food Baskets which are to be distributed in the framework of supporting the emergency relief efforts, to the beneficiaries influenced from the humanitarian crisis in Syria.
SARD is looking for a supplier to provide 2000 Food Baskets in total, delivered in 1 shipment.
Offers should be valid until the end of Feb, 2020.
SARD expects the goods to be delivered to the warehouse in Sarmada in Idleb province. However, SARD reserves the right to change the delivery location or to request delivery to more than one location. The food baskets must be delivered to the zero points onto a truck/s provided by the supplier. Deliveries should be made in coordination with SARD and the Turkish Red Crescent. For further explanation of delivery terms please check the related section under Tender Conditions.
The expected delivery dates and quantities (subject to change and agreed between parties and with border authorities) are as follows:
| Estimated date of delivery | Quantity |
| Before end of FEB | 2000 |
| Total Qty | 2000 |
The food baskets/box should contain items as describe below. SARD will order through individual Purchase Orders.
Tender Conditions
- SARD is not bound to accept the lowest price but will also take into consideration several factors including quality of product, experience of the suppliers, delivery time and packaging.
- The quantity of the food items listed in the specifications and in the food basket may change. They may increase or decrease in the quantity as needed without incurring any change of the unit price of the food items.
- SARD expects the goods to be delivered to the warehouse in Sarmada in Idleb province. The food baskets must be delivered to final agreed destination onto a truck/s provided by the supplier. SARD will supervise the coordination between the parties involved in the shipment (the supplier, Turkish Red Crescent and SARD Syria team). The shipment will go through Bab Al Hawa border crossing – Cilvegözü sınır kapısı. Shipment taking place through The Turkish Red Crescent are done in two steps, first day, the trucks arrive at the border and parked in the waiting area while the plate numbers are registered. Second day, the shipment request documents prepared by NGO are processed and the trucks are allowed to the buffer zone between the two borders where the shipped items are transferred from the Turkish Trucks to Syrian Trucks and delivered to the warehouse.
- Price should be submitted in TRY. The offers should be valid for 1 month, SARD has the responsibility to select a supplier within the period of the validity. After the bid committee selects the supplier and signs a contract, the contracted price should be valid until the total requested quantity in this tender is purchased or until the end of the contract duration.
- Prices should be comprehensive in that they include packing (appropriate card boxes), loading, unloading, weighing, stacking, transport to the delivery point per basket, insurance costs, and all Turkish Government taxes. Supplier cannot claim any additional costs not captured in the prices provided.
- In case of force majeure and the closure of Bab Al Hawa border crossing – Cilvegözü sınır kapısı, alternative solutions will be sought out with the supplier such as using export process instead of shipping through the Turkish Red Crescent or using another border entrance. In such event prices should be exempt of VAT and additional customs costs will be considered and agreed bilaterally.
- The supplier accepts to deliver the items with requested quantity and quality according to the specifications on the next page, as noted in the tender book.
- The Supplier agrees to submit the actual prices in the tender book, based on the specifications in the Bill of Quantities template and agrees to hold these prices for the duration of the contract or until the completion of the shipments in the contract.
- If the food basket and its contents do not meet the specifications (composition and quality) and/or is damaged, it must be replaced at the supplier’s expense.
- SARD reserves the right to alter, change, or terminate the contract at any time given that a Purchase Order has not yet been issued.
- Suppliers should provide samples of all contents and packaging with the submission of the offer.
Payment
- The signed contract will include 1 Purchase Order (subject to change).
- Payments for each Purchase Order will be done within 10 working days from the date of receiving the items in the warehouse.
- Payments will be made in TRY by bank transfer referencing invoice number.
Packaging
- Food baskets should be packaged in a carton box.
- Every individual item should be packaged as requested in the specification table below.
- Label of contents and the logo on carton box will be confirmed by SARD with Purchase Order.
| # | Commodities | Kg/lt | Packaging |
| 1 | Rice | 5 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 2 | Bulgur | 3 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 3 | Brown Lentils | 1 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 4 | Red Lentils | 1 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 5 | Vermicelli | 2 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 6 | Vegetable Oil | 3 liters | Plastic bags, hermetically sealed; see detailed specifications below |
| 7 | Dried Chickpeas | 1 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| 8 | Salt | 0.5 kg | Bottle, original factory pack; see detailed specifications below |
| 9 | Ghee | 2 kg | Can see detailed specifications below |
| 10 | Tomato Paste | 0.8 kg | Can see detailed specifications below |
| 11 | Sugar | 1 kg | Plastic bags, hermetically sealed; see detailed specifications below |
| Total | 20.3 |
Certifications
- Supplier shall provide Laboratory tests for each sample item submitted for this tender.
- Supplier shall provide ISO certificate on each food item confirming that the food meets ISO or other standards certificates for quality and safety management.
- Please refer to Bill of Quantities and Product Specifications of this tender package for an explanation of exact and complete requirements for each prepackaged food item.
- Submitted samples will be verified by SARD. SARD will also require inspection of the commodities to ensure that they are in compliance with the standards specified in this tender.
Tender submission
- Last day for submission of bids is Wednesday, FEB 5, 2020, at 17:00 Turkish time.Samples of the commodities have to be submitted to SARD office together with the completed tender book. Any offers submitted after the specified date and time will not be accepted.
- Suppliers must write the tender number and the name of the tender on the sealed envelope.
- Suppliers must deliver the Tender Book and all relevant documentation in a closed envelope that is signed on the seal to SARD Office located at Şükrü Kanatlı Mah. Atatürk Cad. No:134, Kat:4, D:8, Antakya, HATAY.
- Only stamped and sealed bids will be considered.
- Samples must be submitted along with the tender book and labelled with supplier name and tender number.
- SARD reserves the right to reject any or all bids which do not respect the tender conditions.
Bill of quantities for one food basket box – all-inclusive as per conditions above
| # | Commodities | Kg/lt | Unit price TRY excluding VAT | VAT % | Unit price TRY including VAT |
| 1 | Rice | 5 kg | |||
| 2 | Bulgur | 3 kg | |||
| 3 | Brown Lentils | 1 kg | |||
| 4 | Red Lentils | 1 kg | |||
| 5 | Vermicellı | 2 kg | |||
| 6 | Vegetable Oil | 3 liters | |||
| 7 | Dried Chickpeas | 1 kg | |||
| 8 | Salt | 0.5 kg | |||
| 9 | Ghee | 2 kg | |||
| 10 | Tomato Paste | 0.8 kg | |||
| 11 | Sugar | 1 kg | |||
| Total cost before transportation | |||||
| Transportation to the warehouse in Sarmada | |||||
| Total final cost | |||||
Weight of the food basket: 20,3kg
Supplier Notes: Please include details of proposed packaging and contracted price validity.
| Comments on Packaging |
Do you agree to keep the offered price for a contract until end of April 2020?
________________________________________________________________________________
What is the delivery time needed for supply from each Purchase Order date? Please indicate a realistic approximation of days needed to deliver an order of 2000 Bedding Units.
| Steps | Number of Days | Comments |
| Purchase / Manufacture | ||
| Packaging & Loading | ||
| Shipping & Unloading | ||
| Total days needed to deliver from purchase order date |
PRODUCT SPECIFICATIONS
- Food, parcels:
| No. | Item name and specifications | Unit | Packing | Supplier proposed alternatives specifications or packaging if needed |
| 1a | Food parcel, containing 10 types of food items; | food parcel | 1 unit | |
| 1b | Cardboard box; surface white with flexo prints; box is finished with packing tape and two (2) packing straps.Type BC double waved
Finishing height stapled or glued; box bottom glued. Each box is able to carry min. 30 kg of content. Strength Each box is able to carry min. 30 kg of content. The bottom is strengthened with a separate cardboard layer. |
piece | 1 | |
| 1.1 | RiceType white rice
Broken rate max. 5 % Oil content max. 2lt/ ton Pack weight Crops date 2018 |
kg | 5kg | |
| 1.2 | Bulgur (Burghul or Burghol),Type Bulgur (Burghul or Burghol), coarse grained
Conformity with Türk Gıda Kodeksi, Bulgur Tebliği (Tebliğ No: 2009/24 ve 2010/34) TS2284 Grain thickness min. 80 % of 3,50 mm; max. 10 % of 2,00 mm; max. 0,5 % of 0,50 mm Humidity/ moisture max. 13 % Crops date 2018 |
Kg | Per 3 kg | |
| 1.3 | Brown lentils,Type brown lentils
Conformity with TS 143 (Tebliğ No: 2008/37) Humidity/ moisture max. 14 % Faulty rate max. 1 % Broken rate max. 3 % Mixed rate max. 5 % Non-pealed rate max. 0,2 %
Crops date 2018 |
kg | Per 1 kg | |
| 1.4 | Red lentils,Type red lentils
Conformity with TS 143 (Tebliğ No: 2008/37) Humidity/ moisture max. 14 % Faulty rate max. 1 % Broken rate max. 3 % Mixed rate max. 5 % Non-pealed rate max. 0,2 % Pack weight Crops date 2018 |
kg | Per 1 kg | |
| 1.5 | Vermicelli – SehriyeType Made from “Triticum Durum” mixed TS 2974 with water
Conformity with standards TSE TS1620 dated 2002, amendment T1 2005 and T2 2005 Moisture 12.5% max Protein: 10.5% min Ash content: 1% max as a percentage of dry matter Free from unpleasant odors and tastes Packed in food grade plastic bag(s)
|
kg | 500 gr or 1 kg packing | |
| 1.6 | Vegetable oil,Type Sunflower Oil obtained from seeds of Sunflower
Organoleptic Neutral/bland taste; absence of foreign odours and flavours Conformity with TS 886 Yemeklik Ayçicek Yağı Standardının revizyonu ile; standartlarının Tadiline İlişkin Dış Ticarette Standardizasyon Tebliği (Tebliğ No: 2011/24) ve Türk Gıda Kodeksi ne uygun olmalı, Moisture and volatile matter 0.2% maximum Acidity Free fatty acid 0.15% maximum expressed as oleic acid Linoleic acid (C18:2) 48.3-74% of total fatty acids Acid value 0.6 mg maximum of KOH/g oil Volume net 1 1t Packaging PET bottle, transparent Production date 2018 |
liter
|
Per 1 liter | |
| 1.7 | SaltType Salt used for Iodized Salt conforms to Codex Standard for Salt (CODEX STAN 150-1985, Rev. 1-1997).
Iodized Salt is dried, sieved, edible and iodized for human consumption. Sodium chloride min 97.0 % (on dry matter) Moisture max 3.0% (m/m) Water insoluble max 0.2 % (m/m) Iodine 30.0 – 50.0 mg/kg (means 50 – 84mg of potassium iodate per kg of salt) Color shall be white |
kg | 0.5 Kg | |
| 1.8 | Margarine (vegetable ghee),Type Margarine, vegetable ghee for kitchen use
Conformity with TS 2812/T4 ve Türk Gıda Kodeksi Sürülebilir Yağlar/ Margarin ve Yoğun Yağlar Tebliği (Tebliğ No: 2008/21) Fat content min. 80 % and max. 90 % Pack weight Packaging Easy opening, tin or bucket or tub or bowl Production date 2016 Expire date min. 24 months |
kg | Per 1 kg | |
| 1.9 | Tomato Paste,Type Tomato paste
Conformity with TS 1466, TS 4890 ve Türk Gıda Kodeksi Salça ve Püre Tebliği (Tebliğ No: 2014/6) Concentration min. 28 % ; 28 brix Salt content max. 1 % Pack weight Packaging Easy opening, tin or bucket or tub or bowl or glass Production date 2016 Expire date min. 24 months |
kg | Per 200gr | |
| 1.10 | Sugar,Type Unrefined sugar made of sugar beet
Conformity with TS 1466, TS 4890 ve Türk Gıda Kodeksi Şeker Tebliği (Tebliğ No: 2006/40) Invert sugar rate max. 0,10 % Dry loss max. 0,10 % Humidity/ moisture zero Production date 2016 Expire date min. 24 months |
kg | Per kg | |
| 1.11 | Dried chickpeas,Type Gökçe/ Uzunlu 99/ Er 99/ Menemen 92/ Cevdetbey
98/ Aydın 92/ Sarı 98 Conformity with TS 142 Nohut Size min. 8 mm; (calibre 29& 30) Broken rate max. 3 % Faulty rate max. 3 % Mixed rate max. 10 % Crops date 2016 |
kg | Per Kg |
Please complete information on company
| 1 | Company’s Name | |
| 2 | Owner name | |
| 3 | Company’s representative name and title | |
| 4 | Company’s Legal address | |
| 5 | Company’s Phone number | |
| 6 | Company’s email address | |
| 7 | *Company’s tax certificate number (Vergi Levhası) | |
| 8 | *Company’s membership to any trade unions or chamber of commerce | |
| 9 | Company’s web site |
*attach copies of documents
A paragraph introducing the company with a focus among other on the following:
- European countries where the food is exported, specify the biggest markets in the world
- Existing branches in foreign countries if any
- Company’s Capital
- Past 3 years annual exported quantities
- Past 3 years’ annual revenue
- Past 3 years annual VAT payment
- Indicate which items the company is manufacturing, in relation with the one in this tender
- Past performance in food supply and delivery in either commercial or NGO sector (be as detailed as possible)
List of references (Company name / Person name / Person Position/ Tel. contact numbers and email address)
| Organization | Contact name and contact details | Service providedRelated to Food Basket supply in particular or any other commodity experience |
Any other comments
Selection criteria for the bid committee for reviewing each offer.
| Scoring | Percentage | |
| Price | Best Price/Evaluated Price*Percentage | % 50 |
| Quality of Items | Evaluated offer’s Quality Score / Best Quality Score * percentage | % 30 |
| Delivery conditions | Best Delivery /Evaluated Delivery*Percentage | % 20 |
Exclusion criteria
Non-sealed envelopes, offer without food basket sample, offer sent after due date, failing to fill the Bill of Quantities correctly.