Outgoing № 11/09/24-1 dated 11.09.2024

Dear Applicants!

The CSO «TSE - NASHA SPRAVA!» hereby announces a tender for the procurement of solid fuel (firewood) for further distribution to residents permanently residing in combat zones in Kharkiv Oblast (Kharkiv and Chuhuiv districts) and Dnipropetrovsk Oblast (Nikopol district).

1. OBJECT OF SUPPLY

The purpose of this request is to receive offers for the supply of solid fuel during the year 2024.

REQUIREMENTS for the object of procurement:

• Chopped firewood of hardwood species: firewood not intended for industrial use, Group 1 (birch, oak, beech, hornbeam, ash, elm, maple, larch);

• Firewood dimensions:

  • Length: from 0.3 to 0.5 meters;

  • Thickness: from 10 cm and above;

• Firewood must be cleared of knots and branches. Remaining knots must not exceed 30 mm in height;

• Firewood must not contain external rot, foreign materials (plastic, mineral impurities, metal inclusions, construction debris, etc.).

A framework agreement will be concluded with the selected supplier for three months, with a possibility of extension depending on the quality and fulfillment of deliveries.

The framework agreement does not imply any obligation for a minimum volume of procurement or any other commitment, and Civil Society Organization «TSE - NASHA SPRAVA!» is not obligated to:

1. Enter into an agreement with the supplier for exclusive or unique services; or

2. Order or purchase a minimum quantity of services from the supplier.

2. TERMS

The delivery price must be indicated in the commercial offer and remain unchanged for the entire batch until all contractual obligations are fulfilled.

Payment terms: non-cash (bank transfer)

Contract currency: UAH (Ukrainian Hryvnia)

The supplier must provide a product specification (category/class, calorific value, fraction size, certificate of compliance, etc.).

3. PROPOSAL EVALUATION

Proposals will be evaluated in two stages:

1. Compliance [Pass/Fail]:

   A proposal will be considered complete and compliant if it is signed, meets the stated characteristics, conforms to the terms of the Request for Proposals, and includes all required documents.

2. Proposal Evaluation:

   1. Capability [Weight: 30%]: Availability of fuel materials, production capacity, ability to transport to the specified location, packaging, delivery timeframes, feedback and references, absence of debts and legal proceedings.

   2. Commercial offer [Weight: 70%]: Payment terms (prepayment or post-payment), offer price.

Products from manufacturers included on sanction lists of terrorism sponsors are not eligible. A list of sanctioned entities can be found here:

https://www.president.gov.ua/storage/j-files-storage/01/18/81/c588e3048d74a882a3ac56fdb7f6868e_1683902703.pdf

4. TENDER SCHEDULE

5. PARTICIPATION

The tender is open to all suppliers able to deliver the requested firewood within the stated timeframe (individual entrepreneurs, LLCs, private enterprises, etc.).

Consortiums are permitted. In case of a consortium, the leading agency must be identified.

Suppliers must be: properly registered in Ukraine, operating for at least one year from the date of registration, free from ongoing court proceedings, debts, or risks of account freezes.

Proposals will not be considered if, at the time of submission:

• The participant is associated with terrorism or listed in the EU, US, or UN terrorism-related sanctions;

• The participant does not hold a valid commercial license in Ukraine;

• The participant refuses to comply with rules protecting individuals from sexual exploitation and abuse during humanitarian operations or the code of ethics and information disclosure standards. 

6. DELIVERY AND PACKAGING

Delivery

Packaging

Delivery locations:

Firewood should be delivered to the following locations:

Any questions regarding this tender can be directed to our employee.

Contact person: +38 067 430 65 11, Taldonova Kateryna.

7. CONTRACTING TERMS

The contracting is planned for a term of until October 31, 2024 or according to another previously agreed supply schedule

8. VALIDITY PERIOD OF PROPOSALS

Proposals are valid for a period of ten (10) calendar days after the deadline for submitting tender proposals. A proposal that is valid for a shorter period may be rejected as non-compliant.

A tender participant who agrees to a request is not obligated and does not have the right to change their proposal. All prices remain fixed until the expiration of the proposal's validity period, during which a contract is concluded.

9. LANGUAGE OF THE TENDER

Proposals, all correspondence, and documents related to the tender must be prepared in Ukrainian.

10. SUBMISSION OF TENDER PROPOSALS

The tender proposal can be submitted to the office of the CSO "TSE - NASHA SPRAVA" (Yavornytskoho Ave, 72 B, office 1105), through the organization's website https://nashasprava.weblium.site/  or via e-mail tenderfortns@gmail.com  according to the schedule outlined in paragraph 4 of this Announcement.

Proposals must be prepared based on the guidelines outlined in this request for proposals.

Your proposal must include the following documents:

• provision of a quality/compliance certificate for each item;

• Provision of an extract from the Unified State Register (USR);

• Template for submitting the proposal;

• Each participant in the tender is obliged to sign a letter of compliance.

Proposals submitted without a completed Template for submitting the proposal, quality/compliance certificates, letter of compliance, extract from the USR, submitted after the deadline for proposal submission will not be considered.

11. CONTRACTING

A framework supply agreement will be signed with the winner of the tender provided by the CSO "TSE - NASHA SPRAVA!".

12. RIGHT TO ACCEPT ANY PROPOSAL AND REJECT ANY

The CSO "TSE - NASHA SPRAVA!" reserves the right to accept or reject any proposal, as well as to cancel the selection process and reject all proposals at any time before the Contract is awarded, without incurring any liability to the tender participants concerned, or any obligation to inform the relevant tender participants of the reasons for the decision made. 

We hope for fruitful cooperation!

Attachments:

1. Letter of compliance 

2. Attachment 2 to the tender announcement