Outgoing No. 17/09/24-1 dated September 17, 2024

Dear Applicants!

The Civil Society Organization "TSE - NASHA SPRAVA!" announces a tender for the purchase of solid fuel (firewood) for further distribution to the population that is constantly in the combat zone in the Dnipropetrovsk region (Nikopol district).

1. SUBJECT OF SUPPLY

The purpose of this request is to obtain proposals for the supply of solid fuel throughout 2024.

REQUIREMENTS for the subject of procurement:

• firewood from hard wood species: firewood of non-industrial use of group 1 (birch, oak, beech, hornbeam, ash, elm, maple, larch, apple tree, and others);

• dimensions of firewood:

  • in length — from 0.3 to 0.5 meters;

  • in thickness — from 10 cm and more;

• firewood must be cleaned of knots and branches. The height of remaining knots must not exceed 30 mm;

• the firewood must not have external rotten decay, nor contain foreign materials: plastics, mineral impurities, metal inclusions, construction waste, etc.

The winner of the tender will enter into a framework agreement with the Civil Society Organization "TSE - NASHA SPRAVA!" for three months, with the possibility of further extension, depending on the quality and fulfillment of supplies.

The framework agreement does not imply any obligation regarding the minimum volume of procurement of services or other obligations, and the Civil Society Organization "TSE - NASHA SPRAVA!" has no obligations to:

1. enter into an agreement with a legal firm as a supplier of exclusive or unique services or

2. order or purchase a minimum volume of services from the supplier.

2. TERMS

The delivery price is specified in the commercial offer and is fixed for the entire delivery batch until all contractual obligations are fulfilled.

Payment terms: cashless settlement

Contract currency: UAH

Provision of product specifications: (category/class, calorific value, fractionation, certificate of conformity, etc.).

3. EVALUATION OF OFFERS

Received offers will be evaluated in two stages:

1. Compliance [passed/failed]: The offer must be complete and meet the requirements. An offer will be considered complete and compliant if it is signed, meets the declared characteristics for use, essentially meets the terms of the Request for Proposals, and all necessary documents are provided.

   
   

2. Evaluation of the offer:

   • Feasibility [weight of criterion 30%]: availability of fuel materials, production capacity, ability to transport to the specified location, packaging, delivery times, availability of reviews and recommendations, absence of debts and legal proceedings.

   • Commercial component [weight of criterion 70%]: payment terms (prepayment or post-payment), offer price

Products from manufacturers not included in the sanctions list of organizations sponsoring terrorism are accepted for consideration in the tender. The list of legal entities subject to personal special economic and other restrictive measures (sanctions) can be checked at the following link: https://www.president.gov.ua/storage/j-files-storage/01/18/81/c588e3048d74a882a3ac56fdb7f6868e_1683902703.pdf

4. SUBMISSION SCHEDULE FOR PROPOSALS AND CONTRACT SIGNING

5. PARTICIPATION

The competition is open to all suppliers who can deliver the requested firewood within the specified time frame (individual entrepreneurs, limited liability companies, private enterprises, etc.). Consortia are allowed. In the case of consortia, the lead agency must be named.

The tender participant must be duly registered in Ukraine and have been operating for at least one year from the date of registration; they must not have open court proceedings or debt obligations that could lead to the arrest of the participant's accounts and assets.

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

• the name of the tender participant is associated with terrorism and is included in the list of individuals and organizations linked to terrorism published by the European Union, the US government, and the UN Security Council;

• the tender participants do not have a valid license to conduct commercial activities in Ukraine;

• the tender participants refuse to comply with the requirements for the protection of individuals from sexual exploitation and harassment during humanitarian aid operations and the code of ethics and standards for information disclosure.

6. DELIVERY AND PACKAGING

Supply

Delivery occurs based on requests for firewood within 3–5 calendar days after the request is placed.

Delivery Conditions:

DDP Incoterms 2020. The supplier bears the costs of loading, delivery, unloading, and insurance of goods during delivery.

Payment Terms:

Payment within 30 (thirty) working days after delivery.

Total Quantity of Supply:

280 cubic meters of split hardwood firewood (depending on the budget, the quantity may be increased to 320 cubic meters)

Packaging

Quantity per household:

8 cubic meters.

Packaging Features: 

Split firewood should not be supplied in bulk; it is necessary to provide for palletizing or packaging in big bags, or other options.

Delivery Locations

Firewood must be delivered to the following locations:

Any questions regarding this tender can be directed to our staff contact person: +38 067 430 65 11 Tadlona Kateryna

7. CONTRACTING TERMS

The contracting period is planned for until October 31, 2024.

8. VALIDITY PERIOD OF THE OFFER

Offers are valid for a period of ten (10) calendar days after the deadline for submitting tender proposals. An offer valid for a shorter period may be rejected as non-compliant.

9. LANGUAGE OF THE TENDER

Offers, all correspondence, and documents related to the tender must be written in Ukrainian.

10. SUBMISSION OF TENDER PROPOSALS

The tender proposal must be submitted exclusively via e-mail: tenderfortns@gmail.com according to the schedule outlined in section 4 of this Announcement.

Offers must be prepared based on the guidelines provided 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 / Statement from the Unified State Register;

• Template for submitting the proposal;

• each tender participant is required to sign a letter of compliance.

Proposals submitted without a completed Template for submitting the proposal, quality/compliance certificates, a letter of compliance, extract from the Unified State Register/Statement from the Unified State Register, or submitted after the closing time for receiving proposals 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. Appendix 2 to the tender announcement