Tender Process
Our tender process consists of four steps:
- Tender Announcement
- Bid Submission
- Evaluation
- Contract Award
Terms & Conditions
The following terms and conditions govern any tender opportunities offered by our organization. By submitting a tender proposal, bidders agree to these conditions of participation.
1. Eligibility
Only competent and legally registered firms or individuals who match the stipulated criteria may participate in the tender procedure.
2. Accountability for Process Maintenance
ensures cost-effectiveness, fosters fair competition, encourages responsibility and transparency, and aids in the selection of competent and qualified suppliers.
3. Submission Requirements
a. Every proposal needs to be presented in the format specified.
b. All required documents, including technical specifications, financial proposals, compliance certificates, declarations, and supporting evidence, must be submitted in full.
c. Bids must be submitted prior to the deadline.
d. Submissions that are late, incomplete, or noncompliant may be turned down.
4. Submission Deadline
Submissions of tenders must be received by the deadline. Under no circumstances will late contributions be accepted.
5. Evaluation Process
• Proposals will be assessed according to predetermined technical, financial, and compliance standards.
• The organization can enquire about more information or clarification from bidders.
• Lowest bid does not guarantee contract award.
6. Right to Accept or Reject
Without stating a reason, we reserve the right to accept or reject any request, in whole or in part. The tender procedure may be cancelled or altered at any moment by the organization.
7. Confidentiality
All information provided during the tender process must be treated as confidential by both parties unless otherwise stated.
8. Compliance
All relevant laws, rules, and moral principles must be followed by bidders. Removal from eligibility may follow any kind of fraud, deception, or unethical behavior.
9. Accountable (Donor) Regulations & Funding Compliance
- This procurement is subject to the rules, regulations, and guidelines of the respective funding donor.
- In case of conflict between bidder policies and donor regulations, donor requirements shall prevail.
- Bidders must provide all documentation required to satisfy donor compliance, audit, and reporting standards.
10. Anti-Corruption & Ethical Conduct
The greatest standards of honesty and moral behavior must be maintained by bidders. Any kind of fraudulent activity, bribery, collusion, misrepresentation, or conflict of interest will result in instant disqualification and maybe legal action.
11. Anti-Terrorism & Sanctions Compliance
- Bidders must certify that they are not listed on any national or international sanctions or terrorism watchlists.
- Prior to award, the organizations retain the right to perform screening and due diligence.
12. Right to Audit & Verification
The organization retains the right to do audits or background checks and to confirm the information given. False statements could lead to blacklisting and disqualification.
13. Award of Contract
Written notification (by email or letter) and message correspondence will be sent to the chosen bidder. Before any work is started, a written contract agreement must be signed.
14. Contract Formation
No contractual obligations arise until a formal written contract is executed between the Organization and the successful Bidder.
15. Contractual Obligation
No contractual connection will exist unless both parties sign a formal written agreement. Submission of a tender does not impose any binding obligations on the organization.
16. Performance Security
a. The winning bidder must provide a performance guarantee or bond in accordance with the tender criteria if necessary. The successful bidder may be required to furnish a performance bond or guarantee equivalent to [X]% of the contract value.
b. In the event of non-performance, delay, or violation of contract, the performance bond, which guarantees the timely and satisfactory completion of the work, may be forfeited.
17. Penalty Clauses
- Non-Compliance with Specifications: Failure to meet the agreed standards or specifications may result in penalties, rework at the bidder’s cost, or termination of contract.
- Breach of Confidentiality: Any unauthorized disclosure of confidential information may attract financial penalties and legal action.
- Poor Performance or Service: Repeated failure to meet service levels (for IT or service contracts) may result in financial penalties, reduction in payment, or termination of contract.
18. Security Deposit
- In order to cover any potential losses or damages resulting from non-compliance with contract requirements, a security deposit may be collected.
- In the event of inadequate results, delays, or inability to fulfil contractual commitments, the security deposit may be kept entirely or in part.
- The deposit will be refunded upon successful completion of the contract and fulfillment of all obligations.
19. Right to Terminate
- The organization may terminate the contract if the bidder repeatedly violates terms, fails to perform, or commits fraud or unethical acts.
- The bidder remains responsible for any fines or damages that were incurred before the termination.
20. Governing Law & Jurisdiction
a. The Tender and any consequent contract will be governed by the laws of the jurisdiction where the Organization operates.
b. All issues resulting from the Tender or contract shall be resolved entirely by the competent courts in the relevant jurisdiction.
21. Liability & Indemnity
Bidders agree to compensate and keep harmless the Organization against any claims, damages, or losses resulting from deception, breach of Tender conditions, or noncompliance with relevant laws.