PURCHASE ORDER; YNCSD/N0- 00001/2023/23-60428R: Supply of Reusable Sanitary Pads (DIVA PACKS)
Location: FCT Abuja
1. About YNCSD
Youth Network for Community and Sustainable Development (YNCSD) is a youth-led organization catalyzing social change by engaging young people and amplifying their voices to speak for Human Rights, through targeted advocacy to key players, capacity building and development, communications and media engagements, partnerships and program implementation. YNCSD also works on other sexual and reproductive health and rights issues, including Female Genital Mutilation and other Sexual and Gender-Based Violence Issues.
SRHR has been one of the core focuses of YNCSD and women, girls and other marginalized populations have been our target.
As the floods have now slowly subsided, what remains a challenge is the increased number of internally displaced women and girls, including gender minorities, who have high levels of needs but limited access to sexual and reproductive commodities and service delivery. As these groups have been displaced from their homes into what should be temporary camps, livelihoods have been cut short, and women, girls, and gender-diverse people are rapidly being exposed daily to vulnerabilities. These groups do not have access to menstrual and sanitary products and have limited access to family planning resources, services, and products. On the other hand, government emergency response services have not been cognizant of the special needs and requirements of these groups as they respond to crises.
The objective of the Request For Quotation is to identify a supplier who can provide YNCSD with the entire below-mentioned product. The selected vendor is expected to provide such products based on a specific purchase order submitted to the vendor.
Product Name: Reusable sanitary pads
4. Product Specification: Each set will comprise of:
- 2 super maxi pads and 2 mini pads, plus 2 carrying pouches for storage.
- Use and care instructions leaflets with universal pictograms.
- Made from skin-friendly, eco-friendly, and non-toxic materials.
- Absorbent, leak-proof, and capable of providing protection for an average of 4-6 hours.
- Durable and able to withstand multiple washes and reuses.
- Available in various sizes to accommodate the needs of different age groups.
– The pads are made of cotton for high absorbance on one side and synthetic materials on the flip side for protection against leakage (stay-dry top layer, super absorbent core and anti-leak layer) The pads must have double fasteners to keep them in position on the underwear.
– Re-usable for 12 months
– Packaging should be branded with the provided logos.
– The vendor will produce bags or pouches where these products would be safely stored
Questions or requests for further clarification should be submitted in writing to the contact person below:
Name of Contact Person at YNCSD: Grace Iho
Phone Number: +234(0)7061469504
Designation: Senior Programme Associate
6. Content of Quotations
Quotations should be submitted in a single email whenever possible, depending on file size. Quotations must contain:
A technical proposal in response to the requirements outlined in the specifications should be comply with;
The bidder shall be required to quote for all items.
Price quotations are to be submitted strictly in accordance with the price quotation form.
Both parts of the quotation must be signed by the company’s relevant authority and submitted in PDF format.
7. Instructions for Submission
Proposals should be prepared based on the guidelines set forth in Section 4 above, along with a properly filled-out and signed price quotation form, and sent by email to the contact person indicated below. In your submission, please indicate the availability of a physical sample for physical inspection.
Name of Contact at YNCSD: Victoria Abutu
Please note the following guidelines for electronic submissions:
- The following reference must be included in the email subject line: YNCSD/N0- 00001/2023/23-60428R Supply of reusable pads. Proposals that do not contain the correct email subject line may be overlooked by the procurement officer and therefore not considered.
- The total email size may not exceed 20MB (including email body, encoded attachments and headers). Where the technical details are in large files, it is recommended that these be sent separately before the deadline.
8. Overview of Evaluation Process
Quotations will be evaluated based on compliance with the technical specifications and the total cost of goods (price quote)
The evaluation will be carried out in a two-step process by an ad hoc evaluation panel. Technical proposals will be evaluated for technical compliance prior to the comparison of price quotes.
YNCSD shall award a Purchase Order to the lowest-priced bid item whose bid has been determined to be substantially compliant with the bidding documents.
10. Right to Vary Requirement at Time of Award
YNCSD reserves the right, at the time of award of contract to increase or decrease by up to 20% the volume of goods specified in this RFQ without any change in unit prices or other terms and conditions.
11. Payment Terms
YNCSD payment terms are met 15-30 days upon receipt of documents, invoices and other documentation required by the contract.
12. Anti-bribery and Corruption
YNCSD is committed to preventing, identifying, and addressing all acts of fraud against YNCSD, as well as against third parties involved in YNCSD activities. YNCSD’s Policy regarding anti bribery and corruption is available here: Submission of a proposal implies that the Bidder is aware of this policy.
Suppliers, their subsidiaries, agents, intermediaries, and principals must cooperate with the YNCSD audit and investigations services, as well as with any other oversight entity authorized by the CEO/Founder and with the YNCSD finance team, including ethics, as and when required. Such cooperation shall include, but not be limited to, the following: access to all employees, representative’s agents, and assignees of the vendor; as well as production of all documents requested, including financial records.
Failure to fully cooperate with investigations will be considered sufficient grounds to allow YNCSD to repudiate and terminate the agreement, and to debar and remove the supplier from YNCSD’s list of registered suppliers/vendors.
13. Zero Tolerance
YNCSD has adopted a whistleblowing policy on gifts and hospitality. Suppliers are therefore requested not to send gifts or offer hospitality to YNCSD personnel. Further details on this policy are available here.
14. Request for Quotation Protest
Bidder(s) perceiving that they have been unjustly or unfairly treated in connection with a solicitation, evaluation, or award of a contract may submit a complaint to email@example.com.
Should the supplier be unsatisfied with the reply provided by the YNCSD Head of the Programme and Operations, the supplier may send an email via hello@ yncsd.org .
Should any of the links in this RFQ document be unavailable or inaccessible for any reason, bidders can contact the Senior Programme Associate via firstname.lastname@example.org to request for them to share a PDF version of such document(s).
YNCSD invites interested eligible organizations/individuals to submit on or before the deadline, quotations along with:
- Organization/Business Registration
- Tax Registration
- Organization/business profile
- Duly filled/stamped tender documents for supplies below:
16. Procurement Process:
The procurement process will consist of the following stages:
Vendor Selection: Interested vendors should submit their proposals, including details of the product specifications, pricing, delivery timelines, and any relevant certifications or quality assurances.
Evaluation: The evaluation committee will review the received proposals based on factors such as product quality, pricing, delivery capabilities, and past performance.
Contract Award: The selected vendor will be awarded the contract and be required to sign a formal agreement with YNCSD.
Request for Proposals (RFP) Release: Friday 25th August, 2023
Proposal Submission Deadline: Friday 15th September, 2023
Vendor Evaluation: 15th September – 29th September, 2023
Contract Award: Friday 6th October, 2023
Delivery of Sanitary Pads: 13th October- 3rd November, 2023
Contract Ending: Monday 4th December, 2023
18. Reporting and Monitoring:
The selected vendor will be required to provide regular progress updates on the production, packaging, and delivery of the sanitary pads. YNCSD will conduct periodic quality checks of the product to ensure compliance with the agreed-upon terms and specifications.
All information shared during the procurement process should be treated as confidential and used solely for the purpose of this project.