TERMS OF REFERENCE (ToR) FOR PROCUREMENT AND SUPPLY OF HYGIENE KITS
Ethiopian Center for Disability and Development (ECDD) • Shire
Experience
Mid Level(3-5 years)
Salary
Not specified
Posted
4 days ago
Deadline
in 5 days
Job Description
Organizational Background
The Ethiopian Center for Disability and Development (ECDD) is an Ethiopian Development Organization established in 2005 and registered at the Agency for Civil Society Organizations as an Ethiopian Development Organization with Certificate No. 0321 under Proc. No. 1113/2019.
ECDD works to advance the rights and opportunities of persons with disabilities through policy advocacy and mainstreaming disability inclusion in service delivery, development programs, and humanitarian actions, in partnership with other organizations, toward a disability-inclusive Ethiopia where persons with disabilities exercise their human rights and have access to mainstream services and opportunities on an equal basis with others.
ECDD is implementing the SHIRE: Support for Health, Inclusion, and Rehabilitation Efforts project in Shire Town, Tigray Region. The project aims to strengthen health, rehabilitation, inclusion, and access to essential services for persons with disabilities.
As part of the project intervention, ECDD will provide hygiene kits to women and girls with disabilities from internally displaced and host communities in Shire. The intervention is intended to improve personal hygiene, menstrual hygiene management, dignity, health, and well-being.
Accordingly, ECDD is seeking qualified and experienced suppliers to supply and deliver quality hygiene kits in accordance with the required specifications, quantities, and delivery conditions.
Purpose of the Procurement
The purpose of this procurement is to supply and deliver 175 complete hygiene kits to vulnerable women and girls with disabilities targeted under the SHIRE Project.
The procurement aims to ensure that beneficiaries receive essential personal hygiene, laundry, menstrual hygiene, and household washing materials that are safe, appropriate, durable, and of good quality.
Objectives
The specific objectives of the procurement are to:
- Provide essential hygiene materials to vulnerable women and girls with disabilities.
- Support improved personal and menstrual hygiene practices.
- Promote dignity, health, comfort, and well-being among women and girls with disabilities.
- Provide appropriate materials for personal and household hygiene.
- Ensure that all supplied items meet the required technical specifications and quality standards.
- Ensure timely delivery of the required quantity of hygiene kits.
- Ensure value for money through transparent and competitive procurement.
Ensure that all supplied products are new, unused, safe, hygienic, and free from defects.
Required Hygiene Kits
The supplier will be required to supply 175 complete hygiene kits according to the following specifications:
No. | Item | Quantity per Kit | Total Quantity for 175 Kits | Minimum Requirement |
1 | Duru Bathing/Body Soap -Original | 6 pieces | 1,050 pieces | New, good quality, minimum 100 g per bar properly packaged and suitable for personal bathing. |
2 | Largo Laundry Soap (5 Liter Jerrycan) - Original | 3 pieces | 525 pieces | 5-liter capacity each, new, good quality, properly sealed and suitable for washing clothes |
3 | Underwear for women and girls (minimum 95% cotton and 5% elastane/spandex) | 6 pieces | 1,050 pieces | Made from good-quality cotton fabric (minimum 95% cotton and 5% elastane/spandex), soft, breathable, comfortable, and durable, with strong stitching and a good-quality elastic waistband; suitable for adults, available in appropriate sizes (M, L, and XL). |
4 | Sanitary Pads – Always brand (original) | 6 packs | 1,050 packs | New, sealed, hygienically packaged and suitable for menstrual hygiene |
5 | Rubber Laundry Basin | 1 piece | 175 pieces | Made from good-quality, durable, non-toxic, and flexible rubber/plastic material, resistant to cracking and deformation, with smooth edges and a stable base; approximately 60 cm in diameter and 20 cm in depth, suitable for household laundry and general washing purpose |
Target Beneficiaries
The hygiene kits will be provided to 175 women and girls with disabilities identified from internally displaced and host communities in Shire Town.
- Product Quality and Technical Requirements
The supplier shall ensure that:
- All products are new and unused.
- All products meet the specifications provided in this ToR.
- Products are of good and acceptable quality.
- All items are safe for their intended use.
- All products are properly packaged and sealed.
- Laundry basins are strong, durable, and free from cracks or other defects.
- Largo laundry soap containers have a capacity of exactly 5 liters.
Quality Assurance and Inspection
ECDD reserves the right to:
- Inspect samples and verify compliance with the technical specifications.
- Reject products that do not meet the approved specifications.
- Any item found to be defective or not in accordance with the agreed specifications shall be replaced by the supplier at no additional cost to ECDD.
Delivery Time and Place
The selected supplier is expected to complete the supply and delivery of the hygiene kits within ten (10) calendar days from the date of contract award to Shire Endaselaie Town, unless otherwise agreed in the contract.
The supplier shall be responsible for:
- Proper packaging.
- Loading and transportation.
- Delivery to the designated ECDD/project location (Shire Endaselasie Town).
The exact delivery location will be Shire Endaselasie, Tigray Region, Ethiopia.
- Roles and Responsibilities
1 ECDD
ECDD shall:
- Provide necessary clarification regarding the required products.
- Verify quantities and compliance with specifications.
- Make payment to the contracted supplier in accordance with the agreed contractual terms and applicable deductions.
2 Supplier
The supplier shall:
- Supply the hygiene kits according to the approved specifications.
- Transport and deliver the goods to the designated location at Shire Endaselasie Town.
- Replace defective, damaged, leaking, or non-compliant items at its own cost.
- Maintain appropriate professional and ethical standards throughout the assignment.
- Selection Criteria
The Technical and Financial Proposals will be evaluated based on the following criteria:
No. | Criteria | Description | Weight (%) |
1 | Relevant Experience | Proven track record in supplying hygiene kits, dignity kits, personal hygiene items, household items, or similar non-food items to NGOs, humanitarian organizations, government institutions, or other organizations. | 10% |
2 | Quality & Compliance with Specifications | Products meet the required specifications, quality standards, safety requirements, packaging requirements, and applicable product standards. | 10% |
3 | Delivery Capacity & Timeliness | Demonstrated capacity to supply the required quantity and deliver within the agreed timeframe and to the specified location. | 10% |
4 | Financial Proposal | Competitive pricing, transparency of cost breakdown, completeness of the financial proposal, and value for money. | 70% |
| Total |
| 100% |
Evaluation Structure
- Technical Evaluation: 30%
- Financial Evaluation: 70%
Only bidders that meet the required minimum technical requirements will proceed to financial evaluation, in accordance with ECDD's applicable procurement procedures.
Payment Terms
Payment shall be made in Ethiopian Birr (ETB) through bank transfer or cheque, in accordance with the agreed contractual terms and subject to applicable tax deductions.
Payment shall be processed after satisfactory delivery, inspection, verification, and acceptance of the supplied hygiene kits by ECDD.
Requirements
Essential Requirements for Suppliers
Interested suppliers must meet the following minimum requirements:
- Proven experience in supplying hygiene kits, dignity kits, personal hygiene items, household items, or similar non-food items.
- Demonstrated capacity to supply the required quantities.
- Capacity to deliver within the required timeframe.
- Valid business registration certificate.
- Valid and renewed business license relevant to the supply of the required goods.
- Valid TIN certificate, where applicable.
- Relevant previous work experience with NGOs, humanitarian organizations, government institutions, or other organizations.
- Ability to provide samples when requested.
- Ability to provide products according to ECDD's technical specifications.
- Duly completed, signed, and stamped quotation/bid documents.
- Submission of relevant supporting documents.
- Compliance with applicable legal, ethical, and regulatory requirements.
.Required Documents from Bidders
Bidders are expected to submit:
- Completed and signed financial quotation.
- Technical specification/compliance sheet.
- Valid business license, Renewed business registration certificate and TIN certificate.
- Relevant experience/testimonies or previous contracts, where available.
- Product samples or product specifications/photos where requested.
- Duly signed and stamped bid documents in a sealed envelope
Required Skills
Level
Mid Level(3-5 years)
Location
Shire
How to Apply
Bid Submission Instructions
Financial proposals and technical specification should be submitted within 10 (ten) calendar days from the date of announcement. Submissions must be delivered in a sealed envelope and placed in the tender box located at the ECDD Main Office, around Beklobet, in front of Global Hotel, within ten (10) calendar days from the date of this announcement. For further information, please contact us on Tel: 0114-165859.
Disclaimer
ECDD is a disability-based organization committed to safeguarding all Children and Adults at Risk. ECDD has Zero Tolerance for incidents of Sexual Abuse and Exploitation against children and adults at risk, including sexual exploitation, abuse, or harassment, committed by employees, volunteers, consultants, or contractors working with us, where development and humanitarian programs are implemented. ECDD also has a Zero-Tolerance Policy for Corruption. Thus, ECDD expects everyone who works for it to respect its Children and Adults at Risk Safeguarding Policy, Prevention of Sexual Exploitation and Abuse Policy, and other legal frameworks. Violations of these stated policies and relevant laws will be subject to corrective action up to and including termination of the employment contract.