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World Vision Request for Quotation Confidential Request for Quotation: For the supply and delivery of Tarpaulin OCTOBER 2013 World Vision STATEMENT OF CONFIDENTIALITY Page 1 of 35
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Page 1: Request for Proposal (RFP) Template - Goods and … for... · Web viewPlease fill up the pricing in the excel table provided. Please indicate how much of each item will fit into 20’

World Vision Request for QuotationConfidential

Request for Quotation:For the supply and delivery of

Tarpaulin

OCTOBER 2013

World Vision

STATEMENT OF CONFIDENTIALITY

All information within this RFQ, regardless of the communication form, is given in absolute confidence and may not be disclosed without written permission from World Vision International.

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World Vision Request for QuotationConfidential

1. Introduction................................................................................................................................31.1 Invitation To Bid...................................................................................................................31.2 Information About World Vision...........................................................................................3

2. Project Background...................................................................................................................42.1 Goals and Objectives...........................................................................................................42.2 RFQ Timetable.....................................................................................................................42.3 World Vision Contact...........................................................................................................5

3. Instructions for Intent to Respond and Submitting Quotations..................................................5

4. Required Written Response.......................................................................................................64.1 Company Information...........................................................................................................64.2 Tarpaulin Description and Specification...............................................................................74.3 RFQ Terms and Condition...................................................................................................74.4 Pricing & Pricing Methodology............................................................................................7

5. Evaluation and Agreement Formation.......................................................................................75.1 Evaluation Criteria................................................................................................................75.2 Agreement Formation..........................................................................................................8

Appendix 1 – Intent to Respond Form...........................................................................................9

Appendix 2 – DRAFT GLOBAL AGREEMENT ...........................................................................10

Appendix 3 - Supplier Evaluation form

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World Vision Request for QuotationConfidential

1. Introduction

1.1 Invitation to Bid

World Vision International, together with its affiliated offices across the globe that make up the World Vision Partnership, (“World Vision”) invites your organization to submit a quotation for the supply and delivery of Tarpaulin according to the specifications, requirements and terms and conditions set forth in this Request For Quotation (RFQ). This RFQ describes our current understanding of our global needs.

1.2 Information about World Vision

What World Vision is: World Vision is a non-profit, non-denominational Christian humanitarian aid and development organization that is dedicated to helping children and their communities worldwide reach their full potential by tackling the causes of poverty. With its origins in the 1950’s, World Vision is backed up by more than 2.5 million supporters, 20,000 churches, hundreds of corporations, and governments in nearly 100 countries.

Who we serve:We serve poor children, families, and communities. Through means such as emergency relief, education, health care, economic development and promotion of justice, approximately 25,000 World Vision staff members assist impoverished communities help themselves. Our work touches approximately 100 million people in nearly 100 countries, assisting people regardless of religion, ethnic background, or gender.

Why we serve:Motivated by our faith in Jesus, we serve the poor unconditionally, recognizing their individual dignity and honoring their God-given potential.

Some ways in which we serve:Community Development.- Each community’s needs are different. We provide the resources that enable people to discover and use their own ideas and skills to move from poverty to self-sufficiency. Communities develop such things as access to clean water, reliable food production, basic health services, educational opportunities, microfinance programs to generate income, and AIDS prevention and care.

Emergency Response.- We respond to natural disasters and long-term humanitarian emergencies. We track potential crises, pre-position emergency supplies for effective rapid response, and remain after the crisis to help people rebuild their communities.

Protecting Children.- We believe in every child’s individual worth. We advocate for their well-being: for a world where orphans are cared for; where children are no longer forced to be soldiers, prostitutes, or laborers; and where they are safe and free from oppression.

For further information, we encourage you to visit our website at www.wvi.org.

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World Vision Request for QuotationConfidential

2. Project Background

2.1 Goals and Objectives

World Vision intends to conduct a Request for Quotation for procurement of tarpaulin. This Tarpaulin will be used in humanitarian assistance projects.These items will be quickly deployed to emergency responses. The relief items should be supplied in accordance with international standards (see below for exact specifications and packing / palletizing details) and to be delivered to Point of Delivery.

2.2 RFQ Timetable

Event DateRFP Release  21-Oct-13Supplier’s Response of Intent to Bid 25-Oct-13Supplier’s Enquiries & Clarifications 04-Nov-13WVI’s response to Suppliers Enquiries & Clarifications

15-Nov-13

Supplier’s Quotation Submission & appendix documents completed

20-Nov-13

Review and clarification process (if any)on quotations

25-Nov-13

Finalists Selection Dec-13Supplier Selection (Award and issuing of Contract) Jan-14

2.3 World Vision Contact

Suppliers will submit any inquiries, responses of intent to bid, clarification requests and submissions related to this RFQ to the following WV contact:

World Vision Global Procurement Office Ronald Chandra Simon800 Chestnut Avenue, MONROVIA, CA 91016-3198, USAE-mail: [email protected]; [email protected];

Suppliers may not enter into communications with other World Vision staff about this RFQ without the prior written permission of the individual listed above.

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World Vision Request for QuotationConfidential

3. Instructions for Intent to Respond and Submitting Quotations

1. It is requested that suppliers notify in writing the individual listed in Section 2.3 either accepting World Vision’s invitation to participate in this RFQ process or expressing your intention not to participate. It is encouraged that for suppliers to do so by e-mailing the Intent to Respond Form set forth in Appendix I no later than close of business on 25 OCT 2013. Suppliers also need to designate the name of the person within your organization who will serve as the main contact for this process, along with his/her title, address, phone number and e-mail address. You agree to destroy any and all information in this document if you choose to decline participation our RFQ process.

2. An exploratory conference call may be arranged to assist in the preparation of your written response and presentation/demonstration. If so, you agree to absorb any costs incurred in so doing. Please contact the individual listed in Section 2.3 should you need such a conference call. To ensure that the same level of information is conveyed equally to all suppliers, World Vision reserves the right to share questions and responses with all other suppliers.

3. You must submit two written hard copies and a separate electronic copy of your RFQ response, so that they are received by World Vision by close of business on 20 NOV 2013 Any response received after this date may be considered non-responsive, and World Vision would not be obligated to engage your organization any further in our RFQ process.

4. All responses and supporting documentation shall become the property of World Vision and will not be returned.

5. World Vision ultimately reserves the right throughout this process to select the supplier, goods, works and services that best meets its business requirements and to hold discussions with any and all respondents.

6. You must agree to the following conditions if you choose to respond to World Vision regarding this RFQ:

a) Neither issuance of this RFQ nor receipt of quotations represents a commitment on the part of World Vision International, World Vision or any office within the World Vision Partnership.

b) If World Vision chooses your organization, the global agreement in Appendix 2 contains the minimum terms and conditions that will be included in any binding agreement between you and World Vision International, World Vision or any office in the World Vision Partnership. In your quotation submitted to WORLD VISION, you must indicate any issues you may have in accepting any of these terms and conditions.

c) World Vision will not be responsible for, or in anyway liable for, any costs incurred by suppliers in the preparation of any responses or presentations relating to this RFQ.

7. This document is provided for the exclusive use of your organization and copies shall not be made available to any other party, without written consent from the individual listed in Section 2.3. Both you and World Vision acknowledge that they may come in contact with

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World Vision Request for QuotationConfidential

non-public information, which is considered confidential or proprietary to the other, including this document itself. Each party agrees not to use such information for its own benefit or allow it to be released to or used by others. Each party agrees to exercise reasonable care to prevent disclosure to any third party.

8. Neither party shall use the name of the other in publicity releases, referrals, advertising, or similar activity without the prior written consent of the other.

4. Required Written Response

Suppliers need to respond in a format that refers to the following sections and numbered items and must specifically address each and every request for information contained herein. If you are unable to comply with any information requested, an explanation must be provided as part of the response.

4.1 Company Information

1) List your company’s full name, corporate address, telephone number and fax number.2) List your company’s primary contact and back-up contact for this RFQ process. Please

include title, address, telephone number, fax number and email address. 3) Describe any conflicts of interest that your company may have in entering into a

relationship with World Vision. 4) Complete Supplier Evaluation Form in Appendix 3.

4.2 TARPAULIN Description and Specification.

WORLD VISION INTERNATIONAL intends to use two types of specification.

A. Tarpaulin, Woven Tarpaulin, 4 x 6m, With Eyelets

Material Content

Plain sheet: Woven high-density polyethylene (HDPE) black fibers fabric laminated on both sides with white low density polyethylene (LDPE) coating.

Reinforced bands: Reinforced with 6 bands of 7.5cm width, made of woven black HDPE fibers fabric and coated with grey LDPE on the outside to provide reinforced attachment points. Position of bands, as per drawing below, for attachment of rope, nails, etc.

Colour White sun reflective on both sides of the sheet. Grey coating on the outside of the bands. Inner black fibers to ensure opacity.

White Coating colour definition:- L.a.b Coordinates under ISO 105J01Minimum L : 82"a" value between -1.7 and +1.5"b" value between -4.5 and 0

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World Vision Request for QuotationConfidential

Size 4 m standard size, discrepancy ± 1% net width 6 m standard size, discrepancy ± 1% net width

Weight

Weight, plain sheet only (excluding the bands weight): 190g/m² ± 5% under ISO 3801 (equivalent to 180g/m² minimum to 200g/m² maximum)

Weight, complete sheet (including bands weight): Plain sheet specific weight plus 10% additional weight for the reinforcement bands under ISO 3801. Total weight from 198g/m² minimum and 220g/m² maximum. Specific weight of the bands from 180g/m² minimum to 200g/m² maximum.

Reinforcement Eyelets Provided with aluminum eyelets or equivalent on four sheet

sides of the single sheets at 100 cm (±5 cm) center to center, providing very strong fixation points.

Tear Strength Plain sheet at state of origin: Minimum 100N under ISO

4674-1 2003, strip of 200x200mm, in plain sheet.

Tensile strength in plain sheet at state of origin

Minimum 500N and 15% to 25% elongation in warp and weft in plain sheet under ISO 1421-1.

Tensile strength in the reinforcement bands at state of origin

Minimum 700N inside the reinforcement bands as per ISO 1421-1, pulling lengthwise in a hole of 8mm with a hook of 8mm wire diameter, at 200mm from the end of the band.

UV resistance of the plain sheet, measured as remaining tensile strength after UV exposure

The tarpaulin tensile strength under ISO 1421-1 after 1500 hours UV under ASTM G53/94 (UVB 313 nm peak) must be:

- Minimum 80% of the original value of the actual product, AND not less than 475N.- To be tested in the plain sheet.

UV resistance of the reinforcement bands measured as remaining tensile strength after UV exposure

The reinforcement bands tensile strength under ISO 1421-1 after 1500 hours UV under ASTM G53/94 (UVB 313 nm peak) must be:

- Minimum 80% of the original value of the actual product, AND not less than 665N.- To be tested inside the reinforcement bands as described above.

Welding number and strength at state of origin

Only one welding allowed, in the middle of the sheet, lengthwise. The tarpaulin tensile strength crossways at the place of the welding under ISO 1421-1 must be:

- Minimum 50% of the original value of the actual product, AND not less than 400N.

Resistance Temperature resistant from -20 to +80 Celsius.

Features Water, rot, soil and fauna resistant. Long life outdoor use in all climates.

Flammability Flash point above 200 Celsius.Marking Tarpaulin: Manufacturer name, month and year of

production (Letters of 2.5cm / 1 inch high maximum) clearly marked in black colour on each tarpaulin. A length

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World Vision Request for QuotationConfidential

indicator will be marked every meter. Bale pack: Bales containing tarpaulins without printed

logos shall not be marked except for the following written in English on the bale: “Contents: 5 tarpaulins – use for humanitarian aid”.

Bale Pack: Only bales containing tarpaulins with World Vision logos to be marked with an all-black waterproof World Vision logo. The size of the logo on the packing shall cover most of the top which shall be approximately 30 cm breadth x 21 cm height. The following shall be written in English below the logo: “Contents: 5 tarpaulins – use for humanitarian aid – donated by World Vision”.

Visibility Specifications

Any label printing, including the World Vision logo, must maintain original colour and resist fading for a period of at least 1 year. Printing should be waterproof and be UV stabilized. Information regarding the supplier shall be printed on the tarpaulin only, but not on any bales of tarpaulins. All printing costs must be included in the offer.

While most orders will call for non-branded tarpaulins, some orders will require printing of World Vision logos (see below) on each tarpaulin. In this case two coloured World Vision logos shall be printed on each tarpaulin. The logos shall be centered (between the bands) and mirrored, on either side of the tarpaulin (see attachment below). The size of the logo shall be 150 cm width x 62.8 cm height. The World Vision logos shall be printed in Pantone 21 (orange) and in black with a white absorptive background.

No further markings on the tarpaulins shall be printed besides the manufacturer’s name and the World Vision logos.

Logo data The World Vision logo shall be printed from EPS or PDF

data format – the printing description will be forwarded with the order.

Packaging

All tarpaulins to be folded and packed in bales with 5 units in each.

The bale must be wrapped with a similar material as that of the tarpaulins. The wrapping must be properly folded, closely tight to the bale content, making a well-shaped cubic bale. Inside the bales, the tarpaulins are not individually wrapped.

The maximum final size of the bales will be limited to 60 cm by 40 cm (+/-10%) in order to avoid overlapping on Euro pallets.

The bale must be strapped with 2 heat-sealed plastic straps for the length and 2 for the cross.

Palletizing In the event that palletizing is requested for a tarpaulin order, the bales are to be packed on a Euro pallet with the size 1.20 m x 0.80 m (pallets to be provided by supplier). The pallets must meet International Standards For

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World Vision Request for QuotationConfidential

Phytosanitary Measures No. 15 (ISPM 15). No overlapping on the pallet sides. Pallets to be packed to

the maximum height of 1.5 metres. The whole Euro pallet (including top) will be shrink wrapped in a water-tight micro perforated plastic film (plastic foil) and strapped together with 4 straps of polyester band.

Outside of the pallets (only with World Vision branded tarpaulins inside) two World Vision logo label stickers to be attached on the long pallet sides, with the approximate size 59.4 cm x 42 cm (A2) and below a small note in English (max height of 8 cm) with the exact number and type of items inside, the month and year of manufacture and the supplier name.

The cost of palletizing, visibility and pallets are included in the offer.

Spacing of Reinforcement Bands:

Placement of World Vision Logo:

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World Vision Request for QuotationConfidential

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World Vision Request for QuotationConfidential

B. Tarpaulin, Woven Tarpaulin, 4 x 6m, 190 g/m2, With Reinforcement Bands

Material Content

Plain sheet: Woven high-density polyethylene (HDPE) black fibers fabric laminated on both sides with white low density polyethylene (LDPE) coating.

Reinforced bands: Reinforced with 6 bands of 7.5cm width, made of woven black HDPE fibers fabric and coated with grey LDPE on the outside to provide reinforced attachment points. Position of bands, as per drawing below, for attachment of rope, nails, etc.

Colour

White sun reflective on both sides of the sheet. Grey coating on the outside of the bands. Inner black fibers to ensure opacity.

White Coating colour definition:- L.a.b Coordinates under ISO 105J01Minimum L : 82"a" value between -1.7 and +1.5"b" value between -4.5 and 0

Size 4 m standard size, discrepancy ± 1% net width 6 m standard size, discrepancy ± 1% net width

Weight

Weight, plain sheet only (excluding the bands weight): 190g/m² ± 5% under ISO 3801 (equivalent to 180g/m² minimum to 200g/m² maximum)

Weight, complete sheet (including bands weight): Plain sheet specific weight plus 10% additional weight for the reinforcement bands under ISO 3801. Total weight from 198g/m² minimum and 220g/m² maximum. Specific weight of the bands from 180g/m² minimum to 200g/m² maximum.

Tear Strength Plain sheet at state of origin: Minimum 100N under ISO

4674-1 2003, strip of 200x200mm, in plain sheet.

Tensile strength in plain sheet at state of origin

Minimum 500N and 15% to 25% elongation in warp and weft in plain sheet under ISO 1421-1.

Tensile strength in the reinforcement bands at state of origin

Minimum 700N inside the reinforcement bands as per ISO 1421-1, pulling lengthwise in a hole of 8mm with a hook of 8mm wire diameter, at 200mm from the end of the band.

UV resistance of the plain sheet, measured as remaining tensile strength after UV exposure

The tarpaulin tensile strength under ISO 1421-1 after 1500 hours UV under ASTM G53/94 (UVB 313 nm peak) must be:

- Minimum 80% of the original value of the actual product, AND not less than 475N. - To be tested in the plain sheet.

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World Vision Request for QuotationConfidential

UV resistance of the reinforcement bands measured as remaining tensile strength after UV exposure

The reinforcement bands tensile strength under ISO 1421-1 after 1500 hours UV under ASTM G53/94 (UVB 313 nm peak) must be:

- Minimum 80% of the original value of the actual product, AND not less than 665N. - To be tested inside the reinforcement bands as described above.

Welding number and strength at state of origin

Only one welding allowed, in the middle of the sheet, lengthwise. The tarpaulin tensile strength crossways at the place of the welding under ISO 1421-1 must be:

- Minimum 50% of the original value of the actual product, AND not less than 400N.

Resistance Temperature resistant from -20 to +80 Celsius.

Features Water, rot, soil and fauna resistant. Long life outdoor use in all climates.

Flammability Flash point above 200 Celsius.

Marking

Tarpaulin: Manufacturer name, month and year of production (Letters of 2.5cm / 1 inch high maximum) clearly marked in black colour on each tarpaulin. A length indicator will be marked every meter.

Bale pack: Bales containing tarpaulins without printed logos shall not be marked except for the following written in English on the bale: “Contents: 5 tarpaulins – use for humanitarian aid”.

Bale Pack: Only bales containing tarpaulins with World Vision logos to be marked with an all-black waterproof World Vision logo. The size of the logo on the packing shall cover most of the top which shall be approximately 30 cm breadth x 21 cm height. The following shall be written in English below the logo: “Contents: 5 tarpaulins – use for humanitarian aid – donated by World Vision”.

Visibility Specifications

Any label printing, including the World Vision logo, must maintain original colour and resist fading for a period of at least 1 year. Printing should be waterproof and be UV stabilized. Information regarding the supplier shall be printed on the tarpaulin only, but not on any bales of tarpaulins. All printing costs must be included in the offer.

While most orders will call for non-branded tarpaulins, some orders will require printing of World Vision logos (see below) on each tarpaulin. In this case two coloured World Vision logos shall be printed on each tarpaulin. The logos shall be centered (between the bands) and mirrored, on either side of the tarpaulin (see attachment below). The size of the logo shall be 150 cm width x 62.8 cm height. The World Vision logos shall be printed in Pantone 21 (orange) and in black with a white absorptive background.

No further markings on the tarpaulins shall be printed besides the manufacturer’s name and the World Vision logos.

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World Vision Request for QuotationConfidential

Logo data The World Vision logo shall be printed from EPS or PDF

data format – the printing description will be forwarded with the order.

Packaging

All tarpaulins to be folded and packed in bales with 5 units in each.

The bale must be wrapped with a similar material as that of the tarpaulins. The wrapping must be properly folded, closely tight to the bale content, making a well-shaped cubic bale. Inside the bales, the tarpaulins are not individually wrapped.

The maximum final size of the bales will be limited to 60 cm by 40 cm (+/-10%) in order to avoid overlapping on Euro pallets.

The bale must be strapped with 2 heat-sealed plastic straps for the length and 2 for the cross.

Palletizing

In the event that palletizing is requested for a tarpaulin order, the bales are to be packed on a Euro pallet with the size 1.20 m x 0.80 m (pallets to be provided by supplier). The pallets must meet International Standards For Phytosanitary Measures No. 15 (ISPM 15).

No overlapping on the pallet sides. Pallets to be packed to the maximum height of 1.5 metres. The whole Euro pallet (including top) will be shrink wrapped in a water-tight micro perforated plastic film (plastic foil) and strapped together with 4 straps of polyester band.

Outside of the pallets (only with World Vision branded tarpaulins inside) two World Vision logo label stickers to be attached on the long pallet sides, with the approximate size 59.4 cm x 42 cm (A2) and below a small note in English (max height of 8 cm) with the exact number and type of items inside, the month and year of manufacture and the supplier name.

The cost of palletizing, visibility and pallets are included in the offer.

Spacing of Reinforcement Bands:

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World Vision Request for QuotationConfidential

Placement of World Vision Logo:

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4.3 RFQ Terms and Condition.

a) Successful awarded supplier will be required to enter Master Agreement with World Vision International. The agreement will be for duration of TWO years base contract with the possibility of a ONE or TWO year extension.

b) The Tarpaulin price offered will be fixed during the term of the TWO years base contract.c) The tarpaulins are most commonly used during an emergency response. WVI will not

provide any quantity forecast or commitment. However estimated historic usage can be provided upon request.

d) We would also like the suppliers to quote prices with freight to a number of warehouses as listed in 4.4.

e) WVI has several pre-positioning location as indicated in 4.4. f) Country of origin: The supplier will inform World Vision of the origin of the goods. A

certificate of origin must be included with the delivery of the goods.g) Penalty agreement: It is expected that the supplier will confirm a realistic delivery date,

based on experience; in an effort to treat every supplier equally, we will reduce the total invoice amount by 3% for every week in delivery delay thereafter. The first additional five working days (Monday to Friday) will be tolerated. A delay caused by force majeure (this situation being agreed in writing) will be exempted.

h) A free sample of tarpaulin to be sent for inspection upon request. The supplier will bare all the relevant cost to deliver the tarpaulin to the address that will be specified later.

i) Supplier agrees to possible plant visit and audit at scheduled date agreed by both parties.

j) Payment: The terms of payment shall be 30 days after receipt of invoice and all shipping documents as proof of shipment. .

4.4 Pricing & Pricing Methodology

Tarpaulin, Woven Tarpaulin, 4 x 6m, With Eyelets

WITH LOGO WITHOUT LOGO

Tarpaulin, Woven Tarpaulin, 4 x 6m, 190 g/m2, With Reinforcement Bands

WITH LOGO WITHOUT LOGO

a) We provide you two specifications. One for reinforced bands and another for eyelets. Both of those should be tendered with or without logo.

b) Quote in USD.c) The price for each item shall include the whole production of the goods, the packages /

bales, the markings and pallets. d) Supplier must also provide any discounts that would apply to World Vision.e) Price to Quote is DDU according to incoterms 2000.f) On demand basis, suppliers need to provide quotation for delivery to any World Vision

Offices around the globe.g) Pricing should be based on DDU to the following locations: h) Please fill up the pricing in the excel table provided.

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World Vision Request for QuotationConfidential

i) Please indicate how much of each item will fit into 20’ and 40’ containers.j) Please indicate if you (supplier) are willing to maintain stock for us (WVI) at any of your

locations. If so, advise what quantity you are willing to hold as stock and at what locations.

GPRN Denver

World Vision International11000 East 40th AvenueDenver, CO 80102 USAAttn: John JungTel: +1 720 3940747Fax: +1 303 5763223E-mail: [email protected]

UNHRD Brindisic/o Aeroporto Militare “Pierozzi”p.za Del Vento 172011 Casale – Brindisi, ItalyAttn: Stefano PeveriTel. +39 0831506673Fax. +39 0831506648E-mail: [email protected]

UNHRD DubaiInternational Humanitarian CityWarehouse / office # J08 &J09Dubai Industrial City (DIC)P.O. Box 506003, DubaiUnited Arab EmiratesAttn: Bekim MahmutiTel: +971 4 454 [email protected]

UNHRD AccraCourier Enclave – KotokaInternational AirportPO Box. 1423Accra, GhanaAttn: Martin WalshTel. +233 21 770 051Fax. + 233 21 770 052E-mail: [email protected]

Programa Mundial de Alimentos – UNHRD PanamaRail Road, Export Processing Zone, BLDG 200, Av. Omar Torrijos, Corozal Este,Corregimiento de Ancon, Ciudad de Panama, Rep. de PanamaAttn: Bianca HucMazzaTel: +507 317 6319Fax +507 3176319E-mail: [email protected]

UNHRD SubangLot 14104 (PT 12136)Jalan TUDM, Seksyen U740150 Shah Alam, SelangorMalaysiaAttn: Belkacem BenzazaTel: +603-7846 0473/0917/0918E-mail: [email protected]

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World Vision Request for QuotationConfidential

5. Evaluation and Agreement Formation

5.1 Evaluation Criteria

World Vision will evaluate quotations and select a supplier, at its discretion. A few criteria it may use, include, but are not limited to the following:

1. Quality, reputation and performance of supplier in a global environment. World Vision requires an opportunity to evaluate samples for testing.

2. Thoroughness of quotation preparation.

3. Demonstrated excellence in service, support and warranties on a global basis.

4. Competitive pricing with the capacity to provide advance and locked global pricing as part of a very demanding marketing schedule.

5. Ability to deliver the requested goods/and or services by the required dates.

6. Capability of supplier to identify all elements leading to understanding of the actual landed costs by region/country and establish lead-time and fulfillment objectives.

7. Demonstrated ability to provide International account coordination and consolidated purchase reporting for World Vision management while enabling use of local accounts, support and services in our global areas of operation.

World Vision reserves the right to make an award based solely on the quotations received, to modify the requirements prior to awarding, or to negotiate further with one or more suppliers. World Vision reserves the right to award a contract to the supplier who, in their sole opinion, provides the best combination of cost and quality benefits.

5.2 Agreement Formation

All quotations received will be carefully evaluated by World Vision. World Vision will then select two or more firms deemed to be fully qualified and best suited among those submitting quotations, on the basis of evaluation criteria described above. World Vision will then conduct negotiations with the selected suppliers. After negotiations have been conducted, World Vision will select the supplier or suppliers that, in its opinion, have made the best overall quotation and execute a written agreement based on this RFQ, the quotation submitted, and the negotiations concerning these.

Issuance of this RFQ, the preparation and submission of responses by suppliers and the subsequent receipt and evaluation of responses by World Vision shall not commit World Vision to award a contract to any supplier. Furthermore, in no event shall choosing a specific supplier for presentation, negotiations or otherwise be construed to create any legal obligations on the part of World Vision. Only the execution of a written agreement by World Vision International,

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World Vision or an office within the World Vision Partnership and a supplier will be binding on the relevant parties in accordance with the terms and conditions contained in such agreement.

Appendix 1 – Intent to Respond Form

RFQ: For the supply and delivery of Tarpaulin.

To: World Vision Global Procurement Office 4th Floor, Plaza Hamodal, Lot 15, Jalan 13/2, Section 13, 46200 Petaling Jaya, Selangor, MalaysiaRonald Chandra Simon E-mail: [email protected]; [email protected];

From: Company Name: _________________________________________

Contact Name: _________________________________________

Address: _________________________________________

_________________________________________

Telephone: _________________________________________

Fax: _________________________________________

E-Mail: _________________________________________

Please state your intentions with regard to this RFQ by checking one of the boxes below:

We intend to respond to this RFQ by 25 OCT 2013. When responding your willingness to participate in the process, please indicate any questions you might have so that these can be answered. All questions and answers will be shared with all interested bidders.

We are not responding to this RFQ and will destroy all associated materials by 25 OCT 2013. The reason we have decided not to respond is:

_______________________________________________________

_______________________________________________________

Signature of Contact Person Date

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Appendix 2 – DRAFT GLOBAL AGREEMENT (Refer to Clause)

AGREEMENT TO PROVIDE GLOBAL GOODS AND/OR SERVICES

BETWEEN:

World Vision International (“WVI”)800 W. Chestnut AvenueMonrovia, CA 91016Telephone: 626-303-8811

AND[Name of company or individual] ("Supplier")[Address][Telephone number]

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Hereinafter the Parties, WVI and Supplier, agree to the following terms and conditions:

1. Good and/or Services 1.1. WVI has engaged Supplier as an independent contractor to provide the goods and/or

services described in Attachment A, entitled Scope of Work, which is incorporated herein by reference.

1.2. Supplier will coordinate with WVI in delivering these goods and/or the performing these services with [insert name of WVI employee and title] or his/her designee.

1.3. Supplier will supply, at Supplier’s sole expense, all equipment, materials and/or supplies necessary to delivery the goods and/or perform the services under this Agreement.

1.4. WVI reserves the right to reject any goods which are defective in material or workmanship, and may, in addition to any other legal remedies, return such goods to Supplier at Supplier’s expense or otherwise dispose of such goods in a commercially reasonable manner. Supplier will, at no additional cost, promptly conform the goods to WVI's reasonable satisfaction.

2. Time Schedule 2.1 Supplier will deliver the goods on [insert date] at Supplier’s expense, to WVI’s

operations in [insert destination], at the following delivery address: [insert delivery address] Supplier will begin providing services on [insert destinations], and will [“complete all services by” OR “continue providing services through” [insert date], unless this Agreement has been terminated sooner in accordance with its provisions.

2.2 Shipment will be via containerised sea shipment using a duly licensed and reputable international shipping agent.

2.3 Supplier will provide appropriate notification to WVI prior to shipment to enable WVI, or a third party inspection company of WVI’s choice, to inspect the goods prior to shipment.

2.4 Supplier will retain title to, and risk of loss for, the goods until they are delivered to WVI in [insert destination].

2.5 Time is of the essence in performing this Agreement, and Supplier will ensure that the goods are delivered and the services are performed no later than as set forth above. If Supplier is late in meeting the designated time schedule, WVI reserves the right to deduct a penalty of 10% from Supplier’s fee for such goods/and or services.

3. Payment and Expenses 3.1. WVI shall pay Supplier for the goods at the following rates: [insert itemized or lump sum

fees $_____], which shall include any freight costs. WVI shall pay Supplier for the services hereunder at the rate of [“ ____ per hour” OR “____ per day” OR “a lump sum of ____”, whatever has been agreed]. The total payment for the goods and/or services under this Agreement shall not exceed [$_____]. All payment shall be made in [insert currency].

3.2. In addition, WVI shall reimburse Supplier for reasonable travel (economy air fare only) and other expenses incurred by Supplier in the performance of services hereunder, provided that such expenses have been pre-approved by WVI and are supported by receipts or other appropriate documentation.

3.3. Supplier shall submit a detailed invoice to WVI [indicate frequency, e.g., “upon completion of this Agreement,” OR “once per month”, etc.], specifying the goods delivered and the services completed (including number of hours or days, if appropriate) and any related expenses incurred by Supplier during the period reported.

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3.4. WVI will pay Supplier approved fees and expenses accordance with this Agreement within thirty (30) days after receipt of invoice. No advances will be given to Supplier.

3.5 Supplier warrants and represents that the discount or prices with respect to the good and services provided pursuant to the Agreement are comparable to or better than the discount or prices offered prior to and as of the effective date, by Supplier to any of its customers with respect to similar good and services.

4. Risk of Loss 4.1 Supplier shall bear all risk of loss or damages to goods, until such time as received by

World Vision, F.O.B. point notwithstanding.

5. Taxes5.1Supplier is an independent contractor. The execution of this Agreement does not create

any other relationship between the parties. 5.2Supplier has sole responsibility for the payment of all applicable taxes (e.g., income,

payroll, unemployment) relating to Supplier and Supplier’s employees arising from payments received under this Agreement.

5.3Supplier has sole responsibility for payment of sales, export and import duties and taxes, whether in the country of export or the country of import or any transit country, and ensuring that all necessary licenses or customs clearances are obtained.

6. Insurance/Injuries6.1Supplier has sole responsibility and liability under this Agreement for the goods up to the

point of delivery to WVI and for any bodily injuries to Supplier or Supplier’s employees, including responsibility to provide WVI with certificate of appropriate Workers Compensation insurance. Supplier hereby warrants to WVI that Supplier is in compliance with any applicable workers compensation insurance law. Supplier will provide either a certificate of worker’s compensation insurance or proof of being legally exempt from maintaining worker’s compensation insurance. Such evidence is required prior to starting work and prior to receiving any compensation.

6.2Supplier has sole responsibility to obtain any other desired insurance coverage (general liability, medical, travel, life, etc.) for Supplier and Supplier’s employees in performing this Agreement. WVI reserves the right to request Supplier to provide proof of insurance coverage.

6.3 Neither Supplier nor Supplier’s employees, workers, or subcontractors shall be deemed employees of WVI for any purposes, nor shall they be eligible to participate in any WVI employee benefit or insurance programs.

7. Acceptance

7.1 The acceptability of any goods and /or services provided by Supplier will be based on World Vision’s reasonable satisfaction. If any of the goods and/or services are not acceptable, World Vision will notify Supplier within thirty (30) days of receipt, specifying its reasons in reasonable detail, and Supplier will, at no additional cost, promptly conform the goods and/or services to World Vision’s reasonable satisfaction.

8. Security and Evacuation8.1 Supplier may be delivering goods and/or providing services hereunder in a country with

existing or potential political or social unrest. Supplier agrees to assume all risks, including damage to person and property, resulting from any such unrest. Supplier is

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solely responsible for the safety of Supplier’s property and employees, and for obtaining any desired insurance protections with respect to Supplier’s work in such countries.

8.2 Should Supplier be delivering goods and/or providing services in a country where WVI has operations, Supplier will coordinate with WVI on security issues. WVI may include Supplier in the security and evacuation planning and procedures that WVI conducts for its own staff, but Supplier is responsible for assessing the adequacy of such plans and procedures to Supplier’s own satisfaction, and making alternative arrangements if judged necessary by Supplier.

9. Confidentiality9.1 Supplier agrees to not discuss his/her provision of goods and/or performance of services

under this Agreement with any third party without written consent from WVI.9.2 Supplier agrees to hold in confidence for the benefit of WVI any and all confidential

information which may be disclosed to Supplier or to which Supplier may have access, as a result of this Agreement, including the results of Supplier’s services hereunder.

10. No Assignment or SubcontractingSupplier shall not assign his/her rights or obligations under this Agreement, in whole or in part, nor enter into any subcontract to perform any portion of this Agreement, without the written consent of WVI.

11. Rights to Works and Inventions11.1Supplier agrees that all materials, reports, information, documentation, inventions,

discoveries, developments, innovations or other work product generated by Supplier in the course and scope of its performance under this Agreement are the property of WVI, whether it be as individual items or as a combination of components, and Supplier hereby assigns all rights, title and interest in and to such items to WVI. All of the foregoing will be deemed to be work made for hire and made in the course of services rendered and shall belong exclusively to WVI, with WVI having the sole right to obtain, hold and renew, in its own name and for its own benefit, patents, copyrights, registrations and other appropriate protection.

11.2 Supplier agrees that all inventions, discoveries, developments and innovations conceived by the Supplier prior to the term and service start date of this Agreement and utilized by Supplier under this Agreement are hereby licensed to WVI for use in its operations globally and for an infinite duration. This license is nonexclusive and may be assigned, without the Supplier’s prior written approval, by WVI to its wholly owned subsidiaries or to an office that is part of the World Vision Partnership.

12. Representations by Supplier Supplier hereby represents and warrants to WVI that:12.1Supplier is in compliance with all applicable laws regarding business permits and

licenses that may be required to carry out its obligations under this Agreement;12.2Supplier is not a party to any agreement restricting Supplier’s ability to enter into this

Agreement, and Supplier’s performance of this Agreement does not require the consent of any person or entity;

12.3Supplier warrants that all services under this Agreement will be performed in a competent, professional, workmanlike manner and conform to industry standards for quality.

12.4Supplier warrants that all goods furnished hereunder shall be free from defects in

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workmanship and material. 12.5Supplier’s employees will adhere to the attached World Vision Child Protection Behavior

Protocols in respect to any interaction with children while performing under this Agreement.

12.6Supplier has full rights to use and to transfer to WORLD VISION any intellectual property utilized in performing under this Agreement.

12.7WVI’s use of the goods and performance of services in accordance with the terms of this Agreement, does not and will not violate, infringe or misappropriate any intellectual property rights or the laws or regulations of any governmental or judicial authority.

13. Termination13.1WVI may terminate this Agreement at any time upon ten (10) days written notice should

the anticipated funding for this project from its donor(s) be eliminated, or for any other reason. In the event of such a termination, Supplier will be paid approved fees and expenses for goods provided and/or services performed in accordance with this Agreement up to the date of termination.

13.2This Agreement may be terminated immediately by either Party in the event of a breach of the provisions herein by the other Party. The non-breaching party shall retain its rights as to any legal remedies or damages that are provided under the governing law.

13.3This Agreement may be terminated by either Party in the event of any intervening “force majeure” (natural disaster, war, etc.) recognized under the governing law. In the event of such a termination, Supplier will be paid approved fees and expenses for the goods provided and/or services performed in accordance with this Agreement up to the date of termination.

14. IndemnificationSupplier agrees to indemnify and hold harmless WVI and any of its affiliates or subsidiaries, and all of the officers, agents, and employees of WVI and such entities from any and all claims, liabilities, loss, or damages arising out of Supplier’s performance of this Agreement.

15. WVI affiliatesSupplier agrees that the goods and/or services purchased under this Agreement may be distributed and/or used by any of WVI’s affiliates and offices within the World Vision Partnership (“WV Offices”), including any microfinance institutions, and further agrees that the WV Offices may purchase separately under the terms of this Agreement. If the WV Offices purchase separately, they will assume the obligations and liabilities of WVI under this Agreement for their respective purchases.

16. Governing Law, Settlement of Disputes16.1This Agreement shall be governed by the substantive law of the State of California, 16.2Unless otherwise agreed by the parties hereto, any controversy or claim arising out of or

relating to this Agreement, which remains unresolved after negotiation shall be settled by binding arbitration before the American Arbitration Association, according to its rules. The arbitration shall be conducted in Los Angeles County in the State of California and shall be conducted in the English language. Judgment upon the award rendered by the arbitrator(s) may be entered in any court having jurisdiction thereof.

17. Entire Agreement, Amendments17.1This Agreement supersedes any and all other agreements, oral or written, between WV

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and Supplier with respect to the subject matter hereof, and no agreement, statement, or promise relating to the subject matter of this Agreement other than that which is contained herein shall be binding upon the parties.

17.2This Agreement may not be amended except by written agreement of the Parties.

IN WITNESS WHEREOF, the Parties hereto have duly executed this Agreement by their authorized representatives below:

WORLD VISION INTERNATIONAL SUPPLIER

Signature Signature

Printed Name Printed Name

Address Address

Telephone Number Telephone Number

Fax Number Fax Number

Date Date

Appendix 3 – Supplier Evaluation Form

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