ICRC: Call for tender for 1 year frame agreement grath/18/00001 - Κεντρική Εικόνα

ICRC: Call for tender for 1 year frame agreement grath/18/00001

01 Φεβρουάριος 2018Πολιτική & Οικονομία

Closing date commercial offer: 21 February, 2018 at 14:00 (GMT+2)

Validity of the offer: 3 months

Please acknowledge receipt of this tender request by e-mail to par_logtender_services@icrc.org

The International Committee of the Red Cross (ICRC) is an impartial, neutral and independent organization whose exclusively humanitarian mission is to protect the lives and dignity of victims of war and internal violence and to provide them with assistance.

Established in 1863, the ICRC is at the origin of the international Red Cross and Red Crescent Movement. Based in Geneva, Switzerland, the ICRC is working in 80 countries, is employing around 12 000 collaborators and is funded by donations from the governments and the national societies of Red Cross and Red Crescent.

Since several years, ICRC is concerned by all questions related to migration. In 2013, ICRC started to provide ad-hoc assistance to several centers for unaccompanied minors in Greece. Since 2016, ICRC is established in Greece and decided to bring support to the centers for migrants in Greece periodically. This assistance will be provided through the purchase of hygiene items, winter & summer clothes, recreational/educational items & cleaning material.

ICRC's estimated need for kits (both Winter & Summer) for 2018 is approximately 6200. This quantity is an estimation and does not in any way represent a commitment from the ICRC. The quantities to be purchased will depend on actual requirements from ICRC operations in the field. Please note therefore that quantities required may fluctuate.

Your service is required for providing the items with the specific criteria each time (such as gender & sizes of the beneficiaries), assemble of the individual kits as per request and delivering the items to the centers listed by ICRC.

For the aforementioned reasons, please provide the ICRC your best offer for:

- Winter or Summer kits for men & woman including:

- Clothes

-Personal hygiene items

-Delivery/transportation fees (per pallet)

-Kits assembly (per kit)

Please refer to attached Annex 1_Kits

-Cleaning items

-Recreational and educational items

 Please refer to attached Annex 2_Ad-hoc items


All products must be fit for human utilization and be of sound, fair and marketable quality, of homogeneous color and aspect, without any disagreeable odors. Products should not be detrimental to public health and the environment.

All the material used for production, should be suitable for use by minors and must not cause any danger to health due to type of fabric, process, coloring, etc.

Minimum requirements for clothes and footwear: Please refer to attached Annex 1_Kits document with specifications. Normal Packaging (individual cardboard boxes) is required for each of the items. Kindly specify it in your offer. Information about size & gender, will be provided by the ICRC with each individual PO. White, green, military colors, or very bright colors are not accepted.

The color will be under Sellers’ responsibility, but with the condition that it’s neutral and commonly used colors. No religious signs will appear on any clothes.

Hygiene items  : all products must be of commonly sold brands in Greece. Please refer to attached Annex 1_Kits document with specifications document with specifications.

Cleaning items: all products must be of commonly sold brands in Greece. Please refer to attached Annex 2_Ad-hoc items document with specifications.



The packing shall be at Sellers’ responsibility either by their own means or through a subcontractor. If not applicable, the Seller may provide an offer without packing.

Goods should be assembled and packed by size and gender as an individual kit in a carton box.

Other products (i.e. Annex 2_Ad-hoc items) should be packed in bulk (Ex. Full cartons of washing powder, etc.)


Kits (boxes) should mention: Gender & size

Bulk products main packaging should mention: Type of item, unit packaging size (When appropriate – Ex. Washing powder 850g), quantity of units per main packaging (Ex- 10pcs), expiry date where applicable.


Prices offered have to be final and will not be negotiated.

Currency: EURO

Individual Purchase Orders will be issued within the frame agreement.

The main Incoterm® ICC 2010 for insurance and delivery for these purchasing orders will be DDP.

Indicate prices with/without VAT (if VAT included, please specify).

Please specify detailed unit prices factory in last columns of the attached Annex 1_Kits & Annex 2_Ad-hoc items document.

For each purchase order issued from the frame agreement, the quantities of kits and other bulk products will be announced to the Seller together with the final address of delivery so that the Seller can establish a transportation quote for delivery & packing based on the initial offer per pallet and kit.

DDP Purchasing orders will include prices for products and one line for shipment/packing costs.

Payment terms:

30 days credit from day of receipt of correct original invoice after delivery.

Payment will be done by bank transfer in the account that will be specified.


All goods to be delivered as per DDP INCOTERM® ICC 2010.

Distributions are scheduled in two rounds (Summer & Winter) every year for all centers (see Annex 3_Destinations). Each round lasts 2-3 months. Within each round the total quality of kits, Summer & Winter respectively, are shipped to individual centers (as per PO). As a result, 2-4 truckloads per month should be expected for every round.

The delivery date for each center will be communicated to the Seller at least 2 weeks in advance. The delivery time should be during morning hours, with 2 hour timeframe 10:00-12:00 for centers in the mainland, and 3 hours timeframe 10:00-13:00 for centers on the islands.

Delivery addresses will be: see Annex 3_Destinations

Partial shipment of purchase orders: NO

Documents required for each purchasing order:

Documents required for each purchasing order:




Number of copies

Invoice/Packing list



Delivery note





Insurance per individual PO will be at Sellers’s cost as per DDP Incoterms® ICC 2010

Proof of insurance, of the total value of the cargo, to be provided for each PO.


Failure by Seller to avail the full quantity by the agreed delivery dates will result in the Seller being

penalized as below :

Penalty for delay in case of unavailability of the goods for sampling:

2% reduction of the value of the undelivered goods per week, applicable after a waiting period of 7 calendar days, with no fixed maximum

 Penalty for late delivery (in relation to the delivery date mentioned in the PO):

2% reduction of the value of the undelivered goods per week, applicable after a waiting period of 7 calendar days, with no fixed maximum

After 15 calendar days of delay the buyer reserves the right for partial or total cancelation of the order.

Nevertheless, the Seller must inform the ICRC logistician immediately in the case of possible delays or force majeure in order to enable the ICRC to take appropriate measures


The Seller will be responsible for the quantity and quality delivered according to the agreed specification. In case of delivery of non-conforming merchandises, ICRC has the right to reject commodities not meeting the specifications stipulated in the contract.

In this case, ICRC may cancel the contract or request replacement of the goods. In both cases the Seller is liable for any costs of replacement, transportation, warehousing, taxes and charges and any other costs that may occur including removing or destruction.

In case one (or more) product is missing, it will be replaced with product of the same quality and price.


All conditions not mentioned herein shall be governed by the ICRC General conditions on purchasing.

Acceptance of the contract entails the waiving by the Seller of its General Conditions of Sales.

ICRC reserves the right to split the awarded commodities to different sellers. ICRC is not liable to provide any explanation for its final selection of the seller.

The Seller should act as SPOC (Single Point of Contact) for all the subcontractors they may use.

It has to be noted that this tender does not imply any commission. Any offered commission will lead to the seller's suspension.


This tender is governed by Swiss law; Swiss law shall govern the contract as well as the clause of arbitration if any, and the arbitration procedure exclusively without regard to conflicts principles.


The Contract shall be subject to arbitration exclusively, according to the attached General Conditions.


All offers must be in English and sent, before the closing date, by e-mail to:                               par_logtender_services@icrc.org

Contact : Michalis Paraskevopoulos, mparaskevopoulos@icrc.org

All offers not following the clause for Deposit of offers will be disqualified.

All offers submitted after the specified closing date are ineligible.

All offers received will be held in confidence.

Offer changes by seller must be received in writing prior to the closing date and must indicate that it is a revised tender.

All participating sellers will be notified of the result of the selection process as soon as it is concluded.