GOOD NEIGHBORS
BANGLADESH
TERMS OF REFERENCE
(ToR) / OPEN TENDER DOCUMENT
Procurement of IT
Equipment
1.
Background:
Good Neighbors Bangladesh (GNB) is an international humanitarian and
development organization founded in the Republic of Korea in 1991. GNB has been
registered with the NGO Affairs Bureau of the Government of Bangladesh and has
been operating in Bangladesh since 1996, implementing programs in education,
health, economic security, child protection, community development, sanitation,
and disaster response.
2.
Purpose of the Tender: Good Neighbors Bangladesh invites sealed tenders from
qualified, experienced, and eligible vendor/suppliers/bidders for the supply
and delivery of IT equipment as per bellow list for the organizational
requirements, to ensure effective operational and programmatic activities of
Good Neighbors Bangladesh. The procurement shall be conducted in accordance
with GNB’s Purchase and Procurement Manual and the principles of transparency,
fairness, equal opportunity, competitiveness, accountability, and value for
money.
3. Procurement
Requirements: The
procurement consists of total 26 (twenty-six) items of IT equipment,
the detailed specifications and requirements of which are provided in the
attached Quotation and Technical Specifications document (Attached
Document Number-2).
Good Neighbors Bangladesh (GNB) reserves
the right to increase or decrease the quantities of any item, in whole or in
part, based on actual requirements, implementation needs, budget availability,
and the availability of approved funds. Such adjustments shall not affect the
validity of the procurement process or the awarded contract.
4. Eligibility and Mandatory Tender Documents:
Interested bidders,
vendors or supplier shall submit the following valid and up-to-date documents:
· Valid Trade
License.
· Income Tax
Certificate and up-to-date tax return/acknowledgement documents.
· Valid BIN/VAT
registration certificate, as applicable.
· Official company
bank account details/Bank certificate.
· Updated company
profile.
· Relevant experience
certificates or completion certificates.
· NID/passport copy
of the proprietor or authorized representative.
· Any other documents
specifically requested in the tender document.
5. Tender Submission Requirements and Deadline:
·
Tender
documents shall be obtained from the official website of Good Neighbors
Bangladesh (GNB).
·
The
quotation/bid shall be submitted on the bidder’s official company letterhead,
duly signed by the authorized representative/proprietor and affixed with the
official company seal.
·
Each
page of the quotation/bid and all supporting documents shall be duly signed,
stamped, or otherwise authenticated by the bidder’s authorized representative,
as applicable.
·
Handwritten
quotations/bids are strictly prohibited and shall not be accepted for
evaluation.
·
Tender
submissions may be submitted through the following online submission link: https://forms.gle/hZYZrs2pNVaRT1N77
·
Submissions
received through any other channel or after the specified deadline may not be
considered for evaluation.
·
Hard-copy
submissions shall not be accepted unless specifically requested by GNB in
writing.
·
The
complete tender package, including the quotation/bid and all required
supporting documents, shall be compiled into a single PDF file and submitted
before the stipulated deadline.
·
The
bidder shall prepare and submit the quotation in accordance with the prescribed
GNB quotation submission template/form.
·
The
bidder shall duly complete, sign, and submit the Vendor Conflict of Interest
Declaration Form through its authorized representative/ proprietor.
·
The
completed tender submission must be received by GNB no later than 19 October
2026 at 5:00 PM (Bangladesh Standard Time).
·
Any
tender submission received after the stipulated deadline shall be considered a
late submission and shall not be accepted or considered for evaluation.
6. Quotation and Pricing Requirements:
·
All
prices shall be quoted in Bangladeshi Taka (BDT).
·
The
bidder shall clearly indicate the unit price, quantity, and total price for
each item.
·
The
quoted prices shall be inclusive of all costs required for complete delivery,
including transportation, loading, unloading, handling, packaging, and any
other associated expenses.
·
Applicable
VAT, AIT, taxes, duties, and other statutory charges shall be included in the
quoted price and clearly identified where required.
·
Any
discrepancy between the unit price and the total price shall be resolved in
accordance with the applicable provisions of Good Neighbors Bangladesh (GNB)’s
Purchase and Procurement Manual.
·
The
quotation must clearly mention the delivery lead time, quotation validity
period, warranty/guarantee terms (where applicable), and any relevant
after-sales service commitments.
7. Delivery and
Transportation: The
selected bidder, vendor or supplier shall deliver the items, at its own cost
and risk, to the designated GNB Head Office-Address: Plot-5, Road-2, Block-A,
Swadesh Shornaly Abashon, Purbachal Express Highway, Barua, khilkhet,
Dhaka-1229. The bidder, vendor or supplier shall be responsible for
transportation, loading, unloading, handling, and safe delivery of all items.
8. Tender Evaluation and Selection:
GNB’s
Procurement Committee shall evaluate tenders in a fair, transparent, and
documented manner. The evaluation shall consider, as applicable, the following
criteria:
· Price
competitiveness and overall value for money.
· Compliance with the
required technical specifications, quality standards, and quantities.
· Completeness,
authenticity, and validity of all mandatory supporting documents.
· Delivery capacity
and proposed delivery schedule.
· Delivery lead time
and ability to meet the required delivery deadline.
· Quotation validity
period.
· Submission of the
required relevant documents as per article-5
· Warranty/guarantee
provisions and after-sales service commitments (where applicable).
· Relevant
experience, organizational capacity, and past performance.
· Vendor due
diligence results and compliance with applicable legal, regulatory, and
organizational requirements.
In the
event that two or more responsive bidders submit identical rates, the
Procurement Committee may conduct negotiations with the concerned bidders and
make its selection based on the outcome of the negotiation process and other
applicable evaluation criteria.
The
lowest-priced bidder shall not automatically be awarded the contract if the
bidder fails to meet the required technical specifications, financial capacity,
eligibility requirements, due-diligence standards, or other evaluation
criteria. Where a bidder other than the lowest-priced responsive bidder is
recommended for award, the Procurement Committee shall clearly document the
justification in the Comparative Bid Analysis (CBA) and the evaluation report.
The
Procurement Committee reserves the right to accept or reject any or all
tenders, in whole or in part, and its decision regarding this procurement
process shall be final, subject to the provisions of GNB’s Purchase and
Procurement Manual.
9. Tender Cancellation and Rejection:
·
GNB
reserves the right to cancel or modify the tender process at any stage before
contract award due to administrative, budgetary, operational, or other valid
reasons.
·
GNB
may reject any or all tenders, in whole or in part, without liability for
compensation or reimbursement of tender preparation costs.
·
A
tender may be rejected where mandatory documents are missing, invalid,
incomplete, late, or otherwise non-compliant as per article-5.
·
Any
attempt to improperly influence the Procurement Committee or obtain
confidential evaluation information shall result in rejection.
·
GNB
maintains zero tolerance for fraud, corruption, bribery, collusion, political
interference, unethical business practices, and other conduct that compromises
procurement integrity.
10. Contract Award and Contract Signing:
·
The
successful bidder, vendor or supplier shall be notified in writing by GNB
through email and/or other official communication.
·
The
successful bidder, vendor or supplier shall sign and return the contract within
two (2) working days of receiving the Notification of Award, unless otherwise
specified.
·
The
successful bidder shall provide the official company bank account details for
payment.
·
Failure
to sign the contract within the specified period may result in withdrawal of
the award and award to the next eligible bidder or re-initiation of the
procurement process.
·
GNB’s
standard procurement contract shall apply unless otherwise specified in the
Work Order or contract.
11. Delivery, Inspection and Acceptance:
All
IT equipment shall be delivered in accordance with the approved specifications,
quantities, quality standards, and other contractual requirements. Upon
delivery, the equipment shall be inspected, verified, and accepted by
designated personnel of Good Neighbors Bangladesh (GNB).
The
inspection process shall include verification of the equipment against the
approved technical specifications, quantity, quality, model, brand (where
applicable), and any other requirements stipulated in the Contract, Purchase
Order, or Work Order.
Any
defective, damaged, substandard, non-compliant, incorrect, incomplete, or
otherwise unacceptable item identified during inspection or within the warranty
period shall be replaced or rectified by the supplier at no additional cost to
GNB within the timeframe specified in the Contract, Purchase Order, or Work
Order.
Final
acceptance of the delivered equipment shall be subject to satisfactory
inspection and confirmation by GNB that all contractual requirements have been
fulfilled.
12. Payment Terms
·
Payment
shall be processed after successful delivery, inspection, verification, and
formal acceptance of the goods.
·
The
supplier shall submit invoices, delivery challans, VAT documents where
applicable, and all other required supporting documents.
·
Payment
shall be made by Account Payee Cheque or bank transfer to the supplier’s
registered company bank account in accordance with GNB procedures.
·
GNB
shall deduct applicable VAT, AIT, and other statutory taxes at source in
accordance with the prevailing laws and regulations of Bangladesh.
·
GNB
reserves the right to withhold payment for items that do not meet approved
specifications or contractual requirements until deficiencies are rectified.
13. Liquidated
Damages and Contractual Remedies: If the supplier
fails to complete delivery within the agreed schedule, supplies goods that do
not conform to approved specifications, or otherwise breaches contractual
requirements, GNB may apply liquidated damages or other contractual remedies in
accordance with the applicable contract terms of the procurement policy. Any
extension of the delivery period shall require prior written approval from GNB.
14. Confidentiality
and Safeguarding: The
supplier shall maintain strict confidentiality regarding all documents,
information, designs, specifications, policies, and other materials received
from GNB. Such information shall not be copied, reproduced, disclosed,
distributed, or shared with any third party without GNB’s prior written
consent. Appropriate safeguards shall be maintained throughout the procurement
and contract period.
15. Protection from
Sexual Exploitation, Abuse and Harassment (PSEAH): Good Neighbors
Bangladesh is committed to safeguarding the rights and dignity of children,
women, vulnerable persons, and all stakeholders. GNB maintains zero tolerance
for sexual exploitation, abuse, harassment, and misconduct. Any violation may
result in disqualification, contract termination, and/or other action in
accordance with applicable laws and GNB policies.
16. Amendment of
Tender Document: GNB reserves the
exclusive right to amend, clarify, modify, or revise any part of this tender
document before the submission deadline. Any official amendment or
clarification issued by GNB shall form part of the tender document and shall be
binding on all bidders.
17. Tenderer’s
Acceptance: Submission
of a tender shall constitute the bidder’s acknowledgement and acceptance of the
terms, conditions, specifications, and requirements contained in this tender
document, unless any proposed deviation is clearly identified in writing and
accepted by GNB.
18. Procurement Contact:
Good Neighbors Bangladesh
Head Office: Plot- 5, Road-2, Block-A, Swadesh Shornaly Abashan, Purbachal
Express Highway, Barua, Khilkhet, Dhaka–1229
Email: procurement@gnbangla.org
Website: www.gnbangla.org
Telephone: +8809 613 858 585
GOOD NEIGHBORS
BANGLADESH
Committed to transparency, accountability,
safeguarding, and value for money.