GOOD NEIGHBORS BANGLADESH

TERMS OF REFERENCE (ToR) / OPEN TENDER DOCUMENT

 

Procurement of Information Technology Items for the Digital Library – Knowledge Center at Dohar CDP, Dhaka.

 

 

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 suppliers for the supply and delivery of Information Technology and furniture items required for the Digital Library – Knowledge Center. 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

GNB reserves the right to increase or decrease quantities, in whole or in part, based on actual requirements, implementation needs, and availability of approved funds.

 

4. Eligibility and Mandatory Tender Documents:

Interested bidders 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.

·       Updated company profile.

·       Relevant experience certificates or completion certificates.

·       NID/passport copy of the proprietor or authorized representative, where applicable.

·       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 shall be made exclusively through GNB’s designated procurement email address: procurement@gnbangla.org.

·          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 10 September 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 state unit prices, quantities, and total prices.

·          Prices shall include all costs necessary for complete delivery, including transportation, loading, unloading, packaging, handling, and other costs.

·          Applicable VAT, AIT, taxes, and other statutory charges shall be clearly identified and stated separately where required.

·          Any discrepancy between unit price and total price shall be addressed in accordance with the applicable provisions of GNB’s procurement procedures.

 

7. Delivery and Transportation: The selected bidder shall deliver the items, at its own cost and risk, to the designated GNB project location. The bidder 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. Evaluation shall consider, as applicable:

·          Price competitiveness and overall value for money.

·          Compliance with the required technical specifications and quantities.

·          Completeness and validity of mandatory supporting documents.

·          Delivery capacity and proposed delivery schedule.

·          Warranty/guarantee and after-sales service.

·          Relevant experience and past performance.

·          Vendor due diligence and compliance status.

 

The lowest-priced bidder shall not automatically be selected where the bidder fails to meet the required technical, financial, eligibility, or due-diligence criteria. Where a bidder other than the lowest-priced bidder is recommended, the Procurement Committee shall document the justification in the Comparative Bid Analysis (CBA) and evaluation record.

 

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.

·          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 shall be notified in writing by GNB through email and/or other official communication.

·          The successful bidder 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 goods shall be inspected and verified by designated GNB personnel against the approved specifications, quantity, quality, brand/model, and other contractual requirements. Any defective, damaged, substandard, or non-compliant item shall be replaced by the supplier at no additional cost to GNB within the timeframe specified in the contract or Work Order.

 

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 #05, Block #A, Swadesh Shornaly Abashan, Sheikh Hasina Sarani, 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.