ToR for Procurement of Nutritional Food

Good Neighbors is an international humanitarian development NGO founded in South Korea in 1991. Good Neighbors Bangladesh (GNB) was registered as an international non-government organization (INGO) with the NGO affairs bureau of the government of Bangladesh and commenced its operation in August 1996 for helping deprived children, their mothers and families through education, health services, economic security, protection, community development, sanitation, and disaster relief projects.

Article 1: (Purpose):

Good Neighbors Bangladesh (GNB), an international humanitarian and development organization, hereby invites sealed tenders from qualified and experienced suppliers for the procurement and supply of nutritional food items and hygiene materials.

The nutritional food items include pulses, sugar, flour, biscuits, edible oil, and milk powder, while the hygiene materials include toothpaste, toothbrushes, bath soap, washing powder, handwash, mosquito nets, and sanitary napkins.

The procured items will be distributed free of charge to approximately 21,000 targeted students across Good Neighbors Bangladesh’s designated urban and rural project areas. This initiative aims to improve children’s nutritional status, promote good health and hygiene, reduce malnutrition, prevent communicable diseases, and enhance their overall growth, development, and well-being.

This procurement process shall be conducted in accordance with Good Neighbors Bangladesh’s Procurement Policy and Procedures, ensuring transparency, fairness, equal opportunity, competitiveness, accountability, and value for money throughout the procurement process.

Article 2: Approximately quantity of products/items:

Article 2: (TENDER Enlist Application)

Companies that wish to participate in the TENDER should submit and apply to GNB with the following documentations.

①               Up-To-Date Trade License

②               Income Tax Certificate and Up-To-Date tax return documents

③          Vat Registration Certification

④               Bank Account details.

⑤               Company profile

⑥               Experience Certificates

⑦          NID/passport copy of proprietor

⑧               Any others relevant papers

Article 3: (Submission and deadline of TENDER Documents)

3-1.      Download the tender documents from GNB official webpage: www.gnbangla.org

3-2.      The bidder must submit the quotation on the company’s official letterhead, duly signed by the authorized representative or proprietor and affixed with the company seal. Every page of the quotation must bear the authorized signature and company seal. Any quotation submitted without the company’s official letterhead shall be treated as non-compliant and shall be rejected at the preliminary evaluation stage without further consideration.

3-3.      TENDER application should be submitted by email with the relevant documents in PDF Format. Email address: procurement@gnbangla.org before the submission deadline (August 9, 2026).

Note: Every page must have the signature of Vendor in PDF copy. No need to worry if need to send more than one email including all required documents please send several times to us.

Article 4: (Validity of Competitive tender)

4-1.       GNB will award the contract to the tenderer (The number of tenderers will be decided by GNB) for those issues. If GNB decides to appoint more than one tenderer, the lowest tenderer will be prioritized and other selected tenderers will be offered to agree on the quoted lower rate or decided by the GNB’s Procurement Committee and they will get the award on the contract based.

4-2.       If we found the same rate from different tenderers the selection process will be gone through lottery among the tenderers or the Procurement Committee will be decided.

4-3.       The tenderers whose quoted amount is lowest and reasonable with GNB estimated cost will be eligible for the tender or the Procurement Committee will decide.

Article 5: (Delivery places of the supplies/goods):

5-1.          The selected bidder shall deliver the goods, at its own cost and risk, to the designated delivery locations across 17 Upazilas in 13 districts, as specified by Good Neighbors Bangladesh (GNB). All transportation, loading, unloading, and handling arrangements shall be the sole responsibility of the bidder.

Article 6: (Bidding Amount Open):

6-1.     The tenderers whose quoted amount is lowest and reasonable with GNB estimated cost will be eligible for the tender and Procurement Committee will be decided.

Article 7: Tender Cancellation:

In the event of the cancellation of the tender process, all Tenderers shall be notified by Good Neighbors Bangladesh (GNB).

The tender process may be cancelled under the following circumstances:

7-1.      GNB reserves the right to cancel the tender process at any stage prior to the notification of the contract award due to unavoidable circumstances, administrative reasons, budgetary constraints, or any other valid reason.

7-2.      GNB reserves the right to reject any or all tenders, in whole or in part, without assigning any reason. Tenderers shall not be entitled to claim any compensation, damages, or reimbursement of costs arising from such cancellation or rejection.

7-3.      Tenderers are responsible for carefully reviewing and complying with all instructions, conditions, forms, specifications, and requirements contained in this Tender Package.

7-4.      Failure to submit a complete tender, including all required documents, due diligence information, and supporting evidence within the specified deadline, shall result in the tender being declared non-responsive and rejected.

7-5.      Any Tenderer who fails to comply with the requirements set out in Article 3 shall be considered disqualified.

7-6.      GNB maintains ZERO TOLERANCE towards corruption, fraud, bribery, political interference, collusion, unethical business practices, or any activity that may compromise the integrity of the procurement process.

7-7.      GNB reserves the right to award the contract in whole or in part, to award separate lots individually or in combination, or not to award any contract, depending on organizational requirements and available resources.

Article 8: Tender Selection and Contract Award:

8-1.     Tender Evaluation Process: Any attempt by a Tenderer to influence the Procurement Committee during the examination, clarification, evaluation, comparison, or recommendation process, or to obtain confidential information regarding the evaluation, shall result in the immediate rejection of the tender. All tender evaluations and contract award decisions shall be conducted solely by the GNB Procurement Committee.

8-2.     Ownership and Confidentiality of Tenders: All tenders submitted shall become the property of GNB and will not be returned to the Tenderers. GNB shall maintain the confidentiality of all tender submissions in accordance with its procurement policy.

8-3.     Notification of Award: The successful Tenderer shall be notified in writing by email and/or telephone. Unsuccessful Tenderers may also be informed of the outcome within 10 calendar days following the contract award.

8-4.     Contract Signing: The successful Tenderer shall sign, date, and return the contract within two (2) working days of receiving the Notification of Award. The Tenderer shall also provide the details of the company’s official bank account into which payments will be made.

8-5.     Failure to Sign the Contract: If the successful Tenderer fails to sign and return the contract within the specified period, GNB reserves the right to withdraw the award and offer the contract to the next eligible Tenderer or re-initiate the procurement process.

8-6.     Type of Contract: The contract shall be executed using GNB’s standard procurement contract, unless otherwise specified.

8-7.     Acceptance of Contract Terms: Submission of a tender shall constitute the Tenderer’s acceptance of all terms and conditions contained in this Tender Package. Any proposed deviations or reservations shall be clearly stated in a separate document attached to the tender. GNB reserves the right to accept or reject such deviations.

8-8.     Protection from Sexual Exploitation, Abuse and Harassment (PSEAH): Good Neighbors Bangladesh is committed to safeguarding the rights and dignity of children, women, and vulnerable people. GNB maintains ZERO TOLERANCE for all forms of sexual exploitation, abuse, harassment, and misconduct. Any violation may result in immediate disqualification, contract termination, and legal action where applicable.

8-9.     Amendment of the Tender: Only Good Neighbors Bangladesh reserves the right to amend, modify, clarify, or revise any part of this Tender Document before the submission deadline. Tenderers shall not alter, amend, or modify any provision of the Tender Document.

Article 9: Payment Terms:

9-1.     The successful Tenderer shall supply the educational packages/materials strictly in accordance with the specifications, quantities, delivery schedule, and other terms and conditions stated in the issued Work Order or Supply Agreement.

9-2.     The successful Tenderer shall supply and deliver the educational packages/materials in phased deliveries on a monthly basis to the designated locations, as specified in the issued Work Order or Supply Agreement. The final delivery of all goods shall be completed no later than November 2026, unless otherwise approved in writing by Good Neighbors Bangladesh (GNB).

9-3.     Payment shall be made on a monthly basis after the successful completion of the scheduled deliveries, inspection, verification, and formal acceptance of the goods by Good Neighbors Bangladesh (GNB). The successful Tenderer shall submit the relevant invoices, delivery challans, and other required supporting documents for the delivered goods. Payment shall be made through an Account Payee Cheque or bank transfer to the Tenderer’s registered company bank account, in accordance with the terms and conditions of the Work Order or Supply Agreement.

9-4.     The successful Tenderer shall submit the final bill together with all required supporting documents, including the VAT challan (where applicable), delivery challans, invoices, and any other documents required by GNB before payment is processed.

9-5.     If the successful Tenderer fails to complete the supply within the agreed delivery period, supplies goods that do not conform to the approved specifications, brand, quality, or quantity, or causes delays that adversely affect project implementation, GNB reserves the right to impose Liquidated Damages (LD) at the rate of 5% of the total contract value or take any other appropriate contractual action. No extension of the delivery period shall be granted unless approved in writing by GNB under exceptional circumstances.

9-6.     GNB reserves the right to withhold payment for any goods that do not meet the approved technical specifications, quality standards, or contractual requirements until the deficiencies are rectified by the successful Tenderer at its own cost.

Article 10: Cost and Currency of the Tender:

10-1.      Tender Preparation Costs: The Tenderer shall bear all costs associated with the preparation and submission of its tender. GNB shall not be responsible or liable for any costs incurred by the Tenderer, regardless of the outcome of the tender process.

10-2.      Currency of the Tender: All prices and rates quoted in the tender shall be expressed only in Bangladeshi Taka (BDT).

10-3.      Price Quotation: The Tenderer shall quote the unit price and total contract price in BDT, inclusive of all applicable costs, including but not limited to manufacturing, packaging, transportation, loading, unloading, delivery, VAT, Tax, and any other incidental expenses required for the complete supply and delivery of the goods to the designated locations.

10-4.      Fixed Price: The quoted prices shall remain firm and fixed throughout the validity up to 31^st December 2026 of the tender and the execution of the contract. No price adjustment or escalation shall be permitted unless expressly approved in writing by GNB.

10-5.      Correction of Errors: In the event of any discrepancy between the unit price and the total price, the unit price shall prevail, and the total price shall be corrected accordingly by GNB for evaluation purposes.

PSEA Issue: GNB maintains zero tolerance approach for all forms of sexual exploitation and abuse (PSEA). Stakeholders must be concerned about issues such as child rights, PSEA, and safety. If any of the stakeholders violates the PSEA policy, a child rights issue, or a safety issue, GNB has the right to terminate the contract immediately.