Groceries - Framework Agreement - AICA/FWA/2025/Groceries/01 (Upon Donors Approval)

Mandatory Supplier Submissions (from Annexes)

Annex I – Technical Specifications

Supplier must review the list of items (rice, borghol, pulses, oils, spices, etc.) and confirm compliance with product specifications & quantities in their technical proposal.

Annex II – Financial Offer Form

Supplier must complete the RFQ-style financial offer form with:

Unit price

Total price per item

Stamp, date, and signature

Annex III – Supplier Documentation Requirements
Supplier must upload:

Legal & Registration Documents

Trade License / Commercial Registration No.

VAT License (if available)

Tax Registration Certificate

Financial Information

Bank name, branch, account holder, account number, IBAN, SWIFT

Experience & References

Past NGO/institutional contracts

Certifications (ISO, HACCP, food safety, etc.)

Identification

Copy of Owner’s ID or Authorized Representative’s ID

Power of Attorney if submitted by a representative

Declaration

Signed/stamped confirmation that documents are accurate & valid

Annex IV – Non-Blacklist Confirmation Letter

Signed confirmation that supplier is not on any government/UN blacklist.

Annex V – Confirmation of Payment Terms

Signed acceptance of AICA’s payment policy (bank transfer only, no cash ≥100 USD, payment within 30 working days).

Code of Conduct

Supplier must sign acknowledgment of AICA’s Code of Conduct (ethics, PSEA, safeguarding, whistleblowing, conflict of interest).

Consolidated Checklist for ERP Submission

When uploading through https://navybits-aica.odoo.com/tenders/tender-4, suppliers must include:

Completed Technical Proposal (aligned with Annex I specs)

Completed Financial Offer Form (Annex II)

Supplier Documentation Package (Annex III)

Non-Blacklist Confirmation Letter (Annex IV)

Payment Terms Confirmation (Annex V)

Signed Code of Conduct Acknowledgment

Supporting references/certifications