Bedding kits Proposal Submission

TERMS OF REFERENCE

Bedding Kits

Oxfam in Lebanon

Oxfam is a global movement of people who are fighting inequality to end poverty and injustice. Across regions, from the local to the global, we work with people to bring change that lasts.

OVERVIEW

Title and brief description of the requirement :Bedding Kit that includes a mattress, a pillow and a blanket with specific standards for use in emergency.

Delivery location:

Tripoli, Beirut/Mount Lebanon, Zahle, South

Contract start date

1st July 2025

How to apply

Interested candidates are invited to submit:

1. A quotation describing goods and the financial offer, any other services linked to delivery of goods…
2. A sample must be provided.

See section ‘6. Application Process’ for further details

Deadline for submission of offers

26th of June 2025

Specific considerations

The quantities reflected in the quotation is one, the estimated quantity of total order over one year is minimum 500 kits, bidder should take into consideration that this quantity may increase based on the emergency.

1. BACKGROUND AND CONTEXT

Oxfam has been active in Lebanon since 1993, providing humanitarian assistance to vulnerable individuals and households affected by war. We promote economic justice, good governance, and women’s rights. Additionally, Oxfam collaborates with local partners to contribute to the protection and empowerment of marginalized women and men.

2. SPECIFICATION OF GOODS REQUIRED

Oxfam is seeking a company to sign a contract with for the provision of Bedding Kits.

Minimum Individual Package                       Size         Specs

Mattress, foam, light              1.8 m x 0.9 m    Must be waterproof, tear proof + material trim finished (with cover)

Pillow                            50 cm x 70 cm  Standard-sized soft, light and comfortable pillow, with bamboo fabric and filling.

Filling Weight: 800 gr.

Color: White

Blanket                                 150 cm x 200 cm  Synthetic (thin fleece)

If the supplier wishes to propose modifications to the specification (which may provide a better way to achieve Oxfam´s objectives) these must be considered as an alternative offer. The Supplier must make alternative offers in a separate letter to accompany the offer. OXFAM is under no obligation to accept alternative offers.

3. METHODOLOGY

The key steps to be followed though not explicit and the detailed modality and work plan will be agreed during consultation meeting include:

• Delivery will be made directly to Oxfam’s warehouses in Tripoli, Beirut/Mount Lebanon, Zahle, South (based on situation) or on site.
• Oxfam will check the condition of the kit items and reserves the right to request the replacement of items with unaccepted or damaged items.
• The supplier is responsible for transporting the kits to the warehouses and for hiring workers for unloading the kits onsite with each truck.
• The supplier should have the capacity to prepare the kits/items within 5 days from the date of signing the purchase order (PO).
• The supplier will adhere to the provisions based on the requested specifications.
• Oxfam has the right to increase or decrease quantities at the same unit cost. Oxfam has the right to select and purchase items needed.
• Oxfam has the right to replace up to 10% of the supplied items in specific cases with suitable sizes if the distributed items did not fit the receivers.
• Oxfam will aim to do a direct purchase for the aforementioned items and to sign a framework agreement – Changing in market prices will be considered.

4. TIMEFRAME AND PAYMENT SCHEDULE

100% upon successful delivery of all the agreed items according to the approved Datasheet and submitting formal and original invoice.

5. EXPERIENCE OR PROFILE REQUIREMENTS

The company/ individual(s) should have the following competencies:

Essential

• Experience with Oxfam / NGOs / working in development/ humanitarian settings
• Availability and Capacity of production and fabrication per day.
• Company Profile.
• Company and VAT registration.
• Mandatory Sample to be provided and sent to Oxfam office before the deadline.

6. APPLICATION PROCESS

Submission instructions

Supplier should send a sample of the items to Oxfam office in Beirut to the following address: 5th Floor, Bloc B, Sodeco Square Building, Ashrafieh.

Financial offer and Requested Documents should be submitted to lebresponseprocurement@oxfam.org.uk.

Oxfam before 5 PM, 26th of June 2025 any offer submitted after will not be considered.

Responses must be submitted in English, electronically or by hand to: lebresponseprocurement@oxfam.org.uk

The subject of the mail should be: Bedding kits Proposal Submission + [Name of bidder]

Any questions, remarks or requests for clarification can be sent up before 24th of June in writing to lebresponseprocurement@oxfam.org.uk. The questions will be answered to all applicants.

Administrative requirements

To be shortlisted for evaluation against award criteria, the following documents must be submitted with this application:

• Company registration documents
• Copy of the ID of the representative/owner of the company.
• Ministry of Finance registration certificate and VAT if applicable.
• Proof of experience
• Full Specifications /Datasheet of all the items.
• Delivery timeframe
• The bidder should include costs for transportation for different areas over Lebanon if applicable.
• Bidder shall provide completed priced Bill of Quantities (BOQ). The unit prices and rates must be presented in US dollars- Including VAT if applicable-each of the offer item separately.

Oxfam withholds the right to conduct interviews with one or more potential suppliers before an award decision is made. The purpose of the interview is to seek further clarification on the submitted quotations and learn more about the background and previous experiences of the potential suppliers and their teams.

7. OTHER CONDITIONS

Conditions for participating in the procurement process are detailed in the Terms & Conditions of Bidding

8. CODE OF CONDUCT

Oxfam is committed to integrity in its operations and supply chains and ensuring high ethical standards. Complying with all laws and regulations and ensuring fair competition are fundamental to this commitment. We actively promote these principles and standards, and expect all Oxfam suppliers to demonstrate commitment towards them.

All consultants/applicant are required to agree and adhere to the Oxfam Supplier Code of Conduct, whereas individuals (including consultants) must sign the Oxfam Non Staff Code of Conduct[1]. These Codes of Conduct set out the specific standards and principles in the areas of human and labour rights, environmental impact and anti-corruption that suppliers must follow.

9. ANNEXES

• Conflict of interest declaration form for 3rd parties
• Safeguarding policy