INVITATION TO TENDER

Tender No: __________________________________________________________________

Tenders are invited for the supply of drugs __________________ and ___________________
to the Government of ______________________________ for the period ___________ to __

Tenders are to be delivered in duplicate to: ________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________
not later than ___________________ hours local time on _____________________________

Tenders may be delivered by hand to: ____________________________________________
___________________________________________________________________________
___________________________________________________________________________
___________________________________________________________________________

Envelopes should be clearly marked with the Tender Number and description.

Tenders received after the closing date and time, telegraphic or telephonic tenders will not be considered.

Tenderers who wish to attend the opening of the tenders, when names of the tenderers will be read out, may do so.

Instructions to tenderers and notes for particular attention.

The Tenderers attention is drawn to the following notes which, if not complied with, may cause the tender to be rejected partially or completely.

1. Prices.

Tenderers should quote the CIF price to:

They should calculate their CIF prices based on freight and insurance charges of (name of clearing and forwarding agent) or their associates ___________________________________

Overseas tenderers who wish to quote CIF Air price, should note that cargo should preferably be routed via _______________ or via _______________ with ________ Airlines.

1.1 Escalation

Prices should be fixed for a whole year, although escalation due to exchange rate fluctuations will be considered from regional suppliers who import raw materials into_____________________________ provided relevant information is given.

1.2 Terms of payment

The tenderer must include in his bid the terms of payment. Where a Letter of Credit is required, an irrevocable Letter of Credit will be established. If successful tenderer requires a confirmation of L/C, this must be clearly stated in the tender.

2. Currency of tender and currency fluctuations

Firms should tender in their national currencies. Firms that have tendered on the basis of fully imported items or imported raw materials should state in their tender their bank’s selling rate between the currency of the exporting country when calculating their tender price. The exchange rate used should be stated.

3. Delivery period

“Delivery Period” is the period in days from the receipt of a telex or telefax order by the supplier to the date of shipment. Tenderers should deliver either by road or air and state the mode of delivery on which the pricing of the tender is based.

4. Quantities

The quantities referred to are only estimates of the Government’s requirements for one year.

5. Delivery schedule.

Deliveries will be in one or two lots. Note that the dates below reflect estimated arrival dates at _______________ and not shipment dates. Shipping time from overseas by sea is normally two months.

A firm order for the first delivery or the one delivery will be placed immediately after the contract has been awarded. Firm orders for the next delivery will be placed six months thereafter.

All orders will be placed by telex or telefax and confirmed by a written Government Purchase Order. The issue of Government Purchase Order will constitute a firm order.

6. Quality (product specifications)

All items should be based on BP, USP, EP, IP standards unless otherwise stated. If not, the specification must be submitted.

The following information must be submitted with the quotations:

6.1 Name and amount of colouring agents and preservatives.

6.2 Shelf-life of each item quoted for. For products with a shelf-life of 3 years or more, shelf-life of 2 years upon arrival is required. For products with a shelf-life of 3 years or less, the remaining shelf-life upon arrival must be at least 80%.

6.3 Certificates of pharmaceutical products according to the WHO

Certification Scheme on the Quality of Pharmaceutical Products moving in International Commerce (The “WHO Certification Scheme”) “ must be enclosed if not previously submitted to.(Country name).

6.4 Sample of all labels.

6.5 Description of primary packaging material (i.e. PP-bottle 300 ml w/screw cap, PE tablet container 30 ml w/snap-on lid).

Further to this the following should be noted:

6.6 An annex giving the composition for compound preparations is enclosed.

6.7 Packaging material must be suitable for the purpose and have no detrimental effects on the pharmaceutical products. Primary packaging must give adequate protection against external influence and potential contamination.

Items should be packaged as follows:

For ear- and eyedrops a maximum of 24 should be packed in each carton and the box must be partitioned if the contents are more than 6.

6.8 Light-sensitive pharmaceuticals must be packed in containers that allow maximum protection from light.

6.9 Ampoules must be packed in units of 5, 10 or similar multiples.

6.10 Batch certificates must be submitted for each batch of drugs awarded. The certificates should be mailed under separate cover when order is executed.

6.11 Country of origin, if different from country of tenderer, must be clearly stated.

7. Labeling

The labeling of products should comply with guidelines set forth in the WHO Technical Report Series (WHO TRS) 823, “Good manufacturing practices for pharmaceutical products”.

7.1 The label should prominently display the International Non-Proprietary Name (INN) or generic name in addition to any trademark or brand name.

7.2 For injections and liquid oral preparations, the concentration of the active ingredient must be given in mg/ml or IU/ml.

7.3 The name and amount of preservatives and colouring agents must be stated on the label.

7.4 The secondary packaging material (box, carton) must be clearly labelled with the names of the item, batch number, expiry date and the number of units per carton/box.

7.5 Different products must not be packed in the same box. Different batches of the same product must not be mixed.

8. Alternative specifications.

Alternative specifications to meet the functional requirements will be considered but must be submitted separately. Quotations for alternative package sizes will be considered and must be clearly stated.

9. Samples

Samples MUST not be submitted with the tender. If required, samples with batch certificates will be requested free of charge. Such samples should be sent to the address given below within fourteen days after receipt of telex or telefax request.

Address:

10. Local preference for (country name) manufacturers.

Local manufacturers who are registered for local preference with the Ministry of Commerce and have been allocated a percentage preference shall be evaluated accordingly. A copy of the Local Preference Certificate issued by ....................................... MUST accompany the tender.

11. Validity of tender

The whole tender shall remain open for consideration for a period of ninety (90) days from the closing date of the receipt of tenders.

12. Power to accept all or part of tender.

The Central Tender Board reserves the right to award all or part of the tender.

13. Failure to supply

Failure to supply any of the goods contracted for according to the delivery schedule may result in the supplier being disqualified from future tenders. In addition, contracts for other items in the tender might be declared null and void.

Products that do not meet the required specification will be rejected and will be replaced by the supplier with no additional cost.

14. Tenders for selected items

Tenderers need not necessarily quote for all items called for.

15. Storage under transport

Heat sensitive products requiring cool storage under transport should be shipped by air in insulated containers according to the manufacturer’s recommended storage conditions.

Enquiries

Any enquiries or requests for information should be addressed to:

Address:

Telephone:

Telefax:

Observe that the closing of the tender is at __________ hours local time on ______ 19 _____

Appendix A

BID FORM