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RFP-2026-EA-007: Terms of Reference 008 for Framework Supply of Office Stationery, Pantry and General Consumables

  • Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya, People and Culture Department is inviting bids for TOR-008: Framework Supply of Office Stationery, Pantry and General Consumables.
  • Indicative framework period: 12 months from the effective date. Final term as stated in the invitation and contract. Delivery to MSF offices in Nairobi, Kenya, with delivery point and receiving contact specified on each purchase order.
  • 101 articles in six lots, detailed in Annex B. Bidders may bid for one or more lots. Each lot will be considered separately. Pricing in Kenyan shillings, with taxes and delivery charges identified separately. Annex A is the editable itemised pricing schedule.

Introduction and Overview

  • Procuring entity: Doctors Without Borders / Médecins Sans Frontières (MSF), Nairobi, Kenya.
  • Requesting unit and contract owner: People and Culture Department.
  • Procurement approach: Competitive invitation for framework supply agreements, with bids accepted by product lot.
  • Background: MSF requires recurring supplies for normal office operations, staff refreshments, housekeeping, meetings and general administrative activities. The inventory contains kitchen and pantry products, hygiene and cleaning materials, kitchen utensils and appliances, stationery, filing supplies and certain specialised and branded items.
  • Supply sources: Purchases may be made from supermarkets, office supply wholesalers, specialist distributors or other legally eligible retailers.
  • Nature of tender: This tender is intended to establish an agreed supply arrangement for orders placed as needs arise. It is not a request for a single bulk delivery of all items. MSF may appoint one or more qualified suppliers per lot, in accordance with the stated evaluation and contractual conditions.

Purpose and Objectives

  • Establish a panel of capable suppliers under agreed commercial and delivery conditions so MSF can purchase compliant office and pantry products when requested, without having to renegotiate basic terms for every order.
  • Obtain transparent, comparable item level pricing based on common product specifications and quotation units.
  • Maintain adequate availability, quality, traceability and delivery of routine office products.
  • Allow appropriate equivalents, where approved, without using brand references to restrict competition unnecessarily.
  • Document receipt, acceptance, price changes, replacements and supplier performance for each order.
  • Deliver goods only against an authorised MSF purchase order and provide the records required for receipt and payment.

Scope, Lots and Eligibility

  • Scope: Framework supply of 101 listed articles grouped into six lots. A bidder may submit for one or more lots and shall identify any items not offered. Each lot will be considered separately.
  • L1 Pantry, drinks and refreshments: 15 lines. Examples: milk, lactose free milk, espresso ground and beans coffee, instant coffee, Milo, drinking chocolate, cocoa, tea bags, ginger, cloves, cinnamon, sugar, coffee filters, tea masala.
  • L2 Cleaning, hygiene and disposable consumables: 17 lines. Examples: serviettes, kitchen hand towels, toilet hand towels, tissue papers, facial tissues, dishwashing liquid, bleach, toilet balls, air fresheners, scouring powder, cleaning cloths, sanitisers, hand sanitisers, laundry detergent, refuse bags.
  • L3 Kitchenware, utensils and appliances: 14 lines. Examples: mugs, plates, bowls, fridge, electric kettle, water jugs, buckets, bins, teaspoons, big spoons, forks, knives, trays.
  • L4 Paper products, notebooks and presentation paper: 12 lines. Examples: A4 printing paper 80 gsm, sticky notes, A4 and A5 hard cover notebooks, A4 and A5 spiral notebooks, flip chart roll paper, lamination papers, manila paper, counter books, certificate papers, A3 printing paper.
  • L5 General office stationery, filing and desk accessories: 40 lines. Examples: markers, masking tape, paper clips, pencils, ball pens, name tags, labels, envelopes, scissors, folders, dividers, card holders, glue, sharpeners, erasers, correction fluid, sheet protectors, presentation folders, spring files, highlighters, glue stick, cellotape, box files, suspension files, blue tack, flip chart stands, staplers, staple pins, calculators, labels, rubber bands, paper trays, pen holders, key holders, paper punch, sleeves.
  • L6 Specialised, branded and occasional equipment: 3 lines. Weighing machine, MSF envelopes with window, MSF cellotape.
  • Eligibility: Open to bidders who meet the mandatory requirements in Section 8 and can supply the lot or lots offered. The full list of 101 articles and technical specifications appears in Annex B. The same reference descriptions and identifiers are used in Annex A. Durable kitchen equipment may be subject to separate warranty and after sales obligations.

Required Services

  • Framework supply: Supply, packaging, delivery and, where required, replacement of items in Lots 1 to 6 as per Annex B, only against an authorised purchase order.
  • Call off orders: Goods will be ordered only through an authorised MSF purchase order or other approved purchasing instrument linked to the applicable framework agreement. An email inquiry, indicative forecast or framework award alone is not an instruction to deliver. Every order should state the item ID, accepted specification, quantity, unit price, destination, contact and agreed delivery date.
  • Availability and service levels: Bidders must state stock status, typical order fulfilment time, delivery coverage and any minimum order amount per lot. Bidders must state standard delivery lead times, urgent order capability, ordering and receiving hours, and any arrangements for collection by MSF rather than supplier delivery. Agreed service levels will be included in the framework agreement or relevant purchase order.
  • Stock outs and delays: A supplier must promptly advise MSF of stock outs, likely delays and proposed solutions. No substitute or additional cost is authorised without a documented MSF decision.
  • Transport and handling: Transport and handling costs shall be either included in quoted unit prices or separately itemised using the common pricing schedule. No undisclosed fee may be charged.
  • Delivery note: Deliveries must include an itemised delivery note with PO number, item ID, product description, quantity, batch and expiry where relevant and any partial fulfilment record.
  • Inspection and acceptance: The MSF receiving function verifies quantity, condition, expiry where relevant and conformity against the PO and approved specification. A delivery note is evidence of delivery, not automatic acceptance of all goods. MSF may reject damaged, expired, counterfeit, incomplete or non conforming items. Suppliers must replace or credit rejected goods under the agreed timeframe and return procedures at no additional cost where the non conformity is attributable to the supplier. Formal acceptance is documented through the applicable goods received record.

Technical Specifications and Quality Standards

  • Standardised item definitions: The technical requirements for each item are set out in Annex B and repeated in the Annex A pricing schedule. Bidders must state the exact brand or model, net content, packaging and proposed unit of sale, and identify any variance from the specified requirement. The quotation must be based on a clearly described unit and, where applicable, a conversion to the MSF reference unit. Any clarification requested by a bidder must be submitted through the formal tender clarification channel. MSF will communicate amendments to the technical specifications or reference units to all bidders through the same process.
  • Brand names and equivalents: Brand references, including BROOKSIDE, NESCAFE, KERICHO, MUMIAS, JIK and OMO, describe the requested product or an indicative benchmark, unless an expressly stated compatibility or standardisation requirement applies. Equivalent products may be proposed if their compliance with the published specifications is demonstrated. MSF branded products require approval of the artwork and proofs before manufacture.
  • Packaging, conformity and samples: Supply original, authentic goods that match the purchase order, agreed brand or approved equivalent, pack size and quality standards. Food and beverage products must be sealed and suitable for their intended use, with clear product identity, dates and reasonable remaining shelf life as specified by MSF. Cleaning chemicals must be appropriately labelled, safely packed and accompanied by relevant safety information where applicable. Paper and stationery goods must meet approved dimensions, grammage, format and quality. Items requiring MSF branding need prior proof approval. Electrical items and equipment must include the agreed warranty and operating information. Product samples or catalogues may be requested during evaluation where proportionate. Substitutions, changes in packaging, variants or equivalent products require written approval before dispatch. The supplier may not substitute unilaterally.
  • Key specification examples: A4 copier paper, white, 210 by 297 mm, 80 gsm, 500 sheets per ream, moisture protected wrap. A3 copier paper, white, 297 by 420 mm, 80 gsm, 500 sheets per ream. Notebooks, minimum 192 ruled pages for hard cover, 70 gsm writing paper. Fridge, net capacity 150 to 200 L, 220 to 240 V, 50 Hz, minimum 12 month warranty. Kettle, cordless, capacity 1.7 L, automatic boil shut off and dry boil protection, 220 to 240 V, 50 Hz, minimum 12 month warranty. Hand sanitiser, alcohol based, 70 percent alcohol by volume or equivalently effective labelled formulation, 500 mL pump bottle.

Safety, Health, Environmental and Service Requirements

  • Food safety: Food and beverage products must be sealed, with clear identity, dates and reasonable remaining shelf life. Refrigerated delivery where required, for example for fresh milk.
  • Cleaning chemicals: Appropriately labelled, safely packed, with relevant safety information where applicable. Label must show concentration, use and dilution instructions and safety warnings, for example for bleach.
  • Safe handling and delivery: Deliveries must be safely packed and handled. Suppliers must promptly advise MSF of shortages and delays and must not substitute without documented approval.
  • Authenticity: Supply original, authentic goods. MSF may reject counterfeit, damaged, expired, incomplete or non conforming items. Replacement or credit at no additional cost where non conformity is attributable to the supplier.
  • Environmental and waste: No requirement in this TOR to use a specific green label, but bidders must state packaging, pack size and unit clearly so MSF can compare waste and value. Reusable items, for example mugs, plates, cloths, trays, are specified as reusable and dishwasher safe where applicable.
  • Performance monitoring: MSF will monitor timeliness, order completeness, product conformity, returns and price accuracy against the agreement. The supplier shall respond to documented service concerns and carry out agreed corrective actions.

Confidentiality and Data Protection

  • Not detailed as a separate clause in this TOR. Confidentiality, data protection and related obligations are governed by the main invitation and the framework agreement.
  • For this TOR: Suppliers must commit to supplier conduct expectations, relevant safety and confidentiality requirements and prohibition on unauthorised use of the MSF name or logo. MSF branded products require approval of artwork and proofs before manufacture.
  • For bidding: Follow the main invitation rules on confidentiality and signed declarations. Do not assume extra data access beyond what the invitation and agreement allow. Disclosure of conflicts of interest, related parties and any commercial incentives, referral fees or relationships that could compromise objective evaluation is required.

Minimum Qualification Requirements

  • Mandatory submission: As specified in the invitation to tender, supported by appropriate evidence for the bidder legal form. Preliminary administrative screening is pass or fail on 4 items below.
  • 1. Legal and tax eligibility: Valid documents appropriate to supplier legal form and applicable tender conditions. Current evidence of registration or incorporation, trading authority where applicable, valid tax registration and tax compliance evidence as required for the chosen supplier and place of supply.
  • 2. Acceptance of tender requirements: Completed declarations, signature, stated lots and no prohibited material exceptions.
  • 3. Commercial transparency: Completed pricing in correct currency and per approved unit. Clear taxes, delivery and discounts.
  • 4. Conflict and integrity disclosures: Declarations and any required mitigation documented before award.
  • Capacity evidence: Company profile and relevant experience supplying supermarkets, office clients, institutions or comparable organisations. Where relevant, evidence of original product supply and traceability. Evidence of a reliable ordering channel, warehouse or retail stock access, and delivery arrangements for the proposed lots. Catalogue or manufacturer information, specifications and sample availability for goods requiring technical verification. Relevant staff contact details for ordering, service recovery and invoicing, and disclosure of subcontracted logistics or other third party arrangements.

Framework Agreement and Booking Mechanism

  • Contract: Indicative framework period 12 months from the agreed effective date. Final term and any extension provisions will be set out in the invitation and resulting contract. An award does not guarantee a minimum quantity or value, nor confer exclusivity. Any indicative quantities are used only for evaluation and planning.
  • Call off mechanism: MSF will place orders using the allocation or ordering mechanism specified in the framework agreement. Supplier selection for individual orders may consider contracted price, product compliance, stock availability and delivery requirements, consistent with the published framework terms. Goods will be ordered only through an authorised purchase order or other approved purchasing instrument.
  • Price basis: Bidders shall quote prices in KES against the specified reference units and identify unit price excluding VAT, discounts, applicable VAT rate and delivery or handling charges. The bidder shall state the validity period and terms of any promotions or volume discounts. Any contract price adjustment requires prior written approval in accordance with the agreed review mechanism.
  • Taxes, invoicing and payment: Bidders shall identify the applicable VAT or other taxes in their proposal without assuming any exemption. Invoices shall be supported by an authorised purchase order, accepted goods receipt evidence and the contracted prices. Payment terms and required tax documentation will be governed by the signed agreement.
  • Remedies, termination and integrity: The framework agreement will provide for remedies relating to late delivery, defective or non conforming goods, unauthorised substitutions, overcharging, counterfeit products and supplier misconduct, as well as termination, confidentiality and dispute resolution. No change to price, product or scope may be charged without prior written approval.
  • Roles: People and Culture Department owns item descriptions, consumption estimates, technical acceptance, reorder planning and operational supplier feedback. MSF Procurement administers the agreement, issues authorised purchase orders, and manages contractual clarifications and changes. Authorised requester and budget holder provides the approved order, requested quantities, destination and required delivery date. Receiving and stores or designated owner inspects goods and records accepted quantities, shortages, damages, returns and receipt documents. Finance processes correctly supported invoices in accordance with the signed contract. Supplier quotes accurate products and prices, delivers approved goods on time, reports shortages and resolves non conformities.

Deliverables, Reporting and Acceptance

msf.or.ke
  • 1. Contracted price and product schedule: Signed framework with agreed item list, pack and unit, rates, delivery and revision terms before first call off.
  • 2. Order acknowledgement: Written acknowledgement identifying availability, quantity and delivery date within approved response time.
  • 3. Goods delivery: Complete goods, itemised delivery note and any batch and expiry or warranty details as applicable.
  • 4. Correction and credit: Replacement or credit documentation for rejected goods under agreed resolution time.
  • 5. Periodic performance record: Order and pricing issues, stock outs and relevant corrective action records at review intervals.
  • 6. Invoice and supporting documents: Correct itemised invoice linked to PO and accepted goods receipt in agreed format.
  • Performance measures: On time delivery, PO delivery date versus signed receiving date, any explained back orders, as agreed in the framework or purchase order. Order completeness, delivered and accepted items and quantities versus PO, as agreed. Product conformity, rejections, expired and damaged goods, wrong size or unapproved substitute, as agreed. Returns and corrections, time to replace or credit rejected items, as agreed. Price accuracy, invoice line prices and fees versus framework and PO, no unauthorised variance. Service responsiveness, time to acknowledge orders, notify shortages and resolve complaints, as agreed.
  • Proposal submission, as applicable: Supplier registration and other declared mandatory documents. Lots offered. Completed item level quotation in Annex A. Offered brand, model, pack size, lead time and a clear deviation statement. Delivery, stock and replacement arrangements. Price validity and any proposed revision mechanism. References or technical proof where requested. Bidders shall not change or delete item IDs, compare different pack sizes without a clear conversion, or leave an item blank while claiming to provide it. Not offered must be expressly stated. Optional catalogue products may be proposed separately but are excluded from the standard comparison unless MSF formally amends the tender for all bidders.
  • Technical compliance and capacity assessment: Proposals will be assessed by lot for conformance with technical specifications, product authenticity and quality, item and stock coverage, delivery capacity, the returns process and warranty or shelf life requirements as applicable. MSF may request catalogues, samples, references and evidence of supply arrangements. Any mandatory criteria or minimum qualification threshold will be communicated in the tender instructions.
  • Financial assessment, common basket per lot: Financial proposals will be compared using the same announced specification, quotation unit, tax assumptions and delivery basis for each item. Where the invitation supplies estimated quantities, the evaluated value of a lot will be determined by summing published estimated quantity times evaluated unit price across the applicable items. Lines without comparison quantities cannot be used for a quantity weighted ranking. Compare compliant offers on an item by item and lot level basis, with a common documented treatment of out of stock and unquoted lines. Do not rank suppliers solely on a grand total spanning different lots unless a combined award is expressly permitted by the tender. Check abnormally low or materially inconsistent prices through a common clarification process. Any clarification or negotiation must follow the applicable procedure. Evaluate delivery fees, minimum order values, discounts and applicable taxes on the same basis for all suppliers. Contract awards will be based on the eligibility, technical compliance and financial evaluation rules stated in the tender invitation and may be made for one or more lots or suppliers.
  • Annexes: Annex A is the itemised price schedule for the 101 articles in six lots. Bidders shall complete the accompanying Excel file. The Word table below provides the same list and technical specifications for reference. Each bid shall indicate the offered unit, prices, discounts, tax, delivery costs, lead times and exceptions. Annex B lists the 101 original item names and the associated technical specifications. The same item IDs, lots, descriptions and specification wording are used in Annex A and Annex B. Unless expressly amended through the tender process, bidders shall respond against the published specifications.
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