Notice of a competitive bidding process for the procurement of certificates for the purchase of food and hygiene products from retail chains.

The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” (hereinafter referred to as the “Organizer”) announces a competitive bidding process (evaluation of price proposals) for the purchase of vouchers for food and hygiene products in retail chains.

The All-Ukrainian Charitable Organization “Convictus Ukraine” is a Ukrainian nongovernmental organization that has been working for over 19 years to expand people’s access to quality medical and social services and comprehensive support. We implement programs in the areas of public health, psychosocial and humanitarian aid, as well as comprehensive programs for women and girls aimed at preventing and combating gender-based violence, economic empowerment, and capacity building.

Source of Funding for the Procurement

The tender is being conducted as part of the “Consortium ‘Women’s Organizations National Alliance – WONA’ (2026–2028)” project, which is implemented with financial support from the Federal Foreign Office of the Federal Republic of Germany.

Payment Terms

The procurement of goods will be carried out in several stages (as agreed upon when signing the contract with the supplier). Payments will be made by bank transfer. The basic payment terms provide for a 50% prepayment of the cost of each shipment of goods and a 50% post-payment upon delivery, based on duly executed supporting documents (the payment terms may be amended, in particular to provide for full post-payment, subject to prior written agreement between the Parties and the inclusion of such terms in the contract or relevant supplementary agreements).

Delivery Period:

From the date of signing the contract through November 2026–February 2027. At the same time, the deadlines for providing services may be further agreed upon directly with the winning bidder

Delivery locations: The supplier must ensure that certificates can be shipped to 1 Ruska St., Chernivtsi.

Pricing and VAT

Given the terms of the project under which the procurement is being conducted, participants may submit price proposals either including or excluding VAT.

Qualification Requirements for the Participant

The participant must meet the following qualification requirements:

1. Right to conduct business activities. State registration of a legal entity or individual entrepreneur in accordance with Ukrainian law, as confirmed by an extract from the Unified State Register.
2. Possession of the relevant KVED codes allowing for activities related to the subject of the procurement.
3. Experience in supplying similar goods. Experience in supplying similar goods over the past 3 (three) calendar years.
4. Ability to perform the contract. Possession of the material and technical resources and organizational capacity to perform the contract (provide a statement in any format).
5. Supplier Identification. A website must be available to verify the Participant’s activities (official website and/or official social media page—optional).
6. Absence of a Conflict of Interest between the Participant and representatives of the Organization.
7. Electronic Document Management. The Participant’s readiness to use electronic document management, specifically through the VCHASNO service or an equivalent service that complies with the requirements of Ukrainian law.

Technical requirements for the subject of procurement:

1. Subject of procurement. Motivational certificates in accordance with the list specified in Appendix 1 to this Announcement.

2. Geographic coverage. The retail chain must have a broad presence throughout Ukraine, specifically in the project’s target communities: the Horodnya, Pryluky, and Chernihiv communities in Chernihiv Oblast; the Lozova, Kolomatska, and Blyznykivska communities in Kharkiv Oblast; the Verkhovyna, Zelenska, and Biloberizka communities in Ivano-Frankivsk Oblast; the Chernivtsi, Vyzhnytsia, and Storozhynets communities in Chernivtsi Oblast; and the Uzyn and Irpin communities in Kyiv Oblast. The retail chain must have retail outlets in at least 50% of the communities (i.e., 7 out of 14 target communities). If there is no retail outlet directly within a particular community, the chain must be represented in the nearest neighboring settlement or community with accessible transportation, no more than 30 km away.

3. Affordability, product range, and practicality of use. For food certificates, the retail chain must ensure affordable, average-market prices for basic food items, a stable supply of everyday consumer goods, and the ability to effectively use the full value of the certificate. For hygiene product certificates, the chain must offer a wide, specialized selection of personal hygiene, care, and household products across various price categories. The certificates must be easy to use, accepted at the chain’s retail locations without additional fees or hidden restrictions, and have a sufficient validity period. To confirm price affordability, the Participant must complete Appendix 5 with prices for the standard shopping basket items for the relevant LOT and links to the chain’s official website or online catalog. The average market price is determined by the Organizer as of the evaluation date based on at least three open sources or retail chains. For Lot 1, the retail chain must ensure the availability of all items in the standard grocery basket and the main product categories: groceries, dairy products, meat/poultry, vegetables, and bread. For Lot 2, the retail chain must carry products from at least three different manufacturers in at least 8 out of 10 specified categories of hygiene products and household goods.

4. Certificate Format. Certificates may be in the form of paper or electronic certificates (barcodes or QR codes)—provided that a description or presentation of the mechanism for their activation and printing of certificate data is mandatory.

5. Quality and Validity Requirements. Certificates must: be new and unused; have a clearly defined face value; be accepted for use in retail, pharmacy, or service chains specified in the Participant’s tender proposal; not impose fees on recipients or require a minimum purchase amount; and include an option to restrict use to certain categories of goods (alcoholic beverages and tobacco products). The validity period of the certificates at the time of their transfer to the Organizer must be at least 12 months, unless otherwise agreed in writing by the Parties.

6. Logistics and Delivery. The Supplier must arrange for the delivery of the certificates to the Customer’s location (Chernivtsi). The specific address and quantities of deliveries are determined by the Customer during the order placement process. The delivery cost is listed separately and is provided for informational purposes only. If delivery is included in the price of the goods, please indicate this; if not, please specify the approximate delivery cost (if payment is to be made by the Organizer).

7. Absence from Sanctions Lists. The Participant, its ultimate beneficial owners, founders, director, and other persons authorized to act on behalf of the Participant must not be included on the current sanctions lists of the European Union, the United Nations, and Ukraine. Composition of the Bid Proposal (provide an extract from Y-Control if available)

The Participant’s tender proposal must be submitted electronically and must contain the following documents:

1. Tender Proposal. Prepared in the form of Appendix 1 to this Announcement, containing the name of the goods, main technical specifications, and the cost of services (with or without VAT). Participants may submit tender proposals for the following lots: LOT 1—food product certificates; LOT 2—hygiene products. A participant has the right to submit a proposal for either one of the lots or for both lots simultaneously.
2. General information about the Participant. A completed form in accordance with Appendix 2 to this Announcement.
3. Appendix 4 to the Announcement (standard basket for assessing price affordability and product range).
4. Documents confirming compliance with the qualification requirements.
   Specifically: documents confirming the Participant’s state registration; experience in supplying similar goods over the past 3 calendar years (contracts, letters of recommendation, and other documents the supplier wishes to provide to confirm its experience and organizational capacity to fulfill the contract).
5. Confirmation of the signatory’s authority. Documents confirming the individual’s authority to sign the bid proposal (an order appointing the manager or a power of attorney—for legal entities).
6. Declaration of Absence of Conflict of Interest. A declaration of absence of conflict of interest, completed and signed by an authorized representative of the Participant, in the form set forth in Appendix 3 to this Announcement
7. An extract from Y-Control (if available) to confirm the absence of the Participant on sanctions lists.
8. Other documents (at the Participant’s discretion). Reference letters, presentation materials, or other documents that the Participant deems appropriate to provide for a better understanding of its proposal (optional).

Evaluation Criteria

Tender proposals that meet all the requirements of this Announcement are subject to evaluation. The Organizer reserves the right to request clarifications that do not alter the substance of the submitted proposal.

Tender proposals are evaluated based on the following criteria:

1. Compliance with Qualification Requirements – the Participant’s compliance with the qualification requirements specified in this Announcement (availability of registration documents, relevant KVED codes / legal grounds for conducting business, experience in implementing activities, ability to fulfill this contract, absence of conflicts of interest, absence from sanctions lists, etc.) – compliant / non-compliant.

1. Compliance with technical requirements – complies / does not comply.

The proposal meets this criterion, provided the following requirements are met: 2.1. – the certificate’s face value is 500 UAH; 2.2. – the certificate’s validity period is at least 12 months from the date of transfer to the customer; 2.3. — Certificates are accepted at all stores in the chain (without additional fees, no minimum purchase amount, and cannot be used to purchase alcohol or tobacco products); 2.4. — Availability of electronic certificates (printing is provided and information on the activation mechanism is provided, if necessary) or paper certificates.

1. Geographic accessibility of the chain — assessed based on the breadth of the retail chain’s presence across Ukraine and the actual accessibility of its retail locations in the project’s target communities or in the nearest settlements with accessible transportation links; the chain must provide the most convenient and extensive coverage of the project’s implementation areas — meets / does not meet. The proposal meets the criterion if: a store in the chain where the certificate is accepted is located in at least 7 of the 14 target communities. For the remaining communities, a list of the nearest stores in the chain is provided, indicating the distance by road (no more than 30 km), if such stores are available.
2. Price affordability and purchasing power. Compliance with average market prices, the availability of basic goods, and the ability to purchase a sufficient quantity of necessary products within the established certificate value are assessed—complies / does not comply. The participant completes Appendix 4 and lists the current prices of goods in the standard basket with links to the chain’s official website or online catalog. The average market price is determined by the Organizer’s commission as of the evaluation date based on at least three open sources or retail chains.
3. Product assortment. For grocery certificates, the availability of a wide assortment of basic everyday consumer goods is evaluated. For hygiene certificates, the availability of a wide, specialized assortment of personal hygiene products, care products, and household goods from various manufacturers and price categories is evaluated—complies / does not comply. For LOT 1, the chain must offer all items in the standard shopping basket and have separate categories in its official online catalog/app: groceries, dairy products, meat/poultry, vegetables, and bread. For LOT 2, the chain must offer products from at least three different manufacturers in at least 8 out of 10 categories: 1) feminine hygiene products; 2) baby diapers and baby care products; 3) oral care products; 4) soap and shower gel; 5) hair care products; 6) deodorants and antiperspirants; 7) shaving products; 8) laundry detergents; 9) dishwashing and cleaning products; 10) paper and hygiene products.
4. Economic Advantages of the Proposal — the total cost of the proposed goods is evaluated, taking into account any discounts, terms, and the cost of delivery to the location specified by the Organizer. Preference is given to the most economically advantageous proposal among those that fully meet the qualification and technical requirements of this Announcement.
5. Payment Terms—the compliance of the payment terms proposed by the Participant with the basic terms specified in this Announcement is evaluated.

The winner for each lot shall be the bid with the lowest total amount payable (the cost of the certificates, taking into account the discount/commission, plus shipping; for VAT payers, the amount including VAT shall be indicated) among the bids that meet the established criteria.

Anti-Corruption and General Terms

The participation of related parties or collusion among participants is prohibited.
The Organizer reserves the right to accept or reject any bid in accordance with the terms of this Announcement, the principles of fair competition, transparency, and value for money, as well as the Organization’s internal policies and procedures.

Questions and Inquiries

All questions, inquiries, and requests regarding the terms of this tender must be submitted exclusively in writing by sending an email to: zakupivli@convictus.org.ua. To ensure equal access to information for all potential participants, the Organizer will not provide clarifications verbally or through other communication channels. Responses to questions will be provided in writing.

Compliance with the Organizer’s Policies

By submitting a bid, the Participant confirms its agreement that, if selected as the winning bidder, it will be required to comply with the Organizer’s internal policies and procedures, including policies on ethics and integrity, corruption prevention, conflicts of interest, as well as policies on the prevention of sexual exploitation and abuse (PSEA/SEA).

The detailed provisions of the relevant policies and the Supplier’s specific obligations are set forth in the contract, which is concluded with the winning bidder.

Right to Cancel the Tender

The Organizer reserves the right to cancel or annul the tender, in whole or in part, at any stage of the process in the event of changes in requirements, funding conditions, force majeure, or other valid reasons.

In such a case, the Organizer shall not be liable for any expenses incurred by Participants in connection with the preparation and submission of price proposals, provided that the principles of transparency and good faith are observed.

Deadline for Submission of Proposals

November 2, 2026, by 6:00 p.m. Kyiv time.

Price proposals must be submitted electronically (PDF/scan) to the following address:
📧zakupivli@convictus.org.ua
Email subject line: (tender) procurement of certificates for the purchase of food products and hygiene products from retail chains

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