The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” (hereinafter referred to as the “Organizer”) announces a competitive bidding process (tender) for the provision of prepress preparation services and the production of printed materials and promotional items.
The All-Ukrainian Charitable Organization “Convictus Ukraine” is a Ukrainian non-governmental 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 assistance, 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 within the framework of “Consortium ‘Women’s Organizations National Alliance – WONA’ (2026–2028)” The project is implemented with financial support from the Federal Foreign Office of the Federal Republic of Germany, as well as from projects active as of the date of this announcement and future projects to be implemented throughout 2027, including:
● subgrants provided under the programs of the Global Fund to Fight AIDS, Tuberculosis, and Malaria;
● programs of the U.S. Centers for Disease Control and Prevention (CDC);
● projects implemented with the support of the United Nations Population Fund (UNFPA) in Ukraine, International Medical Corps, Norwegian People’s Aid, Medicus Mundi Mediterrània, ING Bank, the European Union, as well as other donors that support the Organization’s programs.
Payment Terms
The procurement of goods and services is carried out in installments depending on the Organization’s actual needs. Payments are made by bank transfer. The basic payment terms provide for a 50% prepayment of the cost of each purchase and 50% post-payment upon delivery or fulfillment of the order, based on duly executed supporting documents (payment terms may be modified, including to provide for full post-payment, provided that the Parties have given their prior written consent and such terms are reflected in the contract).
Delivery Period
From the date of signing the contract through December 31, 2027.
Delivery Locations: The supplier must ensure the ability to ship goods to any part of Ukraine.
Note on Pricing
In the price proposal, the Participant shall indicate the cost of the goods excluding delivery.
Delivery costs shall be provided separately (for informational purposes) in Annex 1 and will be considered separately during the comparative evaluation of price proposals.
Pricing and VAT
Since the procurement is carried out within the framework of projects funded by various donors, the application of VAT may vary depending on the source of funding for a specific procurement lot.
The bidder must submit a price proposal indicating whether the price includes VAT and be prepared to supply goods or services with or without VAT, depending on the source of funding for the specific order.
If the bid is awarded and a contract is signed, price adjustments for goods/services until December 31, 2027, are permitted no more than once every 6 months; however, price increases within 10% of the initial cost specified in the bid proposal may be made only with the Organizer’s written approval.
If it becomes necessary to increase prices by more than 10%, the Supplier is obligated, no later than 14 calendar days before the planned date of the increase, to provide the Organizer with a written justification of the reasons for the price change, an updated specification indicating the current and proposed prices, and the percentage of the increase.
Price revisions are not automatic and take effect only after written approval by the Organizer and the signing of a corresponding amendment to the contract.
If such a justification is not provided or is deemed unacceptable, the Organizer has the right to terminate the contract in accordance with established procedures without incurring penalties.
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 the laws of Ukraine, as confirmed by an extract/statement from the Unified State Register.
2. Possession of the relevant KVED codes, which permit the conduct of activities related to the subject matter of the procurement.
3. Experience in supplying similar goods. Proven experience in supplying similar goods/services in accordance with Lot 1 and Lot 2 (prepress preparation, production of printed materials and souvenirs) over the past 3 (three) calendar years. Experience must be confirmed by copies of contracts, invoices, certificates of acceptance, delivery notes, and/or letters of recommendation, certificates, or other supporting documents.
4. Ability to perform the contract. Possession of the material and technical resources and organizational capacity to fulfill the obligations under the contract, as confirmed by a certificate in any form.
5. Supplier Identification. The existence of a web resource to identify the Participant’s activities (official website and/or marketplace page, and/or official social media page—to be provided if available).
6. Confirmation of the signatory’s authority. Documents confirming the individual’s right to sign the bid proposal (an order appointing the head or a power of attorney—for legal entities).
7. Declaration of No Conflict of Interest. A declaration of no conflict of interest, completed and signed by an authorized representative of the Participant, in the form specified in Appendix 3 to this Announcement.
8. 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.
9. Other documents (at the Participant’s discretion). Presentation materials or other documents that the Participant deems appropriate to provide for a better understanding of its proposal (optional).
Technical Requirements for the Subject of Procurement
1. Subject of the Procurement The procurement is announced for two LOTs in accordance with Appendix 1 to this Announcement (participants may submit bids for both LOTs or for just one, with the ability to ensure shipment of goods in accordance with the order).
LOT 1 Services for prepress preparation and production of printed materials.
Lot 2: Services for the production of souvenir items.
2. Logistics and Delivery. The supplier must arrange for the delivery of goods to the Customer’s locations within Ukraine. Specific addresses and delivery quantities are determined by the Customer at the order placement stage.
3. Labeling and Origin of Goods. The goods must be labeled in the official language in accordance with the requirements of current Ukrainian legislation. The goods must not be manufactured, originate from, or be supplied from the territory of the aggressor state (the Russian Federation) and/or the Republic of Belarus, nor may they contain components of such origin, unless otherwise expressly permitted by Ukrainian law.
4. Delivery cost. Shipping costs are listed separately and are provided for informational purposes only. The price of the goods in the bid proposal is stated exclusive of shipping, unless otherwise specified in writing by the Customer.
5. Ability to manufacture custom products, such as applying images to plastic, fabric, metal, and other surfaces.
6. Within the scope of the contract, the Supplier must be able, at the Customer’s request, to provide a full production cycle for printed materials and promotional items, including prepress preparation, printing, application of images, text, and graphic elements, as well as post-production finishing. In particular, the Supplier must be capable of applying various application and finishing technologies, including, but not limited to: embossing (blind, foil, and hot stamping); screen printing; thermal transfer printing; embroidery; pad printing; ultraviolet (UV) printing; laser engraving; and other modern application methods in accordance with the Customer’s technical specifications. Application may be performed on various materials, including: paper and cardboard; textiles; plastic; metal; wood; and other materials depending on the specifics of a particular order.
7. Specific application technologies, materials, technical parameters, and design requirements are determined by the Customer at the stage of placing individual orders within the framework of the concluded contract.
8. Production timelines and order fulfillment efficiency. The Supplier must ensure the production and delivery of products to the Customer within the following approximate timeframes: standard orders—within 10–15 business days from the date of layout approval and order confirmation; rush orders (upon the Customer’s separate request)—within 3–5 business days, provided that technical capabilities allow. The specific deadlines for each order shall be agreed upon by the parties separately and recorded in the relevant order or addendum to the contract. The Supplier must also ensure communication with the Customer during the order fulfillment process, prompt approval of layouts, and updates on the progress of the work.
Contents of the Bid Proposal
The Participant’s bid proposal shall be submitted electronically and must contain the following mandatory documents:
LOT 1: Services for pre-press preparation and production of printed materials.
LOT 2: Services for the production of promotional items.
The supplier may submit samples of postcards, business cards, and clothing that have been produced (optional).
Evaluation 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 proposal 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 does 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 its conduct in the event of changes in needs, funding conditions, force majeure, or for 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 tender proposals, provided that the principles of transparency and good faith are observed.
Deadline for Submission of Proposals
November 5, 2026, by 6:00 p.m. Kyiv time.
Bids must be submitted electronically (PDF/scan) to the following address:
📧 zakupivli@convictus.org.ua
Email subject line: (bid) for the procurement of prepress preparation services and the production of printed materials and promotional items.