The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” (hereinafter referred to as the “Organizer”) announces a competitive bidding process (evaluation of price proposals) for the procurement of services for scheduled maintenance, diagnostics, and, if necessary, repair of portable ultrasound diagnostic systems.
The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” is a nongovernmental organization that has been operating in Ukraine since 2006 and is part of the international Convictus network, which operates in Sweden, Estonia, and Ukraine.
The organization has over 18 years of experience implementing programs in the fields of public health, humanitarian aid, and social support in collaboration with government agencies, as well as national and international partners.
Source of funding for the procurement
The evaluation of price proposals is conducted within the framework of the “Mobile SRH Teams” project (hereinafter referred to as the “Project”), in accordance with the Agreement with the implementing partner concluded on July 3, 2025, between the Organizer and UNFPA, the United Nations Population Fund in Ukraine (hereinafter referred to as the “Donor” or “UNFPA”), regarding the implementation of UNFPA-funded work plans under the UNFPA Cooperation Program with Ukraine for 2025–2029 dated July 3, 2025.
Procurement Title: Services for scheduled maintenance, diagnostics, and, if necessary, repair of ultrasound diagnostic systems (UDS).
Quantity and scope of services: Scheduled maintenance and diagnostics of 13 ultrasound diagnostic systems, as listed in Annex 1 to the Announcement, are a mandatory stage of the procurement. Based on the results of the diagnostics, if any malfunctions are detected, additional repair work, replacement of batteries, sensors, and other components may be performed exclusively after the Organizer has provided prior written approval of a separate cost estimate. The scope and cost of such work are determined based on the actual needs identified and are not guaranteed.
Payment Procedure: Payments are made via non-cash transfer. The basic payment terms provide for 100% payment upon completion after the services have been rendered, based on properly executed source documents.
Delivery Terms and Conditions
The estimated period for the provision of services is November–December 2026. The final deadlines and schedule for the performance of work shall be determined by the contract in agreement with the Organizer.
Place of service provision: throughout Ukraine.
Pricing and VAT
A Participant may submit a price proposal either including or excluding VAT, depending on their tax status. The proposal must clearly state whether the proposed price includes VAT.
Qualification Requirements for the Participant
The Participant must meet the following qualification requirements:
1. Right to conduct business activities. State registration as a legal entity or individual entrepreneur in accordance with Ukrainian law, as confirmed by an extract/statement from the Unified State Register of Legal Entities, Individual Entrepreneurs, and Public Organizations.
2. Possession of the relevant KVED codes, which permit the conduct of activities related to the subject matter of the procurement.
3. Experience in providing similar services: Experience in the maintenance and/or repair of ultrasonic medical equipment; please specify the nature and duration of such services. If desired, the Participant may submit additional documents confirming experience in supplying such equipment, provided that requirements regarding the protection of personal data and confidential information are met.
4. Availability of qualified engineers and diagnostic equipment for testing ultrasound systems and transducers. Provide a brief description, specifically regarding the maintenance of CHISON SonoBook 6, ESAOTE, and SonoScape E2.
5. Ability to fulfill the contract: Availability of the material and technical resources and organizational capacity to ensure compliance with the terms of the contract. Provide a reference letter in any format, presentation materials, or other relevant documents.
6. Ability to organize equipment servicing in the regions specified above, ensure the safety of the equipment during transportation, and guarantee the timely completion of work within the specified deadlines.
7. Absence of a conflict of interest between the participant and representatives of the Organization (sign Appendix 3 to the 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.
Technical Requirements for the Subject of Procurement
1. Subject of Procurement: Services for scheduled maintenance, diagnostics, and, if necessary, repair of ultrasound diagnostic systems (UDS).
No. Region / Team Model S/N Probes / Configuration
1 Volyn Oblast CHISON SonoBook 6 122120246 linear, transvaginal, convex
2 Zhytomyr Oblast CHISON SonoBook 6 122110006 transvaginal, linear, abdominal
3 Zakarpattia Oblast CHISON SonoBook 6 122110005 linear, abdominal, vaginal
4 Ivano-Frankivsk Oblast (Ivano-Frankivsk) CHISON SonoBook 6 122110004 linear, abdominal, vaginal
5 Ivano-Frankivsk Oblast (Kolomyia) CHISON SonoBook 6 122120258 linear, abdominal, transvaginal
6 Kyiv Oblast ESAOTE, 2013, mod 7400, s/n 00663 S/n 00663 Abdominal, transvaginal transducers
7 Kirovohrad Oblast E2 Digital Color Doppler Ultrasound System Manufacturer: SonoScape Medical Corp. Manufactured February 2022 0721660941 Abdominal transducer, linear, vaginal
8 Lviv Oblast CHISON SonoBook 6 Not specified Abdominal transducer, linear, vaginal
9 Rivne Oblast CHISON SonoBook 6 122110010 Abdominal transducer, linear, vaginal
10 Ternopil Oblast CHISON SonoBook 6 122110009 Abdominal transducer, linear, vaginal
11 Khmelnytskyi Oblast CHISON SonoBook 6 SN122110002 Abdominal transducer, linear, vaginal
12 Chernivtsi Oblast CHISON SonoBook 6 SN122110001 Transducers: linear, abdominal, vaginal
13 Vinnytsia Oblast CHISON SonoBook 6 121100138 Abdominal transducer, linear, vaginal
2. Scheduled maintenance and diagnostics (mandatory stage). The Contractor must provide maintenance and diagnostics for 13 ultrasound diagnostic systems in accordance with Appendix 1, which includes:
● a visual inspection of the equipment, transducers, cables, connectors, and transport cases, with a record of their technical condition and serial numbers;
● verification of image quality in available modes, including B-mode and color Doppler, and testing of transducers (using a test phantom where possible);
● inspection of batteries, battery life, the power supply system, the screen, and controls;
● diagnostics of the cooling system, electronic circuit boards, memory, and software;
● cleaning of ventilation ducts and filters, and performance of scheduled maintenance procedures in accordance with the manufacturer’s recommendations;
● post-maintenance testing of the equipment.
3. Documentation of Results. Based on the diagnostic results, the Contractor shall provide a separate engineering report (service report) for each unit, specifying the work performed, the results of the inspection of reported malfunctions, the technical condition of the equipment, and recommendations. If necessary, a defect report and a detailed repair estimate shall also be provided.
4. Repair and Replacement of Components. Repair of equipment, replacement of batteries, sensors, and other components shall be performed only after the Customer has provided written approval of the scope, cost, timeline, and warranty terms. Previously reported malfunctions must be confirmed by diagnostics.
5. Economic Feasibility of Repair. If repair is technically impossible or economically unfeasible, the Contractor shall provide a reasoned conclusion stating the reasons and alternative solutions.
6. Quality and Safety Requirements. The Contractor shall ensure the safe handling of medical equipment, compliance with the manufacturer’s recommendations, the use of compatible components with verified origin, and a functional test after repair.
7. Organization and Logistics. The Participant must provide for on-site equipment service at the location or its safe transportation to the service center. The proposal shall specify the procedure for organizing services, estimated timeframes, logistical conditions, and related costs.
Proposal Composition
The Participant’s proposal shall be submitted electronically and must contain the following documents:
List of documents to be provided by the Participant as part of the proposal:
1. Price/commercial proposal: Prepared in the form of Appendix 1 to this Announcement.
2. Completed Appendix 2 to this Announcement.
The appendices must be signed (PDFs with an electronic digital signature or signed scanned copies)
3. Documents confirming compliance with the qualification requirements:
● Documents confirming the Participant’s state registration (extract/statement from the Unified State Register).
● Documents confirming experience in supplying similar goods—a letter in any format specifying information about the subject matter and period of providing similar services, etc.
4. 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).
5. 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.
6. Other documents (at the Participant’s discretion). Letters of recommendation, presentation materials, or other documents that the Participant deems appropriate to submit to facilitate a better understanding of its proposal (optional).
Evaluation Criteria
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.
Price proposals are evaluated according to the following criteria:
Anti-Corruption and General Conditions
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 for evaluating price proposals 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 proposal, the Participant confirms its agreement that, if selected as the winner of the procurement, it will be obligated to comply with the Organizer’s internal policies and procedures. In particular, this includes policies on ethics and integrity, corruption prevention, conflicts of interest, as well as policies on the prevention of sexual exploitation and abuse (PSEA) and child protection.
The detailed provisions of the relevant policies and the Supplier’s specific obligations are set forth in the contract, which is concluded with the winner of the competitive bidding (evaluation of price proposals).
Right to Cancel Competitive Bidding (Evaluation of Price Proposals)
The Organizer reserves the right to cancel the competitive bidding process or annul its results (in whole or in part) at any stage prior to the signing of the Contract, in particular in the event of:
● no further need for the procurement of services/goods;
● a material change in funding conditions or a decision by the Donor (UNFPA);
● rejection of all submitted bids due to their non-compliance with technical, qualification, or ethical requirements;
● detection of violations of the procurement procedure, collusion among participants, or a conflict of interest;
● occurrence of force majeure circumstances.
By submitting a bid, the Participant agrees that the Organizer bears no financial or legal liability to the Participants for the cancellation of the tender or the annulment of its results, nor will it reimburse any expenses incurred by the Participants in connection with the preparation and submission of bids.
Deadline for submission of bids
November 5, 2026, by 6:00 p.m. Kyiv time
Proposals must be submitted electronically (PDF/scan) to the following address:
📧 zakupivli@convictus.org.ua
Email subject line: “Evaluation of Price Proposals_ Maintenance of Ultrasound Machines _UNFPA_[Participant Name]”