The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” (hereinafter – the “Organizer”) announces competitive bidding (tender) for the procurement of IT support services for the Organization’s activities for 2026.
The All-Ukrainian Charitable Organization “CONVICTUS UKRAINE” is a non-governmental organization operating in Ukraine since 2006 and is part of the international Convictus network, which operates in Sweden, Estonia and Ukraine.
The Organization has more than 18 years of experience implementing programs in the field of public health, humanitarian assistance and social support, in cooperation with government institutions and national and international partners.
Source of procurement financing
The tender is conducted within all projects of the Organization that are active as of the date of the announcement, as well as future projects that will be implemented during 2026, including:
• sub-grants provided in accordance with programs of the Global Fund to Fight AIDS, Tuberculosis and Malaria;
• programs of the Centers for Disease Control and Prevention (CDC);
• projects implemented with the support of the United Nations Population Fund (UNFPA) in Ukraine, International Medical Corps, GIZ, Norwegian People’s Aid, IBO “CF “SOS Children’s Villages” Ukraine, ISAR “Ednannia”, AFEW-Ukraine, Medicus Mundi Mediterrània, ING Bank, the European Union, as well as other donors supporting the Organization’s programs.
Payment procedure
Procurement of services is carried out on a continuous basis. Payments are made in non-cash form. The basic payment terms provide for 100% full prepayment for services for the following month.
Locations for service provision: Kyiv (if necessary) and, if necessary, in other regions of the Organization’s activities; services may be provided remotely.
Delivery period
From the moment of signing the contract until 31 December 2026.
Price formation and VAT
Due to the fact that the procurement of services is carried out within projects financed by different donors, the application of VAT may differ depending on the source of financing of the particular procurement.
Procurements financed by international technical assistance funds (including CDC/PEPFAR) are carried out without VAT in accordance with Article 197.11 of the Tax Code of Ukraine (subject to compliance with legal requirements).
Procurements financed by Global Fund sub-grants are carried out without VAT in accordance with paragraph 26 of subsection 2 of section XX of the Tax Code of Ukraine and Resolution of the Cabinet of Ministers of Ukraine No. 284 dated 17.04.2013.
Procurements financed by UNFPA and other donors are carried out with VAT or without VAT depending on the funding conditions and the current legislation of Ukraine.
The Participant must submit a price proposal indicating whether the price includes VAT, and must be ready to supply both with VAT and without VAT depending on the funding source of a particular order.
In case of winning the tender and concluding the contract, price increases for services are allowed not more than 10% from the price indicated in the tender proposal during the term of the contract. If it is necessary to increase prices by more than 10%, the Supplier must no later than 1 month before the planned date of increase provide the Organizer with written justification confirming market fluctuations (information from at least three independent suppliers of similar services).
In case of failure to provide or unacceptability of such justification, the Organizer has the right to terminate the contract in the prescribed manner without applying penalty sanctions.
Qualification requirements for the Participant
The Participant must meet the following qualification requirements:
Right to conduct business activities. Availability of state registration of a legal entity or an individual entrepreneur in accordance with the legislation of Ukraine, confirmed by an extract from the Unified State Register.
Experience in supplying similar goods. Availability of confirmed experience in supplying similar IT support services for organizations during the last 3 (three) calendar years. Experience is confirmed by copies of contracts, invoices, acts, or recommendation letters.
Capacity to perform the contract. Availability of material and technical base and organizational capacity to fulfill obligations under the contract, confirmed by a statement in free form.
Supplier identification. Availability of a web resource to identify the Participant’s activities (official website and/or official page on social networks, if available).
Electronic document management. Readiness of the Participant to use electronic document management, in particular through the VCHASNO service or an equivalent service that meets the requirements of the legislation of Ukraine.
Technical requirements for the subject of procurement (what services must be provided to the Organization):
Availability of a specific platform/website for submitting requests for receiving services. All requests must be recorded and processed within specified timeframes.
Technical maintenance of the Customer’s IT infrastructure (the supplier must ensure continuous IT support of the Organization in office and remote format, including operational response to technical incidents, configuration of workplaces, user consultations and restoration of functionality of equipment and software). All requests must be recorded and processed within specified timeframes.
Support of equipment and software. The Supplier must ensure technical support of computer equipment, peripheral devices and network equipment of the Organization, as well as administration of operating systems and software (maintaining up-to-date versions of operating systems and client software services). Support includes: installation and updating of software, troubleshooting, control of the use of licensed software, providing recommendations on its optimal use on workstations (computers and laptops of employees), configuration of office software (software for working with texts and tables, archivers, auxiliary multimedia software), installation and configuration of peripheral devices (printers, scanners, UPS), installation of software not related to trade of computer equipment.
Readiness to service 30+ employees, 30+ workplaces / devices
Management of server infrastructure (VPS/VDS, Dedicated) based on Proxmox VE: resource planning, cluster deployment and support, management of VM/LXC, networks, storage, backup, security, monitoring and incidents.
Rental of virtual dedicated servers (VPS/VDS) and physical dedicated servers (Dedicated Server). Server administration.
Management and maintenance of the Customer’s data storage system: allocation and support of file resources, access control, monitoring, backup, recovery, ensuring integrity and scalability of storage.
Rental of software of own or third-party manufacturers.
Backup & Recovery. The Supplier ensures organization, configuration and maintenance of a backup system for critical data of the Organization with the possibility of prompt restoration of information and services in case of technical failures, loss, damage of data or cyber incidents. The list of such data includes in particular: working documents, databases, email, server configurations, configurations of key services.
Consulting on informatization issues.
Computer programming.
Development, modification, testing and technical support of software.
Ensuring basic and advanced levels of information protection.
Composition of the tender proposal
The Participant’s tender proposal is submitted in electronic form and must contain the following mandatory documents:
Tender (price/commercial) proposal. Completed according to Annex 1 to this Announcement, containing the main technical requirements, supplier information and the cost of services (with VAT or without VAT).
General information about the Participant. Completed form Annex 2 to this Announcement.
Documents confirming compliance with qualification requirements. In particular: documents on state registration of the Participant; confirmation of experience in supplying similar services during the last 3 calendar years; statement on material and technical base and organizational capacity to perform the contract.
Documents confirming compliance with technical requirements.
Confirmation of authority of the signatory. Documents confirming the right of the person to sign the tender proposal (order on appointment of the head or power of attorney — for legal entities).
Other documents (optional). Recommendation letters, presentation materials or other documents which the Participant considers appropriate to provide for better understanding of their proposal.
Evaluation criteria
Tender proposals that comply with all requirements of this Announcement are subject to evaluation. The winner is determined based on comparison of price proposals and compliance with technical and qualification requirements. The Organizer has the right to request clarifications, which do not change the essence of the submitted proposal.
Under equal conditions, preference may be given to the proposal with better service provision conditions and price.
Anti-corruption and general conditions
Participation of related persons or collusion between participants is prohibited. The Organizer reserves the right to accept or reject any proposal in accordance with the conditions of this Announcement, principles of fair competition, transparency and efficient use of funds (value for money), as well as internal policies and procedures of the Organization.
Questions and requests
All questions and requests regarding the conditions of this tender are accepted exclusively in written form by sending an email to: zakupivli@convictus.org.ua
In order to ensure equal access of all potential participants to information, the Organizer does not provide explanations orally or through other communication channels. Responses to questions are provided in written form.
Compliance with the Organizer’s policies
By submitting a tender proposal, the Participant confirms their agreement that in case they are determined as the winner of the procurement they will be obliged to comply with the internal policies and procedures of the Organizer, in particular policies in the field of ethics and integrity, prevention of corruption, conflict of interest, as well as the policy on prevention of sexual exploitation and abuse (PSEA/SEA).
Detailed provisions of the relevant policies and specific obligations of the Supplier are defined in the contract concluded with the winner of the tender.
Right to cancel the tender
The Organizer reserves the right to cancel or annul the tender fully or partially at any stage of its conduct in case of change of needs, financing conditions, force majeure circumstances or other justified reasons.
In such case the Organizer does not bear responsibility for any expenses incurred by Participants in connection with preparation and submission of tender proposals, provided that the principles of transparency and good faith are observed.