1 – CONTEXT

The NGO ALIMA (The Alliance for International Medical Action) carries out emergency medical  interventions and nutritional programmes in several African countries facing humanitarian  crises, conflicts or epidemics. As part of its response to severe acute malnutrition (SAM),  ALIMA wishes to purchase nutritional inputs for all its missions on the African continent. 

This process also includes full transport to the final destinations, divided into geographical  batches, according to ALIMA’s operational structure. 

2 – PURPOSE 

The purpose of these Terms of Reference is to select qualified suppliers for: ● The supply of certified quality specialised nutritional foods, 

• To submit a price quotation, 
• Quotations for transport to the defined delivery locations. 
• Estimated delivery time  

3 – DESCRIPTION OF LOTS TO BE SUBMITTED FOR TRANSPORT 

Suppliers may submit bids for one or more of the following lots:

4 – TECHNICAL SPECIFICATIONS OF THE PRODUCTS  

• Nutritional standards required (protein content, vitamins, minerals, absence of  contaminants and undeclared allergens). 
• Compliance with GMP (Good Manufacturing Practices), ISO 9001:2015, Codex Alimentarius
• ISO 22000: 2018 (food safety) or FSSC 22000 certifications 
• Storage conditions (shelf life, temperature, packaging). 
• Compliance with international standards: SPHERE, Codex Alimentarius, WHO, UNICEF, etc. 

5 – LOGISTICS AND TRANSPORT REQUIREMENTS 

• DDP (Delivered Duty Paid) delivery to ALIMA entry points or bases 
• Sea, land or air transport depending on urgency and security conditions 
• Packaging resistant to shock, heat and humidity 
• Complete documentation: delivery note, invoice, packing list, health certificate 
• Delivery tracking and logistics coordination with ALIMA field teams 

6 – DELIVERY & SCHEDULE 

• Possibility of delivery in several instalments (depending on volume or season) 
• Suppliers must indicate: 

o Exact delivery times per batch 

o Immediately available volumes (emergency stock)  

o Their capacity for staggered or urgent delivery, if applicable 

7 – SUBMISSION PROCEDURES 

Candidates must submit:

1- A technical offer, including: 

     o Product description (status, technical data sheet, certificates) o Experience and references in the provision of ATPE 

    o Logistical capacity (production, storage and transport capacity, etc.)

 2- A financial proposal, including: 

    o Unit price (USD/Euros per carton of RUTF) 

    o Transport cost per batch and destination (delivery included, DDP) o Proposed routing and estimated delivery times 

    o Validity of the offer (minimum 90 days)

8 – SELECTION CRITERIA 

• Administrative and technical compliance and product quality (statutes, tax/social  security certificates, product catalogue, technical data sheets, etc.). 
• Competitive prices per batch 
• Ability to deliver in multiple complex contexts 
• Humanitarian or NGO references, UNs  
• Delivery time 

9 – TERMS AND CONDITIONS FOR RESPONDING TO THE CALL FOR TENDERS  

• Documents to be provided (articles of association, tax/social security certificates,  product catalogue, technical data sheets, etc.). 
• Submission format (email, post, etc.). 
• Questions/answers before submission. 
• Language of submission: French or English.  
• ALIMA Tenders email address:tenders@alima.ngo> 
• Submission deadline: 31/08/2025 

10 – CONTRACTUAL TERMS AND CONDITIONS  

• Contract duration (framework contract). 
• Payment terms to be specified in the tender. 
• Penalties for late delivery. 
• Quality guarantees and returns of non-compliant products. 
• Commitments regarding ethical compliance (child labour, corruption, etc.). 

11 – EVALUATION OF OFFERS 

Weighted evaluation grid:

○ Administrative documents (articles of association, tax/social security  certificates, product catalogue, technical data sheets, environmental policy, etc.)  (20%) 

○ Price (30%) 

○ Product quality (20%) (List the ingredients, raw materials (including  packaging), processing aids and products used, as well as your monitoring  plan. A copy/example of the analysis certificate, A copy/example of the ISO  certificate 

○ Lead times and logistics capacity (20%) 

○ References (experience with NGOs/UN) / ethical compliance, environmental  impact reduction (10%). 

12 – ATTACHMENTS

• Supplier information sheet
• General terms and conditions of Purchase
• Appendices to the AO
• Instructions to tenderers
• Response Form