Hygiene kit - World Vision

Annex: Hygiene kits 

Contract title: Tender for a 2 year framework contract for the 

supply of relief items for the disaster response of 

the World Vision Partnership 

FRAMEWORK CONTRACT SPECIFICATION 

Description of the contract 

The World Vision partnership conducts a public tender for procurement of relief items. These 

goods will be used in humanitarian assistance projects. The Global Pre-positioning Resource 

Network (GPRN) as part of the international Relief Programme Department of the World 

Vision partnership is pre-positioning various relief items in centred warehouses. These shall 

be quick and effective implemented in emergency responses after world-wide disasters. The 

relief items shall be composed according to the international relief standards (exact 

specifications see below) and delivered to the GPRN-warehouse in Frankfurt (contact detail 

below). All goods shall be printed stamped with a World Vision Logo (description below). 

After deployment of the goods, where the volume and number can not be fixed in advanced; 

the restocking process shall be proceeding immediately. 

Product: Hygiene kits single packed with items for 5 people each family 

Tender specimen of World Vision, GPRN Germany, Daniel Ginsberg February 2009

Volume: 5,000 hygiene kits packed in cardboard boxes as basic stock 

+Undefined volume: for restocking after deployment (e.g. 1,000 / 2,500 / 5,000 sets) 

Composition of the product and details 

Material: The set shall be composed of medium quality material (no junk), which 

will be equalizing to the normal standard of development countries. 

Each package is generated for a family size of 5 Persons. 

Set composition: 13 x 100 g body / toilet soap bars, a single packing for each soap bar - 

no liquid 

5 x 200 g laundry/ washing soap bars, a single packing for each soap 

bar - no liquid 

4 toothpaste tubes of 75 ml 

Description: A short description of the user’s guide added by a coloured pictogram 

instruction (sketch description or picture in English) shall be printed on 

the product. The single packed item shall have a description of the 

product at least in English and as well in an additional language like 

French, Arabic, Swahili, Russian, Portuguese or Africans. 

5 toothbrushes, type medium, each single packed 

Length: 163 mm 

Height of the bristle: 11 mm +/- 1 mm 






1 large Afro comb with wide spikes (African women comb style) 

1 plastic comb with small plastic spikes (men style) 

3 washable baby napkins pants, the pant shall work with an easy fit 

modus, the raw material is out of 100 % cotton, for the three different 

sizes for the ages and weight from: 

1 new born size, 2 to 5 kg, from 0 to 10 months 

1 mini size, 5 to 10 kg, from 6 to 12 months 

1 maxi size, 10 to 15 kg, from 10 to 24 months 


The baby napkin does not contain any dangerous substances and it is fit 

for human being and accepted by an international sanitary inspection. 






2 draperies / cloths by the size of 100 cm x 100 cm in natural colour 

(beige, ecru) packed with strength rubbing foiling in two separate packs 

30 breathable sanitary pads (napkin, towels) for ladies, medium size 

without wings and low number of plastic 

Length: 22 - 25 cm 

Width: 6 - 7 cm 

Pulp: 7.7 gram 

Silicones paper: 0.275 gram 

Tissue paper: 0.65 gram 

Non woven with 

adhesive tape: 1.025 gram 

PE film: 0.43 gram 

Total weight: 10.8 gram +/- 5% 

The sanitary pad does not contain any dangerous substances and it is fit 

for human being and accepted by an international sanitary inspection. 






1 flak of wound sterilizing fluid disinfection 100 ml (without alcohol) 

with strength rubbing foiling in a plastic bag to insure no leaking. The 

expiration date has to be not due before February 2014 by a storage 

temperature up to at least 30° Celsius 





French, Arabic, Swahili, Russian, Portuguese or Africans. Especially it 

has to be listening and illustrated that the product doesn’t included 

alcohol and it is not for drinking. 


200 cellulose gauze (wadding) swabs for external wound treatment 

and covering (sizes approx 4 cm x 5cm) made of cellulose bleached by 

oxygen according DIN 19310, DAB 10 

5 disposable razors / shavers with a plastic handle in with strength 

rubbing foiling in a pack 

2 rolls of environmentally friendly toilet paper with the following 

specifications: 

Colour: Unbleached 

Thicknesses: two-ply /double of sheets 

Number of sheets: 250 sheets 

Raw material: 100 % recycled, unpulped paper 

Size of a sheet: 9.6 cm x 12.5 cm 

Length of a roll: 31.2 meter 

Diameter of the roll: 11.5 cm 

Weight of the sheets: 17.0 g/m² 

Weight of the roll: 115 g 

Packing: strength rubbing (foiling) in one pack 

Quality confirmation of the product 

Food safe: The toothbrushes, the toothpaste, the sanitary napkin and the baby 

napkins have to be approved as food safe. The copy of the certificate 

has to be submitted with the offer. 


Security information: All security information regarding the hygiene kit and for each single 

product (especially for the baby napkins) have to be listen in the offer. 

In case of necessary security information these has to be written in 

small letters left below on the carton box and on the product packaging. 

The security information has to cover the standards of the United States 

of North America and the limits of the European Union. 

Quality production: The manufacturing and supply of the hygiene kits has to comply on the 

certificated norm of the DIN EN ISO 9000 family. The copy of the 

certificate has to be submitted with the offer. 

Quality testing: The quality of the product has to comply by an independent 

international certificated organization. The copy of the certificate 

including the test report of the product has to be submitted with the 

offer. 

Material averment: In case you did not provide the following documents on the actual offer 

in the past, we request its provision before the end of the tendering 

process. The hand over of the quality documents is one of the basic 

award criteria. Requested are: 

� a raw material certification for the single goods 

� confirmation certificate of the food safe material on the 

toothbrushes, toothpaste, sanitary pads and baby napkins 

� security information regarding the hygiene kit 

� copy of the ISO certificate 

� certified test report of an independent international organization 


Visibility, colour and packaging 

Packaging of boxes: The whole hygiene kits shall be well packed in white carton boxes with 

an approx. cuboids form of the side length of approx. 30 cm each. The 

cartons have to be robust, improving stability, stack ability and keep the 

form under pressure. The costs of the boxes have to be included in the 

offer. 

Marking of boxes: On the two opposite located broader sides of each carton box shall be 

placed the content of the hygiene kit in black colour in English (by the 

size of approx. 20 cm width and 20 cm height) 

Hygiene kit 

Content: 

Body soap 13 bars x 100 g 

Laundry soap 5 bars x 200 g 

Toothpaste 4 pieces of 75 ml 

Toothbrush 5 pieces 

Hair comb 2 different pieces 

Washable baby napkin 3 pieces 

Draperies / cloth 2 by the size of 100 cm x 100 cm 

Sanitary pad 30 pieces 

Wound disinfection (no alc.) 1 bottle x 100 ml (no drinking!) 

Wadding swab 1 pack with 200 pieces 

Disposable razors 1 pack of 5 pieces 

Toilet paper 2 rolls 

In the upper right corner shall be right-aligned a two coloured World 

Vision logo (in the colours Pantone 21 (orange) and black) with the size 

of approx 15.0 cm breadth x 5.7 cm height. 

Below the listed content shall be the writing in English “Content: 1 

hygiene kit - use for humanitarian aid - donated by World Vision”. 


The picture above is an older example with other contents inside. 

On the other two smaller sides of each carton box shall be placed 

(alternative printing or labels) a two coloured World Vision logo (in the 

colours Pantone 21 (orange) and black), with the size of approx. 29.7 

cm width and 21 cm height (DIN A 4 size - with cutting off some of the 

white parts of the logo). The two coloured World Vision logo shall be 

right-aligned in the upper right corner on the sides of each cardboard 

box. 

Logo data: The World Vision logo shall be printed from EPS or PDF data format, 

which will be delivered with the order including a detailed description 

for the use. Please take care in the use. The logo example find below. 


Visibility specs: All the visibility (printing and labelling) inclusive logo shall keep the 

colour without changing at least for a period of 1 year, be waterproof 

and have an UV stabilized lamination. There shall be no printing on the 

bottom and on the top of the cardboard box. No other information or the 

name of the supplier shall not be printed on the kitchen set or on the 

carton box. 

All the costs of the visibility (logo, printing, marking, labelling, et 

cetera) have to be included in the offer. 

Packing and palletizing 

Palletizing: The carton boxes have to be well packed on an original Euro pallet with 

the size 1.20 m x 0.80 m (with no exchange of pallets). Other pallets are 

not acceptable, because of the further handling. For storage reasons the 

packing cannot overlap on the sides. The packing improves stability 

and stack ability on top of the bales. These bales shall be packed, 

clear arranged with the printings of the logos (logos in right 

position) on original Euro pallets. The goods on the Euro pallets 

should packed to the maximum high of 2.10 metres and be at least 1.60 

metres. The whole Euro pallet shall be wrapped by shrink wrapping in a 

water-tight micro perforated plastic film (plastic foil) and strapped 

together with 4 straps of polyester band. An outside label will inform in 

English language about the exact number and kind of items inside, the 

month and year of manufacture, the supplier and on top with a World 


Terms of the delivery 

Vision logo. The costs of the palletizing have to be included in the 

offer. 

Delivery conditions: The goods shall be stored in the World Vision bonded warehouse in 

Germany, close to Frankfurt - see delivery address below. The delivery 

conditions shall be DDP 63110 Rodgau-Niederroden/ Frankfurt / 

Germany (delivered duty paid). According to the delivery condition 

DDP Warehouse Rodgau-Niederroden, the supplier will take all the 

responsible for the transport, coverage for the insurance of the goods 

and all the costs till the handover of the goods to the World Vision 

warehouse. 


Bonded warehouse: The World Vision warehouse is managed as bonded warehouse. 

Regarding this fact no costs for the customs shall be accrue and 

therefore we will pay under no circumstances any German / European 

customs suites or added taxes, like VAT. In case a German / European 

supplier has to add by law the VAT, it has to be separated listed and the 

percentage and amount to declared. 

Delivery address: World Vision bonded warehouse 

Speer Internationale Spedition GmbH 

Kloecknerstr. 3 

63110 Rodgau-Niederroden 

Germany 

Delivery: A spot delivery of the relief items is desired. Within 4 weeks after 

placing the order the delivery of the goods shall be in the warehouse. 

The delivery of the goods has to be confirmed 3 working days in 

advance to my attention. 

Country of origin: The supplier will inform on the country of origin. By a multitude 

product has to be added a list of each single product. The delivery of the 

goods has to be accompanied by the hand over of the certificate of 

origin to World Vision. 

Dangerous goods: Any added dangerous goods have to be declared with the offer. The UN 

certificate for the transport has to be accompanied by the hand over of 

the delivery. 


Reporting: The supplier will report on weekly basis to the appointed tender contact 

person for the World Vision partnership. This includes delays on 

different reasons including the announcement and documentation on 

delays by force majeure. 

Regress agreement: It is expected that the supplier announce his delivery date based on his 

experience and calculate a realistic date. In accordance to treat every 

supplier equal, we see us in debt, to reduce the total invoice amount 

by 3 % for every inchoate week in delivery delay. The first additional 

five working days (Monday to Friday) we will generate as tolerance. 

The delay caused by force majeure will be built the exemption for the 

documented time period. 

Offer and terms of payment 

In case of contempt of the tender the costs of repacking will be reduced, 

according to the disbursements, on the amount of the invoice. In case of 

supplying no original Euro pallets, without a written approval, we 

have to reduce the invoice amount for each pallet by 20 €. 

Offered price: The price for each item includes as well the whole production of the 

goods, the packages, the cardboard boxes, the visibility with the logos 

and the Euro pallets. All costs for transport and possible import have to 

be considered in the offered price and calculated on each product. No 

further costs, like for stamps, stickers, packing, material, customs, 

delays, demurrages or any other costs, can be accepted after receiving 

the offer from you. The offered price is an all-inclusive price. 

Currency: The offer price has to be given only in EURO. Further currency we 

cannot equally compare and therefore not accept. 

Offer specification: The offer has to show all your technical details for the product and 

your implementation of our regulatory framework. This includes all 

the composition of your product, the basic conditions and your binding 

date for the day of delivery, the expiration date of the product, the 

sizes and the contents of the packing. We request a complete written 

offer with detailed listed product specifications in English or 

alterative in German. 

Offer binding: The binding on the offer shall be for the period of three months. The 

prize binding for the framework contract shall be fixed for the next two 

years / 24 months. 


Sample: In case you did not provide a sample of the relief item offered in the 

past, we request its provision before the end of the tendering process. 

Payment: The terms of payment shall be 30 days after completed receipt of the 

goods. After an accurate delivery of the goods World Vision will 

balance via bank transfer (please indicate your bank account in the 

invoice) the amount of the invoice. 

Framework contract: The tender is valid for the basic stocking of the GPRN Frankfurt 

warehouse and shall be direct implemented after the decision of the 

tender committee. Additional we request your quotes for the 

restocking period for the next two years. After deployment of the 

goods, where the volume and number can not be fixed in advanced; the 

restocking process shall be proceeding immediately. World Vision can 

give no guarantee that any restocking will happen at all, regarding the 

fact that relief response are beyond our control. The numbers of the 

used relief items depend on the field request based on disaster 

assessments. As you may surly aware this entire can and will vary. 

Confirmation / Audit: By supplying an offer the company commits itself, that during the 

production and procurement the highest ethical standards have been 

fulfilled, which include no engagement in corruption, fraud, threat of 

violence, child labour, immoral, collusive or coercive practices. We 

request your confirmation on these ethical standards with the hand 

over of an offer - see attached document - which is a basic award 

criterion. With the signing of a contract the supplier commits himself to 

participate in possible audits.

Hygiene kit - World Vision

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