Expression Of Interest B-020-01

Humanitarian Relief Foundation IYD is looking into contracting food shops (wholesalers – retailers).

The project will be implemented during 2024/2025 through four rounds in the markets within the following: 

1. Idlib Governorate within the following locations:
   • Dana Subdistrict of Harem District: Villages of Aqrapat and Burj al-Nimra.
2. Aleppo Governorate within the following locations:
   • Atarib Subdistrict of Jabal Samaan District: Village of Batabo.
   • Darat Izza Subdistrict of Jabal Samaan District: Darat Izza Center.

• Where beneficiaries can use their electronic vouchers to purchase food items according to the following:
  1. Food and canned food.
  2. Fruits and vegetables.
  3. Cheese and dairy products.
  4. Fresh meat of all kinds.
  5. Chicken of all kinds

Requirements for the Interested Food Suppliers:

Interested food suppliers who wish to participate must adhere to the following conditions and standards throughout the project’s duration:

1. Providing food in quantity and quality.
2. Retailer will pledge to sell the goods at fair market prices and quality.
3. Retailer will pledge that the price of the items will be listed in US dollars on the shelves and that it is visible to the recipients and that the sale to the beneficiaries will be based on the prices stated without any additions.
4. Retailer will pledge to sell the item as the price listed on his shelves in line with the market prices and also (each item should have one price for the beneficiaries and outcome customer)
5. Retailers must have the ability to secure the various goods required and the ability to make up for the shortage.
6. Retailer must have suitable equipment: a fixed internet connection – stable electricity – smart phones / Tablets.
7. Retailers undertake to work weekdays from Monday to Friday.
8. Retailers’ commitment to the daily working hours, as the total working hours are 10 hours per day, which will start from 8:30 am in the morning until 6:30 pm in the evening. With the presence of the project team exclusively during the exchange process.
9. Retailers undertake to secure a sufficient number of employees (male – female) to allow the smooth flow of beneficiaries.
10. Retailers undertake to treat program participants with respect and provide any necessary assistance.
11. Attending all meetings and training courses organized by IYD in person.
12. Using the electronic voucher method to implement sales or paper vouchers in case the electronic voucher method is not feasible.
13. Retailers must consider precautions to prevent the spread of of COVID-19 and diseases transmitted through contact during the sales process .
14. Allowing IYD to monitor voucher sales transactions.
15. Allow IYD, its partners, or any other external control body to inspect the merchandise to ensure that it meets the minimum quality standards available in the market.
16. Each retailer will be paid after the end of the redemption round from all markets and receiving the reconciliation documents within 6 weeks in max.
17. Retailers must accept the terms and methods of payment and must accept to receive payments in Turkish Lira based on the exchange rate of the day of payment or in USD .
18. IYD will visit the Retailers who meet the above-mentioned conditions and technically evaluate them, then the most suitable stores will be identified for the project and the beneficiaries.
19. The winning Retailer must submit legal invoices “Which will be identical to the invoices issued from the redemption system” that contain the following information and are considered a prerequisite in the contracting process. The submitted invoice must contain the following information:

Retailer Information:

1. The Company’s name.
2. Supplier name.
3. Supplier address.
4. Telephone number.
5. Supplier email (if any).
6. Supplier logo (if any).
7. Invoice number.
8. The date of the invoice.
9. Buyer’s name: (Humanitarian Relief Organization)
10. The word invoice in bold in the middle (invoice – sales invoice – cash sales invoice – Fatura)
11. The name of the material/service provided.
12. Specifications of the material/service provided.
13. Unit of measurement.
14. Quantity.
15. Unit price.
16. Total price.
17. Currency.
18. The sum of the invoice at the bottom, in number and in words, along with the currency.

Food shops (wholesalers – retailers) must attach the following documents to the application:

• A copy of the identity of the store owner.
• The stamp must be under the shop name or the shop owner’s name. If the shop owner has a partner, the stamp must be under the shop name. and he must provide all the identification for his partner.
• A document proving the lease contract of the store or an ownership document.
• A copy of certificate for practicing the profession. if any
• A document proving the existence of a PTT account (if the shop owner did not provide an account, he must provide a pledge and has ten calendar days to provide the account otherwise, IYD will not sign a contract with him).
• A copy of any previous work contracts with humanitarian organizations or United Nations organizations. If any.

Retailers who are interested and able to meet the above requirements should submit all required documents and fill out the application form
by visiting the IYD office starting from Thursday 23-Oct-2024

IYD office in Idleb –Syria: the northern neighbourhood – Maarat Misrin road Building number: M-07/00802, M-07/00801. (Monday to Friday from 10:00 to 16:00).

Deadline for applications: Wednesday 30-Oct-2024, at 16:00 pm, Syria time.

The application is free of cost. Submission of the application is NOT a guarantee of contract.