BID DOCUMENT

FOR
THE PURCHASE
OF
GROUND COFFEE

Tender Ref. No.: SSNT-T215

NOVEMBER 2020
ADDIS ABABA, ETHIOPIA
Tender Document for the Purchase of Ground Coffee

PART ONE
INVITATION TO TENDER

BID FOR THE PURCHASE OF GROUND COFFEE

1. INTRODUCTION AND SUBJECT OF THE BID

Ethiopian Airlines whose principal address is at ADDIS ABABA, ETHIOPIA,

P.O. Box 1755 BOLE INTERNATIONAL AIR PORT, (here after called
ETHIOPIAN) intends to purchase First class Ground Coffee via bid from
interested Ground Coffee suppliers (here in after called BIDDERS) for two
years period on contractual basis.
2. INSTRUCTION TO BIDDERS:

2.1. Bidders shall submit their proposal in two copies marked “Original”
and “copy.” The proposal marked “Original” shall be the master copy
of the tender. If there is any discrepancy between the “Original” and
the duplicate marked “copy,” the entries on the original shall be
deemed correct.
2.2. Bidders are required to submit their technical and financial
proposals in separate envelopes and enclose these envelopes in outer
envelopes for both the original and the duplicate.
2.3. The outer envelopes shall be sealed and be labeled as “OFFER FOR
THE SUPPLY OF GROUND COFFEE TO ETHIOPIAN AIRLINES”
and deliver to the address:-
Ethiopian Airlines Group
Bole International Airport
Strategic Sourcing Non-Technical
ATTN: Esayas Tumato
Tel: 251-11- 517-4552

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Tender Document for the Purchase of Ground Coffee

E-mail: ESAYASTS@ethiopianairlines.com
2.4. Clarification of Proposal Document.

The prospective bidders requiring clarification for this proposal

shall contact ETHIOPIAN in writing by E-mail
ESAYASTS@ethiopianairlines.com or Tel: 0115-17-45-52 at
the business address indicated in Article 2.3. Ethiopian will
ensure that all such requests are responded on time if the bid
committee receives the written request 7 days before the
deadline of submission of the bid offer.
The clarification will be communicated to all potential bidders
without disclosing the source of the query, as deemed
necessary.

2.5. Preparation of bid.

2.5.1. All signing, witnessing and initialing is to be in ink. All offers

and schedules are to be in typescript.

2.5.2. The person who signs on any offer or document should be a

person duly authorized by the bidders.

2.6. Complete Proposal.

The bidders are expected to examine all the scope of work of
the activities, instructions, specifications and the options
preferred by ETHIOPIAN, as indicated in this document and its
attachment (PART TWO). Failure to fulfill the requirement of
the specification may result in the rejection of the bid.
2.7. Cost of Proposal.
Bidders shall bear all costs associated with the preparation
and submission of their proposals. ETHIOPIAN will in no case
be responsible or liable for any cost, regardless of conduct or
the outcome of the bid evaluation.

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Tender Document for the Purchase of Ground Coffee

2.8. Mandatory points

Bidders are expected to fulfill the under listed mandatory points.
Otherwise they will be subjected to an immediate disqualification if
one is not fulfilled and /or not submitted.
 Bidders participating in this tender must submit ETB
20,000 (Twenty Thousand Birr) bid security in the form
of CPO or unconditional bank guarantee valid for 90 plus
28 days starting from bid opening date.
 Should submit copy of their valid trading license, TIN &
VAT certificate.
 Must have a minimum of three years’ experience in
related field.
 Must provide Quality/manufacturing certificate from
Ethiopian Food & drug Authority or USFDA (USA Food
and Drug Administration) registration certificate/number.
 Must submit their samples of Ground Coffee before/on
bid opening date & time.

3. FACILITY VISIT
Ethiopian has the right to visit the facility of potential bidders and
crosscheck the technical viability of bidder’s competency.
4. PRICING AND PAYMENT SCHEDULE
 The price shall include all costs like taxes and other
applicable cost in the country.
 The prospective supplier and/or service provider shall
indicate the preferred terms and mode of payment.
Ethiopian prefers net 30 days’ payment term. Letter of
Credit (L/C) is not accepted by ETHIOPIAN.

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Tender Document for the Purchase of Ground Coffee

 Bidders will be required to deposit 10% of the total value

of the item as a performance bond after winning the bid
in the form unconditional Bank guarantee.
 Bidders should attached delivery testimonies and/or list
customer reference.
 All shipments should be delivered to Ethiopian Airlines
compound Bole International Airport.
 Bidders should quote fixed price throughout the contract
period. Price Escalation may be considered if government
announces devaluation and/or if ensue economic
recession national wide, but, whichever cases takes place
it is subject to Ethiopian approval.
5. WARRANTY
The prospective supplier shall warrant that the item will be fresh and free
from any defects.
The supplier shall replace immediately if the goods delivered are defective or
poor quality.

6. PRPOSAL SUBMISSION DEADLINE AND OPENING

The closing date of the proposal submission will be on December 14, 2020
at 3:00 PM and will be opened on the same date at 03:30PM. No proposal
will be collected other than the date mentioned herein. Electronic proposals
are strictly forbidden. All proposals shall be in a wax-sealed hard copy
addressed for the contact person indicated in 2.3.
To have negotiation power Ethiopian Airlines will not arrange financial
opening call. The financial Bid opening process will accomplish with the
presence of Ethiopian Airlines Bid Evaluation Committee members only.

7. COMPANY PROFILE
Bidders should attach copies of company profile and customer reference list
with the technical proposal. Incomplete proposals may be rejected by
Ethiopian.

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Tender Document for the Purchase of Ground Coffee

8. TECHNICAL EVALUATION

9.1 Responsiveness to the requirements: The offered proposal must be

responsive to Ethiopian requirements as well as the mandatory
requirements listed under 2.5.5. Facility visit will be considered
under the technical evaluation.
9.2 Only technically responsive bids will be considered for the financial
evaluation.
9.3 Additional offers: If any bidder submits additional type of offers, not
listed in ETHIOPIAN specification and same is believed to be
beneficial, then it will be considered.

9. FINANCIAL EVALUATION
The financial evaluation shall consider the following: -
9.1 Bid price
9.2 Payment term
9.3 Delivery time
9.4 Validity of the offer shall not be less than a year.

10. ESTIMATED AVERAGE ANNUAL USAGE & GENERAL CONDITION OF

THE CONTRACT
The estimated average annual usage indicated in this document shall not be
considered as a firm order quantity. An upward or downward adjustment
might occur during the contractual period.
11. BID AWARD
ETHIOPIAN shall notify the winner in writing and those bidders who have
not succeeded in winning the bid shall also be notified.
12. CANCELLATION OF BID
Ethiopian Airlines has the right to cancel this bid entirely or partially
without prior notification.

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Tender Document for the Purchase of Ground Coffee

PART – TWO
TECHNICAL REQUIREMENT

I. OBJECTIVES

Ethiopian Airlines Group is looking for qualified suppliers that can able to
provide a Ground Coffee with reasonable price.

II. TASKS TO BE PERFORMED

The prospective bidders have the following responsibilities:

 Bidder shall deliver the product at Ethiopian Airlines Group Head office,
Bole International Airport.
 Bidders shall be free from faults and defects while they completed their
tasks.
 Bidders cannot join other sub-contractor.
 The bidder shall make close arrangement with ETHIOPIAN how to proceed or
perform the services in compliance.

III. ESTIMATED ANNUAL USAGE

S/No. Description Estimated Annual Remark

Quantity
An upward or downward
1 Ground coffee 8,000KG adjustment might occur
during the contractual
period

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Tender Document for the Purchase of Ground Coffee

IV. SPECIFICATION FOR GROUND COFFEE

A. Item
Description

Promotional item Coffee grounded ET Part number: Internal part number:

Item description 984011
Supplier/producer TBD 57

B. Technological specification
Product
1 Type of product/kind Ground Coffee group: NA
ISO country
2 Country of origin/region Ethiopia code
Description condition (e.g. fresh, preserved,
3 etc.) Dry PHF: No.
Composition / ingredients according to
4 labeling by food legislation Ground Coffee

5 Intended purpose Free gift item for promotional purpose

6 Packaging / units (number if applicable) ½ kg and ¼ kg - two types

Article
7 Article Article size: bag weight: 40gr
8 Weight per packaging / unit ½ kg and ¼ kg (two types)
Kraft paper + Aluminum Coffee pack coated
9 Kind of packaging inside + PE + Matt film
To be provided by the bidder as per the
design created by Ethiopian (RFP includes
10 Packaging packaging)
Storage condition, mfg. exp date, product
11 Labeling according to regulations name

12 Weight /caliber (including tolerance+/-) 995 gr - 1010 gr

Delivery and storage condition
13 (temperature, atmosphere etc.) Room temperature cool and dry place
Shelf life (expiry date, best before date) acc
14 to Two years after date of receiving

15 Genetically modified organism None

16 Allergenic ingredients Labeling acc to NA

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 Tender Document for the Purchase of Ground Coffee

European legislation 2003/89 EC

17 Additional ingredients by food legislation NA

C. Analytical specification
1 Color Brown
2 Shape/size Powder form
3 Smell Natural ground coffee free from any odor
4 Taste Natural ground coffee flavor
5 Consistency / condition / texture Powder homogenous mixture
6 Ph value (incl. Tolerance +/-) N/A
7 Nutritional facts according to declaration Caffeine
According
analytical
8 Chemical physical criteria specification (aPSP) No
According
analytical
9 Microbiological criteria specification (aPSP) No
10 Remarks

SEAL INSTRUCTION

Please seal the following documents in separate envelopes in your proposal &
enclose these envelopes in outer envelopes.

1. Technical Proposal
1.1 Original –Separately
1.2 Copy - Separately

2. Financial Proposal
2.1 Original –Separately
2.2 Copy –Separately

3. CPO –Separately

The outer envelopes shall be sealed and be labeled as “OFFER FOR THE SUPPLY
OF FIRST CLASS GROUND COFFEE TO ETHIOPIAN.

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