1. General Information

The Charitable Organization “Charitable Foundation ‘Mission Kharkiv’” announces an open tender and invites qualified suppliers to submit tender proposals for the procurement of 190 metal first aid kit boxes to support the implementation of the humanitarian project Save the Workers.

The Save the Workers project aims to support critical infrastructure workers through first aid training and the distribution of specialized first aid kits.
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2. Contracting Authority Information

Charitable Organization “Charitable Foundation ‘Mission Kharkiv’”
EDRPOU: 44892289
Address: 5 Nezalezhnosti Ave., Kharkiv, 61022, Ukraine
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Email: procurement@missionkharkiv.org‍

Phone: 0976718241‍

Email for submission of proposals: procurement@missionkharkiv.org

Email for questions and clarifications: procurement@missionkharkiv.org
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3. Subject of Procurement

Procurement item: 190 metal first aid kit boxes (empty casing, without shelves) in accordance with the Technical Specification (or equivalent).

Key minimum requirements for the metal box:

1. Dimensions (W × H × D): not less than 300 × 350 × 184 mm.
2. Material: metal (steel), thickness not less than 0.8 mm.
3. Coating: powder coating, color RAL 2004 (orange).
4. Marking: sticker “First Aid Kit Contents List” (140 × 70 mm). Printing and application shall be provided by the supplier.
5. Reflective elements: green reflective strips on the exterior according to the provided layout. Application shall be ensured by the supplier. The marking layout/design will be provided to participants during the clarification period or to the selected supplier prior to production for approval.
6. Construction: hinged door with wall-mounting capability. The lock must secure the box door while ensuring easy access to the contents (without additional tools such as a key or code). Possible options include:
   - Mechanical latch lock (rotary / compression type)
   - Hook with fixing plate.

Delivery Location
Kharkiv, 137 Heroiv Kharkova Avenue, Ukraine.

Expected delivery period:Up to 10 calendar days from the date of contract signing or according to the bidder’s proposal.
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4. Legal Basis and Procedure

The procurement is conducted in accordance with the Procurement Policy of the Charitable Organization “Charitable Foundation ‘Mission Kharkiv’.”Due to the expected procurement value, an open tender procedure is applied..
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5. Technical Requirements

The technical, functional, and quality characteristics of the procurement item are defined in the following document:

Annex 1. Technical Assignment / Specification (Metal First Aid Kit Box) for the Save the Workers project.

The bidder must confirm that the proposed metal first aid kit boxes comply with all minimum requirements specified in the Technical Assignment. Equivalent products are permitted provided they are not inferior in overall characteristics, functionality, and quality.

The boxes must be: new, free from damage, properly coated, correctly marked.

As part of the proposal, the bidder must provide a technical description (drawings and/or photos), as well as confirmation of the key parameters, including: dimensions, metal thickness, coating type and RAL 2004 color,presence of a locking mechanism that secures the door while ensuring easy access to the contents (without additional tools such as a key or code), capability for wall mounting.

Failure to comply with at least one mandatory requirement of the Technical Assignment may constitute grounds for rejection of the proposal.

The bidder must also include copies of valid documents confirming the quality and origin of the goods, including: product passport and/or quality certificate, warranty letter, documents or technical specifications related to the material and coating (if available).If certain documents are not provided by the manufacturer, the bidder must submit an explanatory letter.
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6. Eligibility Requirements and Acceptance Criteria

Participants eligible to take part in the tender must:

1. Be legal entities or individual entrepreneurs officially registered in Ukraine.
2. Have experience in supplying metal products (cabinets, boxes, furniture, or similar items) and/or delivering batch supplies.
3. Have no conflict of interest with the Contracting Authority.
4. Agree to comply with the Contracting Authority’s anti-corruption and ethical standards.
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7. List of Documents to Be Submitted as Part of the Proposal

The proposal must be submitted as a single package and include the following:

A. Administrative Document

• Tender Proposal Form (including the financial offer) (Annex 2)
• Participant registration documents
• Document confirming the authority of the signatory
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B. Technical Documentation

• Confirmation of compliance with technical requirements by completing the column “Details (model, manufacturer, link, photos, description, certificate)” in the Tender Proposal Form (Annex 2)
• Technical descriptions/specifications of the metal boxes (drawings and/or photos), including confirmation of:
  
  • dimensions,
  • metal thickness,
  • coating type and RAL 2004 color,
  • marking elements (140 × 70 mm label and reflective strips according to the scheme)
    

• The marking scheme/layout will be provided to participants during the clarification period or to the selected supplier prior to production for approval
• Documents confirming product quality and origin (product passport/quality certificate, warranty letter, etc.), if available
• Warranty terms for the product and coating (warranty period, replacement/defect correction conditions)
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C. Financial Proposal

• Tender Proposal Form (including the financial offer) (Annex 2) must clearly indicate:
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  • unit price (per 1 metal first aid kit box), including VAT (if applicable),
  • quantity (190 units),
  • total proposal value,
  • delivery terms to: 137 Heroiv Kharkova Avenue, Kharkiv,
  • delivery timeframe,
  • validity period of the offer (minimum 20 calendar days),
  • payment terms.

Submission of pricing information without specifying both the unit price and the total proposal value is not permitted.
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8. Currency and Pricing

The proposal must be submitted in Ukrainian Hryvnia (UAH). The price should include all costs related to the assembly, packaging, and delivery of each box to: 137 Heroiv Kharkova Avenue, Kharkiv.

Payment terms:

• Standard payment: cashless, 100% post-payment within 3 banking days after actual delivery of the goods and signing of all primary documents.
• Participants may propose alternative payment terms only with written justification. Submission of alternative terms does not guarantee acceptance by the Contracting Authority and does not provide an advantage during evaluation.

Acceptance of goods:

• The Contracting Authority will accept goods based on quantity and quality according to delivery notes and the requirements of Annex 1.
• The Supplier must provide goods with the complete set of primary documents, including invoice, specification/list of items, and delivery note.
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9. Evaluation Criteria and Winner Determination Method

Evaluation will follow the principle of best value for money.

Minimum qualification requirements:

• Full compliance with the Technical Specifications.
• Submission of all required documents.

Winner determination criteria:

1. Price – 70%
2. Delivery timeframe – 15%
3. Quality and compliance with technical requirements – 15%

Note: Non-compliance with even one mandatory requirement of Annex 1 (Technical Specifications) may result in disqualification.
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10. Clarification Requests and Amendments

Deadline for questions: 15 February 2026, 18:00

Deadline for answers by Contracting Authority: 16 February 2026, 18:00
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11. Submission of Proposals

Submission method: via email

Email subject: “Open Tender – Metal First Aid Boxes Save the Workers – [Participant Name]”
File format: PDF (signed scan or digital signature), Excel for pricing form if applicable.

Submission of original paper documents is not required at the proposal stage. Originals must be provided only by the winner upon contract signing and/or delivery.

Submission deadline: 17 February 2026, 18:00 Kyiv time
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12. Confidentiality and Integrity

Participants must adhere to principles of integrity. Any attempt to influence the decision of the Contracting Authority will result in proposal rejection.
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13. Draft Contract and Key Terms

• Submission of a draft contract is not required with the tender proposal.
• Submitting a proposal implies the participant’s acceptance of the key procurement conditions.
• The contract will be signed with the winning participant after evaluation, based on the tender proposal and this announcement.

Key terms:

• Delivery to: 137 Heroiv Kharkova Avenue, Kharkiv
• Full compliance of the product’s completeness and specifications with Annex 1 (Technical Specifications)
• Goods acceptance based on quantity and quality per delivery notes and Technical Specifications
• If any product is found non-compliant in completeness or quality, the Supplier must replace it at their own expense within the agreed timeframe
• Delivery timeframe according to the winning proposal
• Payment will be cashless, after actual delivery and signing of primary documents
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14. Annexes to the Announcement

• Annex 1: Technical Specifications (metal first aid box) for the Save the Workers project
• Annex 2: Tender Proposal Form (including financial offer)