INTRODUCTION TO NGO “GIRLS”
NGO “Girls” is an organization that supports women and children in Ukraine.
Mission of NGO “Girls”: Girls and women in Ukraine plan all pregnancies, build their life strategy, are self-reliant and satisfied.
More information about the Organization: https://divchata.org/uk/
NGO “Girls” invites you to submit a proposal for Comprehensive service maintenance, diagnostics, and repair services for corporate computer, mobile, and office equipment under a framework agreement.
Complete applications must be submitted in Ukrainian in one copy marked as: “PF.Girls-2026-011-RFP Comprehensive service maintenance, diagnostics, and repair services for corporate computer, mobile, and office equipment” no later than June 30, 2026, by 23:59 Kyiv time.
Please review the Request for Proposals No. PF.Girls-2026-011-RFP.
Applications submitted to a different address or in a form other than that specified in this Request for Proposals, or applications for which the appropriate level of confidentiality has not been maintained, or applications received after the specified date and time, will be rejected.
This Request for Proposals (RFP) is announced for the purpose of concluding a framework agreement with one or several suppliers for the provision of comprehensive service maintenance, diagnostics, preventive maintenance, and repair services for corporate computer, mobile, office, and energy equipment of NGO “Girls”. The services will include technical maintenance, diagnostics, preventive maintenance, and repair of corporate equipment in accordance with the Customer’s needs and pursuant to the Terms of Reference, which form an integral part of this Request for Proposals.
The services will be provided on the basis of separate requests from the Customer during the term of the framework agreement. The scope of services may vary depending on the Customer’s actual needs, and the Customer does not guarantee any minimum volume of orders.
The Contractor must ensure an appropriate level of service quality, compliance with data protection requirements, timely response to requests, provision of a warranty for performed works, and the possibility to track the repair status in accordance with the requirements of the Terms of Reference.
Geography of service provision: The services shall be provided at the Contractor’s service center located in Kyiv. The Contractor must ensure the possibility of receiving and returning equipment via the Nova Poshta delivery service for all Customer locations within the territory of Ukraine.
Service provision period: 24 (twenty-four) months from the date of signing the framework agreement.
Framework agreement terms: As a result of this tender, the Customer plans to conclude a framework agreement for a period of 24 (twenty-four) months with two suppliers:
Main Supplier – the participant who receives the highest total score based on the evaluation results.
Reserve Supplier – the participant who receives the second-highest total score based on the evaluation results.
The Customer shall contact the Main Supplier to fulfill service requests during the term of the framework agreement.
The Customer has the right to contact the Reserve Supplier in the following cases:
The Main Supplier has provided written notice of inability to provide the services;
The Main Supplier has not confirmed the ability to fulfill the request within the established timeframe;
The Main Supplier fails to comply with the agreed deadlines or service quality requirements;
The agreement with the Main Supplier has been terminated or cancelled;
There is a need for simultaneous performance of a significant volume of work that cannot be ensured by the Main Supplier.
The framework agreement does not guarantee the Suppliers any minimum volume of orders or value of services during its term.
The prices proposed by the Supplier shall be fixed during the first 12 (twelve) months of the framework agreement. After the first 12 months, the Supplier may initiate a price review no more than once per year by submitting a written, justified request. Any price change shall enter into force only after written approval by the Customer and execution of the relevant additional agreement. The Customer reserves the right to reject the proposed price change if it is not supported by market data or is economically unjustified. In such case, the Customer may continue cooperation at the current prices or contact the Reserve Supplier.
The cost of cartridge refilling shall be determined depending on the cartridge model and type of consumables. The Customer has the right to order refilling of various cartridge models at prices agreed by the parties based on the Supplier’s current price list, but not higher than the average market prices.
Please submit a proposal containing the following list of documents:
A valid document confirming state registration*
A valid document confirming that the participant is registered under the relevant taxation system**
A duly completed and signed Supplier Registration Form (Annex A), signed in PDF format
Duly signed Annex B. Technical Specification
Duly signed Financial Proposal (Annex C)
Documents confirming technical capacity:
Information on the availability of a service center and material and technical resources;
Information on the availability of professional diagnostic and repair equipment;
Description of the repair tracking system, such as an online account or another mechanism for informing the client about the repair status;
Photos of the service center and work areas, if available;
List of manufacturers and types of equipment handled by the service center, such as Dell, HP, Lenovo, Samsung, Xiaomi, Canon, Epson, etc.;
Confirmation of experience in providing service maintenance and equipment repair services to legal entities over the past 5 years, based on submitted contracts, acts of completed works, recommendation letters, information certificates, or other supporting documents;
The participant must provide information on the personnel who will be involved in providing the services, indicating their work experience, specialization, and available professional or vendor certificates, if any.
Questions regarding the tender may be submitted electronically by email to: [email protected] until June 26, 2026.