Tender Code: 25-NL-SWHF-01
About Stichting White Helmets Foundation:
Stichting White Helmets Foundation ("SWHF") is an organization registered at the Chamber of Commerce in the Netherlands under registration number 74391798, with a registered address at Kingsfordweg 151, 1043 GR Amsterdam, the Netherlands.
________________________________________
1. Tender Scope: Delivering a Unified Database to SWHF
1. SWHF seeks to procure a unified database, with the project to be delivered in stages according to the tender terms.
2. Tender Start Date: 27/02/2025
3. Deadline for Submission of Bids: 07/03/2025
4. Bid Submission Email Address: [email protected]
5. Inquiry Contact: Suppliers may send inquiries before the submission deadline to [email protected].
6. All documents and attachments related to this RFT (Request for Tender) are considered an integral part of this tender.
________________________________________
2. Specific Guidelines of the Current Tender:
2.1 Project Timeline
The maximum time allowed to complete the service is 180 days from the contract signing date, divided into three phases:
Phase 1 (Months 1-2): Planning and Design
• Analyze Existing Data: Identify current data sources and structures.
• Design the Unified Database: Create a structured schema integrating all data sources.
• Develop a Migration Plan: Define data transfer mechanisms, validation, and testing procedures.
• Set Up the Development Environment: Prepare FileMaker servers and a test environment.
Phase 2 (Months 3-4): Implementation and Integration
• Build the Database: Implement the core database structure in FileMaker.
• Develop Import and Integration Tools: Set up data import functions and API connections for real-time updates.
• Migrate Data: Transfer data from old systems incloud all data type (CSV, JSON, and XML) while ensuring accuracy.
• Implement Analysis and Reporting Features: Create dashboards, reports, and data visualization tools.
• Configure User Permissions and Security: Define access levels and enable encryption.
• Conduct Initial Testing: Verify system functionality and identify potential issues.
Phase 3 (Months 5-6): Optimization and Deployment
• Train Users: Educate teams on the new system.
• Optimize Performance: Address issues, enhance system responsiveness, and refine search/filter features.
• Official Deployment: Launch the database with ongoing monitoring and technical support.
SWHF reserves the right to disqualify any offer that exceeds the stipulated project timeline.
2.2 Compliance and Execution
1. Deliverables must meet the required specifications. The technical evaluation will be conducted based on the specified criteria.
2. If fraud or unjustified delays in execution are discovered, SWHF reserves the right to withdraw the project from the supplier and reassign it without limiting the obligations of the initial supplier.
________________________________________
3. General Guidelines
1. Participation is open to all registered suppliers on the SWHF vendor list or other qualified suppliers.
2. Prices must be in EURO for each phase separately, as well as the total cost, inclusive of VAT.
3. In case of discrepancies between unit price and total price, the unit price will prevail.
4. If a bid is submitted in a different currency, the exchange rate at the offer submission deadline will apply. However, the supplier must commit to the original bid price if selected.
5. SWHF reserves the right to increase or decrease requested services based on the project budget.
6. SWHF may reject any offer that does not meet the required specifications.
7. Bids must comply with all submission instructions. Non-compliant bids may be rejected.
8. Suppliers must adhere to all measures to prevent and respond to exploitation, neglect, ill-treatment, and violence against vulnerable groups.
9. Suppliers must comply with valid laws and avoid any criminal activities.
10. Supplier qualifications, experience, and financial solvency will be evaluated before contract award.
11. Prices will remain fixed throughout the contract period unless agreed otherwise in writing.
12. SWHF is not responsible for the safety or indemnities of the supplier’s workers.
13. SWHF will not be liable for additional costs beyond the agreed contract terms.
14. Dispute Resolution: In case of disputes, parties should seek an amicable solution. If unresolved, Dutch laws will apply.
15. Accepted bid languages: Dutch or English (preferably both).
________________________________________
4. How to Participate in This Tender
Bidders must submit signed and stamped bids via email to [email protected].
________________________________________
5. Bid Evaluation Method
Bids will be evaluated based on economic and technical criteria.
5.1 Basic Standards for Consideration
• Delivery time within the required timeline.
• Compliance with Data Protection Standards.
• Integration with Existing Systems.
5.2 Technical Evaluation Criteria (Total: 100 points)
• Technical Efficiency and Design Quality – 30 points
• Compliance with Security and Data Protection Standards – 20 points
• Ability to Integrate with Existing Systems – 20 points
• Previous Experience with Similar Projects – 15 points
• Technical Support and Post-Contract Maintenance – 15 points
Bids scoring less than 70% in the technical evaluation will be disqualified from financial assessment.
5.3 Economic Mark Calculation
Economic Mark = Offer Price ÷ Total Evaluation Marks
The supplier with the lowest economic mark is the winning provider.
________________________________________
6. Method of Payment
1. Payments will be made within 15 calendar days from the official SCN after service completion for each phase separately, invoice submission, and payment request approval.
2. Payments will be made in batches in EURO or its equivalent based on ABN AMRO Bank’s exchange rate.
________________________________________

7. Fines and Termination
1. Contract Termination: SWHF may terminate the contract due to funding constraints or other reasons. The supplier will be compensated for completed services.
2. Failure of Execution: SWHF may cancel the contract if the supplier fails to execute services as agreed.
3. Delays: A fine of 0.005% of the total purchase order value per day will be applied for late service completion.
4. Service Compliance: If the service does not meet agreed specifications, the supplier must rectify the issue at their own cost.
5. Force Majeure: The supplier must notify SWHF within 48 hours of any force majeure event, with a resolution to be agreed upon within 3 days.
6. Confidentiality: The supplier must maintain confidentiality regarding contract-related information. Breaches will result in contract termination and a fine of 5% of the total contract value.
________________________________________
8. Participant Supplier Details
Bidders must provide the following information:
• Supplier Full Name:
• Place of Residence:
• Email:
• Bank Account Name:
• Bank Name:
• Supplier Signature & Stamp:
SWHF will ensure confidentiality of bid information.
Supply Chain Team, Stichting White Helmets Foundation