Dear Applicant,
Following your interest in the above-mentioned invitation to tender, please find enclosed the following documents, which constitute the tender dossier.
Any request for clarification must be received by Action Against Hunger in writing at least 3 days before the deadline for submission of tenders. Action Against Hunger will reply to bidders’ questions before the deadline for submission of tenders.
Costs incurred by the bidder in preparing and submitting the tender proposals will not be reimbursed.
We look forward to receiving your tender at the address specified in the Instructions to Bidders before 17:00 EST (Toronto) on May 21, 2025, as stated in the procurement notice.
If you decide not to submit a tender, we would be grateful if you could inform us in writing, stating the reasons for your decision.
Purpose of the Call for Tenders
The purpose of this Call for Tenders is to solicit competitive offers for the supply of Software Development Services for the 1) development or 2) maintenance of SMART+ within Action Against Hunger Canada.
The Purpose of this Call for Tender is to sign a contract for the supply of software development or maintenance services. The Call for tenders aims at selecting reliable equipment and supplier(s).
Total quantities and services mentioned in this Call for Tenders are estimates of Action Against Hunger’s immediate needs and may vary by more or less ten percent (10%): this estimation can in no case be considered as a firm order from Action Against Hunger.
A detailed description of the services required by Action Against Hunger Canada in each stage is contained in the technical specifications (see APPENDIX A – Technical specifications).
Questions and Clarifications
If Action Against Hunger, either on its own initiative or in response to a request from a prospective bidder, provides additional information on the tender dossier, such information will be communicated simultaneously in writing to all the bidders.
Bidders may submit questions in writing to the following by email up to five (5) calendar days before the deadline for submission of tenders, specifying the publication reference and the Tender title:
Contact name: SMART+ Development Team
E-mail: procurement@actionagainsthunger.ca
Any prospective tenderer seeking to arrange individual meetings with Action Against Hunger during the tender period may be excluded from the tender procedure.
Eligibility
Participation in tendering is open on equal terms to any natural and legal persons or company.
However, to comply with some of Action Against Hunger’s donors’ rules, participants must clearly indicate their company’s nationality and origin of the proposed goods/services.
Content of Tenders
The Tenderer must provide sufficient information in the proposal to demonstrate compliance with the requirements set out in each section of this request for proposal. The proposal shall include, as a minimum:
1)An itemized list of all documents in the proposal.
2)“Supplier Questionnaire” duly completed (see Appendix B). This questionnaire should be completed with all required information such as:
a)Proof of Company Registration.
b)A copy of audited financial statements for last three (3) years (balance sheet and income statement).
c)The details of the names, address and contact information of three (3) clients for whom the same type of services were provided. Action Against Hunger reserves the right to contact these references, without notifying the Tenderer.
d)An organisational (human resources) chart for the company in general.
e)An organisational (human resources) chart, including CVs, for the proposed SMART+ development team, clearly indicating reporting lines and client contact points.
3)A detailed activity schedule (timeline) for the proposed works.
4)A detailed Technical Offer addressing each component of SMART+ and responding to all technical specifications in Appendix A. Offer formats are flexible but must address all stages of development and clearly demonstrate how the company and/or project team meet the desired qualifications outlined in this document. Action Against Hunger Canada is open to creative or unconventional solutions for SMART+ so long as the technical requirements and the needs of users can be met. Technical Offers
should include at a minimum:
a) Profile of Team Assigned to the SMART+ project which clearly outlines:
i) The structure of the team and reporting/client communication workflows.
ii) Why the team has the required skills and experience to perform the work to a high technical standard.
Links to online portfolios (e.g., GitHub), publications, or equivalent should be included in the profile.
iv) Each team member’s amount and type of experience on similar projects
v)Approximately how much time each individual will spend on the project per week, and for how many weeks out of the total timeline.
b)Company Profile outlining history and profile of organization, including focus areas and an overview of the organization’s structure and governance.
c) Portfolio of previous work, including examples of the organization’s previous or ongoing projects relevant to the goals of SMART+. Action Against Hunger is particularly interested in any recent mission-critical software development projects. Examples of code/software, if available, are encouraged.
5)“Pricing Matrix” or detailed Price offer, organized by stage of development, with explanatory notes if necessary (see Appendix C). The preferred currency for this tender is Canadian Dollars (CAD).
6)Details of proposed maintenance retainer, including definition of work which falls within the scope of the retainer, definition of work which falls outside the scope of the retainer and any conditions or otherwise relevant information related to maintenance.
7)“The Declaration of compliance and commitment to respect Action Against Hunger Good Business Regulations” filled and signed by the duly authorised person (see Appendix E).
8)Action Against Hunger Terms and Conditions of Purchase signed and approved by supplier (see Appendix F).
9)If applicable, a letter specifying differences between the Supplier Sales conditions and Action Against Hunger General Purchase Conditions.
10)A letter of the bidder’s bank to guarantee the bidder’s solvency (see Appendix D).
11)Certificate of origin of the products/services.
Please visit this link for detailed information Tender Dossier- Developmnt and Maintenance-May 2025.pdf
Yours sincerely,
SMART+ Development Team
SMART Initiative
Action Against Hunger Canada
How to Apply:
The tender shall consist of one (1) email.
Offers should be sent to procurement@actionagainsthunger.ca with the subject line:
Development and Maintenance of SMART+
– Offers must be received by Action Against Hunger no later than the 17:00 EST (Toronto) on May 21, 2025
– NB: Late proposals will not be accepted and will be returned to the Proponent or discarded. Also, all proposals will be irrevocable after the Call for Tenders closing date.
Here is the link to the document à
And here is the link to where it is located:
