IDA Foundation Terms & Conditions

 

PPM LLIN Terms and Conditions
PPM Non-Core Terms and Conditions

 

PPM LLIN Terms and Conditions

General

The Price quote (PQ) is subject to the terms and conditions based on (1) framework agreement
between GF & suppliers, (2) outcome of RFQ for freight and insurance, (3) IDA Foundation –
Global Fund Agreement and (4) general IDA terms and conditions. The Price Quote is subject to
the letter on participation in the Pooled Procurement Mechanism sent by the Principal Recipient to
the Global Fund, and its schedule.

 

Logistics costs

Freight costs are based on an estimated number of containers/trucks to the destination(s) as
indicated in the PQ form. Quality control and pre-shipment inspection costs are based on an
estimated number of shipments. Insurance premium is based on the total value of the Price Quote.
Other costs are estimates based on information provided in PQ from. Only in the event of material
changes compared to this price quote, we will ask you to re-confirm a revised quotation. PR will
receive a Pro-Forma Invoice with the exact product costs and related procurement fee, once the
supplier selection/allocation has been finalized – in case this was not yet known at PQ stage. The
exact transport, insurance, pre-shipment inspection, quality control costs and other costs will be
reflected in the final invoice, which IDA will share with PR after the entire order has been delivered.

 

Validity of quote

The Price Quote will have a validity period of 14 calendar days unless otherwise stated in the
Quote.

 

Payment terms

100% pre-payment or a commitment letter from the Global Fund.

 

Specifications

Product specifications (shape, size, color, denier, accessories) as indicated in the PQ form are
applicable.
Standard label, bag and bale instructions as per the WHO guidelines for procuring public health
pesticides (2012) apply. ISO 3758 pictograms are used for cleaning instructions.
Bag type, label and bag language, specific logos and additional texts apply as indicated in and
attached to the PQ form.
Standard bale size of 50 nets per bale apply, unless otherwise indicated on the PQ form.

 

Delivery dates

The average procurement lead time is 180 days from the initial request until delivery of the goods.
In case the desired delivery date cannot be met, IDA will do its utmost to deliver the goods as close
to the desired delivery date. The delivery dates can only be confirmed once IDA has received the
PR’s confirmation of the order and the disbursement or the Global Fund’s confirmation of funding
availability (commitment) is received and the order is placed and confirmed by the manufacturers.
Please note that the longer it takes to receive the signed quotation, and have funding confirmed,
the more likely it is that there will be increases in delivery lead times and/or procurement costs.

 

Incoterms

Incoterms indicated are based on Incoterms 2010. DAP1 and DAP2 are modified Incoterms,
whereas DAP1 includes customs clearance and DAP2 includes customs clearance and offloading.
In all cases PR remains responsible to arrange the required import documents and for timely
arrangement of storage space.
Offloading means that IDA/IDA’s freight agent is responsible for taking the LLINs from the
containers, counting the bales and handing them over to the warehouse designated by the PR,
after which both the responsible warehoused employee and IDA’s freight agent signed a Proof of
Delivery (PoD) for acceptance of the goods. The empty containers will be returned immediately to
the carrier and will not be offloaded from the truck.

 

Requirements for importation:
Registration

  • In case PR has informed IDA that registration of LLINs is required in the country, the products
    offered will be registered or submitted for registration before arrival of the goods. In case a
    selected supplier would not have confirmed registration yet, IDA will consult the PR if it’s
    possible to obtain a waiver for registration at least 2 weeks prior to shipment of the goods.
  • In case PR has declared that registration of LLINs is not required in the country, the PR accepts
    full responsibility for this declaration.

 

Country mandated pre-shipment inspection

  • In case PR has declared that a country mandated pre-shipment inspection has to be performed
    by SGS, Bureau Veritas or Intertek, the PR accepts responsibility to open an inspection file on
    the basis of IDA’s Pro-Forma invoice in the country of origin and to send the inspection file
    number to IDA at least 3 weeks prior to the goods readiness.
  • In case PR has declared that no other inspections are required (besides the pre-shipment
    inspection that IDA performs as a standard), PR accepts full responsibility for this declaration.

Import duties and taxes

  • PR accepts responsibility to obtain an import duties and taxes waiver and to share the waiver
    with IDA at least two weeks prior to arrival of the goods. Costs deriving from the non-availability
    of such waiver will be for the account of the PR.
  • In case PR has declared that no import duties and taxes are payable, PR accepts full
    responsibility for this declaration.

Proceed to shipment

As soon as the goods are ready from production and released for shipment based on the inspection
report and test results, IDA will immediately proceed with preparations for loading and shipment,
unless PR has confirmed well in-advance that a green light to ship from PR is required before
shipment. In such case IDA will not proceed with the shipment until an explicit confirmation in
writing from PR, providing green light to ship, is received.

Insurance

The goods will be insured for 110% of the invoice value from warehouse to warehouse. In countries
with an increased country risk (WOL), any damage or loss resulting from country risk is not
covered. We follow the official IHS Foresight Country Risk to determine if there is an increased
country risk (WOL) in the countries of destination or countries of transit. In case the country is rated
as an elevated/high/severe risk country at the moment of quoting, IDA will include the additional
premium applicable to the country to cover risk on-land, PR should inform IDA if the WOL should
not be applied.
In order to claim under the insurance, the PR is required to report any visible damage within 3 days
upon receipt of the goods in the warehouse. Hidden damage is to be reported within 30 days after
receipt of the goods in the warehouse. The PR can proceed with a claim using the Confirmation of
Receipt Form that IDA sends along with the Shipping Advice.
In case of CIP/CIF (air)port/terminal deliveries: there is a maximum period of 60 days to move the
goods from the (air)port of delivery to a warehouse for visual inspection, after which the abovementioned
timelines apply.

Remarks

Any demurrage or detention charges deriving from a situation which is beyond the control of IDA
Foundation, such as, but not limited to situations referred to as force majeure, port congestions,
customs clearance delays, non-availability of warehouse space and delays in offloading, shall be
borne by the PR. Such fees will be charged in the final invoice.
The transit time will depend on the availability of all the waivers and documents needed for custom
clearance and weather conditions.

Quality

All product/supplier combinations offered are interim or fully recommended by WHOPES, in
combination with published WHO specifications for quality control of the pesticides incorporated
into or coated onto the LLINs (see http://www.who.int/whopes/en/), and therefore comply with the
Global Fund’s Policies on the procurement and supply management of health products (see
http://www.theglobalfund.org/documents/psm/PSM_ProcurementSupplyManagement_Guidelines_e
n/). In line with this policy, the consignments will be visually inspected and samples will be drawn
and tested. Goods will only be shipped after release of the products based on the test reports.
Inspection reports and test results of an order will be shared with the manufacturer for their
reference.

Confirmation of Receipt of Goods

PR is requested to check boxes/bales and send a signed Confirmation of Receipt of Goods (CRG)
form within 14 days after receipt of goods in which damage/discrepancies shall be reported. In case
there are no discrepancies to be reported and Proofs of Deliveries (PoDs) were already signed and
sent, the Global Fund and IDA still require the PR to confirm receipt via de CRG form. If the CRG
form is still not received after 30 days, IDA considers the goods as received and accepted in good
condition.

 

PPM Non-Core Terms and Conditions

General

This quotation is subject to the terms and conditions based on framework agreement IDA
Foundation – Global Fund Agreement and general IDA terms and conditions. The quotation is
subject to the letter on participation in the Pooled Procurement Mechanism sent by the
Principal Recipient to the Global Fund, and its schedule.

Validity of quote

The price quote will have a validity period of 30 calendar days unless otherwise stated in the
quote.

Payment terms

100% pre-payment or a commitment letter from the Global Fund.

Offered products

For Diagnostics, depending on the nature of the product, IDA will:

  • For products with a total shelf life equal or longer than 18 months, we strive to
    guarantee a remaining shelf life of minimum 75% at the moment of picking of the
    goods.
  • For products with a total shelf life shorter than 18 months, we strive to offer the best
    possible remaining shelf life, if needed we will offer staggered deliveries according to
    your consumption rate.
  • Most controls and calibrators, due to the nature of these products, will be delivered
    according to the suppliers’ production against the ordering schedule. The Production
    and ordering schedule is available on request

In case there are products available on stock with a lower remaining shelf life, we will ask for
your acceptance before packing the goods.
In case a change or cancellation is required, IDA will, to the extent possible, accommodate
those changes. However, purchase orders are placed specifically for your project and normally
cannot be changed/cancelled.
Rejection of a lower Shelf life can lead to longer lead-time, and, in some cases, higher cost.

For Pharmaceuticals we guarantee a remaining shelf life of minimum 75 % at the moment of
picking of the goods. In case we have products on stock with a lower remaining shelf life, we
will ask for your acceptance before packing the goods.

Special products

When this quotation contains cool items, which are marked (*, **, ***, *F). IDA Foundation
will send a pre-shipment advice for immediate collection at the airport for these items.
When this quotation contains dangerous goods, the reference of the items will indicate a UNnumber.

When this quotation contains psychotropic and drugs, the items will be marked as (pt)/ (nt).
These items are subject to international control and need an export license from the Dutch
Authorities. In order to obtain the export license IDA needs to receive an import license issued
by the Health Authorities of the country that request the quote. The original of this import
license has to be sent to IDA office. (IDA Foundation, Slochterweg 35, 1027AA Amsterdam).
To cover the license fee and the extra administration costs, IDA charges €175,- (please note
that this cost can vary a bit depending on the exchange rate) per license. If your order contains
psychotropic AND narcotic drugs, we will need to obtain two separate licenses – one for Pt &
one for Nt products, so the extra charges in this case will be equal to €350. (please note that
this cost can vary a bit depending on the exchange rate) The order for these items can only
be processed after receipt of your import license.

Requirements for importation:
Registration

In case the PR has declared that registration of the products is required in the country, the
products offered will be registered or submitted for registration before arrival of the goods. In
case a selected supplier would not have confirmed registration yet, IDA will consult the PR if
it is able to obtain a waiver for registration at least 2 weeks prior to shipment of the goods.
In case the PR declares that registration of the product is not required in the country, the PR
accepts full responsibility for this declaration.

Country mandated pre-shipment inspection

In case the PR has declared that a country mandated pre-shipment inspection has to be
performed by SGS, Veritas, Cotecna or other, the PR accepts the responsibility to open an
inspection file on the basis of IDA’s proforma invoice in the country of origin and to send the
inspection file number to IDA at least 2 weeks prior to the goods readiness.
In case the PR has declared that no other pre-shipment inspections are required (besides the
pre-shipment inspection that IDA performs, the PR accepts full responsibility for this
declaration.

Import duties and taxes

The PR accepts responsibility to obtain an import duties and taxes waiver and to share the
waiver with IDA at least 2 weeks prior to arrival of the goods. Costs deriving from the nonavailability
of such waiver will be for the account of the PR.
In case PR has declared that no import duties and taxes are payable, the PR accepts full
responsibility for this declaration.

Insurance

The goods will be insured for 110% of the invoice value from warehouse to warehouse. In
countries with an increased country risk (WOL), any damage or loss resulting from country
risk is not covered. We follow the official HIS Foresight Country Risk to determine if there is
an increased country risk (WOL) in the country of destination or countries of transit. The PR
should inform IDA if the WOL should not be applied.
When the request contains cold items (***) and/ or freeze items (*F) we apply an extra
insurance (0,645% of the value of the goods). This extra insurance charge will appear in your
quote if applicable.
In order to claim under the insurance, PR is required to report any visible damage within 3
days upon receipt of the goods in the warehouse. Hidden damage is to be reported within 30
days after receipt of the goods in the warehouse. The PR can proceed with a claim using the
Confirmation of Receipt of Goods form that IDA sends along with the Shipping Advice.

Remarks:

IDA foundation and the PR shall take all necessary actions to avoid demurrage or detention
charges. Any demurrage or detention charges deriving from a situation which is beyond the
control of IDA Foundation, such as, but not limited to situations referred to as force majeure,
port congestions, customs clearance delays and delays in offloading, shall be borne by the PR.
The PR will be informed in writing about these additional costs and be charged in the final
invoice.
The transit time will depend on the availability of the waivers and/or documents needed for
custom clearance and weather conditions.

Quality

IDA Foundation’s products are of assured quality. Products that we procure and deliver to
customers have passed through our comprehensive quality systems for approval. Our quality
assurance covers the complete spectrum from approval of source materials, to thorough GMP
audits of manufacturing sites, establishing specifications, and up to and including quality
monitoring and analysis of the finished product.
IDA Foundation is ISO 9001:2000, GMP and GDP certified.

IDA Foundation provides accurate packaging to prevent damage of the goods during
transportation. This packaging is designed to protect the goods from extreme temperatures
and high humidity.