General background
The European Union Anti-Corruption Initiative (EUACI) is the leading anti-corruption support programme in Ukraine, funded by the European Union, Federal Ministry for Economic Cooperation and Development, UK International Development, co-funded and implemented by the Ministry of Foreign Affairs of Denmark. The overall objective of the EUACI is to achieve significant progress in preventing and countering corruption, ensuring the coherence and systemic anti-corruption activities of state and local self-government bodies, and to empower civil society and citizens to contribute to the combatting of corruption, as well as the proper process of Ukraine’s post-war recovery. The current phase 3 of the Program runs till August 2027.
Poltava city council joined the Integrity Cities initiative in 2025. In March 2026, Poltava city council established a Digitalisation Department to strengthen its capacity to develop and implement digital tools. However, the existing technical infrastructure, particularly the limited capacity of the current server equipment, poses significant challenges to the effective development and further enhancement of the city’s Geographic Information System (GIS).
Objective
The purpose of procuring server equipment for Poltava City Council is to establish the essential technical infrastructure required for the further development of the city’s Geographic Information System (GIS). The existing server equipment is outdated and lacks the capacity to support the development and integration of new GIS data layers.
Scope of work
The scope of work covers the supply and delivery of server equipment. The Supplier shall provide all necessary hardware and documentation for operational use by Poltava city council.
1. Supply of a server:
- The Contractor shall supply a server in full compliance with the technical specifications outlined in Appendix 1.
2. Delivery and Transfer of a server:
- Deliver a server to the designated Poltava city council location in Poltava, Ukraine.
- Ensure secure packaging, transportation, and handover to the authorized Poltava city council representative.
- Provide delivery documentation, warranty certificates, and technical datasheets.
3. Compliance with Technical Requirements:
- The supplied system must meet or exceed the requirements specified in Appendix 1.
4. Warranty and Technical Support
- The Contractor shall provide manufacturer warranty for all equipment, covering defects in materials and workmanship.
- The Contractor shall provide information on available post-warranty support options, if applicable.
5. The Contractor shall deliver the following documentation (if applicable):
- User manuals and technical documentation.
- Warranty and service information.
- Any configuration or installation guides supplied by the manufacturer.
6. Acceptance of Deliverables is included the following:
- Verification by Poltava city council`s authorized representative that all equipment has been delivered in full and in working condition.
- Confirmation by Poltava city council`s authorized representative that specifications match Appendix 1.
- Signing of the acceptance certificate by the EUACI’s authorized representative.
Budget, timeframe, and location
The maximum budget for the procurement is EUR 12000.
The implementation period is up to 30 days from the date of contract signing.
The supplier may request an advance payment of up to 50% of the total cost after signing the contract, and the rest 50% as a post-payment after fulfilment of the contract.
Payments will be made in UAH at the NBU exchange rate on the date of invoice.
How to apply
The deadline for submitting the proposal is November 20, 2026, 18:00 Kyiv time.
The proposal shall be submitted in the format provided in Appendix 1 Particular Conditions and Technical Specifications and Appendix 2 Contract Price.
Prices must be quoted in EUR, including costs of delivery to the Poltava city council`s premises, all duties and taxes applicable, and excluding VAT. The EUACI has a VAT exemption as an international technical assistance program.
The EUACI Procurement Plan and Registration Card are available on the official website of the Cabinet of Ministers of Ukraine.
The proposal shall include filled and signed appendixes and should be submitted within the above deadline to [email protected], cc to [email protected], indicating the subject line: “Server equipment for Poltava city council”.
You will receive an auto-reply from the [email protected] mailbox when the offer has been received. If you do not receive an auto-reply, your offer was not received and you should contact the EUACI by phone.
Bidding language: English.
Any clarification questions regarding the terms of reference should be addressed to [email protected], not later than November 13, 2026, 18:00 Kyiv time.
Evaluation criteria The open local tender procedure is recommended to ensure transparency, competition and cost-effectiveness. Under this procedure, the supplier will be selected on the basis of full compliance with the technical specifications and the most advantageous price. This approach ensures that the selected supplier is both technically compete