Upload
phamkhanh
View
218
Download
0
Embed Size (px)
Citation preview
Plan International
Tender Dossier
Solar Media Backpack
Tender Main Facts TableTender reference 2016-009-Solar Media Backpack FLNOTender launch date 5th December, 2016Clarifications To be submitted 10 U.K. working days before
deadline for submission of offers to [email protected]
Contract Manager Mika Välitalo, [email protected] for submission of offers 19 December, 2016Address for submission of offers Plan International. Dukes Court, Block A,
Dukes Street, Woking, Surrey, GU21 5BHEstimated date of award of contract(s) 16th January, 2017 (could be sooner)Duration of contract 1 year
Submission of offers to
Procurement DepartmentPlan International Dukes Court,- Block ADukes StreetWoking, SurreyGU21 5BH
Queries related to this tender must be addressed to the contact specified in the “Tender Main Facts Table” ONLY
1
Index of contents
1 Confirmation of intention to tender and receipt of copy documents2 Tender for the supply of Solar Media Backpack and related accessories3 Background Information on Plan International4 Purchasing history5 Submission of offers6 Evaluation of offers7 List of documents to be submitted with the offer8 Contract payment terms9 Disclaimer10 Clarifications
Annex A Form for Supplier QuestionnaireAnnex B Form for Tenderer’s DeclarationAnnex C Form for Price Quotation / Question to Address in your BidAnnex D Technical specifications, Requirements and PackagingAnnex E Case studiesAnnex F Plan International Ethical and Environmental Policy
2
1. Confirmation of intention to tender
I, ___________________________________________ (name of Company’s
Representative) for and on behalf of
_____________________________________________________________________
_____________________________________________________________________
____________________________________________________________________
(Company’s name and address) have received copies of all documents listed above
and intend / do not intend (delete as appropriate) to submit a tender for consideration
by the closing date for the offer.
Name_______________________________
Email_______________________________
Signed_______________________________
Date_________________________________
Please return a copy of this completed schedule to the Contract Manager’s email address specified in the “Tender Main Facts Table”
3
2. Tender for the supply of SOLAR MEDIA BACKPACK and related accessories
Plan International Logistics & Procurement Team is issuing this call for tender to select its supplier/s for the service specified in Annex D along with associated products. Successful Tenderer/s will be expected to enter into a formal contract with Plan International.
The successful Tenderer is intended to be the Provider, but the contract pertaining to this tender shall not constitute an exclusive contract and Plan International, at its sole discretion, reserves the right to enter into agreement with other suppliers, for the same type of services at any time, whenever it deems it necessary.
If you believe that your company may be in the position to meet our requirements and would like to be considered as a potential supplier, please refer to questions and documents requested herein.
This tender dossier has been issued for the sole purpose of obtaining offers for the supply of goods or services against the specification contained within this document and the Annexes. Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender.
Any attempt by the Tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of its offers and may result in the termination of contract where applicable
3. Background Information on Plan International
Founded more than 70 years ago, Plan is one of the largest children’s development organisations in the world. Plan is independent, with no religious, political or governmental affiliations. We work together with children and communities in 50 developing countries across Africa, the Americas and Asia, and with our supporters and funders in 20 countries to promote child rights and lift millions of children out of poverty.
Children are at the heart of everything we do. Plan International is a Child Centered Community Development organisation, this means we work with children, their families, communities, organisations and local governments to bring about positive change. When children and adults work together as part of the change process, it is more likely that programmes will be successful and sustainable. Plan's work is linked to the United Nations Convention on the Rights of the Child.
Plan is committed to making lasting improvements to the lives of children living in poverty in developing countries. Plan's active support for child development over a long period of time aims to improve the healthy development of children from before birth, through safe delivery, preschool care and development, primary and secondary education, to an adulthood in which they can be valuable and productive members of their community.
Plan has developed criteria to ensure that it works where there is the greatest need and where it can have the greatest impact. To determine need, Plan considers international development indicators such as infant and maternal mortality rates, the country's wealth, government stability and willingness to work in collaboration with us to
4
improve children's lives. Once need is established, Plan requires family and community commitment to active participation in bringing about lasting change. To ensure the sustainability of its efforts and the safety of its staff, Plan does not work in war zones.
Our work also shows that when you invest in the girl child the impacts on development are much higher. We believe that girls' access to education and legal rights can break the cycle of poverty and discrimination that girls face around the world. Investing in girls is the key to eliminating the cycle of poverty. .
For more information about Plan International please visit our web site atwww.Plan-International.org .
Current Situation:
Plan International works in over 70 countries around the world to improve the lives of children, particularly girls. In many countries, Plan also has Program Units in addition to the main Country Office, which serve different kinds of communities in the countries we work in. Many of these communities are remote and rural, can be difficult to access by car, and often do not have reliable access to the electricity grid and either work with unreliable electricity, or no electricity at all.
In many of such communities, Plan is working with Early Childhood Care and Development Centers (ECCD) and local schools. Without reliable electricity, and due to the remoteness of some of these locations, using multimedia equipment, even when the hardware might be available, has been a challenge. Getting equipment such as cameras, projectors, tripods and computers to the ECCD centers and schools is challenging, and without electricity much of this equipment cannot be used. A lot of this type of equipment can also be quite complicated for a novice user to handle.
The Solar Media Backpack originated from the need to develop a portable multimedia center that does not rely on grid electricity. It is meant to provide ECCD and educational centers a way to show multimedia content, such as videos, photos, audio, and presentations, without needing reliable electricity and with very basic technical skills and a quick learning curve. It also needs to be portable and easy to transport by different modes, such as by foot, bicycle, motorcycle.
Objectives
The Solar Media Backpack will allow ECCD and school teachers to use multimedia content as part of their teaching, allowing them to take advantage of teaching materials that they have not been able to utilize before. Plan COs will be able to produce local content for local purpose, that can be showcase using the SMB. Community media, such as instructional videos, photos and presentations can be shown not only to children, but in community meetings, youth centers, trainings, etc. The SMB will allow users to take full advantage of both locally and globally produced multimedia content, which can enhance the impact of their work considerably. Not having to assemble anything, and having a media center that is literally ready to use with the press of a button, will also save invaluable time and ensure that users with different level of skills can all take advantage of the portable media center.
The Solar Media Backpack will be a great way to also encourage children and youth, especially girls, to produce their own local content, such as videos and radio shows, which can then be easily shared with the SMB in village meetings, town hall meetings, and so forth. Content can be saved on the SMB and easily transported from one
5
community to another, so that the content that has been produced in one place can easily be shared with people in another village or town.
4. Purchasing History
To date 8 Solar Media Backpacks have been delivered to Uganda and 1 to Finland.
Plan International works in over 50 developing countries. Plan offices in each country are potential customers interested in ordering SMB. The total market size within Plan Federation is difficult to estimate, but could be between 50 and 300 units.
5. Submission of offers
The offer must be sent to the address specified on page 1. It must be via registered post with acknowledgement of receipt or hand-delivered against receipt signed by a Plan International representative.
Offers must be received before the deadline specified in the “Tender Main Facts Table” above.
The offer and all correspondence and documents related to the tender must be written in English.
All offers must be submitted in one signed original, marked “original”, and one copy signed and marked “copy”. In case of discrepancies, information in the “original” shall prevail on “copy”. As well as the paper responses there should also be one copy in the form of a CD or USB drive.
All offers, inclusive of any annexes or supporting documents, must be submitted in one sealed envelope bearing only:
A. The address;B. The tender reference number/name stated in the “Tender Main Facts Table”;C. The words “Not to be opened before the tender opening session”;D. The name and address of the Tenderer.
Each Tenderer or member of consortium or sub-contractor may submit only one offer. The offer can be for one entire lot or more entire lots.
Offers are to remain fixed for two year period after the Deadline for Submission date. There is the potential for a one year extension if prices quoted remain the same or are reduced during the first two years.
6. Evaluation of offers
Plan International, at its sole discretion, will select the winner of this tender.
Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers.
Part of the evaluation process may include a presentation from the Tenderer and a site visit by Plan staff.
6
Value for money is very important to Plan International, as every additional £ saved is money that we can use on our humanitarian and development work throughout the world
7. List of documents to be submitted with the offer
Offers must be inclusive of the following documents:
Document Rationale FormSupplier Questionnaire(Inclusive of Health & Safety Policy, ISO Accreditation and any other requested policies as outlines in the questionnaire). All suppliers should complete this form unless they have already completed a similar form within the last three years
The Tenderer demonstrates commitment to the standards and principles in the Ethical Purchasing Policy and to assessing and managing risks in the supply chain
See Annex A
Completed “Tenderer’s Declaration” document
The Tenderer signs to show that they have fully understood and accepted the tender document
See Annex B
Contact details of three Referees
Contacting the Referees, Plan International can be assured on competency of Tenderer
Type of contract, period of performance, company name, contact name, telephone number, e-mail
Bid details Annex C, D, E & F
List of Tenderer’s main customers including any Non-Governmental Organisations and U.N. agencies
The Tenderer assures Plan International on its experience in the sector
As necessary to provide Plan International with proper and complete information
Audited accounts for the last two years
The Tenderer demonstrates it has resources to perform the contractual obligation
This should include both Profit and Loss account and Tenderer’s Balance sheet
If the Tenderer is not an individual person, Certificate of Company incorporation
Evidence of corporate’s identity
As per the legal requirements in the State of incorporation of the Tenderer
Company profile The Tenderer provides information on its structure.
As necessary to provide Plan International with proper and complete information
Management Of Contract Proposal + Reporting
Tenderer to provide information on how they
As necessary to provide Plan International with
7
would manage the Plan contract and advise on how the type of management reports Plan could expect
proper and complete information
8. Contract Payment terms
Tenderers are invited to note that, if awarded the contract, Plan’s standard terms of payment will be 30 days after the end of the month of receipt of invoice or, if later, after receipt of the Goods/Services/Works.
9. Disclaimer
Plan International reserves the right to alter the schedule of tender and contract awarding.
Plan International reserves the right to cancel this tender process at any time and not to award any contract.
Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender.
Plan International does not bind itself to accept the lowest or any tender.
Plan International shall not be liable in respect of any costs incurred by the Tenderer in the preparation of the offer nor any associated work effort, including the production of presentation materials, brochures, product specifications or manuals for evaluation.
10. Clarifications
The onus is on the Tenderer to ensure that its offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected without any reason being given. Please therefore ensure that you read this document carefully and answer fully all questions asked.
8
ANNEX A
Plan International Supplier Questionnaire
Thank you for completing this form which we ask all suppliers to do. The questionnaire needs to be completed by a senior manager responsible for governance and ethics and then returned to the Plan
purchaser (electronic Word version preferred).
To view the Plan Ethical Purchasing Policy & Code of Conduct for Suppliers visit :
Plan purchaser – return the completed form to this personNameChris Pullen [email protected]
DepartmentLogistics & Procurement
Office LocationPlan International Headquarters, Woking, Surrey
Part A: Your Business Details
For Plan use only
1. Please provide the name of your business and any parent or subsidiary
2. Please provide the address of your business including post code. Registered Office Ordering Address (if different) Payment Address (if different)
3. Please provide your telephone, fax number, email and web site address:Phone Fax
Email Web Site
9
4. Location of other operational sites (national and international), their functions and approximate number of employees. Attach a full list if space is insufficient.
5. Please state the nature of your business and your main products / services
6. Please specify the product or service you are supplying to Plan International
7. Please provide your company registration number, years in business and VAT number: Company Reg. No Years in Business VAT Number
8. What is the legal status of your business?Public Limited Company Partnership Not for profit organisation Sole Trader
Private Company Government Agency
Self Employed
9a. Company turnover in £ or local currency 9b. Turnover of the part of the business that would supply Plan International 9c. Plan business as a % of 8b if known
Part B: Your Operational Standards
10. Name and position of person responsible for governance / ethics
11a. How many people does the company employ? 11b. Approx % of women
12a. Do you use homeworkers in any part of the business? Yes / No 12b. If Yes, approx how many?
12c. What processes do they carry out?
13. Does your company have any of the following policies or statements. Please provide copies:Environmental Management Social Objectives
Training and Development Health & Safety Quality statement Ethical Equal Opportunities Diversity
10
Climate Change/Emission Reductions
14a. Are employees free to join or form a trade union? Yes / No 14b. Do any employees belong to a trade union? Yes / No
15.Please specify any trade union(s) you recognise for the purpose of collective bargaining :
16.Are any other forms of representation used? If so, give details:Employee share ownership Works council
Workers co-operative Staff association Elected Health & Safety Committee
Other
17.How do you ensure employees are aware of their rights? Written contracts Staff notice boards
Employee handbook Other Intranet
18. Please indicate ways in which you consult employees about decisions which affect them, and get their feedback or ideas :Suggestion box Surveys
Other Meetings
19. How much do the lowest paid workers earn in relation to the minimum wage?
20. Is anyone paid piece rate? Yes / No
21. What are the normal weekly working hours for employees?
22. Is overtime voluntary?Yes Sometimes
No Not applicable ie no overtime worked
23. Is it paid at a premium rate?
Yes Time off in lieu given
No Depends on employee
24. What is the youngest age at which someone can be employed by the company?
25. Does the company have any recognised Operational Standards for products supplied to Plan
Quality eg ISO9000 Environment eg ISO14001 Labour eg SA8000 Training eg Investors in
People
11
Certified to : Working towards:
Other standards:
26. Is there anyone designated as being responsible for Health and Safety issues for your company Yes/no
Give details
Were any Health & Safety risk assessments carried out last year? Yes / No
Give details
27. Has the company had a labour standards audit carried out? Yes / No
Give details
28. Is your company committed to achieving the labour and environmental standards in Plan’s Code of Conduct for Suppliers? Yes / No
29. What is your company’s carbon footprint (before any off-setting)?
29.a Please indicate what scope is included in your footprint: (circle as appropriate)
direct emissions to air, purchased electricity and gas,
travel, waste disposal, freight, commute your supply chain
Please include any other areas measured below
30. What initiatives are planned to be put in place to reduce the carbon footprint and environmental impact of products or services provided to Plan?
Part C: Sourcing from your suppliers
12
31. Is your company committed to assessing labour & environmental risks in your supply chain?
Yes / No
32a. Do you have a Policy/Code of Conduct for sourcing goods and/or services? Yes / No
32b. If Yes, does it apply to: Goods suppliers? Services suppliers?
both?
32c. If Yes, does it include standards relating to : (please attach a copy) Labour? Business Ethics?
Environment?
33. Which of the following do you assess suppliers against?
Quality Labour Standards Management Business Ethics Production Environment Financial
34. How do you assess suppliers? Please provide more details in space provided Questionnaires Visits
Audits
35a. If you supply services to Plan International, do you subcontract/outsource services? Yes / No / NA
If YES, please state the country (and if possible region of country) where the services are undertaken along with the type of service.
35b. If you supply goods to Plan International, please list the main components you purchase/ subcontract/outsource and the country of manufacture. If possible please attach a supply chain map.
13
Part D : Continuous Improvement
36. What progress has your company made this year relevant to the following standards: Health & Safety, Labour, Environmental, Quality Management, and what will you do next year?
a) In your company Progress
Plan
b) In your sourcing from suppliers
Progress
Plan
37. Declaration (to be completed by senior manager responsible for governance and ethics. Please insert electronic signature or type name).
I confirm that all the information given is accurate. For and on behalf of the supplier :
Signature Name
Position Date
NB There are some industries Plan has run campaigns on to highlight the harm they can cause to poor communities. If your company, or any parent or subsidiary, has any involvement with the production or sales of weapons, pharmaceuticals, infant formula or pesticides; or with the Finance industry please tell your Plan contact
OFFICE USE ONLY
Expected annual spend Under 5k
£5k-£25k
Over £25k
Ethical Risk Score
Risk Rating: High Medium Low
Rated By: Name Date
Agreed Payment Terms (normally 30 days)
Type of product or service being provided (see Supplier Risk Rating Tool notes for full list)
14
ANNEX B
ANNEX B – Tender Declaration
15
Tenderer’s Declaration
We the Undersigned accept in full and without restriction the conditions governing this tender as the sole basis of this competition, whatever its own conditions of sale may be, which we hereby waive.
We have examined carefully, understood and comply with all conditions, instructions, forms, provisions and specifications contained in this tender dossier. We are aware that failure to submit a tender containing all the information and documentation expressly required, within the deadline specified, may lead to the rejection of the tender at Plan International’s discretion.
We hold no reservation in regard the tender dossier; and are aware that any reservation may result in the rejection of the tender by Plan International.
We are not aware of any corruption practice in relation to this competition. Should such a situation arise, we shall immediately inform Plan International in writing.
We declare that are affected by no potential conflict of interest, and that we and our staff have no particular link with other Tenderers or parties involved in this competition. Should such a situation arise during performance of the contract, we shall immediately inform Plan International in written.
We accept Plan’s standard terms of payment which are 30 days after the end of the month of receipt by Plan of a proper invoice or, if later, after acceptance of the Goods or Services in question by Plan.
Company name and address:
Company’s Representative name:
Title of Representative in the Company:
Representative’s signature:
City, date:
ANNEX C Form for Price Quotation / Questions to Address in your Bid
ITEM NUMBER
ITEM DESCRIPTION QUANTITY
TOTAL COST PER ITEM
TOTAL COST PER ITEM VALIDITY OF QUOTE
WEIGHTS AND
DIMENSIONSWARRANTY LEAD TIME ORIGIN TECHNICAL SPEC
Item reference number
Item description Usual re-order quantity
Total cost per unit/kit ex works
Total cost per unit/kit including
delivery to 1) Uganda 2) Laos 3) Cameroon 4)
Dominican Republic
Offers are to remain fixed for two year except for price
reductions which should be passed on
immediately
Duration and scope of warranty period in months
Number of days elapsing from the
order being placed by Plan and the
goods being delivered to 1) Uganda 2) Laos
3) Cameroon 4) Dominican Republic
Country where the items are
manufactured
Full specification should be attached.
Advising the commodity code for the item/s being
offered.
1
2
3
4
Other information to be providedRe-order quantities/ delivery options /delivery prices
It is our intention to order in the most cost effective way possible. Suppliers are to provide details of price breaks or minimum order values.
Items that have a shelf life – Suppliers to clearly advise what these items are in their offer and state, what is the shelf life expiry date. Ideally we want to be supplied with items that have maximum possible shelf life.
Supplier to provide commodity code along with commodity code description of the items quoted
Declaration of Origin- Selected supplier/s of this tender must provide a declaration of origin for each kit on their headed paper stating the name of product, Plan code reference, manufacturer’s name and factory address. This can be open ended without an end date
17
ANNEX D
ANNEX D – Service Categories & Overall Service Requirements
Technical Specification, Requirements and Packing
General requirements: Durability: Needs to be able to handle transportation on bumpy roads, rough
circumstances, and different transportation methods (air, road) Portability: Can be transported by foot, on a bicycle, on a motorcycle.
Maximum weight 16 kg / 35 pounds. Usability: Needs to be able to work without being connected to the grid with a
solar chargeable battery. Ease of use: Can be easily used by non-technical people Sustainability: Modular design: Parts can be repaired or replaced mostly locally
if needed Media: Needs to be able to handle different types of media (video, audio,
photo, basic documents and presentations) Open source design: Specifications to be made openly available under Creative
Commons
Technical specifications: Backpack casing (comfortably portable by one person). Foldable solar panel, 60W or higher. Easily mountable to the backpack. Long
enough wiring to be used min. 5 meters away from the backpack. Durable LED projector, minimum 600 lumen brightness. Mounted and readily
usable in the backpack. Speakers with enough volume to show narrated videos in a classroom with 50
pupils Charge controller + display for showing the battery/charging status. HDMI Input (i.e. possible to connect e.g. laptop to the projector) USB Data Input (i.e. possible to show media and files from USB stick) 12V DC Output (for external peripherals) AC charger (for using grid when available) Min. 2 USB 2A charging ports (for powering/charging external devices such as
mobile phones) Mounted computer running Windows 7/8/10, connected to the projector by
default. Wireless keyboard with touchpad (small enough to fit the backpack)
19
Mounted battery (min. 380 Watt Hour safely and sustainably usable on every full charge). Note: there are strict restrictions for lithium batteries as air cargo. Batteries should be divisible into smaller units align with the air cargo guidelines and policies.
Visible Plan International branding on the backpack
Supplier specifications include:• Willingness and capability for continuous product improvement based on the feedback by the users, in collaboration with Plan International focal persons. • Ability to provide global technical support to Plan International (e.g. troubleshooting in cases of malfunction)• World-wide warranty for the product.• Ability to take orders and payments directly from any country where Plan operates. • Willingness and capability to ship products with lowest possible rates to any country where Plan operates.
Example photos for illustrative purposes:
20
ANNEX E
ANNEX E – Case Studies:
The blueprint of the version of the Solar Media Backpack designed together with Aleutia Ltd. will be published as open source hardware under Creative Common License during 2017 regardless of the outcome of this tendering round.
21
ANNEX F
Plan International Ethical and Environmental Statement
The organisation should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular to ensure compliance with environmental legislation
The organisation should seek to set reduction targets in areas where the organisation’s activities lead to significant environmental impacts
22