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Invitation to Tender Dossier
Supply and Distribution of Student Kit
Tender Main Facts Table
Tender reference PIL - FY21 – 003 Supply for Student Kits.
Tender launch date 26- Feb-2021
Submission Details
Suppliers should send documents in a Sealed Envelope to Plan
International – Lebanon Office on 23rd March 2021 till 26th March
between the hours 10am - 4 pm. Please refer to section 3 for more
details.
In addition to above, a Confirmation Email to
[email protected] that you delivered
the Offer.
Deadline for
submission of offers
Accepting Bids on 23rd March 2021 till 26th March between the
hours 10am - 4 pm.
Address for
submission of offers
Shibli Bldg (known as Bank Audi bldg.) Scd Floor, Independence
street, near to El saydeh church Ashrafiyeh | Beirut, Lebanon
Estimated date of
award of contract(s)
3rd Week Of April 2021
Duration of contract 3 months
Submission of offers to Plan office Procurement Department
Shibli Bldg (known as Bank Audi bldg.) Scd Floor, Independence street, near to El
saydeh church Ashrafiyeh | Beirut, Lebanon
In addition to a Confirmation Email to [email protected]
that you delivered the Offer.
Index of Contents
1 Introduction
2 Background Information on Plan International
3 Submission of offers
4 Product specification, requirements and terms of delivery
5 Evaluation of offers
6 Samples / Demonstrations
7 List of documents to be submitted with the offer
8 Contract payment terms
9 Disclaimer
10 Selection Criteria
11 Clarifications
Annex A Confirmation of intention to tender and receipt of copy documents
Annex B Form for Supplier Questionnaire
Annex C Form for Tenderer’s Declaration
Annex D Form for Price Quotation
Annex F Anti-Fraud,Anti-Bribery and Corruption Global Policy
Annex G Safeguarding Children and Young People Global Policy
1. Introduction Plan International Logistics & Procurement are inviting interested parties to bid as part of a negotiated tender process for the supply and distribution of student kits for Children. Plan International Lebanon are looking to support children that are affected by the blast in Beirut area with a student kit. The student kit will ensure that all children have the needed supplies and stationery in light of all the challenges. The student kits will be tailored to fit the students’ age groups per different cycle, and will include all the needed supplies such as “Notebooks, Pens, pencils, erasers, sharpeners, pencil case, calculator, geometry sets and hygiene items…). Plan is looking to ensure that 16,632 children and 55 schools will have the needed supplies to support in learning outcomes of children affected by the said incident. The supplies will be procured and distributed for the academic year 2021. Successful Tenderers will be expected to enter into a formal contract with Plan International. Each successful Tenderer is intended to be a 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. Plan International Lebanon will exercise its rights to enter into formal one-year contract with the supplier and issue consequent supplies for the same or similar items within the one-year period under this project or other projects in Lebanon. If you believe that your company may be in the position to meet any of our specified requirements and would like to be considered as a potential supplier firstly complete and return Annex 1 – “Confirmation of Intention to Tender” as soon as possible, and thereafter complete and submit all the required documents as listed in Annex A,B,C and D. 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 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 a current contract where applicable. Bids will be assessed by a procurement panel against set criteria, including bid eligibility, the extent to which the Requirements have been met and the overall value for money proposition. Bids should include detailed information on the following technical requirements for each category. Please complete the following tables in your submission and feel free to attach additional information on your product offerings.
2. Background Information on Plan International
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls.
We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries.
Read more about Plan International's Global Strategy: 100 Million Reasons at https://plan-international.org/strategy
Proposed Timelines
Activity Deadline Date
Launch of Tender 26th of February 2021
Deadline for submission of offers 23rd March 2021till 26th March
Presentation of samples to Plan International along with bid documents
23rd March 2021till 26th March
Engagement of vendor and signing of contract
19th – 23rd April, 2021
3. 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 or native language 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”. 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”; d) The words “Not to be opened before the tender opening session”; e) 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. Do note that the delivery and distribution of the scholastic material kits will be carried out directly to the 55 schools across the area of Beirut and Mount Lebanon(Ashrafiye, Burj Abi Haydar, Al Msaybiye, Beirut, Al Manara, Al Basta, Tarik el Jdide, Ras el Nabae, Al Jnah, Al Cola, Zaa el Blat )
4. Product specification, requirements and terms of delivery
• Each kit should be pre-packed by the supplier in cardboard boxes, with visible donor logos shared by Plan International Lebanon.
• The Supplier should deliver the 16,632 Student Kits to 55 schools in the area of Beirut and mount Lebanon. The Supplier should include transportation and delivery fees (including any daily worker hired) in the sent quotations. All deliveries will be done in coordination with Plan International’s team and with the presence of at least one Plan International Staff / volunteer per location of delivery. A distribution plan will be shared with the suppliers one week before the distribution.
• The supplier will need to ensure that all kits need to delivered to the needed schools which can take up to one-month distribution
• Items should be gender neutral (that work for both sex and excluding barbies and superheroes).
• Make sure that the items are age appropriate, nontoxic and washable.
• Items must be child-friendly and suitable for targeted age group.
• All suppliers should provide Plan International with samples or pictures of all required items.
• All items should be sanitized before the kit packing.
• People responsible of packing should wear gloves and mask.
• The vehicles responsible of delivering the kits should be sanitized and any person (drivers and suppliers’ employees) who will touch the kit should wear gloves and mask all the time.
• Plan International will not be liable for any costs or expenses incurred in the preparation of the tender
Each Student Kit will include: 1. Student Kit Cycle 1: (3,807 kit in Total) As per the table below:
# Cycle 1 kit Content Specs Qty/Kit Total # of
Kit Total Qty
1 Copybooks English and Arabic A5, squared, 48 sheets
6 3,807 22,842
2 Pens Green 2 3,807 7,614
3 Pens blue 5 3,807 19,035
4 Pencils Pack of 12 1 3,807 3,807
5 Eraser 45x19x11 mm 2 3,807 7,614
6 Sharpener metal 2.5x1.5x1cm
2 3,807 7,614
7 Glue sticks 35 g 2 3,807 7,614
8 Whiteboard Marker blue, black 2 3,807 7,614
9 Whiteboard small one with eraser
standard size is A4 plastic frame with marker and eraser
1 3,807 3,807
10 scotch Tape 18mm x 33mm 2 3,807 7,614
11 Crayon Coloring pencils Pack of 12 1 3,807 3,807
12 Water Coloring pens pack of 12 1 3,807 3,807
13 Ruler plastic 30 cm 2 3,807 7,614
14 Coloring booklet A4 1 3,807 3,807
15 Box of face mask 50 pieces. 1 3,807 3,807
16 Hand Sanitizers 500 ml -70% ethanol
2 3,807 7,614
Student Kit Cycle 2: (3,030 kit in Total)
# Cycle 2 kit-Content Specs QTY/Child # of
Students Total Qty
1 Notebooks English and Arabic
A4, Squared, 72 sheets 5 3030 15150
2 Pens red 2 3030 6060
3 Pens black 2 3030 6060
4 Pens Green 2 3030 6060
5 Pens blue 5 3030 15150
6 Pencils Pack of 12 with eraser 1 3030 3030
7 Eraser 45x19x11 mm 2 3030 6060
8 Ruled Loose Leaf Refills Squared A4, pack of 48 sheets 2 3030 6060
9 Clear Books A4 A4, 60 sheets per book 1 3030 3030
10 Plastic button file folder for A4 sheets 2 3030 6060
11 Sharpener metal 2.5x1.5x1cm 2 3030 6060
12 Glue sticks 35 g 2 3030 6060
13 Whiteboard Marker blue, black 2 3030 6060
14 Whiteboard small one
standard size is A4 plastic frame with marker and eraser 1 3030 3030
15 scotch Tape 18mm x 33mm 2 3030 6060
16 Geometry Set
2 square, 1 ruler, 1 protector, 1 compass 1 3030 3030
17 Ruler plastic 30 cm 2 3030 6060
18 Correction pen 6 ml 2 3030 6060
19 sticky notes 76mm x 76mm 1 3030 3030
20 scissors Standard size 13 cm round tip 1 3030 3030
21 Highlighters 1 unit, 1 color 1 3030 3030
22 Box of face mask 50 pieces. 1 3030 3030
23 Hand Sanitizers 500 ml 70% ethanol 2 3030 6060
Student Kit Cycle 3: (2,931 kit in Total)
Student Kit High School: (6,864 kit in Total):
# Cycle 3 kit Specs QTY/Student # of
students Total Qty
1 Notebooks Arabic and English
A4, Squared, 72 sheets 5 2931 14655
2 Scissors 13 cm pointed tip 1 2931 2931
3 Geometry Set 2 square, 1 ruler, 1 protector, 1 compass
1 2931 2931
4 Ruled Loose Leaf Refills Squared A4, pack of 48 sheets 2 2931 5862
5 Scientific Calculator to be used in this cycle 1 2931 2931
6 Pens red 2 2931 5862
7 Pens black 2 2931 5862
8 Pens Green 2 2931 5862
9 Pens blue, 1 unit 5 2931 14655
10 Pencils Pack of 12 with eraser 1 2931 2931
11 Eraser 45x19x11 mm 2 2931 5862
12 Sharpener metal 2.5x1.5x1cm 2 2931 5862
13 Glue stick 35 g 2 2931 5862
14 Correction pen 6 ml 2 2931 5862
15 Clear Books A4 A4 ,60 sheets per book 1 2931 2931
16 sticky notes 76mm x 76mm 1 2931 2931
17 Plastic button file folder for A4 sheets 2 2931 5862
18 whiteboard marker blue, black 2 2931 5862
19 Highlighters colors 4 2931 11724
20 white board small one standard size is A4, plastic frame with marker and eraser )
1 2931 2931
21 Scotch Tape 18mm x 33mm 2 2931 5862
22 Box of face mask 50 Pieces 1 2931 2931
23 Hand Sanitizers 500 ML -70% ethanol 2 2931 5862
# High School kit Specs QTY/Student # of
students Total Qty
1 Notebooks Arabic and English
A4, Squared, 72 sheets 5 6864 34320
2 Scissors 13 cm pointed tip 1 6864 6864
3 Geometry Set 2 square, 1 ruler, 1 protector, 1 compass
1 6864 6864
4 Ruled Loose Leaf Refills Squared A4, pack of 48 sheets
2 6864 13728
Number of kits per cycle table:
# Cycle # Qty of Kits
1 Cycle 1 3,807
2 Cycle 2 3,030
3 Cycle 3 2,931
4 High School 6,864
Total 16,632
Offers are to remain fixed for a one-year period after the deadline for submission date. There is the potential for a one-year extension if prices quoted remain the same as during the first year.
5. Evaluation of offers
Plan International, at its sole discretion, will select the winner of this tender. Plan international shall be free to:
• Accept the whole, or part only, of any tender
• Accept none of the proposal’s tenders
• Republish this request for Tenders Plan International will not be liable for any costs or expenses incurred in the preparation of the tender.
5 Scientific Calculator to be used in this cycle 1 6864 6864
6 Pens red 2 6864 13728
7 Pens black 2 6864 13728
8 Pens Green 2 6864 13728
9 Pens blue, 1 unit 5 6864 34320
10 Pencils Pack of 12 with eraser 1 6864 6864
11 Eraser 45x19x11 mm 2 6864 13728
12 Sharpener metal 2.5x1.5x1cm 2 6864 13728
13 Glue stick 35 g 2 6864 13728
14 Correction pen 6 ml 2 6864 13728
15 Clear Books A4 A4 ,60 sheets per book 1 6864 6864
16 sticky notes 76mm x 76mm 1 6864 6864
17 Plastic button file folder for A4 sheets 2 6864 13728
18 whiteboard marker blue, black 2 6864 13728
19 Highlighters colors 4 6864 27456
20 white board small one standard size is A4, 1 6864 6864
21 Scotch Tape 18mm x 33mm 2 6864 13728
22 Box of face mask 50 pieces 1 6864 6864
23 Hand Sanitizers 500 ML – 70% Ethanol 2 6864 13728
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 International staff. Value for money is very important to Plan International, as every additional USD saved is money that we can use on our humanitarian and development work throughout the world
6. Samples / Demonstrations - This is necessary and will contribute to the scoring process
7. List of documents to be submitted with the offer
Offers must be inclusive of the following documents:
Document
Rationale
Form
Confirmation of intention to tender
See Annex A
Supplier 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 B
Supply chain verification
Completed “Tenderer’s
The Tenderer signs to show
See Annex C
Declaration” document
that they have fully understood and accepted the tender document
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
Tenderer to send the quotation in hard copy and Soft copy on a USB
Review and complete Annex-D(Excel Sheet) on the local website –only PDF and word forms)
List of Tenderer’s main customers including any Non-Governmental Organizations.
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 or other such documentation to prove financial viability
The Tenderer demonstrates it has resources to perform the contractual obligation
This should include both Profit and Loss account and Tenderer’s Balance sheet
Other Company Documents
Evidence of corporat
1. Certificate of registration in VAT- شهادة تسجيليبة على القيمة المضافة ي الضر
فر
e’s identity
2. Company registration certificate- شهادة تسجيلكة شر
إذاعة تجاريه .3
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 would manage the Plan International contract and advise on how the type of management reports Plan International could expect
As necessary to provide Plan International with proper and complete information – Please refer and adhere to
information in excel sheet – Annex D
https://planinternational-my.sharepoint.com/:x:/g/personal/zahia_saleh_plan-
international_org/ESqRW6ZhJltKpNwvdPEiPGgBUvcL2pIF1ZMi8Szkd9Lpog?e=ud5dR9
Samples /Pictures of items
All bids most accompany samples and/ or clear picture of each item
• Plan has the right to disqualify any quotation that is not abiding by the excel sheet format (soft and hard copy) .
• Alternative items similar to articles specified are acceptable, upon coordination
and approval
8. Contract Payment terms
Payment * Milestone Deliverable Sum of Payment
Payment 1 Service Agreement Signature - All legal documents
- Detailed delivery plan should be
provided at this stage in
coordination with Plan International
- Items are boxed and ready for
distribution (stored at the
supplier’s)
30% of Total amount
Payment 2 50% of kits are distributed - Half of the kits’ quantity distributed
according to the agreed-upon
schedule and timeframe
50% of Total amount
Payment 3 Distribution of all kits - All kits have been distributed to the
intended schools
20% of Total amount *
*Total amount includes all costs (including distribution and packaging)
Note: Payments will be done via bank transfer.
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. Selection Criteria – The minimum selection criteria to be used in the evaluation of Proposals include, but are not limited to, the following:
Area Objective Weighting
Compliance Completion of RFP, financial viability, clearly present and answered
Pass/ Fail
Company Profile & Requirements
• Ability to showcase Capacity & capability of the
organization to carry out the project
• Adherence to project timelines
• Ability to deliver as per expectations.
• Competence to carry out local distribution across
55 schools in Beirut & Mount Lebanon
50%
Product Requirements
• Quality of the product
• Items as per sections 6 and adherence to the
standard proposed.
25%
Commercial Proposal
Total cost of the proposal
25%
These criteria are not in any particular order nor do they necessarily carry equal weight.
The exact criteria of selection will not be published to Suppliers.
11. 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.
Annex Contents List
Annex A Confirmation of intention to tender and receipt of copy documents
All suppliers to complete
Annex B Supplier Questionnaire All suppliers to complete
Annex C Tenderer’s Declaration All suppliers to complete
Annex D Form for Price Quotation https://planinternational-my.sharepoint.com/:x:/g/personal/zahia_saleh_plan-international_org/ESqRW6ZhJltKpNwvdPEiPGgBUvcL2pIF1ZMi8Szkd9Lpog?e=ud5dR9
All suppliers to complete
Annex F Anti-Fraud,Anti-Bribery and Corruption Global Policy All suppliers to review
Annex G Safeguarding Children and Young People Global Policy
All suppliers to review
