PRE-QUALIFICATION QUESTIONNAIRE (PQQ) and

INVITATION TO TENDER (ITT)

FOR HIRING OF AN AUDIOVISUAL PRODUCTION AGENCY FOR

INCLUSIVE EDUCATION MATERIALS FOR BUILDING LEARNING

FOUNDATIONS PROGRAMME

1

Voluntary Service Overseas is a company limited by guarantee, registered in England and Wales (registered number 703509)Registered Office 100 London Road, Kingston upon Thames, KT2 6QJCharity registration 313757(England and Wales) SC039117 (Scotland)

Global Procurement V6 Oct 2019

Contents1. INTRODUCTION TO VSO AND BUILDING LEARNING FOUNDATIONS PROGRAMME 4

2. BRIEFING ON REQUIREMENTS FOR SUCCESSFUL ORGANISATION 5

3. OVERALL GUIDANCE ON COMPLETING AND SUBMITTING DOCUMENTS 5

4. INSTRUCTIONS ON COMPLETING THE PRE-QUALIFICATION QUESTIONNAIRE 6

5. PRE-QUALIFICATION QUESTIONNAIRE 8

6. INSTRUCTIONS ON COMPLETING YOUR TENDER RESPONSE 14

7. SPECIFICATION OF REQUIREMENTS/TERMS OF REFERENCE 16

8. TENDER RESPONSE 23

APPENDIX 1 - ACKNOWLEDGEMENT OF INVITATION TO TENDER 26

APPENDIX 2 - FORM OF TENDER 27

APPENDIX 3 – ANTI-COLLUSION AGREEMENT 28

APPENDIX 4 – NON-DISCLOSURE AGREEMENT 29

APPENDIX 5 - FORM OF AGREEMENT 31

2

1. Introduction to VSO and Building Learning Foundations Programme

VisionA fair world for everyone

PurposeCreating lasting change through volunteering

ValuesWhether our work is with local communities or with governments, it is always grounded in our four values:

Collaboration Empower poor and marginalised people to take charge of their own

development Share skills and knowledge to create long lasting, sustainable change  Build collaborative partnerships that promote innovation, growth and

impactKnowledge

Lead volunteering for development, setting the standard for ourselves and others

Use evidence and insight to guide our actions Recruit the right people and work where we have the greatest impact

Inclusion Stand beside and advocate for those who have been denied choice and

opportunity Promote diversity and equality throughout our work Encourage different, inquisitive perspectivesIntegrity

Commit to safeguarding and take a zero-tolerance approach to abuse and harm

Treat others with respect, as equals Be open, transparent and accountable in everything we do

Where we workWe operate where we can make the most difference fighting poverty. Our global network includes VSO members and country offices that work together to deliver

3

programmes. In 2018/19 VSO worked in 24 countries: Bangladesh, Cambodia, Ethiopia, Ghana, India, Kenya, Lesotho, Malawi, Mozambique, Myanmar, Nepal, Nigeria, Pakistan, Philippines, Rwanda, Sierra Leone, South Africa, Swaziland, Tanzania, Thailand, Uganda, Zambia, Zimbabwe

To find out more, visit www.vsointernational.org .

VSO Rwanda and the Building Learning Foundations ProgrammeThe Building Learning Foundations Program (BLF) is funded by the British People through the UK’s Department for International Development (DFID) as part of the DFID-funded Learning for All Programme. The programme is focused on improving learning outcomes at P1 to P5 in English and Mathematics including those of children with Special Educational Needs (SEN), in all government-funded schools in Rwanda. The programme is implemented by organisations, Education Development Trust(coordinating), British Council and VSO.

4

2. Briefing on requirements for successful organisation

The Visual Production Agency will be required to produce video materials on inclusive education for the Building Learning Foundations Programme.

Two sets of inclusive education materials are required.

1. An informative and inspirational instructional video for teachers and school leaders on inclusive education of at least 20 minutes

2. Inclusive education video clips for a toolkit for inclusive education focal teachers (15 to 20 short clips of between 1-2 minutes in duration for each one). Note that some clips could be audio when agreed with VSO)

The full Specification/Terms of Reference is included in the section 7 of this document titled.

3. Overall guidance on completing and submitting documents

Potential suppliers should submit the PQQ and their tender at the same time before the deadline. See below the procurement timetable.

3.1 Procurement Timetable

Date PQQ and ITT issued: 10th March 2020

PQQ and ITT submission deadline: 30th March 2020

Anticipated contract award date: 6th April 2020

Anticipated contract commencement: 13th April 2020

VSO reserves the right to amend this timetable.

3.2 Steps to take to properly complete and submit the PQQ and Tender Response

(i) Read the instructions on completing the PQQ (section 4 of this document)

(ii) Complete the PQQ (section 5 of this document)(iii) Read instructions on completing the Tender Response (section 6 of this

document)(iv) Read specification requirements for the tender (section 7 of this

document)(v) Complete your Tender Response (Section 8 and Appendices) consisting

of Tender Questionnaire, Pricing Schedule, the four documents which are appendices to this document: Appendix 1 – Acknowledgement of

5

invitation to tender; Appendix 2 – Form of tender; Appendix 3 – Anti-collusion agreement; Appendix 4 – Non-disclosure agreement

(vi) Submit the PQQ and the Tender Questionnaire with the 4 documents in the appendices and any other supporting documents before the deadline.

Note that there is an option of sending questions to VSO about the PQQ and the Tender at least 5 days before the submission deadline.

You can submit your completed Tender Questionnaire, Pricing Schedule and Appendices 1-4, and other supporting documents, along with the Pre-Qualification Questionnaire electronically by email to gashugi.mayanja@vsoint.org and Damien.Gregory@vsoint.org using the email title ‘Inclusive Education Video Material Tender’. Alternatively, you can submit all the documents in hard copy to the VSO Rwanda Country Office putting the title ‘Inclusive Education Video Material Tender’ and addressed to The Procurement Officer, VSO Rwanda, 12, KG 625 Street, Kigali, Rwanda. Note that all hard copy documents should be submitted in the same sealed envelope.

Tenders delivered after the stipulated time and date for receipt will not be considered. Any additional materials submitted with your tender other than those requested (such as marketing materials) will not be considered in the evaluation of your tender.

4. Instructions on completing the Pre-Qualification Questionnaire

A PQQ enables VSO to gather information about its potential suppliers and forms part of a procurement process. Information gathered includes company financial standing, the required registration/licences compliance with legislation, duty of care and organisational experience. The pre-qualification stage determines an organisation’s capacity and capability to undertake a contract. Suppliers must ensure this is completed in full.

If the PQQ forms part of a tender, then suppliers who have successfully met the PQQ criteria will be issued an Invitation to Tender Pack. Tender documents will explain fully what suppliers are required to do to submit the tender.

The following instructions should be read carefully prior to completing your PQQ. Your PQQ will be evaluated based on your answers to the questionnaire.

4.1 Completing your response

The Questionnaire itself is divided into 6 parts. Most of these questions require a YES / NO response. All questions should be answered in full in the box provided. Where a question does not apply to your organisation, indicate this by marking N/A in the box. Failure to do so may result in your submission being disqualified.

4.2 Amendment to Documentation

6

No alteration should be made to any document issued in this Pre-Qualification Questionnaire without obtaining clearance from VSO. Where you consider there has been an omission or error you should inform VSO immediately in writing.

4.3 Cost of and Acceptance of PQQs

VSO will not be held responsible for, nor pay for, any costs incurred by you in the preparation of your submission. VSO reserves the right to fail organisations at its discretion.

4.4 Communication & Enquiries

All enquiries and communications regarding this PQQ should be referred in writing to the Project Lead by email or letter. Where any communication requires clarification by or additional information from VSO, the request must be received by VSO at least five days prior to the date for return of PQQs and tenders, VSO will advise all suppliers of its response to any such requests where appropriate.

4.5 Declining to Submit a PQQ

If you do not intend to submit a PQQ, please inform VSO on or before the submission date giving the reasons for your decision.

END OF INSTRUCTIONS

7

5. Pre-qualification questionnaire1 Supplier Information

1.1 Supplier details ResponseFull name of the Supplier completing the PQQRegistered company addressRegistered company numberRegistered charity number (if applicable)Registered VAT numberName of parent company (if applicable)Please indicated your trading status: (public limited company, limited company, limited liability partnership, other partnership, sole trader, other (please specify))

1.2 Contact details Name of contact for PQQ queriesAddress (if different from above)PhoneE-mail

1.3 Company informationa. Provide a brief history and outline of your organisation, including details

of the management structure, countries which your organisation trades in and current number of employees. Larger companies should provide details of the regional or local structure that might be involved with this contract (please use separate sheet as necessary):

2 Organisational Standing

Should clarification on any of the questions below be required, please contact the VSO Project Lead.

Mark ‘X’ in the relevant box.YES NO

2.1 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in bribery or corrupt practice? This means the offering, giving, receiving or soliciting of anything of value to influence a procurement or contractual process? (Refer to The Bribery Act 2010 for further information).

8

2.2 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved, financially or otherwise, in terrorist activity, or had any association with a terrorist organisation or a member of a terrorist organisation? Terrorism refers to the use of violence or threat of violence in order to bring about a political, religious, or ideological change.

2.3 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in money laundering?

2.4 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in an offence under the Modern Slavery Act 2015 (“MSA Offence”) or subject to an investigation relating to an alleged MSA Offence or prosecution under the Modern Slavery Act 2015?

2.5 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in activities that contravene the UN Convention on the Rights of the Child and the Children Act 1989?

2.6 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved with the manufacture or sale of arms, illegal substances, or pornography, or have any relations with groups or organisations carrying out such activities?

2.7 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in fraudulent activity? This means misrepresentation of facts to influence a procurement or contractual process and includes collusive practices (such as price fixing).

2.8 Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in an offence or subject to an investigation relating to discrimination, harassment or victimisation?

2.9 Is your organization or anyone in your organization accused of or involved in, or have you or anyone in your organization been accused of or involved, in violation of an individual’s human and civil rights by any other person or persons?  This means any form of physical, psychological, financial or sexual abuse, neglect or negligent treatment or commercial or other exploitation, resulting in actual or potential harm to the health, survival, development or dignity of a child, young person or vulnerable adult.

2.10

Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in an offence or subject to an investigation relating to human rights violations?

2.11

Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in tax evasion? This can include, but is not limited to,

9

dishonest tax reporting such as declaring less income, profits or gains than the amounts actually earned, or overstating deductions.

2.12

Is your organisation or anyone in your organisation, or have you or anyone in your organisation been involved in any form of criminal activity?

2.13

If you use sub-contractors, do you have processes in place to check whether any of the above circumstances apply to these other organisations?

2.14

Does your organisation have a whistle blowing policy? This is a policy setting out how of any suspected wrongdoing or misconduct in an organisation should be reported.

2.15

Does your organisation adhere to the ILO international labour standards / Ethical Trading Initiative / UN Global Compact? If so, please specify.

2.16

VSO reserves the right to carry out checks on suppliers. Please indicate your agreement to this by putting an ‘X’ in the box to the right.

3 Economic and Financial Standing

3.1

If requested, would you be prepared to provide us with documentation to demonstrate your organisation’s economic / financial standing? If so, please state YES in the box to the right and indicate what type of documentation you would be willing to provide.

3.2

State the number of years your organisation has been trading.

3.3

State your organisation’s market share held for the product / service you provide.

3.4

State your organisation’s total turnover for each of the last 2 years (state year and amount).

3.5

State your organisation’s income from VSO over the last 2 years, if applicable (state year and amount).Please indicate your answer by marking ‘X’ in the relevant box

YES NO

3.6

Are you part of a wider group (e.g. a subsidiary of a holding/parent company)? If yes to 3.6 provide name of the organisation & relationship to the Supplier completing the PQQIf yes to 3.6 then would the Ultimate / parent company be willing to provide a guarantee if necessary? If no to 3.6 would you be able to obtain a guarantee elsewhere (e.g. from a bank?). Please specify details.

3.7

VSO reserves the right to carry out financial checks on suppliers. Please indicate your agreement to this by putting an ‘X’ in the box to the right.

10

4 Insurance, Registrations, Environmental Management and Health and Safety

4.1 Insurancea Please state the insurance levels held for the following types of

insurances: [Country offices should find out their local mandatory insurance requirements – Finance Managers should be able to advise on this. In some instances, the value of the contract may not make it financially viable for suppliers to hold the required levels of insurance. In these instances, Procurement, Legal and Insurance will evaluate the risk and advise accordingly] Employer’s (Compulsory) Liability Insurance UK only: It is a legal requirement that all companies hold Employer’s (Compulsory) Liability Insurance of £5 million as a minimum. Please note this requirement is not applicable to Sole Traders.

[insert currency]

Public Liability Insurance [insert currency]

Professional Indemnity Insurance [insert currency]

Product Liability Insurance [insert currency]

4.2 RegistrationPlease indicate your answer by marking ‘X’ in the relevant box

YES NO

a. If applicable, is your business registered with the appropriate trade or professional register(s).If Yes, please provide the registration number in this box.

b. Is it a legal requirement in the country where you are established for you to be licensed or a member of a relevant organisation in order to provide the requirement in this procurement? If Yes, please provide additional details within this box of what is required and confirmation that you have complied with this.

4.3 Environmental ManagementPlease indicate your answer by marking ‘X’ in the relevant box

YES NO

11

a. Do you hold or are you working towards any environmental standards, e.g. ISO14000? If yes, please provide details in this box.

b. Has your organisation been convicted of breaching environmental legislation, or had any notice served upon it, in the last three years by any environmental regulator or authority (including local authority)? If your answer to this question is “Yes”, please provide details in a separate Appendix of the conviction or notice and details of any remedial action or changes you have made as a result of conviction or notices served.

c. If you use sub-contractors, do you have processes in place to check whether any of these organisations have been convicted or had a notice served upon them for infringement of environmental legislation?

4.4 Health and SafetyPlease indicate your answer by marking ‘X’ in the relevant box

YES NO

a. Please self-certify that your organisation has a Health and Safety Policy that complies with current legislative requirements.

b. Has your organisation or any of its Directors or Executive Officers been in receipt of enforcement/remedial orders in relation to the Health and Safety Executive (or equivalent body) in the last 3 years? If your answer to this question was “Yes”, please provide details in a separate Appendix of any enforcement/remedial orders served and give details of any remedial action or changes to procedures you have made as a result.

c. If you use sub-contractors, do you have processes in place to check whether any of the above circumstances apply to these other organisations?

5 Relevant Experience and References

Please provide details of up to three contracts that are relevant to VSO’s requirement. Contracts should have been performed during the past three years. The named contact provided should be prepared to provide written evidence to confirm the accuracy of the information provided below.

Contract 1 Contract 2 Contract 3Name of organisationContact person in organisation (including job title, email address and phone number)Contract start and end

12

dateEstimated Contract ValueIn a few words please provide a brief description of the contract delivered. Note that more details on the scope and technical aspects of these contracts can be included in your answers to tender specific questions in section 8 of this document.If you cannot provide at least one example of contracts, please give a brief explanation for this e.g. your organisation is a new start-up.

6 Declaration

I declare that to the best of my knowledge the answers submitted to these questions are correct. I understand that the information may be used in the selection process to assess my organisation’s suitability to be invited to participate further in a procurement, and I am signing on behalf of (Insert name of Supplier). I understand that VSO may reject my submission if there is a failure to answer all relevant questions fully or if I provide false / misleading information. I have provided a full list of any Appendices used to provide additional information in response to questions.I also declare that there is no conflict of interest in relation to VSO’s requirement.The following appendices form part of our submission:(suppliers should list any additional appendices below)

PQQ COMPLETED BYNameRole in organisationDateSignature

13

6. Instructions on completing your Tender Response

6.1 Completing your Tender response

Your tender response is made up of 6 parts which must all be completed and submitted:

Tender Questionnaire Pricing Schedule Appendix 1 - Acknowledgement of invitation to tender; Appendix 2 – Form of Tender Appendix 3 – Anti-Collusion Agreement Appendix 4 – Non-Disclosure Agreement

Any additional documents which you are required to submit should be marked as appendices and attached to your tender response. The tender questionnaire should be answered in full and in the format requested. Failure to do so may result in your submission being disqualified. If the question does not apply to you, please state clearly ‘N/A’. Be clear and concise in all responses but ensure enough information relevant to the question is given to allow VSO to differentiate your response from other vendors.

Note that Appendix 5 – Form of Agreement should also be read.

6.2 Confidentiality

You are required to keep the details in the tender confidential and not to communicate them to any person not directly involved in the preparation of your bid.

6.3 Currency and Validity of Rates

All sums are to be quoted in Rwandan Francs Only, unless adjustment is provided for in the Contract, all sums are to be fixed for the duration of any contract awarded.

6.4 Integrity

Your tender shall be bona fide, and you will not have fixed or adjusted your rates in conjunction with any third party, nor communicated your rates to any third party not directly involved in the preparation of your tender. Suppliers will be required to sign and return an Anti-Collusion Agreement (Appendix 5).

6.5 Validity of Tenders

Your tender must be valid for acceptance by us for a period of ninety days from the date set for receipt of tenders by VSO.

14

6.6 Amendment to Documentation

No alteration should be made to any document issued in this tender without obtaining clearance from VSO. Where you consider there has been an omission or error you should inform VSO immediately in writing.

6.7 Cost of and Acceptance of Tenders

VSO will not be held responsible for, nor pay for, any costs incurred by you in the preparation of your submission.

VSO may accept the whole or part of a supplier’s tender and reserves the right to not award a contract to the lowest or any bidder. VSO reserves the right to reject any tender which is incomplete, conditional or not complying with the tender documents.

6.8 Communication & Enquiries

All enquiries and communications regarding this tender should be referred in writing to the [Project Lead] by email or letter. Where any communication requires clarification by or additional information from VSO, the request must be received by VSO at least five days prior to the date for return of tenders. VSO will advise all suppliers of its response to any such requests where appropriate.

6.9 Submission

You can submit your completed Tender Questionnaire, Pricing Schedule and Appendices 1-4, and other supporting documents, along with the Pre-Qualification Questionnaire electronically by email to Damien.Gregory@vsoint.org, Gashugi.Mayanja@vsoint.org sing the email title ‘Inclusive Education Video Material Tender’. Alternatively, you can submit all the documents in hard copy to the VSO Rwanda Country Office putting the title ‘Inclusive Education Video Material Tender’ and addressed to The Procurement Officer, VSO Rwanda, 12, KG 625 Street, Kigali, Rwanda. Note that all hard copy documents should be submitted in the same sealed envelope.

Tenders delivered after the stipulated time and date for receipt will not be considered. Any additional materials submitted with your tender other than those requested (such as marketing materials) will not be considered in the evaluation of your tender.

6.10 Tender Evaluation

Tenders will be evaluated on the following basis: [amend as required] Quality is out of 65% Finance is out of 35%

Tenders must score a minimum of 50% in the technical evaluation (quality) in order to continue to the commercial evaluation (price). Tenders which do not

15

meet this quality threshold will not be considered further and will not be eligible for contract award.

16

7. Specification of requirements/Terms of Reference

7.1 Introduction to the Building Learning Foundations Programme

The Building Learning Foundations Program (BLF) is funded by the British People through the UK’s Department for International Development (DFID) as part of the DFID-funded Learning for All Programme. The programme is focused on improving learning outcomes at P1 to P5 in English and Mathematics including those of children with Special Educational Needs (SEN), in all government-funded schools in Rwanda. The programme is implemented by organisations, Education Development Trust (coordinating), British Council and VSO.

The project’s teacher development component focuses on sustainable school-level CPD. All P1-P3 English and mathematics teachers have been provided with toolkits including printed and supporting audio and video materials for use for self-study and in community of practice activities. A key theme of the toolkits is inclusive teaching and learning and content covers a range of methods for developing a child-friendly, inclusive teaching environment, interactive and differentiated learning, and identification and support for children with SEN.

Currently, as part of BLF an inclusive education focal teacher has been selected in each of 83 schools spread across 5 districts. These focal teachers are being trained and mentored by Special Needs Education Coordinators (SNECO). The SNECO role is outlined in a new government inclusive education policy and 10 are currently deployed by BLF. From April 2020 this part of BLF will be scaled up with a focal teacher to be selected in each of 486 schools. A further 25 SNECOs will be deployed to train and mentor those focal teachers. These schools are led by head teachers who have been identified as being some of the best-performing leaders in the country. BLF aims for these schools to develop as good models for inclusive education. The head teachers of these schools meet with their colleague head teachers at sector level once a month for sharing of knowledge and good practices.

To support the professional development of English and mathematics lower and upper primary teachers, inclusive education focal teachers and head teachers video materials will be developed on inclusive education.

7.2 Objectives

The Audio-Visual Production Agency will be required to produce video and audio material on inclusive education.

Two sets of inclusive education materials are required.

1. An instructional video for teachers, school subject leaders, inclusive education focal teachers, head teachers and responsible (primary school deputy head) on inclusive education of at least 20 minutes

17

2. Inclusive education video and audio clips for a toolkit for inclusive education focal teachers (at least 10 and up to 20 short clips of around 1-2 minutes in duration for each one). Note that an alternative to audio clips could be filmed interviews.

Instructional Video

The instructional video when produced will be distributed by Building Learning Foundations (BLF) to all teachers who teach English or mathematics in grades P1-P3, all English and mathematics School Subject Leaders, all-inclusive education focal teachers, head teachers and Responsible in all government and government-aided schools with primary classes in Rwanda. The video material will be placed on BLF smart phones and on SD cards and flash drives which have been distributed to teachers and school leaders. The material to be developed, therefore, must be suitable for accessing via small screens.

The video material will be primarily used for self-study and collective study by small groups of teachers and head teachers.

The video should be organised into different sections and in its digital format arranged so that each section can be accessed directly without watching the entire video.

The purpose of this self-learning video is to provide teachers and head teachers with information and inspiration to guide the effective inclusion of children with disabilities and learning difficulties.

The content of the video will be developed in close collaboration with BLF staff who will provide detailed guidance on the content of the video and will identify film locations and people to be filmed who can demonstrate good practice and explain their knowledge. The content will link to inclusive education written content in existing BLF and REB training and development materials for teachers and head teachers, such as: Toolkits for P1-P3 English and mathematics teachers ‘Guide for teachers on identifying and helping pupils with learning difficulties

and special educational needs’ Leadership for Learning: a head teacher’s professional companion Leadership for Learning certificate course developed by BLF with University of

Rwanda College of Education BLF safeguarding poster MINEDUC/REB ‘Guide to inclusive education in pre-primary, primary and

secondary education’ REB training manual on inclusive education

Key topics will include: Inclusive teaching Identification and support for children with disabilities and learning difficulties Involvement of parents of children with disabilities and learning difficulties Using and keeping records of children with disabilities and learning difficulties Development of Individual Education Plans Safeguarding of children Developing an inclusive school environment

18

School-planning for inclusive education Enabling school-level CPD for teachers on inclusive education Working with inclusive education focal teachers and Special Needs Education

Coordinators

Expected types of audio/visual information and clips to form the instructional videos Interviews excerpts Still shots including extracts from key documents Cut-outs Lesson clips Clips of school environment On-screen written information and instructions (graphically designed) Audio narrative/Voice-over Background and title music Sub-titles in EnglishBLF will also consider the inclusion of extracts from existing EEnet inclusive education video material in the instructional video with appropriate translation of narrative and sub-titles undertaken. The inclusion of lesson clips showing inclusive teaching distributed as part of the BLF toolkits for teachers will also be considered for inclusion.It is expected that the audio narrative and on-screen written information will be in Kinyarwanda. This will be confirmed after consultation with Rwanda Education Board by BLF.Inclusive education video clips for a toolkit for inclusive education focal teachersContinual professional development materials for inclusive education focal teachers will be developed in the form of a toolkit. The toolkit will comprise of printed and video self-study materials. The video company will be required to produce materials will be watched by inclusive education focal teachers as part of some of the study activities in the printed component of the toolkit. When produced the video clips will be placed on the SD cards of inclusive education focal teachers in 476 schools across Rwanda.See the titles of the 10 units below:

Unit Title1 Role of the inclusive education focal teacher2 Developing exemplary practice in inclusive teaching and learning3 Mentoring other teachers4 Identifying, assessing and helping pupils with learning difficulties5 Involving parents of children with disabilities6 Learners with complex or severe difficulties7 Establishing an inclusive school environment and safeguarding8 Working in multi-disciplinary teams to assess children9 Individual Education Plans (IEPs)10 Increasing access and quality of education for children with

19

disabilities

BLF may give permission for some of the clips to be audio rather than video. BLF will also consider the inclusion of some extracts from existing inclusive education video material as clips for toolkit units with appropriate translation of narrative and sub-titles undertaken. The inclusion of lesson clips showing inclusive teaching distributed as part of the BLF toolkits for teachers will also be considered.The content of the video will be developed in close collaboration with BLF staff who will provide detailed guidance on the content of the video and will identify film locations and people to be filmed who can demonstrate good practice and explain their knowledge. The content will link to inclusive education written content in existing BLF and REB training and development materials for teachers and head teachers, such as: Toolkits for P1-P3 English and mathematics teachers ‘Guide for teachers on identifying and helping pupils with learning difficulties

and special educational needs’ Leadership for Learning: a head teacher’s professional companion Leadership for Learning certificate course developed by BLF with University of

Rwanda College of Education BLF safeguarding poster MINEDUC/REB ‘Guide to inclusive education in pre-primary, primary and

secondary education’ REB training manual on inclusive education

It is expected that the video and audio clips will be in Kinyarwanda. This will be confirmed after consultation with Rwanda Education Board by BLF.Expected types of material to form the content of clips for the toolkit include): Interview excerpts Lesson clips Clips of other activities, such as multi-disciplinary team assessments and

meetings with parents Clips of school environment Sub-titles in English

7.3 MethodologyA participatory approach to the assignment is required, reflected in a close working relationship between VSO project staff, and the contracted company.The video company will be expected to use their creative technical skills in ways that contribute to the completion of the task. Support and feedback will be provided by the VSO project team and this will be a key part of the delivery process.

20

The VSO project team will identify locations, and stakeholders and situations to be filmed and detailed guidance on the content to be captured in the video material.Note that a small number of sites for shooting will be selected to ensure efficiency and limit the costs of filming. As necessary some of the stakeholders to be filmed will be facilitated to travel away from their workplace to the shooting sites. Furthermore, some overlap of material between the inclusive education video and video clips for the toolkit will be considered to also increase efficiency and reduce costs.

7.4 Activities

In achieving the above objectives, the following are some of the activities required of the consultancy:For the Inclusive education instructional videoI. In collaboration with VSO project staff produce an outline of the

instructional video to be produced, including the structure of the video, the key inclusive education content to be captured in each part, the stakeholders to be interviewed and filmed in action, and stakeholders to be recorded

For the inclusive education video clips for a toolkit for inclusive education focal teachersII. In collaboration with VSO project staff and inclusive education toolkit

writer identify and outline video material to be produced which would link to specific self-study activities for inclusive education focal teachers in each of the units of the toolkit. Noe that audio clips will also be considered.

For both sets of video materials:

III. In collaboration with VSO project staff (and toolkit writer) produce detailed content plans and scripts for interviews, specific lesson footage to be captured, audio narrative, recordings and other visual information to be part of the videos. This information will include who will talk and their locations, what questions will be asked, what people with talk about, the Voices Over in each segment of the script and other materials needed such as still pictures and cutouts, and the durations of each part.

IV. Several days of filming in location at schools in order to get the raw footage

V. Some studio-based filming with individual stakeholders for close up shots or demonstrations

VI. Some studio audio recording of narrative (instructional video only)VII. Production of background audio such as music for parts of the productionVIII. Some studio or location audio recording of individual stakeholders as

necessary

21

IX. Decide for studio time, payments and oversee filming sessions.X. Editing the raw footage into video clips to demonstrate the specified

activities and techniques.XI. Final editing of clips and re-takes of any sections that do not meet the

high-quality standards required.XII. Any final adjustments to be made to the video according to feedback from

REB and the VSO team and the toolkit writer.XIII. Formatting of video into individual clearly labelled clips corresponding to

each relevant exercise in the toolkit

7.5 ReportingRegular reporting to the designated VSO staff member will be required, and meetings will be held to review progress and provide feedback on the recording process.7.6 ScheduleThe schedule below is indicative and may be subject to change.

Action / Output Schedule/deadlines

Detailed content plans and scripts for the inclusive education instructional video and clips for inclusive education focal teacher toolkit in collaboration with VSO inclusive education technical advisors and toolkit writer as guided by the information in the Activities section of this Terms of Reference produced in readiness for validation by Rwanda Education Board

13-24th April 2020

Shooting of video material and recording of audio material for the inclusive education instructional video and clips for inclusive education focal teacher toolkit is organised

11-15th May 2020

Video material shot and any audio material recorded for inclusive education instructional video and clips for inclusive education focal teacher toolkit

18-29th May 2020

All video and recording footage and production of other visual and audio material required for the inclusive education instructional video and clips for the toolkit is edited in readiness for validation by Rwanda Education Board

1-12th June 2020

Final editing/production adjustments and re-filming/recording for the inclusive education instructional video and clips for inclusive education focal teacher toolkit is undertaken based on validation feedback from Rwanda Education Board undertaken

6-17th July 2020

7.7 Roles and responsibilities

22

The consultancy company will be responsible for all activities as outlined in section 3.3VSO will be responsible for: Providing background on BLF and the inclusive education interventions Collaborating with the contracted company in planning the video material

and audio material, including scripts and audio and visual narrative Communicating with all stakeholders who will be filmed or recorded about the

purpose and arrangements of the filming/recording Support the contracted company with preparing stakeholders for filming and

recording Providing the contracted production agency with feedback on planning and

filmed and recorded material in a time fashion Presentation of plans and film and recorded material to REB for their

feedback. Provision of timely feedback on drafted toolkit units in accordance with the

deliverables and schedule Presentation of drafted toolkit units to REB, collection of feedback from REB

and communication on this to the writer consultant

7.8 Payment schedule

Payment will be in Rwandan francs and according to the payment milestone schedule below.

Payment milestone

Relevant deliverables Percentage of fee

1 Detailed content planning and scripts completed, in accordance with the information in the Activities section of the Terms of Reference, of inclusive education instructional video and clips for inclusive education focal teacher toolkit in collaboration with VSO inclusive education technical advisors, toolkit writer and Rwanda Education Board inclusive education advisor

20%

2 Video shooting and audio recording undertaken and edited, and all other production undertaken of complete inclusive education instructional video and complete set of clips for inclusive education focal teacher toolkit in accordance with the Terms of Reference

40%

3 Final and complete production of inclusive education instructional video and set of clips for inclusive education focal teacher toolkit in accordance with the Terms of Reference and approved by Rwanda Education Board

40%

23

8. Tender response

In this section complete the questionnaire and complete the Pricing Schedule using the templates provided.

This questionnaire assesses suppliers’ ability to provide the goods / services as described in the Terms of Reference (TOR). Ensure you have read and understood the Specification Requirements/Terms of Reference prior to completing your response to the questionnaire. All questions should be answered in full and accurately - any inaccuracy highlighted later could invalidate the tender submission and exclude your organisation from the process. Follow carefully the ‘Guidance for the applicant’ for each question. The word count should be used as a guide as to how long a response is required in order to fully respond to the question.

Question 1

Question: What are the qualifications and trainings received of the personnel who will work on the planning, shooting, recording, editing and any other aspects of production of video material?

Guidance for the applicant

Outline the roles of those who will be involved, and their qualifications and relevant training received

Provide CVs of the relevant staff showing their qualifications and trainings and relevant certificates/evidence.

Maximum number of words: 200Number of marks 5 Marks Supplier Response:

Question 2

Question What experience does your organisation possess in producing video material (and any audio material) which is relevant to the assignment?

Supplier Guidance

Outline relevant experience including video and audio material production which has had a narrative component, such as instructional and/or documentary materials, involving shooting and editing of interviews

Provide details of relevant experience of producing video and audio materials with content about education, including any details of filming of teaching and children. This information could increase your score.

24

Provide details in CVs of relevant experience of all staff who will work on the production of the video and audio material

Maximum number of words: 400

Provide two samples of video material produced. A sample of audio material can also be submitted. Note that if one of the samples of video material includes voice-over a separate sample of audio material does not have to be produced.

Number of marks 5 Marks Supplier Response:

Question 3

Question What methodologies, approaches, equipment and software will you use in planning, shooting, recording and overall production of the video and audio materials to produce high quality materials?

Supplier Guidance:

Ensure the information includes details of how you will undertake planning of content such as scripts. Include examples of any templates or formats which would be used in this assignment.

Maximum number of words 400Marks 10 Marks Supplier Response:

Question 4

Question What the experience do you have in ensuring that deliverables are achieved on time and how you will achieve the deliverables of this assignment in a timely way?

Supplier Guidance

Provide examples of assignments and the timelines involved which you have completed successfully and on time.

Outline a plan of how you will achieve the deliverables of this assignment on time including details of which personnel will be available to work on the deliverables according to the schedule.

Maximum numbers of words 300Marks 5 Marks Supplier Response:

25

Question 5

Question VSO is a voluntary organization and we have a duty to our donors and to the communities we work with to ensure we get the best value for our money. How will your organization help VSO in meeting its duty of value for money?

Supplier Guidance

Provide examples of how costs would be kept as low as possible while still delivering a high-quality service.

Marks 5 Marks Supplier Response:

Offers will be evaluated based on cost and quality where cost shall constitute 35% and quality 65%.

Pricing Schedule

Payment: Identify anything that VSO will be paying for directly (e.g. travel, accommodation, stationary, etc.). If there are any specific issues related to payment, such as currency or payment milestones, these should be specified here.

Prices must be quoted in Rwandan Francs Only currency and include all costs necessary for the performance of the contract. Any charge not stated in the price proposal will not be allowed as a charge under any resultant Contract.

No

Item Description Subtotal

1. Consultancy fees- Cost the Actions/outputs as outlined above

2. Transport (if applicable)3. Accommodation (if applicable)4. Subsistence (if applicable)

TOTAL

Minimum Contents Expected in Any complete Offer.

A completed Prequalification questionnaire. A technical offer in response to the terms of reference in this document. Include a clear response to the tender questions putting in consideration the

word count expected.

26

Include an updated CV, well completed and signed to support the tender question response.

Include evidence of relevant academic qualifications to support the tender question response.

Include evidence of relevant experience/ similar work done to support the tender question response.

Include evidence of any relevant professional trainings to support the tender question response.

A clear well-articulated financial offer. After the above has been realised any offer, before the evaluation team looks at any financial offers. Organisations/firms or individuals who will be successful shall be invited to pitch. This exercise shall be scored at a mark of 35 Marks. The documented hard technical offer shall be scored out of 30 marks and the presentation/pitch shall be evaluated out of 35 Marks which in total shall constitute the technical score of 65 Marks.

Pitching Guideline

Pre-Qualified agencies/ individuals will be invited to pitch or make a technical proposal of their ideas based on the inform given in the tender about the required video.  The technical proposals my include (but not limited to) presentation of a story board and dummy scripts of the required video and demonstration of innovative ways in which an interactive video will be produced with these in mind - interview excerpts, lesson clips, clips of other activities, such as multi-disciplinary team assessments and meetings with parents, school environment etc.

27

APPENDIX 1 - ACKNOWLEDGEMENT OF INVITATION TO TENDER

ACKNOWLEDGEMENT OF INVITATION TO TENDER(TO BE PRINTED ON SUPPLIER’S LETTERHEAD)

Date:

VSO[Insert VSO address]

Attention:

VSO INVITATION TO TENDER FOR AUDIO VIDEO PRODUCTION AGENCY FOR INCLUSIVE EDUCATION MATERIALS

Delete as appropriate:* We acknowledge receipt of the above referenced Invitation and confirm that we will be submitting a tender response.* We acknowledge receipt of the above referenced Invitation, but on this occasion will not be submitting a tender.

SIGNATURE:________________________

NAME:

TITLE:

SUPPLIER BUSINESS NAME:

SUPPLIER ADDRESS:

SUPPLIER TELEPHONE:

SUPPLIER EMAIL:

28

APPENDIX 2 - FORM OF TENDER

FORM OF TENDER(TO BE PRINTED ON SUPPLIER’S LETTERHEAD)

Date:

VSO[Insert address]

Attention:

VSO INVITATION TO TENDER FOR AUDIO VIDEO PRODUCTION AGENCY FOR INCLUSIVE EDUCATION MATERIALS

We have examined the tender documentation issued to us, and offer to undertake the services set out in accordance with the documentation and to the entire satisfaction of VSO at the rates and on the terms set out in the tender documentation:

One original copy of our tender response containing an Anti-Collusion Agreement, a Mutual Non-Disclosure Agreement, a completed Tender Questionnaire, a completed Pricing Schedule (Suppliers should list any additional submitted documents here) and an electronic copy thereof.

Unless and until a formal contract is executed between us, this tender and your written acceptance thereof shall constitute a binding contract between us.

We understand that you may accept the whole or part of our tender, but do not bind yourself to accepting the lowest or any tender and will not pay for any costs incurred by us in the preparation of our tender.

SIGNATURE:________________________

NAME:

TITLE:

SUPPLIER BUSINESS NAME:

SUPPLIER ADDRESS:

SUPPLIER TELEPHONE:

SUPPLIER EMAIL:

29

APPENDIX 3 – ANTI-COLLUSION AGREEMENT

(SUPPLIERS TO COMPLETE AND SIGN)

In recognition of the principle that the essence of selective tendering is that VSO receives bona fide competitive tenders WE CERTIFY THAT: -

1. The tender submitted herewith is a bona fide tender, intended to be competitive.

2. We have not fixed or adjusted the amount of tender under or in accordance with any agreement or arrangement with any other person or organisation.

3. We have not done and we undertake that we will not do at any time before the hour specified for the return of the tender any of the following acts:-

a) communicate to a person other than the person calling for those tenders the amount or approximate amount of the proposed tender;b) enter into any agreement or arrangement with any other person or organisation that they shall refrain from tendering or as to the amount of any tender to be submitted; andc) offer or pay or give or agree to give any sum of money or valuable consideration directly or indirectly to any person or organisation for doing or having done or causing or having caused to be done in relation to any other tender or proposed tender any act or thing of the sort described above.

SIGNATURE:________________________

NAME:

TITLE:

Date:

SUPPLIER BUSINESS NAME:

30

APPENDIX 4 – NON-DISCLOSURE AGREEMENT

THIS AGREEMENT IS MADE (BY DEED) THE DAY OF……………….../……………….../2020

BETWEEN

(1)VOLUNTARY SERVICE OVERSEAS incorporated and registered in England and Wales with company number 703509 whose registered office is at 100 London Road, Kingston upon Thames, KT2 6QJ (“VSO"); and

(2)[insert Name of Organisation] of [insert Address of Consultant] hereinafter referred to as “The Supplier”

1. DEFINITIONS

The definitions in this clause apply in this agreement.

"Confidential Information"

any information relating to the business of VSO which is not publicly available including, but not limited to, any information specifically designated by VSO as confidential; any information supplied to VSO by any third party in relation to which a duty of confidentiality is owed or arises; and any other information which should otherwise be reasonably regarded as possessing a quality of confidence or as having commercial value in relation to the business of VSO;

"Objective" tendering for the supply of goods, services or works to VSO and the provision of such under any resultant contract

2. CONSULTANT'S OBLIGATIONS

2.1 The Supplier undertakes to respect and preserve the Confidential Information as confidential for a period of five years commencing on the date of disclosure (subject to clauses 2.2 and below). The Supplier shall not without the prior written consent of VSO:

a) communicate, or otherwise make available, the Confidential Information to any third party; or

b) not to use the Confidential Information for any commercial, industrial or other purpose whatsoever other than the Objective; or

c) c) copy, adapt, or otherwise reproduce the Customer Information except as strictly necessary for the purposes of the Objective or as permitted by law.

31

2.2 The Supplier may disclose the Confidential Information or any part thereof, with the prior consent of VSO, to any employee of the Supplier who needs access to the Confidential Information. In such an event the Supplier agrees to ensure, prior to such disclosure, that the employee in question is made aware of the confidential nature of the Confidential Information and understands that he/she is bound by conditions of secrecy no less strict than those set out here.

2.3 The obligations contained in this clause 2 shall not apply or shall cease to apply to such part of the Confidential Information as the Supplier can show to the reasonable satisfaction of VSO:

a) has become public knowledge other than through the fault of the Supplier or an employee or director of the Supplier to whom it has been disclosed in accordance with clause 2.2 above; or

b) was already known to the Supplier prior to disclosure to it by VSO; or

c) has been received from a third party who neither acquired it in confidence from VSO, nor owed VSO a duty of confidence in respect of it.

3. PROPERTY RIGHTS

3.1 The Confidential Information and all related documentation (together the “VSO Property”) are proprietary to VSO. The Supplier acknowledges that any disclosure pursuant to this agreement shall not confer on the Supplier any intellectual property or other rights in relation to the VSO Property.

4. GENERAL

4.1 No variation of this agreement shall be effective unless it is in writing and signed by the parties (or their authorised representatives).

4.2 A reference to writing or written includes e-mail but not faxes.

4.3 This agreement shall be interpreted and construed in accordance with English law.

SIGNED FOR AND ON BEHALF OF VSO:

SIGNED FOR AND ON BEHALF OF SUPPLIER:

SIGNATURE: SIGNATURE:

NAME: NAME:

TITLE: TITLE:

DATE: DATE:

32

33

APPENDIX 5 - FORM OF AGREEMENT

The winning Supplier will be required to sign and return an Agreement at the contract award stage (the Agreement is issued to all suppliers with this Invitation to Tender document). Please DO NOT include a signed Agreement with your tender response.

[Guidance for VSO staff: The appropriate Agreement (Contract Terms and Conditions) must be sent to suppliers when the tender documents are issued to them. We suggest this is sent as a separate document, as inserting it into this document can cause formatting issues. Template contracts are available on Global Procurement’s page on SharePoint. Any queries regarding contracts should be directed to Global Procurement. Amendments to standard contracts will require agreement from Jenny Owen in Legal.

34