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 Procurement@plan-international.org

Contract Manager Mika Välitalo, mika.valitalo@plan.fiDeadline 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

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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

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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”

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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

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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

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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.

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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

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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.

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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 procurement@plan-international.org

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

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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    

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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

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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

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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.

  

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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)  

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ANNEX B

ANNEX B – Tender Declaration

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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

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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)

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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:

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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.

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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

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