Winter Blankets

Background Information on Plan International 

 

Founded in 1937, Plan International is an independent development and humanitarian organisation with no religious, political, or governmental affiliations. Our vision is a just world that advances children’s rights and equality for girls. We engage people and partners to; empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability; drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face; work with children and communities to prepare for and respond to crises and to overcome adversity; support the safe and successful progression of children from birth to adulthood. 

 

To fulfil the promise of the 2030 Global Goals, our 5-year Global Strategy1 is designed to deliver significant change for girls and boys, putting a special emphasis on gender equality. We see clear links between fulfilling children’s rights, achieving gender equality and ending child poverty. Every girl and boy have the right to be healthy, educated, protected, valued and respected in their own community and beyond.  We support these rights from when children are born to when they reach adulthood. We work to ensure that girls and boys know their rights, and have the skills, knowledge, and confidence to fulfil them. This approach inspires and empowers children and communities to create long-lasting change. Girls have the power to change the world. Our ambition is to work beside them and together we act so 100 million girls learn, lead, decide and thrive. Our global advocacy work not only focuses on international policy but also ensures national governments can meaningfully implement and uphold laws that advance children’s rights and gender equality at community level. 

 

 

 

Background on the Service.

 

Lebanon is currently facing a major acute crisis characterized by sudden, large-scale displacement. Based on the available knowledge already explained in the guidelines but also on Plan and DPNA’s own assessments, the action targets Chouf and Aley districts in Mt Lebanon and Saida in South governorate. These were chosen due to them hosting respectively 18%, 13% and 7% of IDPs in Lebanon (by October 10th, National Committee for Disaster and Crisis Response (NCDCR)). In Chouf and Aley, numbers of displaced persons are expected to increase as Mt Lebanon is considered relatively safe and there are many collective shelters available (328 by 10-10, 34% of the total (NCDCR)). Saida, on the other hand, also hosts many IDPs, but has far fewer shelters (with only 8% of the country’s shelters being in South governorate).

The primary needs of targeted displaced persons include immediate access specifically for those staying in shelters for winterization assistance and core relief items.

Considering these needs in the specific locations targeted, DPNA and Plan's response will prioritize winter blankets as part of the winterization support program. With the onset of winter, NFIs will be distributed to provide winterization support for those most in need.

 

Purpose and Scope 

 

The purpose of this RFQ is to identify and pre-position qualified suppliers to provide winter blankets to vulnerable populations in Lebanon, particularly Internally Displaced Persons (IDPs) affected by ongoing crises. This intervention aims to support the needs of 6200 individuals in Mount Lebanon area, with winter blankets designed to address essential needs. The blankets will be distributed in phases as per the project's implementation schedule in 2024-2025 while ensuring that the contents are accessible, easy to use, and meet the basic needs of different demographic groups, including children, women, and the elderly.

By pre-positioning qualified suppliers, this RFQ aims to ensure that the supply chain for emergency distribution remains resilient and capable of responding swiftly to changing circumstances. This approach enables Plan International Lebanon to maintain its commitment to humanitarian principles and timely response, ensuring that vulnerable populations can access the necessary resources to survive during critical times.

Item description

Unit

Quantity

winter blankets: size 160cm X 220cm

 Blanket

6200

 

 

Objectives 

The objective of this tender is to select a qualified supplier capable of delivering 6200 winter blankets to IDPs in Beirut as part of a critical emergency response. The supplier will ensure timely and efficient delivery of winter blankets within the required budget and delivery timelines. This project will aim to support the livelihoods of affected populations by addressing blankets during the winter season.

 

About the tender process

 

Successful tenderers will be expected to enter into a formal contract with Plan International Inc.

Each successful tenderer will be considered a provider; however, the contract pertaining to this tender shall not constitute an exclusive agreement. Plan International reserves the right, at its sole discretion, to enter into agreements with other suppliers for the same type of services at any time, as deemed necessary.

Plan International Lebanon will exercise its rights to enter into a formal one-year contract (renewable) with the supplier, issuing consequent supplies for the same or similar items within the one-year period across its various projects in Lebanon.

If you believe that your company can meet our specified requirements and would like to be considered as a potential supplier, please complete and return Annex 1 – “Confirmation of Intention to Tender” as soon as possible. Following that, submit all the required documents listed in Annexes A, B, C and D

This tender dossier has been issued solely for the purpose of obtaining offers for the supply of goods or services based on the specifications contained within this document and its 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, engage in unlawful agreements with competitors, or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating, and comparing tenders will result in the rejection of their offers and may lead to the termination of any 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 technical requirements for each category. feel free to attach additional information regarding your product offerings.

 

Proposed Timeline

 

Activity

Deadline Date

Launch of Tender

October 24, 2024

Deadline for Submission of Offers

November 07, 2024

Engagement of Vendor and Signing of Contract

November 12, 2024

 

 

Expected Deliverables 

• Provide 6200 winter blankets size 160cm X 220cm that meet the specifications detailed in the PR.
• Ensure the timely delivery of the blankets to designated locations in Beirut, with each item containing Clear label on the outer packaging must be added listing the size and the quality of the blankets
• Maintain detailed records of the delivered blankets, including batch numbers, distribution dates, and recipient signatures.
• Ensure that the blankets meet quality standards and are properly packaged to prevent spoilage or damage during transportation.

• Include any necessary storage instructions if necessary
• Packaging: The primary and secondary packages must be sealed and sized in order to protect the goods.

   

 

Timeframe & Location 

Exact dates and locations will be shared by Plan International Lebanon at later stages.

 

Submission of Offers

The offer must be sent to the address specified on page 6 It should be sent via registered post with acknowledgment of receipt or hand-delivered with a receipt signed by a Plan International representative.

Offers must be received before the deadline specified in the “Proposed Timeline” above.

All offers, as well as all correspondence and documents related to the tender, must be written in English or the native language.

 

All offers must be submitted in one signed original marked “Original” and one signed copy marked “Copy.” In case of discrepancies, the information in the “Original” shall prevail over the “Copy.”

All offers, including any annexes or supporting documents, must be submitted in one sealed envelope that bears only:

1. The address;
2. The words “Not to be opened before the tender opening session”;
3. The name and address of the Tenderer.

 

Each Tenderer, or member of a consortium or subcontractor, may submit only one offer. The offer can be for one entire lot or multiple lots.

 

Evaluation of Offers

Plan International Inc., at its sole discretion, will select the winner of this tender.

Plan International Inc. shall be free to:

• Accept the whole or part of any tender
• Accept none of the submitted tenders
• Republish this request for tenders

 

Plan International will not be liable for any costs or expenses incurred in the preparation of the tender.

 

Plan International reserves the right to keep confidential the circumstances considered for the selection of the offers. 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 can be used for humanitarian and development work around the world.

 

Samples / Demonstrations

Providing samples and demonstrations is necessary and will contribute to the scoring process.

Tenderers should provide a receipt template, card content used by beneficiaries (if any), a map of branches/locations, modality of approvals and payments, currency options, etc.

 

 

List of documents to be submitted with the RFQ

Offers must include the following documents:

Document

Rationale

Form

Confirmation of intention to tender

See Annex A

 

 

 

 

Tenderer’s Declaration

Completed “Tenderer’s Declaration” document. The Tenderer signs to show that they have fully understood and accepted the tender document.

See Annex D

Contact details of three referees

By contacting the referees, Plan International can assure the competency of the Tenderer. Include type of contract, period of performance, company name, contact name, telephone number, and email.

 

Bid details

The Tenderer must send the quotation in hard copy

  

Bid should reflect the fees list for each amount and the time frame needed, if applicable.

  

List of the Tenderer’s main customers, including any Non-Governmental Organizations. The Tenderer assures Plan International of its experience in the sector.

 

Audited accounts for the last two years or other documentation to prove financial viability

The Tenderer demonstrates it has the resources to perform the contractual obligation. This should include both the Profit and Loss account and the Tenderer’s balance sheet.

 

Other Company Documents

Evidence of corporate identity:
1. Certificate of registration for VAT (شهادة تسجيل في الضريبة على القيمة المضافة)
2. Company registration certificate (شهادة تسجيل شركة)
3. Commercial registration (إذاعة تجاريه)
4. Owner, CEO, or GM passport/I.D. copy.
5. License of international payment processors, as issuer and acquirer, to provide financial services.

 

Company profile

The Tenderer provides information on its structure to give Plan International proper and complete information.

 

Management of Contract Proposal + Reporting

The Tenderer should provide information on how they would manage the Plan International contract and advise on the type of management reports Plan International could expect.

 

• Plan has the right to disqualify any quotation that does not comply with the above requirements (both soft and hard copy).

 

 

Payment Terms 

 

Plan International Lebanon will sign a Long-Term Agreement with the selected service provider for one year, which is renewable. This agreement will outline the cost of services, the different services available, details of transactions and payment options, the currency of payments, and any supporting documents.

 

Note: Payments including service fees will be made via international bank wire transfer from Plan International’s side.

25% shall be paid as down payment while the remaining will be paid upon delivery of the full quantity.

 

Disclaimer

Plan International reserves the right to alter the schedule for 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 for any costs incurred by the Tenderer in the preparation of the offer or any associated work effort, including the production of presentation materials, brochures, product specifications, or manuals for evaluation.

 

 

 

 

 

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 presented and answered

Pass/Fail

Company Profile & Requirements

Ability to showcase capacity and capability to carry out the project
Adherence to project timelines
Ability to deliver as per expectations

40%

Service Requirements

Template used as documentation of the full process (beneficiary cards, receipts, reports, etc.)

30%

Commercial Proposal

Total cost of the proposal

30%

 

These criteria are not in any particular order nor do they necessarily carry equal weight. The exact criteria for selection will not be published to suppliers.

 

Annex Contents List

• Annex A: Confirmation of intention to tender and receipt of copy documents (All suppliers to complete)
• Annex B: Supplier Questionnaire
• Annex C: - Technical Questions
• Annex D: Tenderer’s Declaration (All suppliers to complete)

 

 

Plan International’s Principles  

 

The service provider must ensure compliance to Plan International’s Non-Staff Code of Conduct and attend a safeguarding session with Plan Lebanon safeguarding specialist. Plan's Anti-Fraud, Anti-Bribery and Corruption Global Policy and Plan's Safeguarding Children and Young People Global Policy should be reviewed and signed by the service provider on the date of signature of the contract. 

 

Clarifications 

 

Invited companies must ensure that their offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected. Please therefore ensure that you read this document carefully and answer fully all questions asked. 

 

If you have any queries in relation to your submission, or to any requirements of this tender, please contact us on the address provided on the first page of this RFQ document.   

 

Thank you for your quotation.