PIL - FY21 – 003 Supply for Student Kits.

Invitation to Tender Dossier

 

 

Supply and Distribution of Student Kit

 

 

 

 

Tender Main Facts Table

Tender reference

PIL - FY21 – 003 Supply for  Student Kits.

Tender launch date

26- Feb-2021

 

 

 

Submission Details

Suppliers should send  documents in a Sealed Envelope to Plan International – Lebanon Office on 23rd March 2021 till 26^th March between the hours 10am - 4 pm. Please refer to section 3 for more details.

In addition to above, a Confirmation Email to [email protected] that you  delivered the Offer.

 

Deadline for submission of offers

Accepting Bids on 23rd March 2021 till 26^th March between the hours 10am - 4 pm.

Address for submission of offers

Shibli Bldg (known as Bank Audi bldg.) Scd Floor, Independence street, near to El saydeh church Ashrafiyeh | Beirut, Lebanon

 

Estimated date of award of contract(s)

3^rd Week Of April 2021

Duration of contract

3 months

 

 

 

 

 

Submission of offers to Plan office

 

Procurement Department

Shibli Bldg (known as Bank Audi bldg.) Scd Floor, Independence street, near to El saydeh church Ashrafiyeh | Beirut, Lebanon

In addition to a Confirmation Email to [email protected] that you  delivered the Offer.

 

 

 

Index of Contents

 

1

Introduction  

2

Background Information on Plan International

3

Submission of offers

4

Product specification, requirements and terms of delivery

5

Evaluation of offers

6

Samples / Demonstrations

7

List of documents to be submitted with the offer

8

Contract payment terms

9

Disclaimer

10

Selection Criteria

11

Clarifications

 

 

Annex A

Confirmation of intention to tender and receipt of copy documents

Annex B

Form for Supplier Questionnaire

Annex C

Form for Tenderer’s Declaration

Annex D

Form for Price Quotation

Annex F

Anti-Fraud,Anti-Bribery and Corruption Global Policy

Annex G

Safeguarding Children and Young People Global Policy        

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

1. Introduction

 

Plan International Logistics & Procurement are inviting interested parties to bid as part of a negotiated tender process for the supply and distribution of student kits for Children.

 

Plan International Lebanon are looking to support children that are affected by the blast in Beirut area with a student kit. The student kit will ensure that all children have the needed supplies and stationery in light of all the challenges. The student kits will be tailored to fit the students’ age groups per different cycle, and will include all the needed supplies such as “Notebooks, Pens, pencils, erasers, sharpeners, pencil case, calculator, geometry sets and hygiene items…). Plan is looking to ensure that 16,632 children and 55 schools will have the needed supplies to support in learning outcomes of children affected by the said incident. The supplies will be procured and distributed for the academic year 2021.

 

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

 

Each successful Tenderer is intended to be a Provider, but the contract pertaining to this tender shall not constitute an exclusive contract and Plan International, at its sole discretion, reserves the right to enter into agreement with other suppliers, for the same type of services at any time, whenever it deems it necessary. 

 

Plan International Lebanon will exercise its rights to enter into formal one-year contract with the supplier and issue consequent supplies for the same or similar items within the one-year period under this project or other projects in Lebanon.

 

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

 

This tender dossier has been issued for the sole purpose of obtaining offers for the supply of goods or services against the specification contained within this document and Annexes. Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender.

 

Any attempt by the Tenderer to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of its offers and may result in the termination of a current contract where applicable.

 

Bids will be assessed by a procurement panel against set criteria, including bid eligibility, the extent to which the Requirements have been met and the overall value for money proposition.  Bids should include detailed information on the following technical requirements for each category. Please complete the following tables in your submission and feel free to attach additional information on your product offerings.

 

 

 

1. Background Information on Plan International

Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls. 

We believe in the power and potential of every child. But this is often suppressed by poverty, violence, exclusion and discrimination. And its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children. 

We support children’s rights from birth until they reach adulthood. And we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge. 

We have been building powerful partnerships for children for over 75 years, and are now active in more than 70 countries. 

Read more about Plan International's Global Strategy: 100 Million Reasons at https://plan-international.org/strategy

Proposed Timelines

 

Activity

Deadline Date

Launch of Tender

26th of February 2021

Deadline for submission of offers

23rd March 2021till 26th March

Presentation of samples to Plan International along with bid documents

23rd March 2021till 26th March

Engagement of vendor and signing of contract

19th – 23rd April, 2021

 

 

 

 

 

 

                       

3. Submission of offers

 

The offer must be sent to the address specified on page 1. It must be via registered post with acknowledgement of receipt or hand-delivered against receipt signed by a Plan International representative.

 

Offers must be received before the deadline specified in the “Tender Main Facts Table” above.

 

The offer and all correspondence and documents related to the tender must be written in English or native language

 

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

 

All offers, inclusive of any annexes or supporting documents, must be submitted in one sealed envelope bearing only:

 

a) The address;

b) The tender reference number/name stated in the “Tender Main Facts Table”;

d) The words “Not to be opened before the tender opening session”;

e) The name and address of the Tenderer.

 

Each Tenderer or member of consortium or sub-contractor may submit only one offer. The offer can be for one entire lot or more entire lots.

 

Do note that the delivery and distribution of the scholastic material kits will be carried out directly to the 55 schools across the area of Beirut and Mount Lebanon(Ashrafiye, Burj Abi Haydar, Al Msaybiye, Beirut, Al Manara, Al Basta, Tarik el Jdide, Ras el Nabae, Al Jnah, Al Cola, Zaa el Blat  )

 

 

4. Product specification, requirements and terms of delivery

 

• Each kit should be pre-packed by the supplier in cardboard boxes, with visible donor logos shared by Plan International Lebanon. 
• The Supplier should deliver the 16,632 Student Kits to 55 schools in the area of Beirut and mount Lebanon. The Supplier should include transportation and delivery fees (including any daily worker hired) in the sent quotations.  All deliveries will be done in coordination with Plan International’s team and with the presence of at least one Plan International Staff / volunteer per location of delivery. A distribution plan will be shared with the suppliers one week before the distribution.
• The supplier will need to ensure that all kits need to delivered to the needed schools which can take up to one-month distribution
• Items should be gender neutral (that work for both sex and excluding barbies and superheroes).
• Make sure that the items are age appropriate, nontoxic and washable.
• Items must be child-friendly and suitable for targeted age group.
• All suppliers should provide Plan International with samples or pictures of all required items.

• All items should be sanitized before the kit packing.
• People responsible of packing should wear gloves and mask.
• The vehicles responsible of delivering the kits should be sanitized and any person (drivers and suppliers’ employees) who will touch the kit should wear gloves and mask all the time.
• Plan International will not be liable for any costs or expenses incurred in the preparation of the tender

 

 

 

 

 

 

 

 

 

 

 

 

Each Student Kit will include:

            1. Student Kit Cycle 1: (3,807 kit in Total) As per the table below:

 

#

Cycle 1 kit Content

Specs

Qty/Kit

Total # of Kit

Total Qty

1

Copybooks English and Arabic

A5, squared, 48 sheets

6

3,807

22,842

2

Pens

Green

2

3,807

7,614

3

Pens

blue

5

3,807

19,035

4

Pencils

Pack of 12

1

3,807

3,807

5

Eraser

45x19x11 mm

2

3,807

7,614

6

Sharpener

metal 2.5x1.5x1cm

2

3,807

7,614

7

Glue sticks

35 g

2

3,807

7,614

8

Whiteboard Marker

blue, black

2

3,807

7,614

9

Whiteboard small one with eraser

standard size is A4
plastic frame with marker and eraser

1

3,807

3,807

10

scotch Tape

18mm x 33mm

2

3,807

7,614

11

Crayon Coloring pencils

Pack of 12

1

3,807

3,807

12

Water Coloring pens

pack of 12

1

3,807

3,807

13

Ruler

plastic 30 cm

2

3,807

7,614

14

Coloring booklet

A4

1

3,807

3,807

15

Box of face mask

 50 pieces.

1

3,807

3,807

16

Hand Sanitizers

500 ml -70% ethanol

2

3,807

7,614

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Student Kit Cycle 2: (3,030 kit in Total)

 

#

Cycle 2 kit-Content

Specs

QTY/Child

# of Students

Total Qty

1

Notebooks English and Arabic

A4, Squared, 72 sheets

5

3030

15150

2

Pens

red

2

3030

6060

3

Pens

black

2

3030

6060

4

Pens

Green

2

3030

6060

5

Pens

blue

5

3030

15150

6

Pencils

Pack of 12 with eraser

1

3030

3030

7

Eraser

45x19x11 mm

2

3030

6060

8

Ruled Loose Leaf Refills

Squared A4, pack of 48 sheets

2

3030

6060

9

Clear Books A4

A4, 60 sheets per book

1

3030

3030

10

Plastic button file folder

for A4 sheets

2

3030

6060

11

Sharpener

metal 2.5x1.5x1cm

2

3030

6060

12

Glue sticks

35 g

2

3030

6060

13

Whiteboard Marker

blue, black

2

3030

6060

14

Whiteboard small one

standard size is A4
plastic frame with marker and eraser

1

3030

3030

15

scotch Tape

18mm x 33mm

2

3030

6060

16

Geometry Set

2 square, 1 ruler, 1 protector,
1 compass

1

3030

3030

17

Ruler

plastic 30 cm

2

3030

6060

18

Correction pen

6 ml

2

3030

6060

19

sticky notes

76mm x 76mm

1

3030

3030

20

scissors

Standard size 13 cm round tip

1

3030

3030

21

Highlighters

1 unit, 1 color

1

3030

3030

22

Box of face mask

  50 pieces.

1

3030

3030

23

Hand Sanitizers

500 ml 70% ethanol

2

3030

6060

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Student Kit Cycle 3: (2,931 kit in Total)

 

#

Cycle 3 kit

Specs

QTY/Student

# of students

Total Qty

1

Notebooks Arabic and English

A4, Squared, 72 sheets

5

2931

14655

2

Scissors

13 cm pointed tip

1

2931

2931

3

Geometry Set

2 square, 1 ruler, 1 protector,
1 compass

1

2931

2931

4

Ruled Loose Leaf Refills

Squared A4, pack of 48 sheets

2

2931

5862

5

Scientific Calculator

to be used in this cycle

1

2931

2931

6

Pens

red

2

2931

5862

7

Pens

black

2

2931

5862

8

Pens

Green

2

2931

5862

9

Pens

blue, 1 unit

5

2931

14655

10

Pencils

Pack of 12 with eraser

1

2931

2931

11

Eraser

45x19x11 mm

2

2931

5862

12

Sharpener

metal 2.5x1.5x1cm

2

2931

5862

13

Glue stick

35 g

2

2931

5862

14

Correction pen

6 ml

2

2931

5862

15

Clear Books A4

A4 ,60 sheets per book

1

2931

2931

16

sticky notes

76mm x 76mm

1

2931

2931

17

Plastic button file folder

for A4 sheets

2

2931

5862

18

whiteboard marker

blue, black

2

2931

5862

19

Highlighters

colors

4

2931

11724

20

white board small one

standard size is A4,
plastic frame with marker and eraser )

1

2931

2931

21

Scotch Tape

18mm x 33mm

2

2931

5862

22

Box of face mask

 50 Pieces

1

2931

2931

23

Hand Sanitizers

500 ML -70% ethanol

2

2931

5862

 

 

 

Student Kit High School: (6,864 kit in Total):

#

High School kit

Specs

QTY/Student

# of students

Total Qty

1

Notebooks Arabic and English

A4, Squared, 72 sheets

5

6864

34320

2

Scissors

13 cm pointed tip

1

6864

6864

3

Geometry Set

2 square, 1 ruler, 1 protector, 1 compass

1

6864

6864

4

Ruled Loose Leaf Refills

Squared A4, pack of 48 sheets

2

6864

13728

5

Scientific Calculator

to be used in this cycle

1

6864

6864

6

Pens

red

2

6864

13728

7

Pens

black

2

6864

13728

8

Pens

Green

2

6864

13728

9

Pens

blue, 1 unit

5

6864

34320

10

Pencils

Pack of 12 with eraser

1

6864

6864

11

Eraser

45x19x11 mm

2

6864

13728

12

Sharpener

metal 2.5x1.5x1cm

2

6864

13728

13

Glue stick

35 g

2

6864

13728

14

Correction pen

6 ml

2

6864

13728

15

Clear Books A4

A4 ,60 sheets per book

1

6864

6864

16

sticky notes

76mm x 76mm

1

6864

6864

17

Plastic button file folder

for A4 sheets

2

6864

13728

18

whiteboard marker

blue, black

2

6864

13728

19

Highlighters

colors

4

6864

27456

20

white board small one

standard size is A4,

1

6864

6864

21

Scotch Tape

18mm x 33mm

2

6864

13728

22

Box of face mask

 50 pieces

1

6864

6864

23

Hand Sanitizers

500 ML – 70% Ethanol

2

6864

13728

 

 

Number of kits per cycle table:

 

#

Cycle #

Qty of Kits

1

Cycle 1

3,807

2

Cycle 2

3,030

3

Cycle 3

2,931

4

High School

6,864

Total

16,632

 

 

Offers are to remain fixed for a one-year period after the deadline for submission date. There is the potential for a one-year extension if prices quoted remain the same as during the first year.

 

5. Evaluation of offers

 

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

 

Plan international shall be free to:

• Accept the whole, or part only, of any tender
• Accept none of the proposal’s tenders
• Republish this request for Tenders

 

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

 

Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers.

Part of the evaluation process may include a presentation from the Tenderer and a site visit by Plan International staff.

 

Value for money is very important to Plan International, as every additional USD saved is money that we can use on our humanitarian and development work throughout the world

 

6. Samples / Demonstrations - This is necessary and will contribute to the scoring process

 

7. List of documents to be submitted with the offer

 

Offers must be inclusive of the following documents:

 

Document

Rationale

Form

Confirmation of intention to tender

 

See Annex A

 

Supplier Questionnaire

Inclusive of Health & Safety Policy, ISO Accreditation and any other requested policies as outlines in the questionnaire).  All suppliers should complete this form unless they have already completed a similar form within the last three years

The Tenderer demonstrates commitment to the standards and principles in the Ethical Purchasing Policy and to assessing and managing risks in the supply chain

See Annex B

 

Supply chain verification

Completed “Tenderer’s Declaration” document

The Tenderer signs to show that they have fully understood and accepted the tender document

See Annex C

Contact details of three Referees

Contacting the Referees, Plan International can be assured on competency of Tenderer

Type of contract, period of performance, company name, contact name, telephone number, e-mail

Bid details

 

Tenderer to send the quotation in hard copy and Soft copy on a USB

 

Review and complete Annex-D(Excel Sheet) on the local website –only PDF and word forms)

List of Tenderer’s main customers including any Non-Governmental Organizations.

The Tenderer assures Plan International on its experience in the sector

As necessary to provide Plan International with proper and complete information

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

The Tenderer demonstrates it has resources to perform the contractual obligation

This should include both Profit and Loss account and Tenderer’s Balance sheet

Other Company Documents

Evidence of corporate’s identity

1. Certificate of registration in VAT- شهادة تسجيل في الضريبة على القيمة المضافة
2. Company registration certificate- شهادة تسجيل شركة
3. إذاعة تجاريه

Company profile

The Tenderer provides information on its structure.

As necessary to provide Plan International with proper and complete information.

Management  Of Contract Proposal + Reporting

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

As necessary to provide Plan International with proper and complete information – Please refer and adhere to information in excel sheet – Annex D

 

https://planinternational-my.sharepoint.com/:x:/g/personal/zahia_saleh_plan-international_org/ESqRW6ZhJltKpNwvdPEiPGgBUvcL2pIF1ZMi8Szkd9Lpog?e=ud5dR9

 

Samples /Pictures of items

 

All bids most accompany samples and/ or clear picture of each item

 

• Plan has the right to disqualify any quotation that is not abiding by the excel sheet format (soft and hard copy) .
• Alternative items similar to articles specified are acceptable, upon coordination and approval

8. Contract Payment terms

 

Payment *

Milestone

Deliverable

Sum of Payment

Payment 1

Service Agreement Signature

• All legal documents
• Detailed delivery plan should be provided at this stage in coordination with Plan International
• Items are boxed and ready for distribution (stored at the supplier’s)

30% of Total amount

Payment 2

50% of kits are distributed

• Half of the kits’ quantity distributed according to the agreed-upon schedule and timeframe

50% of Total amount

Payment 3

Distribution of all kits

• All kits have been distributed to the intended schools

20% of Total amount *

*Total amount includes all costs (including distribution and packaging)

Note: Payments will be done via bank transfer.

 

 

9. Disclaimer

 

Plan International reserves the right to alter the schedule of tender and contract awarding.

 

Plan International reserves the right to cancel this tender process at any time and not to award any contract.

 

Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender.

 

Plan International does not bind itself to accept the lowest or any tender.

 

Plan International shall not be liable in respect of any costs incurred by the Tenderer in the preparation of the offer nor any associated work effort, including the production of presentation materials, brochures, product specifications or manuals for evaluation.

 

 

10. Selection Criteria –

The minimum selection criteria to be used in the evaluation of Proposals include, but are not limited to, the following:

Area

Objective

Weighting

Compliance

Completion of RFP, financial viability, clearly present and answered

Pass/ Fail

 

 

 

 

Company Profile & Requirements

• Ability to showcase Capacity & capability of the organization to carry out the project
• Adherence to project timelines
• Ability to deliver as per expectations.
• Competence to carry out local distribution across 55 schools in Beirut & Mount Lebanon

 

 

 

 

50%

 

 

 

Product Requirements

• Quality of the product
• Items as per sections 6 and adherence to the standard proposed.

25%

 

Commercial Proposal

 

Total  cost of the proposal

 

25%

These criteria are not in any particular order nor do they necessarily carry equal weight.

 

 

The exact criteria of selection will not be published to Suppliers.

 

11. Clarifications

 

The onus is on the Tenderer to ensure that its offer is complete and meets Plan International’s requirements. Failure to comply may lead to the offer being rejected without any reason being given. Please therefore ensure that you read this document carefully and answer fully all questions asked.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Annex Contents List

 

Annex A

Confirmation of intention to tender and receipt of copy documents

All suppliers to complete

Annex B

Supplier Questionnaire

All suppliers to complete

Annex C

Tenderer’s Declaration

All suppliers to complete

Annex D

Form for Price Quotation https://planinternational-my.sharepoint.com/:x:/g/personal/zahia_saleh_plan-international_org/ESqRW6ZhJltKpNwvdPEiPGgBUvcL2pIF1ZMi8Szkd9Lpog?e=ud5dR9

 

All suppliers to complete

Annex F

Anti-Fraud,Anti-Bribery and Corruption Global Policy

All suppliers to review

Annex G

Safeguarding Children and Young People Global Policy        

All suppliers to review