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Invitation to Tender

ONLINE LEARNING & DIGITAL KNOWLEDGE SHARING

Tender Main Facts Table

Tender reference FY20 – 0131- Online Learning & Digital Knowledge Sharing

Tender launch date 22nd June 2020

Supplier confirm intention to tender 6th July 2020

Tenderer clarifications/questions To be submitted by 6th July 2020 to procurement@plan-International.org

Contract Manager Karen Coleman/ Anne Williams

Deadline for submission of offers 13th July 2020

Submissions: Tender submissions are to be submitted with the above reference and to: procurement@plan-international.org

Estimated date of award of contract(s) 27th July 2020

Duration of Contract 3 years

Queries related to this tender must be addressed to procurement@plan-international.org Please include the tender reference number FY20 – 0131- Online Learning & Digital Knowledge Sharing in all correspondence

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Table of Contents

1. Introduction: Tender for Services relating to Online Learning and Digital Knowledge Sharing .......................... 4

2. Background Information on Plan International ................................................................................................... 4

3. ITT Overview and Instructions ............................................................................................................................. 5

3.1 Overview .............................................................................................................................................................. 5

3.2 Instructions to Tenderers ..................................................................................................................................... 5

3.3 Proposed Timelines .............................................................................................................................................. 7

4. Specification and Scope of Requirement ............................................................................................................. 8

5. Selection Criteria ................................................................................................................................................ 10

6. Evaluation of offers ............................................................................................................................................ 10

7. Contract Payment Terms ................................................................................................................................... 11

8. Disclaimer .......................................................................................................................................................... 11

9. Requirements for a Compliant Tender .............................................................................................................. 11

9.1 Submission Checklist .......................................................................................................................................... 11

9.2 Annex Contents List ........................................................................................................................................... 12

Appendix 1: Glossary of Defined Terms ...................................................................................................................... 12

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1. Introduction: Tender for Services relating to Online Learning and Digital Knowledge Sharing

We are calling for interested parties to bid as part of a negotiated tender process for the supply of services relating to Online Learning and Digital Knowledge Sharing. This may be on a non-exclusive basis depending of the offers evaluated. We are interested in receiving proposals which include one or more of the requirements below. We strongly advise Bidders to include breakdown options for different elements, should Plan International decide to proceed with only some of these requirements.

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 below technical requirements for each category. Please complete the following tables in your submission and feel free to attach additional information on your service offerings. 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. 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 A – “Confirmation of Intention to Tender” as soon as possible, and thereafter complete and submit all the required documents as listed in Section 9.1. Individual bidders based in the UK should provide company registration details (registered name, address and company number). This tender dossier has been issued for the sole purpose of obtaining offers for the supply of 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.

2. Background Information on Plan International Plan International is an independent development and humanitarian organisation 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 it is 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.

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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

3. ITT Overview and Instructions

3.1 Overview We are looking to build our pool of preferred suppliers for the provision of Online Learning and Digital Knowledge Sharing ad- hoc services at Plan International for the services listed below. Suppliers may be asked to work with the Learning & Development department at Plan or with other departments involved in creating resources to help Plan staff to share knowledge and build skills. The amount of work and dates required are not currently fixed. Agreements with preferred suppliers enable us to work on a flexible basis, agreeing deliverables and timescales for specific projects without needing to initiate a formal procurement process for each separate piece of work. Suppliers may be asked to provide immediate support for small pieces of work or for mid-term projects depending on business demands. It is expected that most services will be required virtually. However, suppliers may be asked to provide face to face support (post-COVID19) in which case expenses shall be agreed in advance by Plan International.

The successful Tenderers will be expected to enter into a Long-Term Agreement with Plan International for a period of three years. The continuation of the Agreement after each contract year, will be subject to a successful annual performance review.

3.2 Instructions to Tenderers

These instructions are designed to ensure that all Tenderers are given equal and fair consideration. It is important therefore that you provide all the information asked for in the format specified.

Unless stated otherwise, all communications from Tenderers during the period of this procurement exercise must be directed to procurement@plan-international.org and must

include the ITT reference number: FY20 – 0131- Online Learning & Digital Knowledge Sharing

Submission of Tender

Tenderers must indicate their intention to submit a proposal by completing Annex A and sending

to the email address provided by 6th July 2020.

The ITT comprises of the documents listed below which must be considered in conjunction with each other. Failure to provide all information required by the tender documents or to submit a tender not substantially responsive to the tender documents in every respect will be at the tenderers risk and may result in the rejection of its tender.

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• FY20–0131- Online Learning & Digital Knowledge Sharing: Plan Tender Dossier (this document)

• ANNEX A - Confirmation to Intention to Tender

• ANNEX B - Supplier Questionnaire (please complete all relevant sections)

• ANNEX C -Tenderer’s Declaration

Tenderers are required to submit their proposal (inclusive of all required annexes) via email to procurement@plan-international.org. Offers must be received by the deadline specified in the “Tender Main Fact Table’’

The offer and all correspondence and documents related to the tender must be written in English.

Each Tenderer or member of consortium or sub-contractor may submit only one offer.

This ITT is open to both worldwide companies and individual consultants who are legally registered. UK bidders should provide company registration details

Section Description Format

1. Cover Sheet Please include:

• Categories you are tendering for (list)

• Company Name

• Company Address

• Company contact details

• Company umber

PDF (1 page max)

2.Company profile PDF (1 page max)

3.Technical Proposal Please describe and provide evidence of how you meet the requirements outlined in s dossier

PDF (Max 3 ages per category

4.Experience – clients Please describe your work with similar organisations (preferably NGOs)

PDF (2 page max)

5. References Please provide details of 3 professional refences- To be contacted to contracting stage only.

PDF (1 page max)

6. Commercial proposal Please provide pricing list per service (see pricing instructions below)

PDF (1-page max)

7. Additional information Please provide any other additional information to support your tender application. (See

PDF (3 pages max)

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Submission checklist below)

Pricing

Tenderers are required to provide a detailed breakdown of fee. E.g. daily/hourly rate.

1 day= 8 hours.

All prices must be quoted in pounds sterling, and exclusive of Value Added Tax (VAT).

Tenderer based outside the UK must quote in USD or EUR as well as in GBP.

Prices should remain fixed for the duration of the contract. No separate inflationary price increases will be accepted once the contract is in force.

We do not accept retainer fees.

Period Validity

On submitting tender responses, tenders will remain open for acceptance by Plan for a maximum period of 90 days after the tender return deadline.

Confidentiality

The contents of this document are confidential and have been disclosed to you in strict confidence. Tenderers must not disclose the contents of this document to any third party except to those of your team (including staff members, consultants and advisers) who need to see the information on a need to know basis in order to assist you with your submission. Tenderers are responsible for any breaches of confidentiality by your team.

Termination and Transfer (applicable to Incumbent Suppliers)

By submitting a proposal return, your Company agrees that:

• Should you be unsuccessful in gaining our Source Decision(s), no fees would be payable by Plan as a result of the termination of any existing contracts and/or agreements

• As an incumbent supplier to any of the contracts under tender, should you be unsuccessful in gaining our sourcing decision, Plan expects your support to de-mobilise the existing contract to minimise the effects. As part of this de-mobilisation process, all outstanding issues, including (but not limited to) the provision of any reports, outstanding agreed works, certification and statutory obligations must be completed in line with existing contractual obligations

3.3 Proposed Timelines

The timescale for the tender review are shown below. These timings may be subject to change as the tender progresses.

Activity Deadline Date

Launch of tender 22 June 2020

Deadline for supplier submission of clarifications questions**

6 July 2020

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Deadline for Plan to respond to clarification questions 7 July 2020

Deadline for submission of offers (Tender Deadline) 13July 2020

Plan Review of Offers 14- 17 July 2020

Supplier presentations / interviews 20-23 July 2020

Contract Award 27 July 2020

Please send any questions relating to the tender via procurement@plan-international.org and by the date indicated above. These will be consolidated and responded to in a consistent and fair manner to all tenderers by the deadline.

4. Specification and Scope of Requirement Plan International are looking for contractors who have one or more of the skills listed below. For certain projects, we may be looking for integrated skills, e.g. for a contractor to develop a suite of eLearning using instructional design and eLearning development skills; or for a contractor to improve both the look and video/audio quality of a suite of explainer videos. For other projects, we may be looking for a single skill only, e.g. we may want an instructional designer to work with a team of subject matter experts; or we may require the audio quality of podcasts to be improved.

Categories:

Powerpoint

• Ability to display content and tell stories in a visually appealing, logical and structured way

• Ability to create and edit appealing graphics within Powerpoint

• Ability to use Powerpoint animations (e.g. when using Powerpoint as the basis for an

explainer video)

Animation Tools

• Ability to display content and tell stories in a visually appealing, logical and structured way using animation/video tools such as Videoscribe or Powtoon

Graphics / Infographic Design / Poster Design

• Ability to create and edit appealing graphics using non-specialist/free tools, e.g.

Powerpoint, Gimp, Inkscape, i.e. graphics which can also be edited easily by others

• Ability to create and edit appealing graphics using specialist tools, e.g. the Adobe suite

Sketch Noting / Graphical Note Taking

• Ability to summarise notes, messages and tell stories graphically

Audio / Audio Editing

• Ability to advise others and provide tips on recording audio to ensure the best quality

• Ability to edit audio recorded by others using free tools, e.g. Audacity, and/or more

specialist tools

• Ideally, the ability to edit audio within video

Video Creation

• Ability to create engaging/effective videos from a script provided

• Ability to design videos where no script is provided, telling stories or crafting videos to

achieve specific aims

• Ability to shoot and edit professional videos

Video Editing

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• Ability to advise others and provide tips on recording video to ensure the best quality.

Most videos will be training or explainer videos rather than high-end productions.

• Ability to edit video recorded by others, e.g. editing content, improving sound quality,

correcting synching issues. Most videos will be training or explainer videos rather than

high-end productions.

Instructional Design for Training Materials Note – For Instructional Design, please state the language(s) in which you are confident to design training. All Plan International training is provided in English, French and Spanish (i.e. translated where required). Training materials may also be provided in Portuguese and Arabic.

• Experience in analysing the needs of learners and in proposing appropriate learning

solutions

• Ability to structure content logically in a way that helps people to learn

• Experience of working with subject matter experts (SMEs) to develop source content into

interactive learning resources

• Experience in designing engaging learning solutions

• Experience in designing online learning courses for adult learners

• Experience in designing virtual training sessions

• Experience in designing learning support aids (e.g. checklists, quick reference guides, job

aids, infographics)

• Excellent verbal and written communications skills

• Proficiency in Office Suite – particularly Word, PPT and Outlook

eLearning Development

• Ability to display content in a visually appealing, logical and structured way

• Some instructional design ability

• Experience in using H5P to create interactive and engaging learning activities; and/or

experience of other rapid eLearning development tools, e.g. Articulate, Captivate,

Camtasia

• Experience in using Moodle/Totara as an eLearning platform is an advantage - or

experience of another learning management system (LMS)

• Ability to develop learning materials in Plan’s core languages in addition to English is

desirable, i.e. French and Spanish

• Ability to develop learning materials in additional languages is desirable, particularly

Portuguese or Arabic

Gaming/Gamification of Learning

• Expertise in and experience of gaming and gamification in learning, and ability to tailor the recommended approach to meet the contextual needs of Plan International

eLearning/Digital Consultancy

• Ability to advise/challenge others and lead if required when working on eLearning/Digital

projects

• Ability to design and implement appropriate innovative approaches to increase the

engagement of learners and the effectiveness of learning at Plan International

• Ability to design and implement approaches appealing to young adults within a Plan

International context

Troubleshooting

• Ability to troubleshoot and advise on how to make a deliverable work efficiently, e.g. to

advise on a fix if a video or piece of eLearning is not working; if learning is not displaying

consistently; if there are bandwidth issues

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5. Selection Criteria

Tenderers’ response to the questions contained in the technical questions (Annex E) and their response to the specification and other information as requested in this ITT, will be evaluated against the selection criteria below.

We will assess your tender based on:

Criteria Tenderers should demonstrate……

Weight

Core Skills &

Flexibility (70%)

Evidence and Experience of Core Skills

• Experience of the skill sought

• Evidence of a portfolio with practical examples of the skill where possible

• Ability to work quickly

• Ability to work independently once given a clear remit

• Attention to detail

• Ability to work with stakeholders in a professional manner to achieve goals

50%

Ability to Offer Multiple Skills

• Evidence of more than one, ideally several, of the skills sought, to be able to work flexibly and productively on Online Learning and Digital Knowledge Sharing projects at Plan International

10%

Flexibility • Flexibility to be able to take on work

on different projects over the next 3 years

5%

Fit with Plan International

• Awareness and experience of working with other cultures

• Ideally evidence of working in the non-profit sector

5%

Pricing (30%)

Value for Money

• Affordability and value for money

• Clarity of pricing structure

• Creative solutions regarding pricing

30%

The contract will be awarded to the Tenderers who, in the opinion of Plan, having regard to the selection criteria set out in the table above, offer the best means of adding value, minimising risk and providing value for money. Plan reserves the right not to accept the lowest, or any, tender.

Award of the contract will be through written notification and a subsequent service agreement put in place.

6. Evaluation of offers

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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 proposals 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. 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. Tenders are therefore encouraged to explore and propose innovative ways for achieving the required performance measures in more cost-effective ways.

7. Contract Payment Terms

Tenderers are invited to note that, if awarded the contract, Plan International’s standard terms of payment will be 30 days after the end of the month of receipt of invoice or, if later, after acceptance of the Goods / Services / Works.

8. 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.

9. Requirements for a Compliant Tender 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. Please therefore ensure that you read this document carefully and answer fully all questions asked.

9.1 Submission Checklist

Document Rationale Form

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9.2 Annex Contents List

Annex A Confirmation of intention to tender and receipt of copy documents

All tenderers to complete

Annex B Supplier Questionnaire All tenderers to complete

unless previously completed in last 12 months

Annex C Tenderer’s Declaration All tenderers to complete

Appendix 1: Glossary of Defined Terms The terms and phrases defined in this table apply to all elements of this ITT.

TERM REFERS TO…

Contract The agreement between Plan and the Supplier consisting of the Terms and Conditions and any attached schedules including the Specification.

Clarification A request for further information or explanation relating to the ITT.

Invitation to Tender or “ITT”

This invitation to tender documentation and all related documents available to Tenderers

Confirmation of intention to tender See Annex A

Supplier Questionnaire

The Tenderer must complete all relevant questions- unless previously completed in the last 12 months.

See Annex B

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

Examples of previous work of similar value including within Non-Governmental Organisations (if any)

Plan International can be assured on competency of Tenderer

Type of contract, period of performance, company name, service provided

Audited accounts for the last two years-As applicable

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 -Individual applicants should be registered as Limited Company.

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

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Key Performance Indicator or “KPIs”

A measurable value that demonstrates how effectively a supplier is achieving key performance objectives.

Selection Criteria The criteria on which the compliant tenders received by Plan in response to this ITT will be evaluated.

Service Level Agreement or “SLAs”

Defines the level of service expected from the supplier

Souring Decision The process of making a decision on which Tenderer is to be awarded the contract.

Tender A proposal by a Tenderer in response to this ITT that comprises a Technical Proposal and a Commercial Proposal.

Tenderer The organisations or individual being invited to respond and provide a proposal against this Invitation to Tender