Request for Proposal (RFP) for the Procurement and Installation of CCTV Cameras at Plan International

Plan International is an independent development and humanitarian non-profit organisation that advances children’s rights and equality for girls. We support children’s rights from birth until they reach adulthood, and enable children to prepare for – and respond to – crises and adversity. We believe in the power and potential of every child, but know this is often suppressed by poverty, violence, exclusion and discrimination.

We are making a Request for Proposal (RFP) for:

Title: Request for Proposal (RFP) for the Procurement and Installation of CCTV Cameras

Tender Notice Number: PIN/CO/024/013
Location: Sokoto
Tender reference: PIN/CO/024/012
Estimated date of award of contract(s): 28 May, 2024
Duration of contract: One Month (1)
Tender launch date: 2nd May, 2024
Contract Manager: Country Admin and Logistics Manager

Details
GAC-ASPIRE:

• Adolescent Sexual Reproductive Health and Rights (ASPIRE) project – Improve the realization of sexual and reproductive health and rights for adolescent girls and women, including vulnerable populations, in Bauchi and Sokoto states.

Summary of Requirement  

• Plan International Nigeria Sokoto Field Office requires procurement and Installation of CCTV Cameras, so as to have a good surveillance system in the office premises.

TT Overview and Instructions
Overview:

• Plan International Nigeria is implementing the Adolescent Sexual Reproductive Health and Rights ASPIRE Project with funding from Global Affairs Canada [GAC]. The project has an overall goal to improve realization of Sexual and Reproductive Health and Rights (SRHR) for adolescent girls and women in Bauchi and Sokoto states.
• The project intervention are in 23 LGAs in Sokoto and 10 LGAs in Bauchi and the project is targeting a total of 428,400 direct beneficiaries: 48,000 girls aged 10-14 (including 6,000 Islamiyya students), 128,400 adolescent girls aged 15-19, 252,000 young women aged 20-24; and also targeting a total estimate of 304,839 indirect beneficiaries, including: 141,000 women aged 25-49, 105,850 boys aged 10-19, including 7,500 Almajiris, 56,063 men aged 20 and over), 1,926 intermediates (1,196 female and 730 male), including community facilitators, school heads, primary & secondary teachers, Islamiyya teachers, religious and traditional leaders and government officials.
• Successful Tenderers will be expected to enter into a formal contract with Plan International on a non-exclusive basis with our organization.  Plan International reserves the right not to award a contract as a result of this Invitation to Tender, or to award to multiple successful Bidders.

Instructions to Tenderers:

• These instructions are designed to ensure that all Bidders are given equal and fair consideration.  It is the Bidders responsibility to ensure their offer is complete and that you provide all the necessary information asked for in the format specified or risk your offer being rejected.
• Women-owned businesses and companies actively engaged or advancing gender equality and women empowerment in the workplace are especially encouraged to apply.

Documents comprising this tender pack are as follows:

• PIN/CO/023/012Tender Dossier.
• Annex A: Confirmation of intention to tender and receipt of copy documents
• Annex B: Supplier Questionnaire
• Annex C: Tenderers Declaration
• Annex D: Specifications & Pricing Schedule
• Annex E: CCTV Specifications
• Annex F: Non-Staff Code of Conduct

Key Dates and Timelines

• The following table outlines the key dates and timelines associated with this tender process.  Plan International reserves the right to change these at any time as the tender progresses.
• To maintain transparency, fairness, and adequate time to prepare your offers, Plan International will inform all interested Parties of any changes to these key dates and timelines simultaneously and in a timely fashion.

Pricing

• Bidders are required to complete the pricing schedule attached separately in ‘Annex D – Pricing Schedule.’ All prices must be quoted in Nigerian Naira (NGN), and exclusive of Value Added Tax (VAT).
• It is expected that prices will be fixed for the duration of the contract and quotes valid for a maximum period of 90 calendar days following the Closing Date of this tender. If for any reason you are unable to guarantee fixed pricing for the duration of the contract, any projected price increases should be clearly stated in your tender.
• To ensure a fair and transparent process, Plan International will not be able to divulge budget information relating to this tender or associated Projects. It is expected that Bidders submit their best possible financial offer at the point of submission.
• The successful Bidder will be required to pay their staff who work on this contract at least the National Living Wage.

Specifications and Scope of Requirement

• Please refer to ‘Annex D – Specification and Pricing Schedule’ for full details of the requirement.
• The vendor will Ensure all delivery services are finalized and this will be certified by Plan International IT team or representative.

Selection Criteria

• Please read this section carefully and be sure that all requested information is included in your submission. Evaluators will neither make assumptions nor draw inferences regarding missing or incomplete information. The submission of incomplete information could result in the rejection of submissions.
• Quotations should be comprehensive and highlight how the bidding company intends to meet up with our requirements as stated above, in addition to clearly stating service costs and/or rates of commission, proposals should include the following;

Mandatory vendor eligibility criteria for Pre-qualification

• 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 Nigeria will exercise its rights to enter into formal one-month contract with the supplier and issue consequent supplies for the same or similar items within the one-month period under this project or other projects in Nigeria.
• 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 above point 4.2 (Annex A, B, C and D).
• This tender dossier has been issued for the sole purpose of obtaining offers for supply of:
• procurement and Installation of CCTV Cameras, so as to have a good surveillance system in the Sokoto office premises.
• Against the specifications 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.

Terms and Conditions
By submitting a Bid as part of this Tender process, you also acknowledge and understand that:

• Plan International will not be liable for any costs or expenses incurred in the preparation of your offer
• You or your company will undergo vetting checks against an Anti-Terrorism and Sanctions Database as part of due diligence protocols
• 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 Bidder and a site visit by Plan International staff, where applicable and necessary
• 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 offer
• Any attempt by the Bidder 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
• You 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 you hereby waive
• You have examined carefully, understood and comply with all conditions, instructions, forms, provisions and specifications contained in this tender dossier. You 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
• You 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
• You declare that you are affected by no potential conflict of interest, and that you and our staff have no particular link with other Bidders or parties involved in this competition. Should such a situation arise during performance of the contract, you shall immediately inform Plan International in writing
• You accept Plan International’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 International Ltd

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.
• Please note that if we do not get across to you within 2weeks after the close of this tender then you are not selected.
• 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 £ saved is money that we can use on our humanitarian and development work throughout the world

Plan International’s Ethical & Environmental Statement

• The organization 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 organization should seek to set reduction targets in areas where the organization’s activities lead to significant environmental impacts.

Ethics and Child Protection

• Plan International Nigeria places a high premium on CHILD PROTECTION issues in all its working relationships with its partners and associates and mandates all its working partners and associates to adhere to its CHILD PROTECTION Policy.
• As such, the activity must ensure appropriate, safe, non-discriminatory participation; a process of free and un-coerced consent and withdrawal; confidentiality and anonymity of participants.

Values of Plan International
You confirm you are familiar and committed to the following values of Plan International Nigeria

• We work well together
• We are open and accountable
• We strive for lasting impact
• We are inclusive and empowering

Anti – Terrorism

• The Contractor or partners declares and guarantees that the funds provided by Plan International Nigeria for the service shall not be knowingly used to benefit terrorist groups as defined in the criminal code of Nigeria or individual members of those groups or for terrorist activities either directly or indirectly

Submission Checklist
In addition to information requirements as outlined in section 6. Offers must be inclusive of the following documents:

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.

Application Closing Date
16th May, 2024.

Method of Application
Interested and qualified Vendors shall submit sealed proposales addressed to:
Plan International Nigeria,
Attention: Country Admin and Logistics Manager,
No 49, Anthony Enahoro Street, Utako District,
Abuja, Nigeria.
Tel: +234 9-2921781.

Bids can also be submitted in soft copies to: [email protected] using “PIN/CO/024/012” as the subject of the email.

Note

• Please include the tender reference number above in all correspondence
• The offer and all correspondence and documents related to the tender must be written in English language.
• The offer must be sent to the address specified above.  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” and section 4.3 (key dates & timelines) above.
• 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 (If applicable)
• All offers, inclusive of any annexes or supporting documents, must be submitted in one sealed envelope (You may also Staple) bearing only:
• The address:
  • The tender reference number/name stated in the “Tender Main Facts Table”;
  • The words “Not to be opened before the tender opening session”;
  • The name and address of the Tenderer.
• Each Tenderer or member of consortium or subcontractor may submit only one offer. The offer can be for one entire lot ONLY.
• Queries related to this tender must be addressed to: [email protected]
• For clarifications, contact: [email protected]
• Soft copies are encouraged.