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INVITATION TO TENDER
Syria Response office
30/10/2024
ITT- SRO-SCI-2024-0025
Contracting third party Company to provide field monitors in
NW Syria

SUBMISSION DEADLINE: 17:00 ON 20/11/2024

QUESTIONS / CLARIFICATIONS: [email protected]

FORMAT FOR SUBMISSION: BIDDER RESPONSE DOCUMENT

PART 1 : INVITATION TO TENDER

o Introduction to SCI
o Project Overview and Requirements
o Award Criteria
o Instructions & Key Information

PART 2 : CORE REQUIREMENTS AND SPECIFICATION

Detailed description of SCI’s specific requirements (e.g. volumes, delivery dates / locations,
product specifications etc).

PART 3 : BIDDER RESPONSE DOCUMENT

Template to be used to submit response to this Invitation to Tender.

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PART 1 – INVITATION TO TENDER

1. INTRODUCTION TO SAVE THE CHILDREN

SCI is the world’s leading independent organisation for children. We save children’s lives; we fight for their
rights; we help them fulfil their potential. We work together, with our partners, to inspire breakthroughs in the
way the world treats children and to achieve immediate and lasting change in their lives.

Our Vision – a world in which every child attains the right to survival, protection, development and
participation.

Our Mission – to inspire breakthroughs in the way the world treats children and to achieve immediate and
lasting change in their lives.

We do this through a range of initiatives and programmes, to:

 Provide lifesaving supplies & emotional support for children caught up in disasters (e.g. floods,
famine & wars).
 Campaign for long term change to improve children’s lives.
 Improve children’s access to the food and healthcare they need to survive.
 Secure a good quality education for the children who need it most.
 Protect the world’s most vulnerable children, including those separated from their families because
of war, natural disasters, extreme poverty or exploitation.
 Work with families to help them out of the poverty cycle so they can feed and support their children.

For more information on the work we undertake and recent achievements, visit our website.

2. PROJECT OVERVIEW

Item Description
Description of Goods /
Contracting third party company to provide field monitors in NW Syria
Services

Framework Agreement (Fixed Price) – the successful supplier(s) will

be awarded a ‘Framework Agreement’. Within the Framework
Agreement, the terms of supply (e.g. indemnities, liabilities, warranties
Outcome of Tender
etc.) shall be agreed, as will the conditions of supply (e.g. specifications,
lead times etc.). The Framework Agreement does not commit SCI to any
purchases or specific volumes. Any future purchases which will be
completed under separate Purchase Orders which will be governed and
linked to the original Framework Agreement..
Duration of Award 12 Months

Further detail on the specific requirements of the project (e.g. volumes, dates, specifications etc.) can be
found in Part 2 (Core Requirements & Specifications) of this Tender Pack.

3. AWARD CRITERA

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SCI is committed to running a fair and transparent tender process, and ensuring that all bidders are treated
and assessed equally during this tender process. Bidder responses will be evaluated against four weighted
categories of criteria: Essential Criteria, Sustainability Criteria, Capability Criteria, and Commercial Criteria.

3.1 ESSENTIAL CRITERIA

Criteria which bidders must meet in order to progress to the next round of evaluation. If a bidder does not
meet any of the Essential Criteria, they will be excluded from the tender process immediately. These criteria
are scored as ‘Pass’ / ‘Fail’.

3.2 SUSTAINABILITY CRITERIA (10%)

Criteria used to evaluate the impact a supplier has on the environment, local economy and community. Bids
will be evaluated against the same pre-agreed Criteria.

3.3 CAPABILITY CRITERIA (30%)

Criteria used to evaluate the bidders ability, skill and experience in relation to the requirements. Bids will be
evaluated against the same pre-agreed Criteria.

3.4 COMMERIAL CRITERIA (60%)

Criteria used to evaluate the commercial competitiveness of a bid. Bids will be evaluated against the same
pre-agreed Criteria.

4. VETTING

Successful bidders must be successfully vetted. This involves checking bidders and key personnel against
Global Watch Lists, Enhanced Due Diligence Lists and Politically Exposed Persons Lists.

The vetting of bidders will be completed after the award decision and prior to any contract being signed, or
orders placed. If any information provided by the Bidder throughout the tender process is proved to be
incorrect during the vetting process (or at any other point), SCI may withdraw their award decision.

5. BIDDER INSTRUCTIONS

6.1 TIMESCALES

Activity Date
Issue Invitation to Tender 30/10/2024
Deadline for questions from Bidders 19/11/2024
Deadline for Bid Submission 20/11/2024
Award Contact 25/11/2024

The above dates are for indicative purposes only and are subject to change.

6.2 SUBMISSION FORMAT & BIDDER RESPONSE DOCUMENT

Bidders wishing to submit a bid must use the Bidder Response Document template in Part 3 of this
Tender Pack. Any bids received using different formats, or incomplete bids, will not be accepted.

This document allows bidders to submit all the required information and be evaluated fairly and equally
against the Essential, Capability and Commercial Criteria. Bidders may also be required to submit supporting
documentation. Further instructions can be found within the document in Part 3 of this pack.

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Bids can be submitted by either:

Electronic Submission via Email

 Email should be addressed to Supply Chain Team at [email protected]
 Note – this is a sealed tender box which will not be opened until the tender has closed. Therefore, do not
send tender related questions to this email address as they will not be answered.
 The subject of the email should be “ITT- SRO-SCI-2024-0025 /Bidder Response – ‘Bidder Name’,
‘Date’’.
 All attached documents should be clearly labelled so it is clear to understand what each file relates to.
 Emails should not exceed 15mb – if the file sizes are large, please split the submission into two emails.
 Do not copy other SCI email addresses into the email when you submit it as this will invalidate your bid.

6.4 CLOSING DATE FOR BID SUBMISSION

Your bid must be received, no later than 20/11/2024.

Bids must remain valid and open for consideration for a period of no less than 60 days.

6.5 KEY CONTACTS

All questions relating to the tender should be sent via email to:

Name Email Address

Supply Chain Team [email protected]

Please be advised local working hours are 09:00 AM to 17:00>. Please allow up to 2 working days for a
response.

Where the enquiry may have an impact on other bidders within the process, Save the Children will notify all
other Bidders to maintain a fair and transparent process.

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 PART 2 – CORE REQUIREMENTS & SPECIFICATIONS

1. SPECIFIC REQUIREMENTS

Please refer to the ToR

2. SPECIFICATIONS

Please refer to the ToR

3. ADDITIONAL INFORMATION

Please refer to the ToR

PART 3 – BIDDER RESPONSE DOCUMENT

1. INTRODUCTION

This document MUST BE USED by Bidders wishing to submit a bid. It is linked into 5 sections
detailed below:

 Section 1 – Essential Criteria

 Section 2 – Capability & Sustainability Questions
 Section 3 – Commercial Questions
 Section 4 – Bidder Submission Checklist

The Bidder is required to sign a copy of the Check list in Section 4 as part of their
submission.

2. INSTRUCTIONS

Within each section there are instructions providing guidance to the bidder on what information
is required. This guidance details the MINIMUM requirements expected by SCI. If a Bidder
wishes to add further information, this is acceptable but the additional information should be
limited to only items that are relevant to the tender.

 For the avoidance of doubt, bidders are required to complete all items within the Bidder
Response Document unless clear instruction is provided otherwise.
 If a Bidder does not complete the entire Bidder Response document, their submission
may be declared void.
 If a Bidder is unable to complete any element of the Bidder Response Document, they
should contact Save the Children through the using the contact details provided for
guidance.

By submitting a response, the bidder confirms that all information provided can be relied upon
for validity and accuracy.

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Invitation to tender
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 SECTION 1 - ESSENTIAL CRITERIA
INSTRUCTIONS – Bidders are required to complete all sections of the below table.

Item Question Bidder Response

1 Yes / No Comments / Attachments
Bidder accepts Save the Children’s ‘Terms and
Conditions of Purchase’ and that any business awarded
to the bidder will be completed under the Terms and
Conditions included in Section 5 of this pack.

2 Yes / No Comments
The Bidder and its staff (and any sub-contractors used)
agree to comply with SCI and the IAPG’s policies listed
in Section 5 of this pack throughout this tender process,
and during any future works should the bidder be
awarded a contract.

3 Yes / No Comments
The bidder confirms they are not a prohibited party under
applicable sanctions laws or anti-terrorism laws or
provide goods under sanction by the United States of
America or the European Union and accepts that SCI will
undertake independent checks to validate this.

4 Yes / No Comments
The Bidder confirms it is fully qualified, licenses and
registered to trade with Save the Children (including Requirement Bidder Response / Attachments
compliance with all relevant local Country legislation). Legitimate
Business Address
This includes the Bidder submitting the following Tax Registration
requirements (where applicable): Number &
Certificate
- Legitimate business address Business
- Tax registration number & certificate Registration
- Business registration certificate Certificate
- Trading license Trading License
5 The bidder has in place a Duty of care policy Yes / No Comments

6 Bidder acceptance that it is the responsibility of the Yes / No Comments / Attachments

service provider to ensure that full items / services
required to perform the agreed service provided to his
team including, laptops, tablets, access to internet, smart
/ mobile phones, transportation logistics, etc

7 Operational Presence: Supplier must have operational Yes / No Comments / Attachments

offices in NW Syria with full facilities (electricity, internet,
water, etc.), and logistical capacity to provide
transportation logistics and accommodation for monitors.
Supplier must have full access to the proposed locations
in the TOR and can facilitate access to the field monitor
to these locations.

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 SECTION 2 – CAPABILITY & SUSTAINABILITY QUESTIONS
Instructions – Bidders are required to complete all sections of the below table.

Capability 30%

Item Question Bidder Response

1 Contact
REFERENCES 10% Client Name Details (Name Project Description
Bidder shares two (2) examples of their & Email)
experience in providing services similar to 1)
those included within the scope of this
tender.
Examples provided must be for similar
projects within a similar environment /
context to that in which Save the Children
operates, and within the last two (2) years.

(Note – the Bidder must ensure that for 2)

any client references shared, the
nominated client is happy to be contacted /
visit by Save the Children)
5% for each reference

2 Experience 10%: Bidder Response Attachment(s)

Expertise with technical background and
experience related to monitoring Child
Protection, Education, Health & Nutrition,
WASH and CASH programs inside Syria.
10% when bidder shows high level of
experience working in NWS areas focusing
on all the areas stated above.
5% when bidder shows medium level of
experience working in NWS areas focusing
on part of the areas stated above
0% when bidder has no experience in the
above mentioned areas in Syria

3 Manager's Experience in Managing and Bidder Response Attachment(s)

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 Leading the Contract with SCI (10%)
10 points: The Manager has substantial
and directly relevant experience in
managing contracts for monitoring,
evaluation, and accountability services,
specifically in high-risk, remote
environments like NW Syria. The Manager
has demonstrated the ability to lead field-
based teams, ensure compliance with
SCI’s standards, and oversee multi-
sectoral monitoring activities across
sectors such as Education, Child
Protection, Health and Nutrition, WASH,
NFI, and Cash responses.
5 points: The Manager has experience
managing similar contracts but lacks
comprehensive experience in all required
sectors or has limited experience working
in high-risk, remote settings. Some gaps in
expertise related to SCI’s specific
requirements are evident.
0 points: The Manager lacks relevant
experience in managing contracts for
monitoring and evaluation services or has
limited background in overseeing
operations in high-risk, remote
humanitarian contexts

Sustainability 10%
1 The bidder is actively involved in the Bidder Response Attachment(s)
support and development of the local
community through outreach
programmes or similar. (10%)
10/10 - the bidder demonstrates they
work closely with local communities
delivering a positive impact.
5/10 - the bidder demonstrates some
low-level involvement / support of the
local community.
0/10 - the bidder does not provide any
support / development to the local
community.

SECTION 3 – COMMERCIAL QUESTIONS

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 UNIT PRICE PER UNIT PRICE PER
SPECIFICATION
GOOD / SERVICE QUANTITY CONSULTANT IN CONSULTANT IN
USD WITHOUT TAX USD WITH TAX
Field Monitoring Engaging a Third-Party
Services (Section A) Monitoring (TPM) firm to
1-10
provide field monitor
consultants per month,
starting from December
Field Monitoring 2024, for a one-year
Services (Section B) period or more. The cost
will include all necessary 11-20
equipment, as specified
in the Terms of Reference
Field Monitoring (ToR), as well as
Services (Section C) accommodation, travel,
+20
and operational
expenses.

OTHER COMMERCIAL CONSIDERATIONS

Duration for which pricing can be fixed

Offers must be in dollar. Payments can be made in Turkish Lira. In this case, the invoice will be issued to
the company's bank account in Turkey based on the central bank's exchange rate on the invoice date.

SECTION 4 – BIDDER SUBMISSION CHECKLIST

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We, the Bidder, hereby confirm we have completed all sections of the Bidder Response Document:

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 No Section Please Tick

1. Section 2 – Essential Criteria

2. Section 3 – Capability & Sustainability Questions

3. Section 4 – Commercial Questions

We, the Bidder, confirm we have uploaded all of the required information and supporting evidence:

Section Required Document / Evidence Please Tick

Proof of legitimate business address
Copy of tax registration number & certificate
Copy of business registration certificate
Essential Criteria Evidence
Duty of care policy
Bidder acceptance to Providence of IT equipment
Operational Presence Supplier
Completed Bidder Response Document
Supporting Financial Documents
Capability Criteria Evidence Answered the capability questions
Previous Experience contract
CV of the Manager
Completed Bidder Response Document

Commercial Criteria Evidence

We, the Bidder, hereby confirm we compliance with the following policies and requirements:
Policy Policy / Document Signature

Terms & Conditions of Bidding

Terms & Conditions of Purchase ITT & ToR

Child Safeguarding Policy

Anti-Bribery & Corruption Policy

Human Trafficking & Modern Slavery Policy

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 Protection from Sexual Exploitation & Abuse

Anti-Harassment, Intimidation & Bullying Policy

IAPG Code of Conduct

We confirm that Save the Children may in its consideration of our offer, and
subsequently, rely on the statements made herein.

Signature: …………………………………………………..

Name: …………………………………………………..

Title: …………………………………………………..

Company: …………………………………………………..

Date: …………………………………………………..

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