ITT-IDN/III/2024-042 – FUNDRAISING AGENCY

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 Table of Contents

1. Background Information on Plan International ................................................................................................... 3

2. Summary of the Requirement ............................................................................................................................. 3
3. ITT Overview and Instructions ............................................................................................................................. 3
3.1 Overview .............................................................................................................................................................. 3
3.2 Instructions to Tenderers ..................................................................................................................................... 3
4. Specification and Scope of Requirement ............................................................................................................. 5
5. Selection Criteria .................................................................................................................................................. 5
6. Evaluation of offers .............................................................................................................................................. 6
7. Terms & Conditions.............................................................................................................................................. 7
8. Submission Checklist .............................................................................................................................................8

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1. Background Information on Plan Indonesia

Plan International has worked in Indonesia since 1969 and has officially become Yayasan Plan
International Indonesia (Plan Indonesia) in 2017. We work to fight for the fulfillment of children's
rights and the equality of girls. Plan Indonesia implements its activities through four programs:
Child Development and Protection, Adolescent Health and Agency, Youth Employment and
Entrepreneurship, and Humanitarian and Emergency Response. We work in 7 provinces,
including East Nusa Tenggara, West Nusa Tenggara, Central Sulawesi, North Sulawesi, DKI
Jakarta, Central Java, and West Java, with a target to empower 1 million girls. Furthermore,
Plan Indonesia also sponsored 36.000 girls and boys in East Nusa Tenggara.

To achieve our mission and strategies as a local entity, Plan Indonesia aims to reach a wider
audience and raise funds for potential donors through various channels such as face-to-face
(F2F) fundraising, corporation, and institutional giving.

In its fourth year of fundraising, Plan Indonesia has faced milestones and challenges enough to
draw insights for further improvement as it aims to grow its donor base. The gains over the past
years demonstrate how F2F fundraising has been the main driver of income of local fundraising.
This best practice shall continue 2023 to maintain fundraising growth and organization goals.
Plan Indonesia seeks to grow its F2F operations in collaboration with a service provider in the
market to augment the current capacity in place. This engagement is planned to commence in
2023.

Read more about Plan International's Global Strategy: 100 million Reasons at Tentang Kami -
Yayasan Plan International Indonesia (plan-international.or.id)

2. Summary of the Requirement

Plan Indonesia requires services bound by a Long-Term Agreement with the entities operating
in the companies engaged in Fundraising Agency to conduct the F2F fundraising campaigns at
events, businesses, and targeted public sites (street) to solicit regular giving (i.e. monthly)
donations and collect donations in the form of a pledge by a donor to have an amount deducted
from the donor’s credit card or bank account and paid into a Plan Indonesia bank account on a
regular basis as a donation to Plan Indonesia by the donor.

3. ITT Overview and Instructions

3.1 Overview

Plan Indonesia invites interested parties to submit a bid as part of a competitive process for
Permanent Advocate and Legal Consultant services. Successful Bidder(s) will be expected to
enter into a formal contract on an exclusive basis with our organization. Plan Indonesia reserves
the right not to award a contract due to this Invitation to Tender or to award to multiple successful
Bidders.

3.2 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
information requested in the format specified or risk your offer being rejected. Further details
can be found in section 9.1 of this ITT document, ‘Submission Checklist.’

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 “Women-owned businesses and companies actively engaged in advancing gender
equality and women's empowerment in the workplace are especially encouraged to
apply.”

Documents comprising this tender pack are as follows:

 ITT-IDN/III/2024-042 Plan Tender Dossier

 ANNEX A – Scope of works
 ANNEX B - Pricing Schedule
 ANNEX C - Technical Questions
 ANNEX D - Supplier Questionnaire
 ANNEX E - Non-Staff Code of Conduct

Tenderers must email their proposal, including all required annexes, to

[email protected] with the email subject “ITT-IDN/III/2024-042-F2F
Agency_Supplier Name”. Offers must be received by the deadline specified in the section
‘3.2.1 Key Dates and Timelines.’

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

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

Unless stated otherwise, all communications from Bidders about this tender, including
Clarification Questions, must be asked during the Pre-qualification meeting mentioned in
paragraph 3.3 Key Dates & Timelines.

3.3 Key Dates and Timelines

The following table outlines the key dates and timelines associated with this tender process.
Plan Indonesia 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 Indonesia will
inform all interested Parties of any changes to these key dates and timelines simultaneously
and in a timely fashion.

Activity Deadline Date

Issue of Invitation to Tender March 6th, 2024
Deadline for pre-qualification briefing (online) March 18th, 2024
Deadline for submission of offers April 6th, 2024
Plan Review of Offers April 9th, 2024
Supplier short-list notification April 12-15th, 2024
Contract Award April 12th, 2024

For an explanation session related to the scope of work and other details, please join the pre-
qualification meeting, which will be held on the schedule in the table above by joining the online
room meeting via the following link:

bit.ly/F2FAgencyBriefing2024

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 3.4 Pricing

Bidders are required to complete the pricing schedule attached separately in ‘Annex B –
Pricing Schedule.’ All prices must be quoted in Indonesian Rupiah (IDR), 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 Indonesia 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.

4. Specification and Scope of Requirement

For more detailed needs and scope of work, please refer to “Annex A – Specifications” by
downloading the following link for details of the requirement:

ANNEX A SCOPE OF WORKS – FUNDRAISING AGENCY.pdf

5. Selection Criteria
Bids will be assessed against predetermined criteria, which have been developed and agreed
upon by the Tender Panel prior to launching this Tender process. The information gathered in
‘Annex C -Technical Questions,’ ‘Annex B – Pricing Schedule’ and any other requested
documentation, will be used to evaluate and score each Bid against this set of criteria. Please
find further details in the table below:

Criteria Tenderers must demonstrate…… Weight

 Satisfactory completion of all
documentation requested with
sufficient information, submitted no
later than the Closing Date specified.
Pass/Fail.
Bidders who
 Agree by confirming/signing our
do not meet
mandatory policies as set out in
Tender these minimum
‘Annex E- Non-Staff Code of
Compliance Compliance and requirements
Conduct.’
Completion will not have
their Bids
 Deed of Incorporation
further
 Letter of approval from the Ministry
assessed.
of Law and Human Rights
 Tax Number Certificate (NPWP)
 Front Page of Bank Account
 Letter of Tax Confirmation

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  NIB
 Submit Relevant Portfolios
 Permit from relevant institution
(Ministry of Health)
 Relevant certificate (personnel)
 Certificate from PERADI Association
for Directing/Managing Partners

Clawback  Clawback mechanism offered meet

20%
mechanism requirements of Project implementation

 Able to provide all services at the

required specifications and minimum
Ability to meet
alternatives offered 20%
Specifications
 Meets the required credentials to
Technical perform the service/consultancy
Proposal  Provides copy of Quality Assurance
(65%) Quality certificates (e.g. ISO9001) 10%
 Provides copy of accreditations

 Previous experience in similar Projects

 Previous experience working with
Experience 15%
INGOs
Customer References provided

As part of our ongoing Gender Responsive

Procurement Initiatives, Bidders will be
allocated 5% of the overall score if they meet
one or more of the following:

 If headed up by a woman
 If the supplier is a women-owned
business: A legal entity in any field
that is more than 51% owned,
Gender
Gender managed, and controlled by one or
Sensitive
Responsive more women. 5%
Practices and
(5%)  If the % of women in management
Policies
positions is over 35%
 If % of women workers is 55% or
above
 If robust gender equality initiatives
are in place and active. E.g., WEPs
signed, gender equality
procurement policy, any additional
gender-sensitive program
implemented.
 Completion of ‘Annex B – Pricing
Financial Schedule’ with all requested information
Pricing
Proposal  Economically advantageous for the 30%
Schedule
(30%) organization
 Competitiveness

6. Evaluation of offers.

The Tender Panel will review all Bids to ensure they meet the minimum requirements in the
‘Compliance’ section above. Each Bid will be assigned a score based on predetermined criteria
and associated weighted scorings.

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 The contract(s) will be awarded to the Bidder(s) who represent the best overall value for Plan
International in terms of the evaluation criteria set out above. By participating in this tender, you
acknowledge and understand that Plan reserves the right to:

 Decide not to award to any supplier.

 Decide to award to one or more suppliers.
 Decide to readvertise the opportunity.
 Not necessarily accept the lowest cost offer

Notification of the award of the contract will be issued via e-mail.

7. Terms & 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 preparing your
offer.
 You or your company will undergo vetting checks against an Anti-Terrorism and
Sanctions Database as part of due diligence protocols
 Plan Indonesia 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 Indonesia reserves the right to alter the schedule of tender and contract awarding
 Plan Indonesia reserves the right to cancel this tender process at any time and not to
award any contract
 Plan Indonesia reserves the right not to enter into or award a contract as a result of this
invitation to tender
 Plan Indonesia 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 Indonesia
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 conditions of sale may be, which you hereby waive
 You have examined carefully, understood, and complied with all conditions, instructions,
forms, provisions, and specifications 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 Indonesia 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 the performance of the contract, you shall
immediately inform Plan Indonesia in writing
 You accept Plan Indonesia’s standard payment terms 14 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 Indonesia.

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8. Submission Checklist

Document Form

Please complete all requested information

Annex B - Pricing Schedule and return it in Excel and pdf format.

Annex C - Technical Questions Please complete all requested information

and return it in Excel and pdf format.

Please complete all requested information

Annex D - Supplier Questionnaire
and return it in pdf format.

Please sign and date this document and

Annex E - Non-Staff Code of Conduct
return it in PDF format.

For the details of the tender pack, please click the below link.

bit.ly/F2FAgency_tenderpack

Or use the QR Code below to download the tender pack.

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