PROPOSALS FOR PREQUALIFICATION OF CONSULTANTS FOR ...

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Date: 30th August 2021

Dear Sir / Madam,

Save the Children invites the submission of PROPOSALS FOR PREQUALIFICATION OF

CONSULTANTS FOR CONSULTANCY SERVICES mostly in Freetown, Western Rural Area

(Waterloo), Moyamba, Kailahun and Pujehun districts where we have our programmes or projects

executed. The stated works/services shall be in accordance with the detailed specification in the

attached documents. Save the Children intends to issue one or more framework agreements without

price or list of preferred Supplier (s) for 2 years to successful bidders.

Intentions and Goals of this process

Save the Children is planning to conduct stated works/services mostly in Freetown, Western Rural

Area (Waterloo), Moyamba, Kailahun and Pujehun districts for the next 2 years. As a proactive and

strategic measure, Save the Children is inviting potential consultants or consultancy firms who

are willing to bid and we will sign Framework Agreement without price for two (2) years and/or

setup a list of Preferred Supplier (s) with those who will meet our Essential and Technical criteria

mentioned below in the tender.

It is only those we will sign Framework Agreement without price at the end of this process that will

be contacted through a restrictive process whenever Save the Children is intending to conduct the

stated works.

The following information is included for your review:

• Part 1: Tender Information

• Part 2: Conditions of Tendering

• Part 3: Terms and Conditions of Purchase (which will be signed by the successful Bidder)

• Part 4: Save the Children’s Child Safeguarding Policy

• Part 5: Save the Children’s Anti-Bribery and Corruption Policy

• Part 6: The IAPG Code of Conduct

• Part 7: Data protection

• Tender Response

Bidder can return their offers by filling the bid response template

Your tender response must be received in the following format:

• Full completion of the “Tender Response” document in order that your bid may be regarded as

compliant. Those bids returned uncompleted will be treated as void.

• Bids to be submitted on the 3 envelopes system (One (1) sealed envelope for the Eligibility and One

(1) sealed envelope for Technical Offer, both put in a one (1) big sealed envelope) and the big sealed

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envelope to be addressed to the Tender Committee at the below address. The envelope should indicate

the ITT reference number ITT/002/SCISL/2021 and work title on the envelope, but have no other

details relating to the bid.

• Bids to be submitted in a big sealed envelope, addressed to the: Tender Committee, Save the

Children International 71 Sir Samuel Lewis Road, Aberdeen, Freetown Sierra Leone. The

envelope should indicate the tender reference number ITT/002/SCISL/2021 and no other details

relating to the bid.

• Bidders can also opt to send bids via the following E-mail:

[email protected] ” Indicate the tender reference number

ITT/002/SCISL/2021 on the subject line.

Your return tender documentation must be received as per the above not later than 29th October, 2021

at 2:00 PM (The Closing Date"). Failure to meet the closing date will result in the bid being void.

Returned bids must remain open for consideration for a period of not less than 60 days from the

Submission Date.

Bidding is open up to this date, however Save the Children will proceed assessment on rolling basis.

Bid will be assessing each two (2) Weeks from September 14th, 2021 until the closing date. First

Assessment will happen on September 14th.

Save the Children will limit at its discretion the number of Bidder to retain with maximum of 8 which

passed the qualification score per each Lot.

Prequalified Bidders can be used to respond to urgent need that appear before closing date.

Should you require further information or clarification on the tender, please contact Save the

Children Office at the above addresses or send email to [email protected]

All questions and related answers will be shared with all bidders via the mail address provided, and

will be integrated as part of the full tender dossier at a later stage.

We look forward to receiving a bid from you and thank you for your interest in our work.

Yours faithfully,

Tender Committee

Save the Children

71 Sir Samuel Lewis Road

Aberdeen

Freetown

mailto:[email protected]


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PART 1: TENDER INFORMATION

Introduction

Save the Children is the world’s leading independent organisation for children. We work in 120

countries. 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. We have over two million supporters worldwide

and reach children across the world through programmes in health, nutrition, education, protection and

child rights, also in times of humanitarian crises.

Provisional timetable

Activity Date

Issue Tender Notice and Invitation to Tender

31st August 2021

Return of tenders (Closing Date) 29th October 2021 at 2:00 PM

Bids Opening and Tender Review Committee

(Essential and Technical Assessment)

As and when bids are received until

closing date

Visit to Contractors’ premises/Reference

Checks (Due Diligence)

As and when bids are received until

closing date

Drafting and signing of non-price FWA for

the next 2 years

4th – 15th November 2021

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Award criteria

Failure to meet one or more of the Essential Criteria listed below will result in the bidder being «

disqualified ». All bids that are meeting the Essential Criteria will be evaluated based on the

Technical evaluation.

For LOT 1&2 bidder should have 65/100 points to be qualified

For Lot 3 visit will be organized after first evaluation and Bidder who passed initial evaluation with

55/80 will be visited and visit scored will be added to final points. Question 4 and 6 are for visit.

Supplier should have 10/20 to pass visit/online evaluation (for international bidders) and be

considered. 65/100 will be the final selection score for qualification.

# Phase 1: Essential Criteria

1 LOT 1&2

For individual

ID card

Register as a consultant

Tax clearance (TIN number)

Confirmation and sign of SCI mandatory policies and acquisition of ethic

approval if required

For Firm

Business registration certificate (for your bidding country)

Update tax clearance certificate

GST registration (if relevant to the business revenue level, for Sierra

Leone bidders)

Freetown/District council certificate (for Sierra Leone bidders)



For others (NGO, others entities)

Registration to operate into sector (SLANGO for Sierra Leone)



Yes /No

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Board of governance

LOT 3

For individual

ID card

Register or any proof of technical qualification in this area

Tax clearance (TIN number) or any confirmation of tax payment



For Firm/company/audio visual institution



GST registration (if relevant to the business revenue level, for Sierra Leone

bidders)




For others (NGO, other entities)

Registration to operate into the sector (SLANGO for Sierra Leone)



Board of governance if relevant

TECHNICAL EVALUATION

Lot 1

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The Technical Criteria will be assessed on the basis of demonstrated evidence of experience and

qualifications in the implementation of quality assessments and evaluations as stated below:

Scopes of work for Assessments

Research, and Evaluation

Capability Criteria

(technical)

Evaluation method Scores

Assessment

1. Baseline 2. Mid-line

3. End-line (non-evaluative) 4. Needs/Situational analysis 5. Landscape/Stakeholder analysis 6. Market analysis/ Labor market assessments

7. Gender and Power Analysis 8. Knowledge, Attitude & Practices (KAP)

survey

9. Organisational or Institutional capacity (OCA)

10. Mapping

11. Conflict sensitivity assessments 12. Child participatory assessments 13. Social norm diagnosis

14. Political socio- economy analysis 15. Semi-Quantitative Evaluation of Access

and Coverage (SQUEAC)/Simplified Lot Quality Assurance Sampling Evaluation of

Access and Coverage (SLEAC) 16. SMART surveys 17. Infant and Young Child Feeding (IYCF)

Barrier Analysis

Research

18. Syntheses, systematic reviews, meta-analysis

19. Exploratory or descriptive (Who? What?

Where? When? How many?) 20. Formative 21. Explanatory (Why and how come?) 22. Predictive (What will happen? What if,

what else, what then?)

Evaluation

23. Process/Implementation 24. Operations Control Review (OCR) 25. Real time Review (RtR) 26. Impact/Outcome/Effectiveness/Summative

Economic/Value for Money

Other

27. After Action Review/Lessons Learned

1.Evidence of minimum of

five years’ experience

designing and carrying out

high-quality assessments,

baseline, mid-terms and

endline studies, and mid-

term and final evaluations

e.t.c for one or more of the

following thematic areas:

• Child protection,

• Education,

• Water, Sanitation and Hygiene

(WASH),

• Health and

Nutrition,

• Food Security and Livelihoods,

• Child Rights Governance

*Including inclusion,

gender and

empowerment lens for

each

Will be based number of

Year and in 1 of the area

(list name and address in

response table) 15pts 5

and more year, 3-4, 10 pts,

2 years 5pts and less 0

15

points

2. Evidence of experience

working in development

and/or humanitarian

settings

Names and address of

Previous client (NGO, UN,

gvt), 5 points for both

context, 3 points for 1

context and 0 for none of

them.

5 points

3. Evidence shows strong

experience in quantitative

and qualitative data

collection methods and

analysis

a) 5 experiences in both,

5points, 3-4 experiences, 3 points, 1-2;

1point, b) 1 point for

each

methodology experience up to 5 points

10

points

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28. Case Study/Success story c) If Bidders

show more on both, it will be 1

point per each

4. Evidence of knowledge

and experience with a

range of statistical and

qualitative data managing

software and approaches

(such as SPSS, EPI Info, Stata,

NVivo, Atlasti, KOBO

Toolbox, ONA,

CommCare, REDCap,

ODK or other similar

software)

2 points for each Software

up to 5 (list the Software,

client and study reference)

10

points

5. Evidence proves strong

command of the English

language, both written and

verbal with strong report

writing and documentation

skills

Description of steps shoud

be evaluated on: idea

chronology, paragraph to

separe idea, vocabulary and

grammar, use of NGO

words, formatting: 2 points

for each

10

points

6. Evidence of specific

expertise in one of the

following (depending on

the pieces for which has

been applied for- see list in

scope of assessments,

research, and evaluation

Expertise in Evaluation 4

points, in assessment 3

points, in Research 3

points.

(evidence should be

previous work)

10

points

7. Provided brief

description (not more than

one page) of steps the

consultant will take to

ensure the quality of the

services you would provide

is of consistently high

standards

please do not describe per

sector but only general

approach

Approach, procedure,

realistic, achievable,

relevant. 2points for each

of the above

10

points

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8. Provided brief

description (not more than

one page) on experience in

inclusive and ethical child

participatory methods of

data collection

2 points for any inclusive

and child participation

methodology up to 10

points

10

points

Sustainability Criteria

Criteria (technical)


9. Evidence of working

experience in Sierra Leone

or similar contexts

5 points for Sierra Leone,

5 points for 3 countries, 3

points for 2 countries, 2

points for 1 country in

similar context

5

points

10. Describe how the

consultancy can involve and

benefit the study

community economy

(quarter of page)

local service, local

materials, local

labor/resources, local

representative

involvement,

environmental protection

3 points each one

15

points

LOT 2

Scopes of work Capability Criteria (technical) Evaluation method Scores

Development of Training manual/

curriculum and delivering training

including pre and post test

assessment of training content.

1. Evidence of minimum of five years’

experience designing and carrying out


curriculum and delivering training

including pre and post test assessment of

training content e.t.c for one or more of

the following thematic areas:


• Education,

• Water, Sanitation and Hygiene (WASH),

• Health and Nutrition,


Will be based on number

of Year and in 1 of the area

(list name and address in

response table) 15pts for

5 and more year, 3-4 years

10 pts, 2 years 5pts and

less 0 15

points

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*Including inclusion, gender and

empowerment lens for each

2. Evidence of experience working in

development and/or humanitarian

settings

Names and address of

Previous client (NGO, UN,

gvt), 5 points for both

context, 3 points for 1

context and 0 for none of

them.

5 points

3. Evidence shows strong experience in


curriculum /delivering training including

pre and post-test assessment of training

content

d) 5 experience

in All, 5points, 3-4 experience,

3 points, 1-2, 1point,

e) 1 point for

each area up to 5 points

f) If Bidders

show more on All, it will be 1 point

per each

10

points

4. Evidence of knowledge and experience

with a range of statistical and qualitative

data managing software and approaches

for Training (such as SPSS, EPI Info, Stata,

NVivo, Atlasti, KOBO Toolbox, ONA,

CommCare, REDCap, ODK or other

similar software)

2 points for each Software

up to 5 (list the Software,

client and service

reference) 10

points

5. Evidence proves strong command of

the English language, both written and

verbal with strong report writing and

documentation skills

Description of steps

should be evaluated on :

idea chronology, paragraph

to separe idea, vocabulary

and grammar, use of NGO

words, formating: 2 points

for each

10

points

6. Evidence of specific expertise in one of

the following (depending on the pieces

for which has been applied for-


curriculum /delivering training including

pre and post-test assessment of training

content

Expertise in Development

of Curricula 4 points, in

Development of Training

Manual 3 points, in

delivering training 3

points.

(evidence should be

previous work)

10

points

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7. Provided brief description (not more

than one page) of steps the consultant

will take to ensure the quality of the

services you would provide is of

consistently high standards

please do not describe per sector but

only general approach

Approach, procedure,

realistic, achievable,

relevant. 2points for each

of the above 10

points

8. Provided brief description (not more

than one page) on experience in inclusive

and ethical child participatory methods

delivering training

2 marks for any inclusive

and child participation

methodology up to 10

points 10

points

Sustainability Criteria Criteria

(technical)


9. Evidence of working experience in

Sierra Leone or similar contexts

5 points for Sierra Leone,

5 points for 3 countries, 3

points for 2 countries, 2

points for 1 country in

similar context

5 points

10. Describe how the consultancy can

involve and benefit the study community

economy

local service, local

materials, local

labor/resources, local

representative

involvement,

environmental protection

3 points each one

15

points

LOT 3

Scopes of work Capability Criteria (technical) Scores

Videography / photography /

Graphics/illustration/content

development and other

communication

1. Evidence of minimum of three

years’ video and photographic and Graphics experience. for one or more of the following

thematic areas:

15 points if bidder has 3 years

in 3 competencies or more; 10

points if Bidder has 3 years and

2 competencies; 5 points if

15

points

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materials/actions/activities

(printing and electronic)

using diverse channels social

media, Television, radio, blog,

etc.


• Education,

• Water, Sanitation and Hygiene

(WASH),

• Health and Nutrition,



*Including inclusion, gender and

empowerment lens for each

Bidder has 3 years and 1

competency.

Bidder with less than 3 years

will have 0 point

2. Extensive experience in producing materials (videos,

photographs, graphics, illustration/animation) with the aim of reaching both local and

international audiences.

1. Number of samples produce from each of

the following: (video or photographs, graphics, illustration,

or animation): 1 point per sample up to 5 points

2. Quality of sample will be appraise by High Quality 15 points, medium Quality 8

points and Poor Quality 3 points. In case of multi simple

average of points should be done

20

points

3. Experience in working with

international organizations and donors.

Proof of working with NGO,

UN Agencies, Save the children:

2 points for each evidence

working with Save the children

and/or UN agencies, 1 point for

other NGO up to 10 points.

Evidence requested can be:

copies of Purchase order,

service completion note,

contract (head and signed

page)

10

points

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4. *Excellent technical capacity

(including

filming/photography/production,

graphics, illustration/animation

equipment e.t.c ) for high-quality

products.

For video/photography: camera,

drone, tripod, mics, lighting, lens

For printing: printers

Graphics/illustration/animation:

Software, tools

For each sector visit will

appraise the available

equipment/software to deliver

entirely the task by the bidder:

10 points if Bidder has

satisfactory kit/software, 5

points if half of kit/software

missing, 1point for

unsatisfactory kit/software.

For international bidders, visit

will be organized online or use

external solution and scored

equily

10

points

5. Experience in producing communication materials for beneficiaries including child

sensitive materials

2 points per each material

produced with focus on

beneficiaries (community,

traditional leaders, religious

leaders) and children up to 10

points

10

points

6. *Provided of physical office or shop/studio in the working area

Provide physical address that

can be checked (for Sierra

Leone bidders physical visit will

be performed), 5 points for Yes

and 0 point for NO

5 points

7. commitment to organize and support transport requirement (of team and material) to deliver

in requested area (this will be invoiced to save the children)

Yes for 10 points and 0 points

for No. confirmation into the

response dossier

10

points

Sustainability Criteria

(technical)


8. Provided brief description (not more than half page) of steps the Bidder will take to ensure

the quality of the services you would provide is of consistently high standards and benefit the study community economy

Approach/procedure, local

service/materials, local

labor/resources, realistic and

achievable, reference to

standard, 3points for each of

the above up to 15 Points

15

points

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9. Local knowledge of Sierra Leone or similar context

Evidence of working in Sierra

Leone 2 points, Sierra Leone

based offices 5 points, Similar

context 1 point per context up

to 2 points

5 points

SCI reserve the right to cancel partially or the entire process with no award.

Bidder’ technical document should be evidenced by relevant documents. Where documented evidence

of claims is specified in the Criteria above (e.g. copies of testimonials for previous work experience,

copies of qualification, CV and employment agreement for key personnel, ownership certificates

and/or lease agreements for equipmentetc.), failure to attach these will result in no points being

awarded to the bidder.

Save the Children reserve the right to request further/missing documentation to support the claims

made in the submission before selection as pre-qualify consultant.

Save the Children retain the right to verify reputation, experience and capacity of proposed consultants

and reserve the right to refuse the use of proposed consultants.

No Joint Ventures will be accepted.

References:

If more than requested references are provided, Save the Children will choose those most relevant

to the tender, favouring (in order of preference) INGOs, international firms and firms with websites.

Scores from references provided by INGOs will be doubled.

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PART 2: CONDITIONS OF TENDERING

1. Definitions

In addition to the terms defined in the Cover Letter, in these Conditions, the following

definitions apply:

(a) Award Criteria - the award criteria set out in the Invitation to Tender.

(b) Bidder - a person or organisation who bids for the tender.

(c) Conditions - the conditions set out in this 'Conditions of Tendering 'document.

(d) Cover Letter - the cover letter attached to the Tender Information Pack.

(e) Goods and/or Services - everything purchased by SCI under the contract.

(f) Invitation to Tender - the Tender Information, these Conditions, SCI’s Terms and

Conditions of Purchase, SCI's Child Safeguarding Policy, SCI's Anti-Bribery and

Corruption Policy and the IAPG Code of Conduct.

(g) SCI - Save the Children International (formerly known as The International Save the

Children Alliance Charity), a charitable company limited by guarantee registered in

England and Wales (company number 03732267; charity number 1076822) whose

registered office is at St Vincent House, 30 Orange Street, London, WC2H 7HH.

(h) Specification - any specification for the Goods and/or Services, including any

related plans and drawings, supplied by SCI to the Contractor, or specifically produced

by the Contractor for SCI, in connection with the tender.

(i) Contractor - the party which provides Goods and/or Services to SCI.

2. The Contract

The contract awarded shall be for the supply of goods and/or services, subject to SCI’s Terms

and Conditions of Purchase (attached to these Conditions). SCI reserves the right to undertake

a formal review of the contract after twelve (12) months.

3. Late tenders

Tenders received after the Closing Date will not be considered, unless there are in SCI’s sole

discretion exceptional circumstances which have caused the delay.

4. Correspondence

All communications from Bidders to SCI relating to the tender must be in writing and addressed

to the person identified in the Cover Letter. Any request for information should be received at

least 5 days before the Closing Date, as defined in the Invitation to Tender. Responses to

questions submitted by any Bidder will be circulated by SCI to all Bidders to ensure fairness

in the process.

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5. Acceptance of tenders

SCI may, unless the Bidder expressly stipulates to the contrary in the tender, accept whatever

part of a tender that SCI so wishes. SCI is under no obligation to accept the lowest or any

tender.

6. Alternative offer

If the Bidder wishes to propose modifications to the tender (which may provide a better way to

achieve SCI’s Specification) these may, at SCI's discretion, be considered as an Alternative

Offer. The Bidder must make any Alternative Offer in a separate letter to accompany the Tender.

SCI is under no obligation to accept Alternative Offers.

7. Prices

Tendered prices must be shown as both inclusive of and exclusive of any Value Added Tax

chargeable or any similar tax (if applicable).

8. No reimbursement of tender expenses

Expenses incurred in the preparation and dispatch of the tender will not be reimbursed.

9. Non-Disclosure and Confidentiality

Bidders must treat the Invitation to Tender, contract and all associated documentation

(including the Specification) and any other information relating to SCI’s employees, servants,

officers, partners or its business or affairs (the "Confidential Information”) as confidential.

All Bidders shall:

• recognise the confidential nature of the Confidential Information;

• respect the confidence placed in the Bidder by SCI by maintaining the secrecy of the

Confidential Information;

• not employ any part of the Confidential Information without SCI's prior written consent,

for any purpose except that of tendering for business from SCI;

• not disclose the Confidential Information to third parties without SCI's prior written

consent;

• not employ their knowledge of the Confidential Information in any way that would be

detrimental or harmful to SCI;

• use all reasonable efforts to prevent the disclosure of the Confidential Information to third

parties;

• Notify SCI immediately of any possible breach of the provisions of this Condition 9 and

acknowledge that damages may not be an adequate remedy for such a breach.

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10. Award Procedure

SCI’s Tender Review Committee will review the Bidders and their tenders to determine, in

accordance with the Award Criteria, whether they will award the contract to any one of them.

11. Information and Record Keeping

SCI shall consider any reasonable request from any unsuccessful Bidder for feedback on its

tender and, where it is appropriate and proportionate to do so, provide the unsuccessful Bidder

with reasons why its tender was rejected. Where applicable, this information shall be provided

within 30 business days from (but not including) the date on which SCI receives the request.

12. Anti-Bribery and Corruption

All Bidders are required to comply fully with SCI’s Anti-Bribery and Corruption Policy

(attached to these Conditions).

13. Child Protection

All Bidders are required to comply fully with SCI’s Child Safeguarding Policy (attached to

these Conditions).

14. Exclusion Criteria

Any Bidder is required to confirm in writing that:

• Neither it nor any related company to which it regularly subcontracts is insolvent or being

wound up, is having its affairs administered by the courts, has entered into an arrangement

with creditors, has suspended business activities, is the subject of proceedings concerning

those matters, or are in any analogous situation arising from a similar procedure provided

for in national legislation or regulations;

• Neither it nor a company to which it regularly subcontracts has been convicted of fraud,

corruption, involvement in a criminal organisation, any money laundering offence, any

offence concerning professional conduct, breaches of applicable labour law or labour tax

legislation or any other illegal activity by a judgment in any court of law whether national

or international;

• Neither it nor a company to which it regularly subcontracts has failed to comply with its

obligations relating to the payment of social security contributions or the payment of taxes

in accordance with the legal provisions of the relevant country in which it the Bidder

operates.

Any Bidder will automatically be excluded from the tender process if it is found that they are

guilty of misrepresentation in supplying the required information within their tender bid or fail

to supply the required information.

15. Conflict of Interest / Non-Collusion

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Any Bidder is required to confirm in writing:

• That it is not aware of any connection between it or any of its directors or senior managers

and the directors and staff of SCI which may affect the outcome of the selection process. If

there are such connections the Bidder is required to disclose them.

• Whether or not there are any existing contacts between SCI, and any other Save the

Children entity, and it and if there are any arrangements which have been put in place over

the last twenty-four (24) months.

• That it has not communicated to anyone other than SCI the amount or approximate amount

of the tender.

• That it has not and will not offer pay or give any sum of money commission, gift,

inducement or other financial benefit directly or indirectly to any person for doing or

omitting to do any act in relation to the tender process.

16. Assignment and novation

All Bidders are required to confirm that they will if required be willing to enter into a

contract on similar terms with either SCI or any other Save the Children entity if so required.

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PART 3: TERMS AND CONDITIONS OF PURCHASE

1 Definitions and Interpretation

These terms and conditions ("Conditions") provide the basis of the contract between the

Contractor ("Contractor") and Save the Children International (the "Customer"), in relation to

the purchase order ("Order") (the Order and the Conditions are together referred to as the

"Contract"). All references in these terms and conditions to defined terms - Goods, Services,

Prices and Delivery - refer to the relevant provisions of the Order.

2 Quality and Defects

2.1 The Goods and the Services shall, as appropriate:

a) Correspond with their description in the Order and any applicable specification;

b) Comply with all applicable statutory and regulatory requirements;

c) Be of the highest quality and fit for any purposes held out by the Contractor or made

known to the Contractor by the Customer;

d) Be free from defects in design, material, workmanship and installation; and

e) Be performed with the best care, skill and diligence in accordance with best practice in

the Contractor's industry, profession or trade.

2.2 The Customer (including its representatives or agents) reserves the right at any time to audit

the Contractor’s records, inspect work being undertaken in relation to the supply of the Goods

and Services and, in the case of Goods, to test them.

3 Ethical Standards

3.1 The Contractor shall observe the highest ethical standards during the performance of its

obligations under this Contract including international labour standards promoted by the

International Labour Organisation specifically in the areas of child labour and forced labour.

3.2 The Contractor, its Contractors and sub-contractors shall comply with all environmental

statutory and regulatory requirements and shall not in any way be involved in (a) the

manufacture or sale of arms or have any business relations with armed groups or governments

for any war related purpose; or (b) terrorism, including checking its staff, Contractors and sub-

contractors against the following sanctions lists: UK Treasury List, EC List, OFAC List and

US Treasury List.

3.3 The Contractor shall comply with the following Customer Policies, which are available upon

request: Child Safeguarding; and Anti-Bribery and Corruption.

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4 Delivery / Performance

4.1 The Goods shall be delivered to, and the Services shall be performed at the address and on the

date or within the period stated in the Order, and in either case during the Customer's usual

business hours, except where otherwise agreed in the Order. Time shall be of the essence in

respect of this Condition 4.1.

4.2 Where the date of delivery of the Goods or of performance of Services is to be specified after

issue of the Order, the Contractor shall give the Customer reasonable written notice of the

specified date.

4.3 Delivery of the goods shall take place and title in the Goods will pass on the completion of the

physical transfer of the goods from the Contractor or its agents to the Customer or its agents at

the address specified in the Order.

4.4 Risk of damage to or loss of the Goods shall pass to the Customer in accordance with the

relevant provisions of Incoterms rules as in force at the date the Contract is made or, where

Incoterms do not apply, risk in the Goods shall pass to the Customer on completion of delivery.

4.5 The Customer shall not be deemed to have accepted any Goods or Services until the Customer

has had reasonable time to inspect them following delivery and/or performance by the

Contractor.

4.6 The Customer shall be entitled to reject any Goods delivered or Services supplied which are

not in accordance with the Contract. If any Goods or Services are so rejected, at the Customer's

option, the Contractor shall forthwith re-supply substitute Goods or Services which conform

with the Contract. Alternatively, the Customer may cancel the Contract and return any rejected

Goods to the Contractor at the Contractor's risk and expense.

5 Indemnity

The Contractor shall indemnify the Customer in full against all liability, loss, damages, costs

and expenses (including legal expenses) awarded against or incurred or paid by the Customer

as a result of or in connection with any act or omission of the Contractor or its employees,

agents or sub-contractors in performing its obligations under this Contract, and any claims

made against the Customer by third parties (including claims for death, personal injury or

damage to property) arising out of, or in connection with, the supply of the Goods or Services.

6 Price and Payment

Payment in arrears will be made as set out in the Order and the Customer shall be entitled to

off-set against the price set out in the Order all sums owed to the Customer by the Contractor.

7 Termination

7.1 The Customer may terminate the Contract in whole or in part at any time and for any reason

whatsoever by giving the Contractor at least one month’s written notice.

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7.2 The Customer may terminate the Contract with immediate effect by giving written notice to

the Contractor and claim any losses (including all associated costs, liabilities and expenses

including legal costs) back from the Contractor at any time if the Contractor:

a) becomes insolvent, goes into liquidation, makes any voluntary arrangement with its

creditors, or becomes subject to an administration order; or

b) is in material breach of its obligations under the Contract or is in breach of its

obligations and fails to remedy such breach within 14 days of written request from the

Customer.

7.3 In the event of termination, all existing purchase orders must be completed.

8 Contractor's Warranties

8.1 The Contractor warrants to the Customer that:

a) it has all necessary internal authorisations and all authorisations from all relevant third

parties to enable it to supply the Goods and the Services without infringing any applicable law,

regulation, code or practice or any third party’s rights;

b) it will not and will procure that none of its employees will accept any commission, gift,

inducement or other financial benefit from any Contractor or potential Contractor of the

Customer; and

c) the Services will be performed by appropriately qualified and trained personnel, with

the best care, skill and diligence and to such high standard of quality as it is reasonable for the

Customer to expect in all the circumstances.

9 Force majeure

9.1 Neither party shall be liable for any failure or delay in performing its obligations under the

Contract to the extent that such failure or delay is caused by an event that is beyond that party's

reasonable control (a "Force Majeure Event") provided that the Contractor shall use best

endeavours to cure such Force Majeure Event and resume performance under the Contract.

9.2 If any events or circumstances prevent the Contractor from carrying out its obligations under

the Contract for a continuous period of more than 14 days, the Customer may terminate the

Contract immediately by giving written notice to the Contractor.

10 General

10.1 The Contractor shall not use the Customer's name, branding or logo other than in accordance

with the Customer's written instructions or authorisation.

10.2 The Contractor may not assign, transfer, charge, subcontract, novate or deal in any other

manner with any or all of its rights or obligations under the Contract without the Customer's

prior written consent.

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10.3 Any notice under or in connection with the Contract shall be given in writing to the address

specified in the Order or to such other address as shall be notified from time to time. For the

purposes of this Condition, "writing" shall include e-mails and faxes.

10.4 If any court or competent authority finds that any provision of the Contract (or part of any

provision) is invalid, illegal or unenforceable, that provision or part-provision shall, to the

extent required, be deemed to be deleted, and the validity and enforceability of the other

provisions of the Contract shall not be affected.

10.5 Any variation to the Contract, including the introduction of any additional terms and

conditions, shall only be binding when agreed in writing and signed by both parties.

10.6 The Contract shall be governed by and construed in accordance with English law. The parties

irrevocably submit to the exclusive jurisdiction of the courts of England and Wales to settle any

dispute or claim arising out of or in connection with the Contract or its subject matter or

formation.

10.7 A person who is not a party to the Contract shall not have any rights under or in connection

with it.

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PART 4: SAVE THE CHILDREN’S CHILD SAFEGUARDING POLICY

Our values and principles

Child abuse is when anyone under 18 years of age is being harmed or isn't being looked after properly.

The abuse can be physical, sexual, emotional or neglect. The abuse and exploitation of children

happens in all countries and societies across the world. Child abuse is never acceptable.

It is expected that all who work with Save the Children are committed to safeguard children whom

they are in contact with.

What we do

Save the Children is committed to safeguard children through the following means:

Awareness: Ensuring that all staff and those who work with Save the Children are aware of the

problem of child abuse and the risks to children.

Prevention: Ensuring, through awareness and good practice, that staff and those who work with Save

the Children minimise the risks to children.

Reporting: Ensuring that you are clear on what steps to take where concerns arise regarding the safety

of children.

Responding: Ensuring that action is taken to support and protect children where concerns arise

regarding possible abuse.

To help you clarify our safeguarding approach, we list here examples of the behaviour by a

representative of Save the Children which are prohibited. These include but are not limited to:

1. Hitting or otherwise physically assaulting or physically abusing children.

2. Engaging in sexual activity or having a sexual relationship with anyone under the age of 18 years

regardless of the age of majority/consent or custom locally. Mistaken belief in the age of a child

is not a defence.

3. Developing relationships with children which could in any way be deemed exploitative or

abusive.

4. Acting in ways that may be abusive in any way or may place a child at risk of abuse.

5. Using language, making suggestions or offering advice which is inappropriate, offensive or

abusive.

6. Behaving physically in a manner which is inappropriate or sexually provocative.

7. Sleeping in the same bed or same room as a child, or having a child/children with whom one is

working to stay overnight at a home unsupervised.

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8. Doing things for children of a personal nature that they can do themselves.

9. Condoning, or participating in, behaviour of children which is illegal, unsafe or abusive.

10. Acting in ways intended to shame, humiliate, belittle or degrade children, or otherwise perpetrate

any form of emotional abuse.

11. Discriminating against, showing unfair differential treatment or favour to particular children to

the exclusion of others.

12. Spending excessive time alone with children away from others.

13. Placing oneself in a position where one is made vulnerable to allegations of misconduct.

In order that the above standards of reporting and responding are met, this is what is expected of you:

If you are worried that a child or young person is being abused or neglected, (such as in points 1, 2, 3,

4, 6, 8, 9 and 10 above for example) or you are concerned about the inappropriate behaviour of

an employee, or someone working with Save the Children, towards a child or young person, then you

are obliged to:

• act quickly and get help

• support and respect the child

• where possible, ensure that the child is safe

• contact your Save the Children manager with your concerns immediately (or their senior

manager if necessary)

• keep any information confidential to you and the manager.

If you want to know more about the Child Safeguarding Policy then please contact your Save the

Children manager.

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PART 5: SAVE THE CHILDREN’S ANTI-BRIBERY AND CORRUPTION POLICY

Our values and principles

Save the Children does not allow any partner, Contractor, sub-contractor, agent or any individual

engaged by Save the Children to behave in a corrupt manner while carrying out Save the Children’s

work.

What we do

Save the Children is committed to preventing acts of bribery and corruption through the following

means:

Awareness: Ensuring that all staff and those who work with Save the Children are aware of the

problem of bribery and corruption.

Prevention: Ensuring, through awareness and good practice, that staff and those who work with Save

the Children minimise the risks of bribery and corruption.

Reporting: Ensuring that all staff and those who work with Save the Children are clear on what steps

to take where concerns arise regarding allegations of bribery and corruption.

Responding: Ensuring that action is taken to support and protect assets and identifying cases of bribery

and corruption.

To help you identify cases of bribery and corruption, behaviour which amounts to corruption includes

but is not limited to:

a) Paying or Offering a Bribe – where a person improperly offers, gives or promises any form of

material benefit or other advantage, whether in cash or in kind, to another in order to influence their

conduct in any way.

b) Receiving or Requesting a Bribe – where a person improperly requests, agrees to receive or

accepts any form of material benefit or other advantage, whether in cash or in kind, which influences

or is designed to influence the individual’s conduct in any way.

c) Receiving or Paying a so-called ‘Grease’ or ‘Facilitation’ payment – where a person

improperly receives something of value from another party for performing a service or other action

that they were required by their employment to do anyway.

d) Nepotism or Patronage – where a person improperly uses their employment to favour or

materially benefit friends, relatives or other associates in some way. For example, through the

awarding of contracts or other material advantages.

e) Embezzlement - where a person improperly uses funds, property, resources or other assets that

belong to an organisation or individual.

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f) Receiving a so-called ‘Kickback’ Payment – where a person improperly receives a share of

funds, a commission, material benefit or other advantage from a Contractor as a result of their

involvement in a corrupt bid or tender process.

g) Collusion – where a person improperly colludes with others to circumvent, undermine or

otherwise ignore rules, policies or guidance.

h) Abuse of a Position of Trust – where a person improperly uses their position within their

organisation to materially benefit themselves or any other party.

In order that the above standards of reporting and responding are met, this is what is expected of you:

You have a duty to protect the assets of Save the Children from any form of corruption. Furthermore,

you must immediately report any suspicion of bribery or corruption to the Save the Children senior

management team or Country Director and not to anyone else. Failure to report will be treated as

serious and may result in termination of any agreement with Save the Children.

You are obliged to:-

• act quickly and get help

• encourage your own staff to report on bribery and corruption

• contact the Save the Children senior management team or Country Director with your concerns

immediately (or their senior manager if necessary)

• keep any information confidential to you and the manager.

Attempted corruption is as serious as the actual acts and will be treated in the same way under this

policy.

If you want to know more about the Anti-Bribery and Corruption Policy then please contact your Save

the Children representative.

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PART 6: CODE OF CONDUCT FOR IAPG AGENCIES AND CONTRACTORS

Contractors and manufacturers to Non-Governmental Organisations (NGO’s) should be aware of the

Code of Conduct initiatives that the Inter-Agency Procurement Group (IAPG) support. This

information is to advise you, our Contractors, of the Corporate Social Responsibility (CSR) element

in our Contractor relationships.

• Goods and services purchased are produced and developed under conditions that do not involve

the abuse or exploitation of any persons.

• Goods produced and delivered by organisations subscribe to no exploitation of children

• Goods produced and manufactured have the least impact on the environment

Code of Conduct for Contractors:

Goods and services are produced and delivered under conditions where:

• Employment is freely chosen

• The rights of staff to freedom of association and collective bargaining are respected.

• Living wages are paid

• There is no exploitation of children

• Working conditions are safe and hygienic

• Working hours are not excessive

• No discrimination is practised

• Regular employment is provided

• No harsh or inhumane treatment of staff is allowed.

Environmental Standards:

Contractors should as a minimum comply with all statutory and other legal requirements relating to

environmental impacts of their business. Areas to be considered are:

• Waste Management

• Packaging and Paper

• Conservation

• Energy Use

• Sustainability

Business Behaviour:

IAPG members will seek alternative sources where the conduct of Contractors demonstrably violates

anyone’s basic human rights, and there is no willingness to address the situation within a reasonable

timeframe.

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IAPG members will seek alternative sources where companies in the supply chain are involved in the

manufacture of arms or the sale of arms to governments which systematically violate the human rights

of their citizens.

Qualifications to the statement

Where speed of deployment is essential in saving lives, IAPG members will purchase necessary goods

and services from the most appropriate available source.

Disclaimer

This Code of Conduct does not supersede IAPG Members’ individual Codes of Conduct. Contractors

are recommended to check the Agencies’ own websites.

PART 7: SCI POLICY: DATA PROTECTION POLICY

1.

2. SECTION 1: PURPOSE

Save the Children International (“SCI”) is committed to using Personal Data responsibly and to ensuring that

all Staff understand and comply with their responsibilities under this Data Protection Policy (“Policy”) and the

law, including the EU General Data Protection Regulation (“GDPR”) and any applicable local data protection

legislation. SCI recognises that the correct and lawful treatment of Personal Data is a critical responsibility.

Functional Area: CRO

Owner (Name + Position): Dominiek Vangaever, CRO

Approved by: Dominiek Vangaever, CRO

Date of Approval: October 2019

Version: v2.9

Date for Review: October 2020

Languages(inc. hyperlinks): English

Applicable to: Save the Children International (“SCI”) employees, workers, volunteers, interns,

consultants and member employees on secondment to SCI.

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Failure to adequately protect Personal Data could result in harm to others, reputational damage, loss of income

or fines of up to 20 million euros or 4% of global turnover (whichever is higher) for serious breaches.

This Policy sets out the principles SCI applies in handling and safeguarding Personal Data entrusted to SCI and

sets out the obligations of Staff in relation to Personal Data SCI holds or Processes. Staff members each have

a responsibility in securing and protecting the Personal Data in SCI’s care.

This Policy is mandatory for all Staff, and all Staff must read and comply with this Policy and any related

procedures and guidance.

For any questions about this Policy, please contact SCI’s Data Protection Officer (“DPO”) at

[email protected].


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3. SECTION 2: POLICY STATEMENT(S)

1

Personal Data Protection Principles

By law, SCI must be able to demonstrate compliance with the following data protection principles:

a) Lawfulness, Fairness and Transparency Personal Data must be Processed lawfully, fairly and in a transparent manner.

b) Limitation Personal Data must only be collected for specified, explicit and legitimate

purposes.

c) Minimal Processing Personal Data must be adequate, relevant, and limited to what is

necessary in relation to the purposes for which they are Processed. Where possible, SCI

must apply anonymisation to Personal Data to reduce the risks to the Data Subjects concerned.

d) Accuracy Personal Data must be accurate and, where necessary, kept up to date;

reasonable steps must be taken to ensure that Personal Data that are inaccurate, having regard to the purposes for which they are Processed, are erased or rectified in a timely manner.

e) Storage Period Limitation Personal Data must be kept for no longer than is

necessary for the purposes for which the Personal Data are Processed.

f) Integrity and Confidentiality Appropriate technical or organisational measures

must be adopted to ensure the security of Personal Data, including protection against accidental or unlawful destruction, loss, alteration, unauthorised access, or disclosure.

g) Accountability Data Controllers must be responsible for and be able to demonstrate compliance with the principles outlined above.

All Staff shall adhere to these principles when Processing Personal Data. Any suggestions for

improvements as to how SCI Processes Personal Data should be sent to the DPO.

Staff shall undertake data protection training within 3 months of joining SCI. This must be refreshed

every 12 months, or more frequently if directed.

2

Lawfulness and Fairness of Processing

Whenever Personal Data is Processed, there must be one of the following legal bases present:

P a g e 30 | 52

a) the Data Subject has given his or her Consent;

b) the Processing is necessary for the performance of a contract with the Data Subject;

c) the Processing is necessary to meet legal compliance obligations;

d) the Processing is necessary to protect the Data Subject’s vital interests; e) the Processing is necessary for the performance of a task carried out in the public

interest; or

f) the Processing is necessary to pursue SCI’s legitimate interests.

Consent

SCI must identify and document the legal basis being relied on for each Processing activity. Where

Consent is relied upon, SCI must ensure the following:

a) Consent must be clearly indicated by a statement or positive action. b) Consent requires affirmative action, so a pre-ticked box would not meet this requirement.

c) The Data Subject has the right to withdraw Consent at any time, and SCI must be able to honour this promptly.

d) Whenever Personal Data Processing is based on the Data Subject's Consent, SCI shall retain a record of such Consent.

e) Where collection of Personal Data relates to a child under the age of 18, and SCI is

relying on Consent to Process that Personal Data, SCI must ensure that the child can understand the implications of the collection and processing of their Personal

Data. If the child is not able to understand, an alternative basis should be used, or parental

or guardian consent should be sought (unless this is not in the child’s best interests). f) Unless another legal basis of Processing is being relied upon, where Sensitive Personal

Data (also known as Special Category Data) is being collected, Explicit Consent of the

Data Subject will be required to Process this data.

Children

SCI recognises that children require specific protection with respect to their Personal Data. SCI

shall ensure that the principle of fairness and the best interests of the child are central to all

Processing of children’s Personal Data. Consent is one possible legal basis for Processing children’s

Personal Data, but SCI recognises that sometimes using an alternative basis is more appropriate.

More detailed guidance on Consent is provided in SCI_GDPR_Consent Guidance.

3

Transparent Processing

a) Privacy Notices Either before or at the time of collection of any Personal Data, SCI

is required to:

a. inform Data Subjects about what kind of Personal Data SCI collects;

b. the reason for collecting the Personal Data;

c. the purposes of the Processing;

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d. the legal basis which is being relied upon;

e. the Data Subjects’ rights in relation to the Personal Data;

f. security measures taken in relation to the Personal Data;

g. whether SCI transfers Personal Data to third parties;

h. the retention period and any potential transfers of Personal Data outside of

Europe.

SCI will provide this information to Data Subjects in privacy notices.

b) Children If Personal Data is collected from children, clear privacy notices must be

specifically tailored for children, so that they are able to understand what will happen to

their Personal Data, and what rights they have.

4

Data Retention

More detailed guidance on Retention is provided in SCI_GDPR_Data Retention Policy.

5

Privacy by Design and Data Protection Impact Assessments

The Information Owner must carry out a Data Protection Impact Assessment (‘DPIA’), using the

SCI_DPIA_template when:

a) planning or procuring any new system or Process involving the Processing of Personal Data,

b) making any significant change to an existing system or Process, or c) planning to initiate or change a Process to collect, use or store any Sensitive Personal

Data.

The Information Owner must ensure that the system or Process complies with the Personal Data

Protection Principles (listed above in section 1) and minimises any privacy risks.

Records of all DPIAs and approvals must be maintained. Any questions about the DPIA Process

should be referred to the DPO.

Further guidance on DPIAs is provided in SCI_DPIA_Guidance.

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6

Data Subject Rights

Data Subjects (including children) have the following rights:

a) Right to be informed Data Subjects have a right to know about SCI’s Personal Data

protection and data Processing activities, details of which will be contained in SCI’s privacy

notices.

b) Right of access Data Subjects can make what is known as a Subject Access Request

(“SAR”) to request information about the Personal Data SCI holds about the Data

Subject.

c) Right to correction Data Subjects have a right to require that any incomplete or

inaccurate information is corrected.

d) Right to erasure (the ‘right to be forgotten’) Data Subjects have a right to require

that SCI removes data held about them, unless SCI has reasonable grounds to refuse the

erasure.

e) Right to restrict Processing Data Subjects can request that SCI no longer Process

their Personal Data in certain ways.

f) Right to data portability Data Subjects can ask SCI to provide copies of Personal Data

held about them in a commonly used and easily storable format.

g) Right to object Unless SCI has overriding compelling legitimate grounds for such

Processing, Data Subjects may object to SCI using their Personal Data for direct

marketing purposes (including profiling) or for research or statistical purposes and may

also object if SCI is Processing their data on the grounds of legitimate interest.

h) Right to withdraw Consent If SCI is relying on Consent as the basis on which SCI is

Processing a Data Subject’s Personal Data, the Data Subject can withdraw their Consent

at any time.

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7

Subject Access Requests (SARs)

When requests from Data Subjects in relation to the Data Subject’s Rights listed above are

received by a Staff member, the Staff member must immediately contact the SAR Team at

. The Staff member shall not respond directly or

disclose any information to the Data Subject.

8

Requests from Third Parties

If a request for information regarding data SCI holds is received from a third party (including the

authorities or regulators), the recipient must not disclose any information to the requestor. The

recipient should immediately notify the SAR Team at

9

Transfer of Data to Third Parties

If SCI is using any third-party supplier or business partner (Supplier) to Process Personal Data

on SCI’s behalf, the Relevant Manager is responsible for ensuring that a contract is in place with

the Supplier which meets the requirements of applicable data protection legislation. The Relevant

Manager should also ensure that the Supplier has agreed to adopt security measures to safeguard

Personal Data that are appropriate to the associated risks.

If SCI is Processing Personal Data jointly with an independent third party, SCI must explicitly

agree in the contract with that third party what each party’s respective responsibilities are with

respect to Personal Data.

10

International Data Transfers

Before transferring Personal Data out of the European Economic Area (EEA) SCI must ensure

that adequate safeguards are in place.

New processes which potentially include transfers of Personal Data outside of the EEA should

not be initiated without prior consultation with the SCI Centre Legal Team.

11

Data Security

It is important that SCI Staff keep all Personal Data safe and secure, whether held physically or

electronically, and not disclose or allow access to unauthorised persons.

SCI will take steps to ensure that there are adequate administrative and technical measures to

secure Personal Data held by SCI. SCI’s DPO will be responsible for reviewing SCI’s

administrative measures. SCI’s Head of IT Security and Data Protection will be responsible for

reviewing SCI’s technical measures. SCI’s Director of IT Services and Support will be responsible

for implementing and maintaining technical measures (with the exception of any security



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monitoring services directly operated by IT Security). SCI will also take steps as an organisation

to ensure that Staff, and others to whom this Policy applies, are aware of their obligations in

relation to Personal Data generally and take security precautions.

Please refer to SCI’s Acceptable Use of IT Policy which sets out in more detail the relevant

precautions Staff are required to take to ensure data security, including the secure use of email,

internet and mobile devices (e.g. phones, tablets, laptops).

12

Data Breaches and Notification

A Data Breach includes but is not limited to the following:

a) unauthorised disclosure of Personal Data;

b) loss or theft of confidential or sensitive data;

c) loss or theft of equipment on which Personal Data is stored (e.g. loss of a laptop, USB

stick, iPad/tablet device, or paper record);

d) unauthorised use of, access to or modification of IT, data or information systems (e.g.

via a hacking attack); and

e) attempts (failed or successful) to gain unauthorised access to IT, data or information

systems.

If any member of Staff, or other person learns of a suspected or actual Personal Data Breach, it

must be reported to [email protected] immediately. The report should

include as many details of the incident as possible, including date and time of the breach (if

known), the nature of the information concerned, and how many individuals are involved.

IT Security will perform incident management and take appropriate remedial measures in a

timely manner.

Staff shall report any Data Breach within 12 hours of becoming aware of such breach.

13

Policy Breaches

If you suspect that this Policy may have been breached in any other way, please contact the DPO

at [email protected]. Alternatively, you may wish to follow SCI’s Whistleblowing Policy and

Procedures.

Breaches of this Policy and/or any law may result in disciplinary action.

14 Local Data Protection Law


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Where the principles of local data protection laws are more stringent than the principles contained

in this policy, the principles of local data protection law should be applied.

4.

5. SECTION 3: DEFINITIONS

Word/Term Definition

Consent

Agreement that must be freely given, specific, informed and be an unambiguous

indication of the Data Subject’s wishes by which they, by a statement or by a

clear positive action, signify agreement to the Processing of Personal Data

relating to them.

Data Controller

An organisation or individual that is in control of when, why and how Personal

Data is Processed and is legally responsible for the use and protection of that

data.

SCI will frequently be a data controller and remain responsible for Personal Data

even if SCI is using a third-party Data Processor (e.g. another organisation or

individual such as a supplier, partner or contractor) to carry out the Processing.

Data Processor An organisation or individual who Processes Personal Data on behalf of a Data

Controller.

Data Protection Impact

Assessment

Tools and assessments used to identify and reduce risks of a data Processing

activity. DPIA can be carried out as part of Privacy by Design and should be

conducted for all major system or business change programs involving the

Processing of Personal Data.

Data Protection Officer The person required to be appointed in specific circumstances under the GDPR.

Data Subject A living, identified or identifiable individual about whom SCI holds Personal Data.

Explicit Consent A very clear and specific statement of Consent.

Information Owner The person responsible for any Personal Data collected, held, used and/or stored.

Personal Data

Data which relates to a living individual (Data Subject) who can be identified,

directly or indirectly:

- From the data through an identifier, such as but not limited to: a name, image, an identification number, location data, or an online identifier (e.g.

IP address), or

P a g e 36 | 52

- From the data in combination with other identifying information which is in the possession of, or is likely to come into the possession of, the Data Controller.

Personal Data may include factual information (e.g. name, address, date of birth)

about the Data Subject as well as an opinion or any indication of the intentions

of any other person in respect of the Data Subject. Personal Data that has been

pseudonymised – i.e. coded in such a way that it cannot be linked to a Data

Subject without the use of additional information – may still be considered

Personal Data depending on how difficult it is to attribute to a particular

individual.

Personal Data Breach Any act or omission that compromises the security, confidentiality, integrity or

availability of Personal Data.

Process/Processing Doing anything with Personal Data, including collecting, using, sharing, storing,

viewing, emailing or deleting data.

SAR Team The individual(s) responsible for receiving SARs from Data Subjects, and

responding back to the Data Subjects.

SCI Centre Legal Team The legal team at SCI Centre.

Sensitive Personal

Data/Special Categories of

Data

Information about a Data Subject, which requires additional protection including

data relating to:

- Racial or ethnic background

- Political opinions - Religious beliefs or beliefs of a similar nature - Physical or mental health or condition - Sex life (sexual orientation)

- Trade union membership - Genetic and biometric data.

SCI may also give special treatment to the following Data:

- Data relating to a child

Staff Employees, workers, volunteers, interns, consultants and member employees on

secondment to SCI.

Relevant Manager Individual who has signed the contract with the third party.

6. SECTION 4: RELATED DOCUMENTS

1

Policies:

- Child Safeguarding Policy - Code of Conduct

- Whistleblowing Policy and Procedure

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- Acceptable Use of IT Policy - IT Security Policy

GDPR policies, procedures and guidance:

- SCI_Data_Breach_Management_Procedure - SCI_Data Breach Notifications_ICO_DataSubject - SCI_Data_Retention_Policy

- SCI_DPIA_Guidance - SCI_DPIA_template - SCI_GDPR_Consent_Guidance

- SCI_GDPR_General_Guidance - SCI_GDPR_Glossary - SCI_GDPR_SteerCo TOR

- SCI_GDPR_Working Group_TOR - SCI_SAR_procedure - GDPR Risk management guideline

- Beneficiary Data Management procedure - GDPR Supplier assurance Framework - Scoping guidance

2

Human Resources

- Employee Privacy Notices

https://savethechildren1.sharepoint.com/How/IT/IT%20Safety%20and%20Security%20Docs/Acceptable%20Use%20of%20IT%20Policy_1.0_06022017.pdf

https://savethechildren1.sharepoint.com/How/IT/IT%20Safety%20and%20Security%20Docs/IT%20Security%20Policy_1.0_21122016.pdf

P a g e 38 | 52

TENDER RESPONSE

(Firms and individuals)

ESSENTIAL CRITERIA In order to qualify as a bidder you must be able to answer ‘Yes’ against all of the Essential Criteria. After passing the essential criteria, then you will be scored against Capability and sustainability criteria.

# Phase 1: Essential Criteria

1 LOT 1&2

For individual

ID card

Register as a consultant

Tax clearance (TIN number)


approval if required (see section 4)

For Firm



GST registration (if relevant to the business revenue level, for Sierra

Leone bidders)




For others (NGO, others entities)

Registration to operate into sector (SLANGO for Sierra Leone)



Yes /No

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Board of governance

LOT 3

For individual

ID card

Register or any proof of technical qualification in this area

Tax clearance (TIN number) or any confirmation of tax payment



For Firm/company/audio visual institution



GST registration (if relevant to the business revenue level, for Sierra Leone

bidders)




For others (NGO, other entities)

Registration to operate into the sector (SLANGO for Sierra Leone)



Board of governance if relevant

Yes /No

Section 1 - Bidder’s general business details This is to be fill in for all LOT whether you are Firm or individual

1. General information

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Organisation Name:

Contact Name:

Phone: Fax:

Email: Parent company (if applicable):

Principle Address:

Registered Address:

Payment Address:

Registration number: Tax number:

Legal status ( Sole Proprietor /Partnership/Company) :

Year of registration: Annual Turnover:

2. Please provide details of the type of your organisation (manufacturer, distributor, consulting, subcontractor etc.):

3. Please provide details of the primary products/services of your organisation:

4. Please list your employees who would be involved with Save the Children. One employee should be the key point of contact for Save the Children:

Name Job title Role for Save the Children account

Direct telephone number

Email address

5. Please detail what your insurance cover provides and what the maximum value is ( if any) :

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CAPABILITY AND Sustainability CRITERIA

Section 2: Bidder capacity

LOT 1: Assessments Research, and Evaluation

1. Please indicate the number of year experience (for Question 1):

Please select the following type of surveys, where you have expertise.

❑ Baselines, mid-lines and end line surveys

❑ Mid-term and final evaluations

❑ Knowledge, Attitudes and Practices surveys

❑ Anthropometric (SMART) surveys

❑ (Multi-Sectoral) Needs Assessments

❑ Labor market assessments

❑ Gender assessments

❑ Child participatory assessments or research

❑ Social norms exploration

❑ Conflict sensitivity assessments

❑ Political economy analysis

❑ Semi-Quantitative Evaluation of Access and Coverage (SQUEAC)/Simplified Lot Quality

Assurance Sampling Evaluation of Access and Coverage (SLEAC)

❑ IYCF Barrier Analysis

Please select the following areas, where you have expertise

❑ Child protection

❑ Education

❑ WASH

❑ Health and Nutrition

❑ Food Security and Livelihoods

❑ Child Rights Governance

Please select the following area of expertise.

❑ Humanitarian context

❑ Development context

2. Indicate names and address of the previous organisation or client you worked with (for Question

1 and 2 of the ITT)

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Name of the

Organisation

year Contact and

address

Email

adress

Humanitarian

Or Development

context

remark

3. Indicate Number of experiences in quantitative and qualitative data collection methods and analysis

(Question 3 of the ITT)

Year Organisation Method

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4. Evidence of knowledge in either of these software platform: SPSS, EPI Info, Stata, NVivo, Atlasti,

KOBO Toolbox, ONA, CommCare, REDCap, ODK ( Question 4 of the ITT), Please do list the

Software, client and study reference

5. Evidence proves strong command of the English language, both written and verbal with strong

report writing and documentation skills (Question 5 of the ITT)

Please attach the brief description stated in Question 7 of the ITT and the Point 7 Below

6. Evidence of specific expertise in one of the following (depending on the pieces for which has been

applied for- see list in scope of assessments, research, and evaluation (Question 6 of the ITT)

Previous Work title Organisation Year Expertise (indicate)

7. Provided brief description (not more than one page) of steps the consultant will take to ensure the

quality of the services you would provide is of consistently high standards (Question 7 from the ITT)

Please attached the brief description of steps

8. Provided brief description (not more than one page) on experience in inclusive and ethical child

participatory methods of data collection (Question 8 of the ITT)

Please provide Brief description on Experience in Inclusive and Ethical

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9. Evidence of working experience in Sierra Leone or similar contexts (Question 9 of the ITT)

Previous Work title Organisation Country of the work County or region

10. Describe here below how the consultancy can involve and benefit the study community economy (Question 10 of

the ITT)

LOT 2: Development of Training manual/ curriculum and delivering training including pre and post test

assessment of training content.




❑ Education

❑ WASH

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12. Indicate names and address of the previous organisations or clients you worked with (for

Question 1 and 2 of the ITT)

Name of the

Organisation

year Contact and

address

Email

adress

Humanitarian

Or Development

context

remark

13. Evidence shows strong experience in Development of Training manual/ curriculum /delivering

training including pre and post-test assessment of training content (Question 3 of the ITT)

Year Organisation Method

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14. Evidence of knowledge in either of these software platform: SPSS, EPI Info, Stata, NVivo, Atlasti,

KOBO Toolbox, ONA, CommCare, REDCap, ODK ( Question 4 of the ITT), Please do list the

Software, client and study reference

15. Evidence proves strong command of the English language, both written and verbal with strong

report writing and documentation skills (Question 5 of the ITT)

Please attached the brief description stated in Question 7 of the ITT and at question 17 below

16. Evidence of specific expertise in one of the following (depending on the pieces for which has been

applied for- Development of Training manual/ curriculum /delivering training including pre and post-

test assessment of training content (Question 6 of the ITT)

Previous Work title Organisation Year Expertise (indicate)

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17. Provided brief description (not more than one page) of steps the consultant will take to ensure the

quality of the services you would provide is of consistently high standards (Question 7 from the ITT)

Please attached the brief description of steps

18. Provided brief description (not more than one page) on experience in inclusive and ethical child

participatory methods of data collection (Question 8 of the ITT)

Please provide Brief description on Experience in Inclusive and Ethical



20. Describe here below how the consultancy can involve and benefit the study community economy

(Question 10 of the ITT)

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LOT 3: Videography / photography / Graphics/illustration/content development and other communication

materials/actions/activities (printing and electronic) using diverse channels social media, Television, radio,

blog, etc.




❑ Education

❑ WASH







22. Provide experience in producing materials (videos, photographs, graphics, illustration/animation) with the aim of

reaching both local and international audiences. (for Question 2 of the ITT)

Name of the

Organisation

year Contact and

address

Email

adress

Humanitarian

Or Development

context

remark

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Note: Provide Sample of each (videos, photographs, graphics, illustration/animation) experience

that can be assess

23. Experience in working with international organizations and donors. (Question 3 of the ITT)

Year Organisation Type of work delivered

Evidence requested can be: copies of Purchase order, service completion note, contract (head and signed

page)

24. Technical capacity (including filming/photography/production, graphics, illustration/animation equipment e.t.c ) for

high-quality products: please do list all relevant equipment you have to deliver the Service you provide (Question

4 du ITT)

Sector

(Filming/phography/production

/Graphics/Illustration/animation)

Equipment name Equipment

specification

Number

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25. Experience in producing communication materials for beneficiaries including child sensitive materials (Question

5 of the ITT)

Please provide evidence of sample

26. Provided of physical office or shop/studio in the working area (Question 6 of the ITT),

Office/Shop/Studio Adress GPS reference Photos

27. Provided commitment to organize and support transport requirement (of team and material) to

deliver in requested area (this will be invoiced to save the children) (Question 7 from the ITT)

Indicate (Yes or No) at the right

28. Provided brief description (not more than half page) of steps the Bidder will take to ensure the

quality of the services you would provide is of consistently high standards and benefit the study

community economy(Question 8 of the ITT)

Please provide Brief description



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Section 3: COMMERCIAL CRITERIA

There is no commercial Criteria and offers are not request at this stage. This should be request

further after pre qualification or when there is specific need.

Section 4: Confirmation of Bidder’s compliance

We, the Bidder, hereby confirm compliance with:

• The required specification for the products

• The Conditions of Tendering

• Save the Children’s Terms and Conditions of Purchase

• Save the Children’s Child Safeguarding policy

• Save the Children’s Anti-Bribery and Corruption policy

• Save the Children Human Trafficking and Modern Slavery policy

• The IAPG Code of Conduct

• Data protection policy

• acquisition of ethic approval if required

The following documents and items are included in our bid:

• Section 1: Bidder’s general business details

• Section 2: Bidder capacity

• Section 4: confirmation of adherence to SCI policies

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

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Acceptance by the Bidder:

……………………………………………………………………. Signature

……………………………………………………………………. Name

…………………………………………………………………….. Job Title

…………………………………………………………………….. Company ……………………………………………………………………... Date

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