Invitation to Tender (ITT) ASSET AND CONTRACT MANAGEMENT APPLICATION – Online System
Job Description
Background Information on Plan International
Plan International is an independent development and humanitarian organization that
advances children’s rights and equality for girls.
We believe in the power and potential of every child, but this is often suppressed by poverty,
violence, exclusion and discrimination, and its girls who are most affected. Working together
with children, young people, our supporters and partners, we strive for a just world, tackling
the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood, and we enable children to
prepare for – and respond to – crises and adversity. We drive changes in practice and policy
at local, national and global levels using our reach, experience and knowledge.
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. 7
7. Terms & Conditions. 7
8. Plan International’s Ethical & Environmental Statement 8
9. Submission Checklist 8
1. Background Information on Plan International
Plan International is an independent development and humanitarian organization that advances children’s rights and equality for girls.
We believe in the power and potential of every child, but this is often suppressed by poverty, violence, exclusion and discrimination, and its girls who are most affected. Working together with children, young people, our supporters and partners, we strive for a just world, tackling the root causes of the challenges facing girls and all vulnerable children.
We support children’s rights from birth until they reach adulthood, and we enable children to prepare for – and respond to – crises and adversity. We drive changes in practice and policy at local, national and global levels using our reach, experience and knowledge.
We have been building powerful partnerships for children for over 80 years and are now active in more than 75 countries.
Read more about Plan International’s Global Strategy: 100 million Reasons at https://plan-international.org/strategy
2. Summary of the Requirement
Plan international Liberia wants to migrate its current asset management database to a more secured and web-based applications which will be intended to manage assets and contracts in more effective, expedient, and secure way. For the past decade, our asset management has hugely been done and managed in Microsoft Excel. These applications and its features seem below standards to manage all our asset worth millions of dollars. The current asset tracking doesn’t have data integrity and there is no segregation of duties aligned to this. This has brought more problem to our asset management at large. Where quality asset reporting and managing hasn’t been achieved or realized. This has a serious propensity to cost the organization unallocated cost to Donor; and there is a need to implement more robust and web-based system to ensure our data integrity and security are implemented accordingly and per our Plan international operational standards. The system should also integrate our current asset data and implement a contract management/tracking system for real-time reporting.
3. ITT Overview and Instructions
3.1 Overview
Plan International Liberia is in search of a qualified and experienced IT Service Provider that will build a system which is cable of Asset tracking, asset lifecycle management, asset maintenance scheduling, and contract management. This should be web-based application that can be assess anywhere and anytime with high asset level right in placed.
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 necessary information asked for 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.’
Women-owned businesses and companies actively engaged or advancing gender equality and women empowerment in the workplace are especially encouraged to apply.
Documents comprising this tender pack are as follows:
· Plan Tender Dossier
· ANNEX A – Specifications
· ANNEX B – Pricing Schedule
· ANNEX C – Technical Questions
· ANNEX D – Supplier Questionnaire
· ANNEX E – Non -Staff Code of Conduct
· ANNEX F – Plans General Terms and Conditions
Tenderers are required to submit their offers inclusive of all required annexes at Plan International Liberia Receptionist front desk on or before 17th December 2025 @ 5pm. Offers must be received by the deadline specified in the section ‘3.3 Key Dates and Timelines.’
The offer and all correspondence and documents related to the tender must be written in English
Unless stated otherwise, all communications from Bidders in relation to this tender, including Clarification Questions, must be directed to and must include the ITT reference number: 00025-ITT-ITSP-DEC-FY25
3.3 Key Dates and Timelines
The following table outlines the key dates and timelines associated with this tender process. Plan International reserves the right to change these at any time as the tender progresses. To maintain transparency, fairness, and adequate time to prepare your offers, Plan International will inform all interested Parties of any changes to these key dates and timelines simultaneously and in a timely fashion.
Activity
Deadline Date
Issue of Invitation to Tender
DEC 2,2025
Deadline for supplier submission of clarifications question
Dec. 10, 2025
Deadline for Plan to respond to clarification questions
Dec. 12,2025
Deadline for submission of offers
Dec. 17,2025
Contract Award
January 16, 2026
3.4 Pricing
Bidders are required to complete the pricing schedule attached separately in ‘Annex B – Pricing Schedule.’ All prices must be quoted in United States dollars, and exclusive of Value Added Tax (VAT).
It is expected that prices will be fixed for the duration of the contract and quotes valid for a maximum period of 90 calendar days following the Closing Date of this tender. If for any reason you are unable to guarantee fixed pricing for the duration of the contract, any projected price increases should be clearly stated in your tender.
To ensure a fair and transparent process, Plan International Liberia 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.
4. Specification and Schedule of Requirement
Please refer to ‘Annex A – Specifications’ for full details of the requirement.
5. Selection Criteria
Bids will be assessed against predetermined criteria which has been developed and agreed by the Tender Panel prior to launching this Tender process using the lowest priced, substantially compliant offer evaluation methodology. The information gathered in ‘Annex C -Technical Questions,’ ‘Annex B – Pricing Schedule’ and any other requested documentation, will be used to evaluate each Bid against these set criteria. Please find further details in the below table:
Selection Criterion No
Criteria Tenderers must demonstrate Documents Required Weight Maximum Score Compliance Tender Compliance and Completion
· Satisfactory completion of all documentation requested with sufficient information submitted no later than the Closing Date specified.
· Documentation must be in the name of the bidder submitting the tender.
· Agreement to Plan mandatory policies as set out in ‘Annex E- Non-Staff Code of Conduct.’
· Valid Business Registration Certificate and Tax Clearance, Registration with and valid proof of licenses (if not provided or not valid, must be provided within 72 hours after award).
Pass/Fail. Bidders who do not meet these minimum requirements will not proceed to the next level of the evaluation process (Technical Evaluation).
Criteria Description Max Score Company Profile and Relevant Experience
Availability of office, staff, or long-term partnership for ongoing support, maintenance, and response 5%
Proven track record in implementing WEB BASED systems of similar nature, preferably in Asset, Logistics, and contract management. 10%
Confirm compatibility with mobile platforms and cloud infrastructure for remote access and scalability. 5%
Staffing and Technical Expertise
Qualifications and experience of key staff: Project Manager, Technicians, Technicians, system development supervisors, Professional qualification, and experiences (CVs) of the web developer and its staff on this project. 5%
System that is adaptable to our workflows, asset types, and reporting needs and users’ friendly capability. 5%
Developers should offer configurable dashboards, alerts, and role-based access controls.5%
Regular and technical support
Offering support options: 24/7 helpdesk, regular updates, and bug fixes are implemented accordingly and appropriately.5%
Implementation Methodology and Workplan
Approach to design, deployment of the system, installation, commissioning; technical soundness and logical sequencing 5%
Quality Assurance and demonstration
Service Provider should demonstrate lives session with evaluating committee highlighting its procedures, prototype, supervision, documentation of system performance. It should clearly offer configurable dashboards, alerts, and role-based access controls ability to easily manoeuvre 20%
Gender Responsive (5%)
Gender Sensitive Practices and Policies
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 supplier is a women-owned business: A legal entity in any field that is more than 51% owned, managed, and controlled by one or more women.
· If the % of women in management positions is over 35%.
· If % of women workers is 55% or above.
· If robust gender equality initiatives are in place and active. E.g. gender equality procurement policy, any additional gender-sensitive program implemented. 5%
Financial Proposal (30%)
Financial Evaluation
· Scores will be based on final total as evaluated.
· Not necessarily accept the lowest cost offer but best response quote (able to offer the required service in a timely and quality manner and outcome of the site visit verification.
· Payment terms 30%
6. Evaluation of offers
The Tender Panel will review all Bids to ensure they meet the minimum requirements listed under the ‘Compliance criteria/Evaluation criteria’ section in the above table. Firstly, starting with the preliminary examination of the bids which will be conducted to confirm that all documents and technical documentations requested, documents comprising the bid have been provided, and to determine the completeness of each document submitted. PIL may reject any bid during the preliminary examination which does not comply with the formal and eligibility requirements set out in the compliance section without further consultation with the bidder.
Bidders cleared during Preliminary Examination will go through subsequent evaluation as follows: 1. Qualification criteria (Evaluation Criteria). Only bidders meeting the minimum qualification criteria will be deemed qualified and be evaluated further. 2. Technical evaluation will be conducted to establish substantial compliance, as per criteria. When the specifications of the item/s quoted vary in one or more significant aspect/s from the minimum required technical specifications, or when the bid does not meet the delivery schedule, the bid will not be considered substantially compliant and will not be evaluated further. 3. The prices of bids found to be substantially compliant, will be compared to identify the most substantially compliant bid which represents the lowest overall costs to PIL. After completion of the evaluation but prior to award, PIL reserves the right to conduct background checks on the Bidder recommended for Plan International Liberia is pleased to invite prospective bidders to submit bids in accordance with the Schedule of requirements and General Conditions of Contract as set out in this Invitation to Tender (ITT). Successful Bidder(s) will be expected to enter into a formal contract with our organization. Plan International reserves the right not to award a contract as a result of this Invitation to Tender, or to award to multiple successful Bidders.
The contract(s) will be awarded to the Bidder(s) who represent the best overall value for Plan International Liberia in terms of the evaluation criteria set out above. By participating in this tender, you acknowledge and understand that Plan reserves the right to:
Ø Decide not to award to any supplier
Ø Decide to award to one or more suppliers
Ø Decide to readvertise the opportunity
Ø Not necessarily accept the lowest cost offer
Notification of award of 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:
Ø Plan International will not be liable for any costs or expenses incurred in the preparation of your offer
Ø You or your company will undergo vetting checks against an Anti-Terrorism and Sanctions Database as part of due diligence protocols
Ø Plan International reserves the right to keep confidential the circumstances that have been considered for the selection of the offers
Ø Part of the evaluation process may include a presentation from the Bidder and a site visit by Plan International staff, where applicable and necessary
Ø Plan International reserves the right to alter the schedule of tender and contract awarding
Ø Plan International reserves the right to cancel this tender process at any time and not to award any contract
Ø Plan International reserves the right not to enter into or award a contract as a result of this invitation to tender
Ø Plan International does not bind itself to accept the lowest, or any offer
Ø Any attempt by the Bidder to obtain confidential information, enter into unlawful agreements with competitors or influence the evaluation committee or Plan International during the process of examining, clarifying, evaluating and comparing tenders will lead to the rejection of its offers and may result in the termination of a current contract where applicable
Ø You accept in full and without restriction the conditions governing this tender as the sole basis of this competition, whatever its own conditions of sale may be, which you hereby waive
Ø You have examined carefully, understood and comply with all conditions, instructions, forms, provisions and specifications contained in this tender dossier. You are aware that failure to submit a tender containing all the information and documentation expressly required, within the deadline specified, may lead to the rejection of the tender at Plan International’s discretion
Ø You are not aware of any corruption practice in relation to this competition. Should such a situation arise, we shall immediately inform Plan International in writing
Ø You declare that you are affected by no potential conflict of interest, and that you and our staff have no particular link with other Bidders or parties involved in this competition. Should such a situation arise during performance of the contract, you shall immediately inform Plan International in writing
Ø You accept Plan International’s standard terms of payment which are 30 days after the end of the month of receipt by Plan of a proper invoice or, if later, after acceptance of the Goods or Services in question by Plan International Ltd
8. Plan International’s Ethical & Environmental Statement
· The organisation should establish environmental standards and good practices that follow the principles of ISO 14001 Environmental Management Systems, and in particular to ensure compliance with environmental legislation
· The organisation should seek to set reduction targets in areas where the organisation’s activities lead to significant environmental impacts
9. Submission Checklist
Document
Form
Annex B – Pricing Schedule
Please complete with all requested information and return in Word pdf format.
Annex C – Technical Questions
Please complete with all requested information and return in Word pdf format.
Annex D – Supplier Questionnaire
Please complete with all requested information and return in Word pdf format.
Annex E – Non-Staff Code of Conduct
Please sign and date this document and return in PDF format.
Certificate of Business registration and updated Tax clearance
Please provide a scanned copy
3 client references
Please provide 3 x client references
Company profile
Please provide in any format
previous work of similar value including within Non-Governmental Organisations
Please provide details of the type of contract
Annex A: Technical Specification
Asset and Contract Management System:
An Asset Management System (AMS) as well, as Contract tracking system will help PIL to efficiently track, manage, and optimize the physical, digital assets and contracts throughout their lifecycle.
A. The Asset Management System:
– Specifically, the asset management system core purposes will among others, include:
B. Asset Tracking & Inventory Control
– Maintain real-time records of asset location, status, and ownership.
– Reduce loss, theft, or misplacement of assets.
C. Lifecycle Management
– Monitor assets from acquisition to disposal.
– Plan for maintenance, upgrades, and replacements.
– Provide data-driven insights for capital planning and resource allocation.
D. Cost Optimization
– Improve budgeting and forecasting by understanding asset depreciation and usage.
– Avoid unnecessary purchases by maximizing existing asset utilization.
E. Maintenance Scheduling
– Automate preventive maintenance to extend asset lifespan.
– Reduce downtime and repair costs.
F. Compliance as per donor regulations & Auditing
– Ensure regulatory compliance with accurate asset records for reporting.
– Simplify audits with centralized documentation and reporting.
G. Risk Management
– Identify and mitigate risks related to asset failure or misuse.
– Enhance security through access controls and monitoring.
Hence, the objective is to build a robust and centralized system that will make the stages of the asset management lifecycle such as planning, acquisition, operation, maintenance, and disposal easy and applicable.
Plan international Liberia is also intending that this system is heavily successful and rely on elements such as, Planning, staff, internal processes, access level rights and adequate performances. Together, these elements will create a framework to ensure that investments of resources are well managed optimally to generate maximum impacts on quality reporting or management internally.
Plan International Liberia plans to implement a computerized system (Logistics and Asset Management) to improve the management of its assets, vehicles, fuel, and stock. The goal is to have a reliable, easy-to-use and secure application that supports transparent, efficient, and accountable logistics operations. The system should be based on a database that contains all key information needed for reporting, tracking, and analysis. It will provide real-time visibility and help generate accurate and up-to-date data for decision-making.
The Contracts Management/Tracking System:
On the other hand, a Contracts Management/Tracking System will streamline the creation, execution, monitoring, expiration and renewal of contracts with the core purposes and benefits among others including:
H. Centralized Contract Repository
– Store all contracts in a secure, searchable database for easy management.
– Ensure easy access and version control.
I. Lifecycle Tracking
– Monitor contract stages: drafting, negotiation, approval, execution, expiration and renewal.
– Set automated alerts for key dates like renewals, expirations, and milestones (for payments, reviews and/or terminations etc).
J. Compliance & Risk Mitigation
– Ensure contracts meet legal and regulatory standards.
– Reduce risk of missed obligations or non-compliance.
K. Visibility & Transparency
– Provide stakeholders with real-time insights into contract status and performance.
– Enable audit trails and reporting for accountability.
L. Improved Collaboration
– Facilitate communication between legal, procurement, finance, and operations teams.
– Support e-signatures and approval workflows.
M. Performance Analytics
– Analyze contract data to identify trends, bottlenecks, and opportunities.
– Optimize vendor relationships and contract terms.
N. Financial Control
– Track payment terms, penalties, and incentives.
– Align contracts with budgets and forecasts.
Scope of Work/ Key factor to consider:
The proposed Asset and contract Management system should be web-based application that allows the asset team to record, track, and manage all physical and digital assets, software license through their lifecycle- from procurement to retirement/disposal. It should ensure complete visibility, accountability, and efficiencies in managing resources while reducing administrative burden.
Software Overview
When the system is launched, a login page should appear asking for:
· Username
· Password
After login, the main interface should give access to five modules:
Administration
Asset Management
Stock Management
Fuel, and maintenance of Vehicles
Contract Management
Administration Module: This section is for creating and managing all basic data used in the system.
Main features:
· Manage users (create, modify, delete, define access rights)
· Manage beneficiaries and suppliers
· Manage asset categories, brands, and statuses
· Manage specific project and donor assets
· Manage stock categories and movement reasons
· Manage locations
· Update currency exchange rate
· Manage disposals
Asset Management Module: This module should allow the creation, modification, transfer and reporting of all organizational or donor/project assets.
Key functions:
· Create and modify assets
· Assign and transfer assets
· Generate detailed reports by user, category, donor, project, sponsorship or location
· Export reports to Excel or PDF
Stock Management Module: This module should allow for tracking all stock movements and related data.
Key functions should include:
· Record stock entries, replenishment and exits
· Manage items and categories
· Track stock balance and movements
· Generate stock reports by item or reason
· Monitor stock valuation
Fuel, and maintenance of Vehicles Module
This module should allow to manage all equipment that uses fuel (vehicles, motorbikes, etc)
Key functions:
· Record fuel purchases, usage, and replenishment
· Record Maintenance
· Link fuel consumption to a vehicle, motorbike, or generator
· Manage maintenance and service records
· Record mileage and generator runtime
· Track insurance, inspection, and administrative renewals alerts
· Generate reports on consumption, distance, fuel efficiency, and project usage
Technical functionality/Key Components to be considered:
a) Centralized Asset Repository
A centralized asset management system forms the foundation of any asset management software. The system should ensure hardware and software information into one accessible database, eliminating data silos and promoting consistency across Plan International Liberia.
· Stored detailed information about every asset, including purchase date, vendor, warranty, location, condition and assigned user.
· Each asset should be uniquely identifiable with system-generated ID, barcode, or QR code for quick scanning and tracking.
b) Web-based Secure access:
· Accessible from desktop, laptops, tablets, and smartphones through a secure login.
· Role-based user management with different access rights for administrators, managers, and staff.
· Has an encrypted data storage with backup options to safeguard and manage data.
c) Asset Discovery and inventory Management:
The system should automatically detect and catalog all hardware (capital or non-capitol asset), and software. This feature should utilize network scanning, barcode reading to detect devices and software installations without manual input. It must:
· Identify devices across on-premises and cloud environments
· Maintain an up-to-date asset inventory with real-time updates
· Support multiple discovery methods, such as network scanning, file uploads, or direct integrations.
d) Real time Asset Tracking
All assets within the organization should move frequently, whether between employees, departments, or locations. So naturally, monitoring assets becomes critical.
· Records asset location, performance metrics, and usage history
· Provides a centralized dashboard for quick asset lookup
· Helps prevent asset loss, theft, or unauthorized access
With real-time tracking, IT or asset teams can manage asset allocation more effectively, reducing downtime and unnecessary purchases. It also supports dynamic reallocation of resources based on current demand, ultimately driving efficiency.
e) Lifecycle Management
This is very essential in asset management solutions to oversee each stage of an asset’s existence. This feature can track assets from procurement and deployment through maintenance and eventual retirement, reinforcing that every phase is documented accurately.
Which should consist of the following:
· Tracks warranties, depreciation, and end-of-life schedules
· Schedules routine maintenance to extend asset lifespan
· Automates disposal processes to ensure compliance with Plan international Data Deletion and retention policy is surely in view.
f) Software License Management:
Software license management systematically tracks software licenses, usage rights, and renewal dates to remain compliant with licensing agreements. This license management should:
· Monitor software installations, usage, and compliance status
· Alert IT teams about expiring or unused licenses
· Prevent over-purchasing or under-utilization of licenses
g) Alert and Notification of Asset and Contract Management:
Notifications and alerts can be sent for:
· Contract expirations and renewals: Avoid compliance risks and unexpected downtime by receiving timely notifications about upcoming Contracts, Memorandum of understandings or Service level agreements within 90 days of expiration to relevant/responsible staff through emails.
· Unauthorized asset movements or security breaches: Detect and mitigate security threats with alerts for unapproved asset relocations or suspicious activities
h) Security and Access Control
The system should enhance security and risk management features safeguard sensitive asset information through robust access controls, encryption, and regular security audits. They continuously check for vulnerabilities and potential threats, guaranteeing industry standards and regulations compliance.
Advanced risk management tools analyze data trends to predict and prevent failures or breaches, protecting both physical and digital assets.
i) Report & Dashboards
· Real-time dashboard for quick overview of total assets, asset distribution, upcoming maintenance, and depreciated value.
· Generate customizable report in PDF/Excel formats for auditing, finance, and management decision -making process.
j) Customization & Scalability:
· The System should be tailored to plan international Liberia specific requirements, processes, and terminology.
· Obtains flexible design to support asset categories or additional modules as the growth of the organization.
k) A user-friendly Interface:
The asset and contract management application should be intuitive for IT teams and non-technical users alike. A well-designed interface should:
· Offer a simple dashboard for quick access to asset data
· Include mobile-friendly features for on-the-go asset management
· Support easy configuration without extensive training
Database and Security
Only the administrator should be able to:
· Create and manage users and rights
· Define and update all reference data
The system has three access levels:
1. Administrator/IT Full right
2. Asset Manager
3. Stock Manager
Access should be secured by username and password. Each operation should be recorded in a log for traceability.
Hosting and Technology
The Service Provider will be required to determine the Windows server environment the application will run on with the WEBDEV development platform, the client/server as the database and the access for maximum security.
Implementation Methodology
The project should follow an Iterative Application Development (IAD) approach – this means the Plan International Liberia should receive working versions of the software step by step, allowing validation and feedback at every stage taking into considerations the main phases below.
Main phases:
1. Definition and planning – understanding the needs, identifying users, and confirming features.
2. Design and development – creating the database, windows, reports and user actions.
3. Testing – creating a test version, checking data and processes, and collecting corrections.
4. Adjustment – making final corrections and validations.
5. Training and documentation – preparing user guides and technical documentation.
6. Deployment and follow-up – installation, configuration, and user assistance.
Deliverables
At the end of the project, the following should be provided:
· A fully functional and tested system
· A user manual and administrator guide
· A training report and technical documentation
· A validated test report
· Final delivery of the system
Quality and Security Assurance
Quality control should apply to every phase of development.
The team should follow a standard process:
1. Plan the task
2. Document it
3. Execute and record results
4. Audit and correct
Security should be guaranteed through:
· Controlled access and roles
· Regular data backups
· System monitoring and logging
· Defined recovery procedures in case of failure
Maintenance and Support
After delivery, the provider remains available for:
· Corrective updates (bug fixes)
· System enhancements
· Technical support and user assistance
· Future upgrades
Expected Results
· Strengthen control and accountability in asset and logistics, and contract management
· Standardize procedures across departments
· Reduce manual errors
· Improve data accuracy and reporting
· Support transparent and efficient decision-making
ANNEX B- Pricing Schedule
Line
Item name
Detail of specification
Unit
Req unit
Able to offer as per specification/N
If No, please provide alternative specifications
Unit price (USD)excluding tax
Lead time 14 days after PO/contract issuance and acknowledgement
ANNEX C- Technical Questions
No.
Your company
Details
1. Please provide three client references, including e-mail addresses and telephone numbers
2. Please confirm if you hold an ISO 9001 Certificate and if yes, please provide a copy of this along with your Bid Submission.
3. Please confirm if you have a valid Certificate of Incorporation and if yes, please provide a copy of this along with your Bid Submission.
4. Do you offer any value adding incentives to your customers e.g. warranties, labor etc.?
5. Are you able to meet our delivery expectations (DD MM YYYY)? Please provide a lead time.
6. What after sales support do you offer?
7. Please outline any experience you have delivering similar goods
ANNEX D – ALL SUPPLIERS
Plan International Supplier Questionnaire
Thank you for your interest in this tender. As part of a due diligence process, we require all applicants to complete this form. As a child centred organisation Plan International promotes the rights of children and girls around the world and wishes to ensure that all companies, we work with strive for the same or similar values to that which we do. Our Values outline how we should work to secure the change we want to see in the world and to achieve our purpose.
We strive for a just world that advances children’s rights and equality for girls, and we motivate our people and partners to: empower children, young people and communities to make vital changes that tackle the root causes of discrimination against girls, exclusion and vulnerability
drive change in practice and policy at local, national and global levels through our reach, experience and knowledge of the realities children face
work with children and communities to prepare for and respond to crises, and to overcome adversity
support the safe and successful progression of children from birth to adulthood
The information collected via this form allows Plan International to review your company’s background, ethical standards and practices. We review the information provided to assess your company’s capacity, both staffing levels and financial standing, and to ensure there is no conflicts of interest. In addition to this we use the form to confirm company registration status and certifications and to ensure a geographical/ physical presence exists to enable us to comply with all local laws. The information in this form will remain confidential and will only be used during the tendering process. If you have any questions or queries about the form, please contact Liberia.Procurementinfo@plan-international.org with ITT reference number: 00020-ITT-LPT-MAR-FY25
Please note that if your company, parent company or subsidiary has any involvement in the any of the following industries or practices you will be automatically disqualified from this process.
Manufacture, supply or distribution of Alcohol
· Manufacture, supply or distribution of Tobacco
· Manufacture, supply or distribution of Armaments
· Production, distribution and/or marketing of Pornography
Please return the completed form as part of your bid.
Name
Department
Email Address
Part A: Your Company Information
A1. Please provide the name of your business and any parent or subsidiary companies
A2. Please provide all addresses of your registered businesses and any parent or subsidiary companies
Registered Office
Ordering Address (if different)
Payment Address (if different)
A3. Please provide your telephone number, web site address and central email address (if applicable)
Phone
Web Site
Email
A4. Complete the following information for your various operational locations as follows below
Office Location
Functions carried out at this location
Number of staff
A5. Please state the nature of your business and your main products / services.
A6. Please specify the product(s) or service(s) you are proposing to supply to Plan International.
A7. Please provide your company registration number, number of years in business and VAT number (or equivalent):
Company Reg. No
Years in Business
VAT Number
A8. What is the legal status of your business?
Public Limited Company
Partnership
Not for profit organisation
Sole Trader
Private Company
Government Agency
Self Employed
Other
A9. In which country/countries are you registered and paying company taxes?
______________
A10. Please provide of your tax status, audit findings and management actions from the past 2 years
A11. Financial Year Dates
Please provide financial information on the following:
Company turnover and currency
Net Income
Net Income Growth
Turnover of the part of the business that would supply Plan International
Plan International business as a % of total business (current or projected)
Part B: Your Workforce
B1. How many people in total does the company employ?
B2. % of female employees / % of male employees
B2.2 Is your organisation a Gender Responsive Enterprise? Yes/ No
If yes, please provide details and include any robust gender equality initiatives in place e.g. Women Empowerment Principles signed (https://www.weps.org/), gender equality policy and other programmes implemented
Plan International defines Gender- Responsive Enterprise as one that meets criteria for integrating gender equality and women’s empowerment principles in its policies and practices that are in alignment with international norms and standards. This could be:
a) A Women-Owned Business: A legal entity in any field that is more than 51% owned, managed and controlled by one or more women.
b) A Women-led business: A legal entity in any field that has a minimum of 50%women representation in management with senior-level, strategic decision-making capabilities.
c) A Gender-responsive business: Legal entity that actively promotes gender equality and empowerment of women and young women through their policies and labour practices.
B3. Provide your staff turnover per annum for the last 3 years
B4. Does your company have any of the following policies or statements? Please provide copies:
Harassment in the workplace / Grievance / Bullying
Social Objectives
Training and Development
Health & Safety
Employee Conflict of Interest
Diversity
Environmental
Equal Opportunities
B5. What % of your workforce are on the minimum wage?
B6. Are you a living wage employer?
Yes / No
B7. If not, do you have plans to become a Living Wage Employee in the next 12 months?
Yes / No
B8. What % of your workforce are on the Living Wage?
B9. What are the normal weekly working hours for employees?
B10. Is overtime voluntary?
Yes
Sometimes
No
Not applicable i.e. no overtime worked
B11. Is it paid at a premium rate?
Yes
Time off in lieu given
No
Depends on employee
B12. What is the youngest age at which someone can be employed by the company?
B13. How do you ensure employees are aware of their rights?
Written contracts
Staff notice boards
Email notifications
Inductions
Employee handbook
Other (please specify)
Quality e.g. ISO9000
Environment e.g. ISO14001
Labour e.g. SA8000
Training e.g. Investors in People
Certified to :
Working towards:
Other standards:
C2. Is there anyone designated as being responsible for Health and Safety issues for your company? Yes / No
Please provide details below;
C3. Did you carry out any Health & Safety risk assessments last year? Yes / No
Please provide details of the last risk assessment and key findings /recommendations actioned below;
C4. Has the company had a labour standards audit carried out?
Yes / No
Please provide details of the results of the last audit and key findings / recommendations requiring action below;
C5. Plan International has a stringent ethical supplier engagement policy, and therefore is sensitive to any possible links to high risk commodities and practices. Please provide evidence as to how your company meets standards regarding child labour, armaments, anti-bribery and corruption and anti-slavery? Please provide information below;
Part D: Your Supply Chain
D1. How do you assess suppliers? Please provide more details in space provided
Questionnaires
Visits
Internal Audits
3rd Party Audits
Other
D2. Please provide details of frequency and nature of assessments below:
D3. If you supply goods to Plan International, please list the main components you purchase / subcontract / outsource and the country of manufacture. If possible please attach a map showing evidence of supply chain traceability and assurance.
D4. Please read the following carefully.
Please select if your company, any parent or subsidiary, for these goods / services has any involvement in the any of the following industries or practices
Industry or practice
Yes
No
% of net income this activity represents?
Manufacture, supply and distribution of tobacco
Manufacture, supply and distribution of alcohol
Manufacture, marketing and distribution of armaments
Production, distribution and/or marketing of pornography
Mining and production of non-renewable energy (e.g. oil, gas, coal)
Commercial Gambling
Genetically Modified Organisms (GMOs) and chemical pesticide manufacturers
D5. Please describe or provide evidence of the processes you follow in your supply chain to assure against these risk areas:
D6. How do you ensure compliance with the Modern Slavery Act?
D7. How do you screen your suppliers against modern slavery on their supply chain, e.g. trafficking, slavery, forced labour and child labour?
D8. Do you have your own Code of Conduct for your supply chain?
Part E : Continuous Improvement
E1. What actions are currently taking place or planned in the next year relating to any of the areas mentioned in this questionnaire.
a) In your company
Progress
Plan
b) In your sourcing from suppliers
Progress
Plan
E2. Declaration (to be completed by senior manager responsible for governance and ethics. Please insert electronic signature or type name).
I confirm that all the information given is accurate. For and on behalf of the supplier:
Signature
Name
Position
Date
OFFICE USE ONLY
Supplier checks carried out within last 12 months?
Yes / No
Anti-Terriorist Check carried out?
Accounts Reviewed?
Third Party Supplier notes included?
Companies House Check (UK registered companies)?Yes / No
Yes / No
Yes / No
Yes / No
Expected annual spend
Under 5k
£5k-£25k
Over £25k
Questionnaire Section
Risk Flags
Notes
A
B
C
D
Rated By:
Name
Date
Notes/Comments/Follow Up/Concerns