Terms of Reference (ToR) and Guideline for Vendor

Enlistment 2018-2019
Background:

Save the Children is the world’s leading independent organization for children with presence
in 120 countries in the world. Save the Children has been working in Bangladesh since 1970
and today with a staff of over 800 and a network of more than 1000 partners, Save the
children is one of the largest Child-rights organizations in Bangladesh. Through our work, we
give children a healthy start in life, the opportunity to learn and protect from harm.

We are happy to inform that Save the Children international (SCI) is inviting for Vendor
Enlistment for two years which will be effective from January 2018 and valid till December
2019.
Duration of Vendor Enlistment: 2 years (From January 1, 2018 to December 31, 2019)
Vendor Enlistment Fee: Vendor need to be submit BDT 1,000 (Taka One Thousand only)
in the form of Pay Order (Non-Refundable) in favor of “Save the Children International” along
with requested documents.

Category of Vendor Enlistment:

SL Name of Category Sub Category Description
NO
1 Accommodation, a) Accommodation
Venue & Food b) Food and Beverage
c) Venue
2 Printing and a) Offset/General Printing
Designing b) Digital Printing
c) Design Illustration
3 Media Buying a) Media(Airing, Creative agency, TVC, Animation,
Video Documentary, Editing & Recording)
b) Advertising
c) Event Management
d) Audio Program
4 ICT Hardware & a) Computer/Laptop
Equipment b) Printer
c) Projector & Accessories
d) Toner/Cartage
e) ICT Accessories
f) Communication Equipments(Mobile/TAB)
g) Still/Video Camera
h) Scanner
i) Photocopier
5 ICT Software a) Packaged Software /Licensed Software
b) Software Development
c) Maintenance & Repair
6 ICT Services a) ICT Content & Curriculum Development

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 b) Network System Installation & Service
c) Data & Voice Service
7 Equipment a) Electric & Electronics Appliances
b) Office Equipments
8 Power Equipment a) Generator
Supplies b) Backup Power Support
c) Solar Power supply
9 Furniture & Fixture a) Office Furniture
b) Household Furniture
c) Hospital Furniture
10 General Supplies a) Office Supplies & Stationery
b) Promotional Items(Mug/Souvenir/T-shirt/
Umbrella etc.)
c) Other Supplies
d) Clothing/Uniform
e) Crockeries
11 Training/Education a) Play & Learning Materials
Materials b) Teaching Training Materials
c) Education supplementary Materials
d) Publisher/ Publication/Story Books
e) Bag
12 Motorized & Non- a) Vehicle (2 wheeler)
Motorized Vehicle b) Vehicle (3 wheeler)
Supply c) Vehicle (4 wheeler)
d) Water Transport ( Boat)
13 Medical Supplies a) Medical Consumable
b) Health Product
c) Instruments & Equipments
d) Surgical Items
14 Civil Works Services a) Consultancy Firm for Civil Works
b) Layout and design development
c) Architecture & Design (BOQ and Estimation)
d) Project Management
15 Civil Works & a) Civil and Construction Works ( Building)
Construction b) Renovation
c) Civil Works Maintenance
d) Water & Sanitation
e) Playing Materials
f) Construction Supply Materials
g) Electrical Supply & Accessories
16 Repair & a) Vehicle Maintenance & Workshop
Maintenance b) Office Maintenance
c) Nonnotarized Vehicle Maintenance
d) Tire Tube, Vehicle Battery & other accessories
e) Other Equipment & Furniture Repair
(Generator, Electrical, Plumbing & AC)
17 Emergency and a) Food Package (Cooking)
Relief Goods b) Food Package (Dry)
c) Food Package (Baby)

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 d) Child Protection Supplies / Children Kits
e) Kitchen Kits
f) Hygiene Kits
g) Shelter Kits
h) Wash Kits
i) Winter Kits
18 Safety and Security a) Safety Security Equipment’s/ Materials
items & Services b) Safety & Security Services (Security Guard)
19 Services a) Consultancy Firm /Intellectual Service
b) Survey/Evaluation
c) Clearing and Forwarding Service
d) Courier Service
e) Photocopy/Binding
f) Transportation, Logistics & Rent a Car
g) Insurance [General & Life Insurance ]
h) Inspection /Testing
i) Pest Control
j) Supplying Human Resources (Cleaning,
Contractual, Training Provider)
k) Installation
l) Other Services

VENDOR ENLISTMENT EVALUATION PROCESS: The vendors who applied for

enlistment 2018-2019 will be evaluate based on the following steps:
a) Preliminary Examination of Eligibility Criteria
b) Technical Evaluation
c) Physical Verification or Existing Performance Evaluation ( for existing vendor only)
d) Combined Evaluation (b+c) and shortlisting
e) Due Diligence check/ vetting
f) Notification of Enlistment

a) Preliminary Examination/ Eligibility Criteria: Firstly, Save the Children

assess the applied application of Primary examination/ check Eligibility Criteria based on the
following information which consist of four criteria;
I) Submit the Online application
II) Submit the Pay Order of BDT 1000 (Taka One Thousand only) as Enlistment
Fee in-favor of “Save the Children International”
III) Submit the Updated Legal Documents ( Copy of Updated Trade License, TIN
Certificate and VAT Registration Certificate and Certificate of Incorporation
for Limited company Only)
IV) Relevant work experience documents for applied category ( Copy of Purchase
Order/ Work Order/ Copy of Agreement / Copy of other documents related
to work experience)
Those who are primarily Eligible and comply with the above four criteria then they will go for
next evaluation steps (Technical Evaluation).

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 b) Technical Evaluation: The preliminary shortlisted vendors will be technically
evaluate as per the following criteria and weight and then shortlisted for physical verification.
Technical evaluation score will be based on following criteria & weight:

Sl No. Criteria Weight (%)

1 Year of Establishment 10%

2 Client List & Customer Reference 10%

(Company who have experience to work
with UN organization, International
NGO, Development partners,
Diplomatic mission & MNC will get
higher weight)
3 Organization Profile 20%
3.1 Type of Business 10%
3.2 No of Employee 10%
4 Relevant Experience 10%
5 Capacity / Strength 15%
6 Physical Verification / Performance 35%
Evaluation Score
Total 100%

Those who are technically qualified, they will recommended for Physical Verification based on
the score from technical evaluation.

C) Physical Verification/Performance Marks: Physical verification will be

conduct for the shortlisted vendors based on the technical evaluation. Physical verification is
mandatory for newly shortlisted vendor, those are already enlisted and verification has been
done in last enlistment period, will not require for further physical verification, in that case
their performance evaluation score weight will consider as a physical verification mark.

d) Combined Evaluation and shortlisting:

Final Shortlisting will be prepare based on the following two score
i) Score from Technical Evaluation
ii) Score from Physical Verification or Performance Evaluation

Based on the combined score Vendor Enlistment Committee will shortlist and recommended
vendor for Enlistment 2018-2019 for respective categories.

e) Due diligence: Vendor Enlistment process will be complete after due diligence check
if any vendor(s) disqualify /unclear from the due diligence check then they will be enlisted
vendor for 2018-2019. Based on Due Diligence clearance Save the Children will issue
Notification of Enlistment and finally enlisted in our data base.

Save the Children will conduct the Vendor Orientation Session where we share our Policy,
Procedure, Compliance and necessary guidelines so that enlisted vendor or their
representative can align with Save the Children systems and compliance.

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  All the Potential vendor(s) need to be applied through online /SCI Vendor Enlistment
web portal
 Vendor Need to be Submit Pay Order/ DD of BDT 1000 for Enlistment fee (Non-
Refundable) in favor of Save the Children International
 NO Application will be accepted without Online submission
 Interested Vendors will fill up required information and submit all the relevant
documents through the web base portal and also submit the hardcopies at Save the
Children Country office along with necessary documents and Pay Order /DD.
 One Vendor may participate in multiple categories based on their capacity, scope and
nature of business.
 Validity of Vendor Enlistment will be two years which will be effective from January 1,
2018 or date of approval.
 All the vendors are must complied with our policy and procedure including due
diligence.
 Physical Verifications are not required for Existing Vendors (who have already visited
during last enlistment process), in that case their performance evaluation score will
consider as a physical verification weight and vice versa.
 Hard Copy of Vendor Enlistment documents /profile can submit through physically by
vendor or by Courier Service but make sure that the documents must reach at Save
the Children Country Office within the mentioned deadline ( by October 23, 2017
before 3:00pm ).
REQUIRED DOCUMENTS VENDOR ENLISTMENT SUBMISSION:

i) ONLINE Application Form with Signed Copy

ii) PAY Order of BDT 1000 in favor of “ SAVE THE CHILDREN INTERNATIONAL”
iii) Copy of Updated Trade License/ Registration Certificate ( for Development Org)
iv) Copy of TIN Certificate ( e Tin) or Last return submission copy
v) Copy of VAT Registration Certificate or BIN Certificate
vi) Copy of Certificate of Incorporation ( for Limited Company)
vii) Bank Account Certificate
viii) Copy of Experience Documents/ Purchase Order against applied Category or sub
Category
ix) Supporting Documents for Year of Establishment or Business commencement
x) Reputed Client List and Customer reference as per Evaluation Criteria
xi) Organization Profile along with required information’s related to Evaluation
xii) Supporting documents for Relevant Experience, Capacity and Financial Strength or copy
of big amount purchase order or large agreement /any other relevant documents related
to measure the strength and capacity.
xiii) Other documents related to Vendor Enlistment.

Issued by:

Senior Manager, Procurement & Supply Chain

Save the Children International
Procurement and Supply Chain
House No. CWN (A) 35, Road No. 43, Gulshan-2, Dhaka-1212, Bangladesh.
Phone: +8802-09612555333, Fax: +8802-09612555334
Email: dhaka.procurement@savethechildren.org
Web: https://bangladesh.savethechildren.net Page 5 of 6
ENLISTMENT SCHEDULE:
Interested vendor are requested to register in Save the Children Vendor Enlistment System at
http://procurement.scibd.info/ . in addition interested vendor have to pay BDT 1000 (Taka
One Thousand only) as vendor enlistment fee ( Non-refundable) in the form of Pay Order in favor
of Save the Children International and required to submit the signed printed profile generated
from Enlistment portal along with required supporting documents as per enlistment TOR/Guideline

Enlistment Registration September 20, 2017 to October 23, 2017

Period
Address of Enlistment Save the Children Country office, House No.CWN(A) 35, Road-43,
Schedule dropping Gulshan-2, Dhaka-1212
Last Date and time for October 23, 2017 before 3:00pm at above mentioned address
Submission of ES
Marking On Envelop Application for VENDOR ENLISTMENT , CATEGORY NO…….or
Sub category should be mentioned
Support For any Technical support or Query, please contact at below number
or send email to dhaka.procurement@savethechildren.org

Contract Number Phone: 880 9612555333, +8802-9859848-49

Note: Save the Children Management reserves the right to accept or reject
part/whole of any or all the application without assigning any reason whatsoever.

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