call for quotation materials printing service

Terms of Reference for Material printing service 1/11

Call for quotation Materials printing service

Deadline: 07/11/2019


1. General Provisions 1.1. Contracting Authority/Tendering Organization • This call is issued by VVOB Vietnam, represented by its Programme Manager, Mr. Wouter

Boesman.

• Address: 03-05 Nguyen Binh street, Hai Chau district, Danang City, Vietnam

• The call will be followed up by Nguyen Thi Quynh Chau, Communication and Translation Coordinator. All correspondence regarding the content and procedure of this call should be sent to Ms. Nguyen Thi Quynh Chau via email: [email protected]

1.2. Background on the organization • VVOB – education for development is an organisation based in Belgium with more than 35 years of

experience in sustainably improving the quality of education systems. VVOB has received support for this from multiple leading funding partners, adding up to a total annual budget of over 13 million euros spread over 10 country programs. VVOB reinforces the capacity of ministries of Education and their institutions to implement their education policies as effectively as possible. This guarantees the sustainability of results. The geographical, thematic and operational choices VVOB makes in each programme are informed by relevant research and the policy priorities of VVOB’s partner countries and formulated in partnership with their governments.

• From 2017 to 2021, VVOB Vietnam is working on an early education programme financed by Belgium in close cooperation with the Departments of Education and Training (DOETs) of Quang Nam, Quang Ngai and Kon Tum provinces in Central Vietnam. The programme aims at improving the quality of teaching and learning of all 3-to-5-year-old children in preschools. More specifically, it focuses on enhancing the knowledge and skills of the DOETs to strengthen the capacities of preschool teachers and school leaders to mitigate children’s barriers to learning and participation (eg: barriers related to gender, environment, culture, language,) for better participation and well-being. VVOB supports targeted disadvantaged and ethnically diverse districts to enhance their needs-based and school-based in-service teacher professional development towards processed oriented child monitoring and reflective learning communities in preschools.

2. Technical Provisions 2.1. Context of the Consultancy

VVOB Vietnam is engaged in a 5-year program that aims to identify and mitigate the main barriers to learning in early years in 3 central provinces (BaMi program). Simultaneously it is implementing a 3-year project to address gender stereotypes and prevent gender-based violence through gender-responsive early childhood education (GENTLE project) being co-funded by European Union and Belgian Government.

2.2. Objectives and scope of the consultancy The purpose of the present call is to collect quotations from qualified firms to provide printing services according to the requirement mentioned in section 2.3 below. The requested services and goods include the materials printing. The contracting authority reserves the right to accept or reject any and all quotations submitted, to negotiate with all qualified respondents, to modify or cancel in whole or in part this call if deemed in VVOB’s best interest to do so. Issuance of this call does not commit VVOB to award a contract, to confirm purchase orders, or to pay costs associated with proposal preparation. The selected procedure is that of an open call for quotations.

mailto:[email protected]


2.3. Tasks and deliverables 2.3.1. The assignment consists of the following tasks:

• To provide printing service for a set of material on Gender Responsive play-based learning. The design is already prepared by VVOB Vietnam.

• To work with the publisher and process all the paperwork needed for publishing if needed. The publishing license should obtain from the one of two publishing houses: Publishing house of Education (MOET), publishing house of Hanoi National University of Education (HNU)

2.3.2. Deliverables detailed expectations: Each set of materials include 6 booklets, 4 sets of play cards, 1 container box: • Booklet 1: front and back covers, 10 pages of content, A4 size • Booklet 2: front and back covers, 26 pages of content, A4 size • Booklet 3: front and back covers, 18 pages of content, A4 size • Booklet 4: front and back covers, 22 pages of content, A4 size • Booklet 5: front and back covers, 30 pages of content, A4 size • Booklet 6: basic lay-outing, front and back covers, 38 pages of content, A4 size • Game card set 1: size 15x15cm, 20 cards • Game card set 2: size A4, 20 cards (were cut into pieces as puzzle: from 4 to 10 pieces) • Envelops: 20 items, size A5 • Game card set 3: Size A5, 20 cards • Game card set 4: size 15x15cm, 24 cards • Container box: Inner size 22 x 31 x 5cm, Handle: 12 x 4cm, side cover: 15x4cm, inner cover 31 x

15cm.

Items Size No. of page/item

per set

Paper quality/Ma

terials

Quantity/lot 600 800 1000 1200 1500 2000 2500 3000

6 booklets Covers A4 12 (front and

back cover of 6 booklets)

C200

Content page A4 144 (total of 6 booklets)

Ford

Game cards Set 1 15x15cm 20 C300

double layer

Set 2 A4 20 Thick carton paper for puzzle, 2mm, cut into pieces as puzzle

Envelops A5 20 C300 Set 3 A5 20 C300

double layer

Set 4 15x15cm 24 C300 double layer

Container box Body Inner size:

22 x 31 x 5cm

1 Thick carton paper

Handle 12 x 4cm 1 Plastic or alternative proposed by provider


Side cover 15 x 4 cm 2 Plastic or alternative proposed by provider

The number of page/items per set is fixed. The quantity per lot are indicative only. Applicants are requested to specify different prices for different quantities and paper quality (number of copies or number of pages).


2.3.3. Sample product: Box:

Booklet:


Set game cards:


2.4. Timeframe Below is the tentative timeline proposed by VVOB Vietnam. Service provider can propose a timeline that is more suitable with their resource but still meet the deadline.

No. Activities Timeline Note 1 Signing contract 11/11/2019 2 1st payment Within 5 days after

signing contract

3 Discuss with VVOB on details of the product

12/11/2019

4 Process getting permission for publishing

13/11/2019 – 20/11/2019

5 Working with publisher on the process 20/11/2019 – 30/11/2019 6 Making and agree on the sample 1 – 3/12/2019 7 Process producing 3 – 15/12/2019 8 Delivering all products 20/12/2019 9 Acceptant all products, contract

liquidation and final payment 20-10/12/2019

2.5. Profile of the service provider The service provider will be required to have:

• Expertise in printing and publishing • Extensive experience in producing development work related for international organisations • Experiences in working with NGOs and other international organizations. • Excellent technical capacities (designing and printing) to ensure high-quality production • Good time management to meet tight deadline

2.6. Application requirements A valid application will include: • Company portfolio. • A breakdown quotation follows the template in the annex below. • At least 3 samples of products that you have produced for other clients with similar assignments. • At least 3 reference contacts of the work have done

Deadline for proposal submission: 7/11/2019 Hard copies must be delivered at the following address:

VVOB Vietnam 03-05 Nguyen Binh, Hai Chau Dist., Danang city, Vietnam

For any further information on the content of the request for proposals please contact VVOB on: [email protected]

mailto:[email protected]


2.7. Payments / Payment schedule The service provider’s payment shall be based on the financial proposal developed for this consultancy.

Payment shall be made in two instalments of:

PAYMENT CONDITIONS FIRST PAYMENT: 30% OF TOTAL VALUE AFTER SIGNING CONTRACT AND UPON

SUBMISSION OF A RED INVOICE FINAL PAYMENT: 70% OF TOTAL VALUE FINAL PAYMENT UPON FINISHING AND HANDOVER

ALL COMPLETED PRODUCTS AND A RED INVOICE

2.8. Information, confidentially and intellectual property The consultant undertakes for the duration of the consultancy to grant VVOB immediate and free access to any documents, in written, printed, electronic, or magnetic form, in his/her possession, that may contain information with respect to the consultancy. Upon termination of the consultancy, the consultant shall immediately and on his/her own initiative return to VVOB any documents, in written, printed, electronic, or magnetic form, in his/her possession, that may contain information with respect to the consultancy. The consultant commits him/herself not to disclose to any person any confidential information; disclosed during the implementation of the consultancy. Nor will he/she use this confidential information for own or other’s purpose. The consultant must promptly notify VVOB of all intellectual property arising in connection with the consultancy services. VVOB shall own and control all intellectual property that, after the date of the consultancy, is created or conceived by or for the consultant, or otherwise arises, in connection with the consultancy services; and the consultant shall not contest that ownership, or control, with respect to Vietnam or elsewhere. VVOB solely and exclusively has the right, from the creation of any such intellectual property and during and after the term of the consultancy, to publish, disclose, sell, dispose of, exploit commercially and otherwise deal with or use it, and may do so in any way that VVOB sees fit. Any intellectual property or licence costs shall be included in the financial proposal.

2.9. Supervision and monitoring of the consultancy The consultant shall report to Ms. Nguyen Thi Quynh Chau who will be in charge of the supervision and monitoring of the consultancy services. This includes: • Technical and administrative follow-up of the delivered services until completion • Assessment and acceptance of the deliverables • Review of payment claims and invoices She will be assisted in these tasks by the steering group/committee set-up for this assignment.


ANNEX: VVOB – education for development

Printing of materials - Call for Quotations No. VVOBVN/2019/010 Quotation Submission Form

SUBMISSION of the company: .......................................................... Represented by (name and quality of the authorised person who signs this form): ......................................................................... V.A.T. No. ..................................... Address: ..................................... Phone: E-mail:

Items Size No. of page/item per set Paper quality/Materials Quantity/lot

600 800 1000 1200 1500 2000 2500 3000 6 booklets Covers A4 12 (front and back cover of

6 booklets) C200

Content page A4 144 (total of 6 booklets) Ford Game cards Set 1 15x15cm 20 C300 double layer Set 2 A4 20 Thick carton paper for puzzle, 2mm, cut

into pieces as puzzle

Envelops A5 20 C300 Set 3 A5 20 C300 double layer Set 4 15x15cm 24 C300 double layer Container box Body Inner size: 22

x 31 x 5cm 1 Thick carton paper

Handle 12 x 4cm 1 Plastic or alternative proposed by provider

Side cover 15 x 4 cm 2 Plastic or alternative proposed by provider


References from previous customers/contracts

Company/organisation name

Title of publication

Contact person (who did join the development of this publication)

Phone number

Value contract (VND) Description

Completion date

1

2

3

Additional comments:

The undersigned confirms to be authorized to submit the above information and to agree to the special specifications of the call for quotations VVOBVN/2019/010. Name, title and signature: Date:

call for quotation materials printing service

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