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Abt Associates: Request for Tender (RFT)

Media Monitoring Services

Abt Associates is seeking proposals from organisations interested in providing Media Monitoring

Services. A “Tender” must be submitted according to the terms of this document and the attached

parts (together referred to as the “Request for Tender” or “RFT”). The required services (the

“Services”) are described in detail in Part 2 – Scope of Services.

STRUCTURE OF THE RFT

The RFT is organised into two (2) parts and four (4) annexes. Part 1 details the Tender Conditions.

Part 2 specifies the Scope of the Services.

PART 1 – PERIOD OFFER SPECIFIC TENDER CONDITIONS

1. Background

1.1. Investing in Women is an Australian Government initiative that works across Indonesia,

Philippines, Vietnam, and Myanmar to promote women’s economic empowerment.

1.2. The initial phase of the initiative implements four interrelated components:

a) Component 1 (C1): Business Partnerships - Working with business leaders to promote

better gender equality in their workplaces and beyond.

b) Component 2 (C2): Impact Investing: Creating opportunities for innovative finance

mechanisms and gender lens investing by working with impact investors and the broader

ecosystem to develop, test and market new gender lens investments in women’s small

medium enterprises (SMEs).

c) Component 3 (C3): Government Partnerships - Active engagement with the Australian

Government posts and programs to support national policy makers and regulators in

removing key barriers to women’s economic advancement; and working with regional

bodies to advocate for change that promotes women’s economic empowerment.

d) Component 4 (C4): Advocacy Platform - Capitalising on learning, results, networks, and

partnerships created through Investing in Women to build awareness and understanding

of the importance of women’s economic empowerment and practical means to make

progress.

1.3. The first phase of the initiative started in April 2016 and will end in June 2019, with a

potential extension for a second phase. Further information can be found in the website:

www.investinginwomen.asia.

1.4. Australia’s Department of Foreign Affairs and Trade through its Gender Equality Branch in

Canberra has contracted Abt Associates to implement the Investing in Women initiative.

1.5. Abt Associates is a mission-driven, global leader in research, evaluation and implementing

programs in the fields of health, social and environmental policy, and international

development. Known for its rigorous approach to solving complex challenges, Abt Associates

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is regularly ranked as one of the top 20 global research firms and was named one of the 40

international development innovators. The company has offices in the U.S., Australia and the

U.K., and program offices in more than 50 countries. Abt Associates head corporate office is

in Brisbane Australia with a program office in Canberra, Australia. Abt’s representative

country office and Investing in Women Operations Hub is based in Makati City, Philippines.

1.6. Abt Associates is seeking to procure a contractor to provide Media Monitoring Services to

Investing in Women across three countries: Indonesia, Vietnam and the Philippines, as

outlined in Part 2 – Scope of Services.

1.7. It is anticipated that the Media Monitoring Services will be delivered over the period March

to June 2018, with an option to extend to June 2019 subject to performance and Investing in

Women requirements.

2. General Information for Tenderers

2.1. All Tenders must be submitted in English.

2.2. The Tender is open to organisations (an incorporated entity, partnership or institution) based

in the Philippines, Vietnam or Indonesia.

2.3. The tender submission must be complete and Tenderers must use the tender forms provided

in this documentation (Annex A - Schedules)

a) Tender Submission Form as contained in Schedule A.

b) Technical Proposal as contained in Schedule B.

c) Capability Statement and Specified Personnel Proposal as contained in Schedule C.

d) Financial Proposal as contained in Schedule D.

2.4. Tenderers accept that their failure to provide all information may result in their tender being

excluded from further consideration.

2.5. It will be presumed then that, by submitting a Tender, the Tenderer agrees to the Conditions

of Tender, including the draft Subcontract template in Annex 3.

3. Tender Evaluation Process

3.1. Abt Associates reserves the right to undertake an initial short-list of Tenderers in accordance

with the Selection Criteria as set out in Part 1 – Clause 5. Short listed Tenderers will be

notified via email and invited for interview/presentation.

3.2. Short-listed tenders will be assessed by a Technical Evaluation Panel (TEP). The TEP will assess

the tenders based on the information provided and performance at interview. Material

tendered in response to one selection criterion may be used in the evaluation of other

selection criteria.

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3.3. Following the final assessment and calculation of the final aggregate scores in accordance

with Part 1 - Clause 5, the top scored tenderer will be advised as the Preferred Tenderer.

3.4. Unsuccessful tenderers will be notified in writing. However, only shortlisted, unsuccessful,

tenderers will be provided with brief written feedback upon request. The decision of the

evaluation panel is final, and the provision of feedback on the evaluation process is for

purposes of courtesy and quality improvement only. No further correspondence will be

entered into, on the basis of this feedback.

4. Tender Particulars

4.1. For interested tenderers, please register by emailing procurement@investinginwomen.asia

using the subject line “Media Monitoring Services RFT - Registration” This will allow us to

provide you with any updates prior to the RFT closing end-date. Registration details must

include:

a) Company Name

b) Representative of the Organisation

c) Contact Details (office address, email, phone, and skype)

4.2. Tenders must be submitted electronically via procurement@investinginwomen.asia before

the tender Closing Time, using the subject line: Media Monitoring Services – Tender. All

submissions must be received in English and in pdf format.

4.3. Tender will close at 5:00 pm (UTC +8) on 12 February 2018.

4.4. It is the responsibility of the Tenderer to ensure that the tender, including all attachments,

has been received, in the above email inbox prior to the tender closing date and time. Any

submissions received after the RFT closing time will be considered a late submission.

Investing in Women may at its absolute discretion, accept or reject a late submission.

4.5. Any enquiries from interested parties must be submitted no later than seven (7) days prior to

the RFT closing time through procurement@investinginwomen.asia, with subject line: Media

Monitoring Services RFT – Query

4.6. Investing in Women reserves the right to issue or publish answers to all registered tenderers.

Notification will be provided to all tenderers via the contact details at the time of registration.

4.7. The Tender validity period is 180 days (unless otherwise negotiated).

5. Selection Criteria

5.1. The tender documents must be specific and presented concisely. Tenderers will be

evaluated on the basis of a technical assessment and a financial assessment in order to

achieve the best value for money outcome. The following selection criteria and weighting

will form the basis of tender evaluation:

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Criteria Percentage

A Company capability and relevant experience

The tenderer must provide proof, that it is a legal entity and have been

in operation for at least eight continuous years. The Tenderer must

also provide information on their relevant experience in providing

media monitoring services of a similar nature to a similar clientele,

scope and geographic reach in South East Asia.

20%

B Media monitoring strategy proposal

The tenderer must provide detailed proposal for a media monitoring

strategy that is aligned with the overall Investing in Women strategy

and the Scope of Services.

35%

C Resources and key personnel

The Tenderer must demonstrate that resources proposed are

appropriate and will allow for efficient and effective delivery of the

Scope of Services.

The Tenderer must demonstrate that nominated key personnel have

relevant background and experience to deliver Scope of Services.

The Tenderer must confirm organisational capacity to fund costs

associated with providing the Services.

[Tenderers should note that prior to contract negotiations with the

preferred tenderer, a due diligence assessment of the preferred

tenderer will be undertaken to determine that capacity exists to

manage and pre-pay such expenses. The preferred tenderer will be

requested to submit Financial Reports as part of this due diligence

assessment. ]

20%

D Value for money

The tenderer’s financial proposal must demonstrate that it strikes a

strong balance between economy, efficiency, ethics, and effectiveness.

The financial proposal should provide a clear fee structure (e.g.

Management Fee, Professional Fee etc) based on reasonable and

competitive rates.

25%

6. Tenderer Costs

6.1. Tenderers are responsible at their own cost for:

a) making all the arrangements and obtaining and considering all information relating to

the RFT preparation; and

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b) the preparation and lodgment of the tender including any cost incurred related to travel

arrangement or any other costs (e.g. communications cost) if the tenderer is shortlisted

and invited to present their proposal to Abt Associates’ office in Makati City, Philippines,

7. Abt Associates Rights

7.1. Abt Associates reserves the right in its absolute discretion at any time to:

a) Terminate this tender, or cease to proceed with this tender, change the structure and

timing of the tender, or vary or extend any detail in this tender at any time;

b) Terminate further participation in the tender process by any applicant for any reason;

c) Seek clarification of non-conforming tenders or request additional information or

clarification, or provide additional information or clarification;

d) Negotiate with any one or more tenderer;

e) Call for new tenders;

f) Accept or reject any Tender, and to cancel the Tender process and reject all Tenders, at

any time prior to the award of Contract, without thereby incurring any liability to the

affected Tenderer(s);

g) Reject any tender received after the closing time;

h) Assess or reject a non-conforming tender. Investing in Women will not enter into any

correspondence or discussion about a decision to assess or reject a non-conforming

tender;

i) Seek clarification of, and negotiate the terms included in, short-listed tenders after the

tender closes. These discussions will be documented and form part of the tender for

evaluation purposes; and

j) Terminate any negotiations being conducted at any time with any tenderers for any

reason.

7.2. Unsuccessful tenderers will have no redress against Investing in Women regardless of any

addition or amendment to any tender submission in these circumstances.

7.3. This Request for Tender does not give rise to a binding contractual relationship between Abt

Associates and the Tenderers.

7.4. Investing in Women will abide by the Australian Commonwealth Procurement Rules (CPR) in

running this application process. Details can be obtained at www.finance.gov.au.

8. Negotiation and Award of Contract

8.1. Upon completion of the evaluation process, Abt Associates will commence negotiations with

the Preferred Tenderer/s. Provided contract negotiations were successful, a contract shall be

offered to the successful tenderer(s) as per Annex 3. The provision of services must then be

completed according to the specifications of the project and within the agreed schedule.

8.2. The period of the contract will initially be for four (4) months (March to June 2018) plus an

option to extend on the basis of good performance and Investing in Women’s further

requirements.

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PART 2 – SCOPE OF SERVICES 1. Background

1.1. Women’s economic empowerment is fundamental to enhancing business competitiveness,

fuelling economic growth and essential to building equitable societies and communities. But

progress has been slow, and is held back by social norms that discriminate against women.

1.2. Investing in Women is developing an advocacy strategy that aims to positively shift attitudes

to women at work and in society by:

a) Regional and global knowledge building on women’s economic empowerment

b) Supporting key influencers to step up as Champions to drive change

c) Engaging urban young women and men on gender equality at work and at home

2. Purpose

2.1. The purpose of the media monitoring is to:

a) Provide an understanding of how women’s economic empowerment and the

approaches and barriers to achieving this, are represented in the media. This will inform

the implementation of Investing in Women’s advocacy activities.

b) Provide Investing in Women with an on-going understanding of the context and

emerging issues relevant to women’s economic empowerment.

c) Track effectiveness of Investing in Women’s advocacy and program activities.

2.2. To achieve this purpose the media monitoring Contractor will collect data on Women’s

Economic Empowerment content within print, broadcast and online media – covering both

traditional and social media – and present the results in Media Analysis Reports and/or other

forms proposed by the Contractor and agreed with Investing in Women team. The results will

provide quantitative and qualitative analysis of volume of conversations by type of media; by

country; by topic; and trends over the course of the contract. The monitoring will cover three

countries where IW is operating: the Philippines, Indonesia and Vietnam and will be ongoing

from March to June 2018.

3. Scope of Services

The Contractor will

3.1. Report to Investing in Women under the direction of the Advocacy and Communications

Director to deliver the services, and will attend coordination meetings as requested.

3.2. Develop a Media Monitoring Strategy and Work Plan based on the proposal submitted

during the Tender Process, indicatively by early March 2018.

3.3. Implement the approved Media Monitoring Strategy and Workplan and ensure that work is

delivered on schedule. The Contractor should advise Investing in Women of any potential

delays and how these will be managed.

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3.4. Identify keywords and phrases around women’s economic empowerment in English and the

dominant national languages in each target country (Bahasa, Filipino and Vietnamese) which

will be used to scan media sources.

3.5. Define the scope of the monitoring in terms of type and range of media sources and regions

within each country. Investing in Women is most interested in media used by these two

target groups: business leaders and young men and women (millennials) in urban Areas.

3.6. Monitor, track and analyse print, broadcast (TV and radio), online media and social media

(Facebook and Twitter) per country and for the South East Asia region in relation to

conversations about key themes of women’s economic empowerment.

3.7. Submit Media Monitoring Reports per country on women’s economic empowerment themes,

on a weekly basis, which would include at the minimum:

a) Compilation of clippings of news articles, media releases and media statements and the

like, from print and online media

b) List of TV or online video coverage

c) Hot topics on social media

3.8. Two (2) Media Analysis Reports per country (in narrative and charts/tables form) which

includes at the minimum:

a) Highlights of key findings and emerging issues

b) Analysis of the extent to which different media (social media, internet, broadcast and

print press) engage in conversation about key themes of women’s economic

empowerment

c) Analysis of which topics and messages are referred to most commonly in the media

d) Analysis of whether the conversation is favourable, unfavourable and neutral

e) Trends over time, highlighting peaks and significant events

f) Details of the leading media and leading commentators on key topics

g) Analysis of the prominence and placement of key topics

h) Details on the origins of stories (whether proactively generated, reactive, or third party

generated)

3.9. Provide Advertising Value Equivalence (A.V.E) for specific events (print, broadcast and online)

as requested by Investing in Women.

3.10. Create an online portal through which Investing in Women can access at any time the Media

Monitoring Reports, online videos and television clips and reports.

3.11. Submit a financial report showing actual spending against original budget.

4. Deliverables and Reports

4.1. All deliverables and reports must be submitted by the agreed deadlines and accepted in

writing by the Investing in Women Advocacy and Communications Director.

References Deliverable Indicative Deadline

3.2 Media Monitoring Strategy and Work Plan

2 March 2018

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3.4 Keywords and phrases around women’s

economic empowerment in English and the

dominant national languages in each target

country (Bahasa, Filipino and Vietnamese)

which will be used to scan media sources

7 March 2018

3.7 Weekly Media Monitoring Reports Submitted every

Monday to cover the

previous week, over the

period 12 March to 23

June 2018.

3.8 Media Analysis Report 1 (in narrative and

charts/tables form)

16 April 2018

3.8 Media Analysis Report 2 (in narrative and

charts/tables form)

11 June 2018

3.9 Advertising Value Equivalence (A.V.E) for

specific events (print, broadcast and online)

as may be requested by Investing in Women.

To be confirmed

3.11 Financial Report

29 June 2018

5. Activity Budget

5.1. A budgetary ceiling is set at A$ 25,000 over March to June 2018 inclusive of relevant taxes.

ANNEXES

1. Schedules

A. Tender Submission Form

B. Technical Proposal

C. Capability Statement and Specified Personnel Proposal

D. Financial Proposal

2. Abt Associates Child Safe Code of Conduct

3. Agreement Template

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ANNEX 1 – SCHEDULES A - D

Schedule A: Tender Submission Form

To Abt Associates,

[insert name], on behalf of [insert company name or delete if tendering as an Individual]

Address: (Insert Company Address)

Phone Number: (Insert Company Phone No).

Email address (Insert Company e-mail address)

(a) Offer to undertake the Scope of Services for Media Monitoring Services as defined in the

Request for Tender (RFT) documentation on the terms described in the RFT and the

particulars set out in the enclosed tender submission including the Financial Proposal.

(b) In consideration of Abt Associates promising to consider our tender, will keep this offer open

for a period of twelve weeks after the close of tenders;

(c) State that we have not prepared our submission with the benefit of information obtained

from current or former employees of Abt Associates or Abt Associates, or DFAT in

circumstances that constitute a breach of confidentiality or fidelity on the part of that

person; or with the benefit of information otherwise improperly obtained;

(d) State that we have not prepared our submission with the benefit of any information

obtained from any other potential tenderer or competitor for the services outlined in this

RFT;

(e) Confirm that we are not aware of any present, or potential Conflict of Interest that exists as

a result of us submitting this tender, or entering into an agreement with Abt Associates for

the provision of these services.

(f) Confirm that we have disclosed below (to the best of our knowledge) any matter that may

materially affect our performance of the contract, including but not limited to: security,

probity or integrity issue, including current or pending investigations or enquiries by any

government, law enforcement, or regulatory body; financial capacity and viability to

perform the services.

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________________________________________

_______________________________________________________________

(g) Nominate the following person as our representative for executive negotiations:

Representative’s Name: ____________________________

Position Title : ____________________________

DATED this _______ day of ___________, 2018

SIGNED for and on behalf of

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(Insert Company Name)

Signature of Authorised Signatory Name of Authorised Signatory

In the presence of:

Signature of Witness Name of Witness

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Schedule B: Technical Proposal

Detailed Response against Selection Criteria B. Must be no more than 10 pages. The technical

proposal must provide information about the organisation’s approach to providing the services

outlined in this RFT, including how the company will meet Investing in Women needs, the networks

available to Investing in Women, and what their corporate structure and available resources will be.

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Schedule C - Capability Statement and Specified Personnel

The tenderer must submit a Capability Statement of no more than 5 pages

providing response to Selection Criteria A and C, including the tenderer’s past experience in

providing similar services to those required under this RFT.

include names of Specified Personnel and key roles

CVs of Specified Personnel should be attached. Each CV should not exceed a page and should include

2 referees and their contact details.

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Schedule D: Financial Proposal

The financial proposal should address Selection Criteria D and provide a detailed cost estimate,

covering all costs required to execute the event quoted in Australian Dollars.

Financial proposals should clearly spell out the fees structure including any management costs and

reimbursable budget that may be required in implementing the assignment. Fee rates will be fixed for

the duration of the Agreement.

If Investing in Women chooses to exercise its right to extend the Agreement beyond the specified

completion date, then the fee rates will remain the same for the duration of the extension period.

Investing in Women is not bound or required to accept the lowest priced tender or any tender.

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ANNEX 2 - ABT ASSOCIATES CHILD SAFE CODE OF CONDUCT

Overview

Abt Associates’ capacity to ensure the protection of and assistance to the children and community

members with whom we work depends on the ability of all Abt Associates head office employees,

locally engaged employees, advisers, consultants, contractors, sub-contractors, sub-organisations,

partners, volunteers and the like (herein referred to as Abt Associates personnel) to uphold and

promote the highest standards of ethical and professional conduct. All Abt Associates personnel are

personally and collectively responsible for maintaining these standards.

It is recognised that Abt Associates’ work often puts individuals in positions of power in relation to the

children and community partners that we work with. All Abt Associates personnel have an obligation

not to abuse this power.

This Child Safe Code of Conduct is intended to articulate clear boundaries of behavioural expectations

in relation to working with children for the purposes of undertaking program delivery activities. It

serves as a guide for all Abt Associates personnel to make ethical decisions in their professional lives,

and at times in their private lives. For the purposes of this Code of Conduct, a child is any person

under the age of 18 years.

Whilst acknowledging that the local laws and customs may differ from one country to another, this

Child Safe Code of Conduct is based upon our expectations as a professional organisation and as

guided by international legal standards set out in Article 1 of the UN Convention of the Rights of the

Child.

This Child Safe Code of Conduct applies to all Abt Associates personnel. Any breach of this code will

be taken seriously and may result in administrative actions permitted within this agreement or

termination of the agreement in accordance with relevant Abt Associates procedures.

All Abt Associates personnel are responsible for encouraging, advocating and promoting the

dissemination of this Child Safe Code of Conduct. When carrying out duties for the delivery of the

Services, Abt Associates personnel have a role in implementing, monitoring and enforcing the Child

Safe Code of Conduct standards, and encouraging all employees, partners, sub-partners, clients, and

staff to adhere to these standards, and to join Abt Associates in upholding them.

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Commitment

In my capacity as the representative of an Abt Associates Partner Organisation, I acknowledge that I

have read and understand Abt Associates’ Child Protection Policy. I understand and agree that for the

purpose of this Policy, the organisation that I represent, its employees, advisers, consultants,

contractors, sub-contractors, sub-organisations, partners, volunteers and the like involved in the

implementation of the Activity are considered “Abt Associates personnel”, and as such, are bound to

comply with the Policy, and therefore shall:

Treat all children with respect regardless of their race; colour; gender; language; religion;

political or other opinion; national, ethnic or social origin; property; disability; birth or other

status.

Not use language or behaviour towards children that is inappropriate, harassing, abusive,

sexually provocative or suggestive (even as a joke), demeaning or culturally inappropriate.

Irrespective of any local jurisdictional laws, not engage children1 under the age of 18 in any

form of sexual intercourse2 or sexual activity

3 including paying for sexual services or acts.

Not abuse its position to withhold professional assistance, nor give preferential treatment,

gifts or payments of any kind, in order to solicit sexual favours or other forms of advantage.

Avoid being placed in a compromising or vulnerable position such as being alone with

children, and wherever possible ensure that another adult is present when working in the

proximity of children.

Not invite unaccompanied children into private residences, unless the child/children are at

immediate risk of injury or are in physical danger.

Not sleep close to unsupervised children unless absolutely necessary, in which case I must

obtain my supervisor’s permission, and ensure that another adult is present if possible (noting

that this does not apply to an individual’s own children).

Never use any computers, mobile/smart phones, video cameras, digital cameras or social

media to exploit or harass children or to access child exploitation material through any

medium. See also “Use of Children’s Images for Work-Related Purposes” over page.

Not use physical punishment on children.

Not hire children for domestic or other labour which is inappropriate given their age and

developmental stage, which interferes with their time available for education and recreational

activities, or which places them at significant risk of injury.

Comply with all relevant Australian and local legislation, including labour laws in relation to

child labour.

1 Where the child is 16 years or older and the other party is not more than 2 years older; and it can be established

that the child consented to the relationship, an exception can be recorded promptly on personnel files. 2 As defined under the Criminal Code Act 1995

3 As defined under the Criminal Code Act 1995

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Immediately report concerns or allegations of child exploitation, abuse or non-compliance

with Abt Associates’ Child Protection Policy or this Code of Conduct in accordance with Abt

Associates’ Child Protection Policy.

Immediately disclose all charges, convictions and other outcomes of an offence which

occurred before or occurs during the organisation’s association with Abt Associates that relate

to child exploitation and abuse, including those under traditional law, by any of the

organisation’s employees, partners, subcontractors, sub-partners, and staff.

Be aware of behaviour and avoid actions or behaviours that could be perceived by others as

child exploitation or abuse.

These behaviours are not intended to interfere with normal family interactions.

Use of Children’s Images for Work-Related Purposes

When photographing or filming a child or using children’s images for work-related purposes, all of my

organisation’s employees, partners, subcontractors, sub-partners, and staff must:

Take care to ensure local traditions or restrictions for reproducing personal images are

adhered to before photographing or filming a child.

Obtain informed consent from the child and parent or guardian of the child before

photographing or filming a child. As part of this, it must be explained how the photograph or

film will be used.

Ensure photographs, films, videos and DVDs present children in a dignified and respectful

manner and not in a vulnerable or submissive manner. Children should be adequately clothed

and not in poses that could be seen as sexually suggestive.

Ensure images are honest representations of the context and the facts.

Ensure file labels, meta-data or text descriptions do not reveal identifying information about a

child when sending images electronically or publishing images in any form.

Treat with the utmost importance the confidentiality of the children in our programs, and

never provide a child’s personal details to unauthorised person/s.

I understand that the onus is on me as an individual, as well as it is on every other individual referred

to as Abt Associates personnel in this Code of Conduct, to use common sense and avoid actions or

behaviours that could be construed as child exploitation and abuse (of any kind) when implementing

Abt Associates program activities. As the representative of an Abt Associates Partner Organisation, I

also understand and acknowledge that it is my responsibility to undertake everything I reasonably

can to ensure that the principles set out in this Code of Conduct and the underlying Abt Associates

Child Protection Policy are implemented by all of the partner organisation’s employees, advisers,

consultants, contractors, sub-contractors, sub-organisations, partners, volunteers and the like

involved in the implementation of the Activity.

Name:

As representative for:

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Signature:

Date:

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ANNEX 3 – SUBCONTRACT TEMPLATE

For more information: http://www.abtassociates.com.au/media-

monitoring-services-tender/