About Plan Internation

Plan International Zambia (PIZ) is an independent development and humanitarian organization working to advance children’s rights and equality for girls. In the execution of its programmes and operations, Plan International Zambia requires access to professional legal advisory services to support governance, compliance, contract management, and institutional risk management.

Plan International Zambia therefore invites eligible and qualified law firms to submit proposals for the provision of legal services on a retainer basis, with additional services provided on an as-needed basis outside the retainer

1. Objectives of the Assignment

The objective of this assignment is to engage a reputable law firm to provide timely, professional, and confidential legal advisory services to Plan International Zambia, primarily covering non-litigation and non-conveyancing matters, and to provide litigation or conveyancing services separately when required.

2. Scope of Work

2.1 Services Covered Under the Retainer (Non-Litigation & Non-Conveyancing)

The appointed legal firm shall provide the following services under a fixed retainer arrangement:

General Legal Advisory Services

· Provide legal opinions and advisory support on operational, governance, and compliance matters.

· Advise on interpretation and application of Zambian laws affecting Plan International Zambia’s operations.

3. Contract Review and Advisory

· Review, advise on all contracts propose amendments to contracts, agreements, MoUs, and other legal instruments.

· Provide legal risk assessments related to contractual obligations and exposures.

· Support negotiation of contract terms when requested.

4. Employment and Labour Law Advisory

· Review and Advise on employment contracts, HR policies, disciplinary procedures, labour disputes and integrity issues (fraud, corruption, code of conduct, safeguarding, breaches of internal policies and guidelines)

· Provide guidance on compliance with Zambian labour laws and regulations.

5. Corporate and Regulatory Compliance

· Advise on statutory compliance requirements applicable to Plan International Zambia.

· Support governance matters, including internal policies, and regulatory filings.

· Legal Correspondence

· Draft, review, and vet formal legal correspondence, notices, and responses on behalf of Plan International Zambia.

· Provide advisory support on dispute avoidance and early resolution strategies.

6. Ongoing Legal Support

· Provide continuous access to legal advice on various matters during the retainer period.

· Update designated Plan International Zambia focal persons on progress and recommended legal actions. The service provider shall assign proficient partners, associates and legal assistants having the expertise and seniority necessary to attend to each aspect of your instruction.

2.2 Services Outside the Retainer (As and When Required)

The following services are excluded from the retainer and shall be provided only upon separate instruction and agreement:

1. Litigation and Contentious Matters

· Court representation and dispute resolution.

· Contentious labour disputes, commercial litigation, or arbitration.

· Criminal Law

2. Conveyancing and Tenancy Matters

· Property conveyancing, leases, tenancy agreements, and land transactions.

3. Registry and Notarial services

4. Tax and customs law

For these services:

· Fees shall be charged on hourly rates or percentage-based fees, as applicable.

· Fee structures and personnel allocation shall be agreed at the commencement of each assignment.

· Detailed time sheets and activity breakdowns shall accompany invoices.

In addition to the above, the legal services provider shall be expected to:

a. Adhere to Plan International Zambia Policy’s on Safe guarding Children and Young People, Plan Values and Supplier and Consultant code of conduct attached to the RFP.

b. Ensure that the legal services team uses reasonable skill and care in the performance of the services and shall ensure that the level of service is prompt, complete, professional, competent and in accordance to the industries best practices (with due regard to the level of service ordinarily expected from a professional engaged in services of this nature.

c. Provide legislative updates advising on the implications and recommending a way forward.

3. Client Liaison and Communication

The legal firm shall work closely with designated Plan International Zambia contact person. Regular updates shall be provided on all active matters. Communication shall primarily be conducted via official email correspondence, unless otherwise agreed

4. Confidentiality and Conflict of Interest

The legal firm shall treat all information received from Plan International Zambia as strictly confidential. No information shall be disclosed to third parties without prior written consent, except where required by law. The firm shall disclose any actual or potential conflicts of interest prior to and during the assignment.

5. Duration of the Assignment

The contract shall be for an initial period of twelve (12) months, renewable subject to satisfactory performance and mutual agreement.

6. Fee Structure

Bidders shall propose a fixed quarterly retainer fee covering services under Section 2.1. Fees for services under Section 2.2 shall be proposed separately and applied only when such services are commissioned. Fees shall be exclusive of VAT.

7. Payments

Payments will be made at the end of each quarter within 30 days of receipt and acceptance of an invoice. Payments for services outside the retainer shall also be made within 30 days of receipt and acceptance of an invoice using the agreed hourly rates.

8. Governing Law

The contract shall be governed by and construed in accordance with the laws of the Republic of Zambia. Any disputes shall fall under the jurisdiction of Zambian courts.

9. Evaluation Criteria

A. Administrative requirements (Mandatory (Pass/Fail) Requirements)

Bidders must submit the following documents. Failure to meet any requirement will result in disqualification:

· Valid Certificate of Incorporation / Registration

· Valid Law Association of Zambia (LAZ) practicing certificates for proposed partners

· Firm profile and proof of legal practice in Zambia

· Declaration of no conflict of interest

· Signed Code of Conduct / Confidentiality Declaration

Mandatory supplier questionnaire form (Link)

B. Technical and Financial Evaluation Criteria (100 Points)

I. Firm Experience and Capacity (20)

Demonstrated experience providing legal services to NGOs, international organizations, donor-funded programmes, or comparable institutions.

II. Understanding of the Assignment (15)

Clear understanding of the ToR, including non-litigation retainer services and handling of litigation/conveyancing outside the retainer

III. Proposed Team and Expertise (15)

Qualifications, experience, and availability of key personnel (partners and associates) proposed for the assignment:

Each proposed Partner shall meet the following minimum academic requirements:

· Bachelor of Laws (LLB) from a recognized university

· Advocate of the High Court of Zambia, duly admitted to practice

· Valid Law Association of Zambia (LAZ) Practicing Certificate for the current year

· Minimum of 10 years post-qualification legal practice

· At least 5 years at Partner or Senior Associate level in a reputable law firm

· Demonstrated experience advising corporate entities, NGOs, or international organizations

· No record of professional misconduct or disciplinary action

· Demonstrated adherence to:

§ Legal professional ethics

§ Confidentiality obligations

§ Conflict of interest management

IV. Approach and Methodology (10)

Proposed approach to service delivery, responsiveness, communication, and client support under a retainer arrangement

V. Ethics, Confidentiality & Conflict Management (5)

Demonstrated systems for confidentiality, conflict of interest management, and professional ethics.

VI. Relevant Institutional Experience (5)

Experience working with NGOs, donor-funded projects, or similar regulatory and compliance environments

VII. Financial Evaluation Criteria (30)

Responsiveness to current market prices as well as reasonableness

The bidder with the highest score out of 100 shall be considered for award subject to due diligence.

10. Right to Accept or Reject

Plan International Zambia reserves the right to:

· Accept or reject any proposal

· Annul the procurement process at any stage without incurring liability

· Verify information provided by bidders

A copy of the draft contract is available here

All bid Submissions should be planzamtenders@planinternational.org by Tuesday 26^th May 2026 at 17:00hrs CAT. Any submission received after the deadline will not be considered.

All clarifications must be sent to theresa.nguni@plan-international.org by Thursday 19^th May, 2026 at 17:00hrs. Responses to the clarifications will be sent to all bidders by Friday 22nd May, 2026 at 17:00hrs. This email address should strictly be used for clarifications only. No bid submissions to this email for clarifications will be accepted.

NB: Only Short-Listed bidders will be contacted for follow up processes

“Women-owned, led and influenced law firms’ are encouraged in this tender.”

Plan International Zambia

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