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DATE: 28/05/2019 REQUEST FOR PROPOSAL: No. CAI/RFP/002/2019 FOR THE ESTABLISHMENT OF FRAME AGREEMENTS FOR THE PROVISION OF SECURITY SERVICES FOR UNHCR OFFICES IN EGYPT CLOSING DATE AND TIME: 25/06/2019 – 23:59 hr. Cairo time |

DATE: 28/05/2019 REQUEST FOR PROPOSAL: No. CAI/RFP/002/2019 FOR THE ESTABLISHMENT OF FRAME AGREEMENTS FOR THE PROVISION OF SECURITY SERVICES FOR UNHCR OFFICES IN EGYPT CLOSING DATE AND TIME: 25/06/2019 – 23:59 hr. Cairo time

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees was established on December 14, 1950 by the United Nations General Assembly. The agency is mandated to lead and co-ordinate international action to protect refugees and resolve refugee problems worldwide. Its primary purpose is to safeguard the rights and well-being of refugees. It also has a mandate to help stateless people.

In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations please see http://www.unhcr.org.

1. REQUIREMENTS

The Office of the United Nations High Commissioner for Refugees (UNHCR), Cairo, invites- qualified vendors to make a firm offer for the establishment of Frame Agreement(s) for the provision of security services for UNHCR offices in Egypt.

IMPORTANT:

The Terms of Reference (TORS) are detailed in Annex A of this document.

UNHCR may award Frame Agreement(s) with initial duration of 2 (two) years, potentially extendable for a further period of 1 (one) year. The successful vendor(s) will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).

The estimated annual requirement of UNHCR of security personnel and associated services is further described in Annexes A and C of this tender document.

Please note that figures have been stated in order to enable bidders to have an indication of the projected requirements. It does not represent a commitment that UNHCR will purchase a minimum quantity of services. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders against the Frame Agreement. Kindly notice that the estimated requirement may be decreased within the duration of the frame agreements and is an estimation of the requirement

Other United Nations Agencies, Funds and Programmes shall be entitled to the same prices and terms as those contained in the offers of the successful bidders and could form the basis for a Frame Agreement with other UN Agencies.

IMPORTANT:

When a Frame Agreement is awarded, either party can terminate the agreement only upon 60 days’ notice, in writing to the other party.

The initiation of conciliation or arbitral proceedings in accordance with article 19 “settlement of disputes” of the UNHCR General Conditions of Contracts for provision of Goods and Services shall not be deemed to be a “cause” for or otherwise to be in itself a termination clause.

It is strongly recommended that this Request for Proposal and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process.

Sub-Contracting: Please take careful note of article 5 of the attached General Terms and Conditions (Annex D).

Note: this document is not construed in any way as an offer to contract with your firm.


2.  BIDDING INFORMATION:

  • RFP DOCUMENTS

The following annexes form integral part of this Request for Proposal:

Annex A:         Terms of Reference (TORs)

Annex B          Job Description for guards and supervisors.

Annex C          Estimated number of Security Guards for UNHCR offices

Annex D:         Technical Offer Form

Annex E:         Financial Offer Form

Annex F:         UNHCR General Conditions of Contracts for the Provision of Goods and Services – July 2018

Annex G          Vendor Registration Form

2.2       ACKNOWLEDGMENT

We would appreciate your informing us of the receipt of this RFP by return e-mail to dahab@unhcr.org as to:

–           Your confirmation of receipt of this invitation to bid

–           Whether or not you will be submitting a bid

IMPORTANT:

Failure to send the above requested information may result in disqualification of your offer from further evaluation.

2.3       REQUESTS FOR CLARIFICATION

      Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to Mr. Ahmed Dahab, Snr. Supply Associateatdahab@unhcr.org Cc Mr. Pablo Larrosa, Assoc. Supply Officer larrosa@unhcr.org.

      The deadline for receipt of questions is 23:59hrsCET on 18.06.2019. Bidders are requested to keep all questions concise.

      UNHCR will compile the questions received and the Questions & Answers document will be prepared and posted on the UNHCR website (http://supply.unhcregypt.org/category/open-bids/ ).

In addition, UNHCR invites all interested bidders to participate in a bidders conference (participation is strongly recommended).

                        Date: 12 June 2019, Wednesday

                        Time:11:30 am

                        Venue: UNHCR Zamalek Office.

Interested bidders to participate in this bid conference shall confirm attendance by email to: Ms. Marihame Hanna, at hannam@unhcr.org

IMPORTANT:

Please note that Bid Submissions are NOT to be sent to the e-mail address above. Bid Submissions sent directly to the e-mail address above will result in disqualification of the offer.

2.4       YOUR PROPOSAL

Your proposal shall be prepared in English or Arabic. Preferable in English language.

Please submit your proposal using the Annexes provided. Proposals not conforming to the requested formats may be not taken into consideration.

IMPORTANT:

Inclusion of copies of your proposal with any correspondence sent directly to the attention of the responsible buyer or any other UNHCR staff other than the submission e-mail address will result in disqualification of the proposal. Please send your proposal directly to the address provided in the “Submission of Proposals” section 2.6) of this RFP.

Your proposal shall comprise the following two sets of documents:

–           Technical offer

–           Financial offer

2.4.1    Content of the TECHNICAL OFFER

IMPORTANT:

No pricing information should be included in the Technical offer. Failure to comply may risk disqualification. The technical offer should contain all information required.

The Terms of Reference (TORs) of the services requested by UNHCR can be found in Annex A. Clearly state and disclose any discrepancies with the specifications given.

Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:

  • Description of the company and the company’s qualifications: A description of your company in the requested field with the following documents:
  1. Security firm profile with a minimum of 6 years providing this services in Egypt.
  2. Legal authorization from the Egyptian government for its exercise as a professional security company/firm to enable it to sign contract with a UN agency (pass/fail criteria)
  3. Copy of the Tax Registration in Egypt.
  4. The security service provider must be cleared / approved by the UNDSS. (Pass/fail criteria). Documentation needs to be provided with the submission.
  5. Security companies to provide at a minimum of two (2) reference letters from clients for similar services.
  6. Include any information that will facilitate our evaluation of your company’s substantive reliability and managerial capacity to provide the services.

              –    Understanding of the requirements for services, proposed approach, solutions, methodology and outputs

                   Any comments or suggestions on the TOR, as well as your detailed description of the manner in which your company would respond to the TOR:

  1. A description of your organization’s capacity to provide the requested services;
  2. Compliance to the requirements stated on the TOR.

   Proposed personnel to carry out the assignment

                   The composition of the team you propose to provide to UNHCR.

  • Curriculum Vitae of core staff, (maximum two (2) pages per CV)

2.4.2    Content of the FINANCIAL OFFER

Your separate Financial Offer must contain an overall offer in a single currency, either in EGP or US Dollars.

The financial offer must cover all the services to be provided (price “all inclusive”).

The Financial Offer is to be submitted as per the Financial Offer Form (Annex C). Bids that have a different price structure may not be accepted.

UNHCR is not exempted from VAT. With this regards, price has to be given indicating the VAT.

You are requested to hold your offer valid for 150 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. UNHCR’s standard payment terms are within 30 days after satisfactory implementation and receipt of documents in order.

The cost of preparing a bid and of negotiating a contract, including any related travel, is not reimbursable nor can it be included as a direct cost of the assignment. Any activity undertaken or expenses incurred in preparation of a contract before an actual contract is signed shall be borne by the Bidder. An advance notice or information of award is not to be considered as a contract.

UNHCR will not provide any advance payments or payments by letter of credit. The standard payment terms are by bank transfer net thirty (30) days after acceptance of contractor’s invoice and delivery of the goods and/or acceptance by UNHCR of the services.

2.5       BID EVALUATION:

Each proposal from a Bidder will be considered separately and independently. Bidders shall submit a complete proposal for each solicitation in which they wish to participate. References to previous or on-going proposals will be not considered. Award of a previous contract with UNHCR will not be considered in itself as a preference or guarantee for the award of future solicitations on the same subject.

2.5.1   Technical and Financial evaluation:

For the award of this contract, UNHCR has established evaluation criteria which govern the selection of proposals received. Evaluation is made on a technical and financial basis. The percentage assigned to each component is determined in advance as follows:

The Technical offer will be evaluated using inter alia the following criteria and percentage distribution: 70% from the total score:

Sn Evaluation Criteria Points
1 Years of experience 6
2 Clients 6
3 Capability & number of Employees 4
4 Training plan of Guards 11
5 Operation control room 3
6 Emergency response support 3
7 Branch offices within Egypt 5
8 Inspection and follow up 3
9 Uniform 3
10 Communication Plan 1
11 Recruitment process of personnel 2
12 English language ability 6
13 Following the Egyptian labor law 2
14 Providing the guards equipment 3
15 Guards ID cards 1
16 Theft Security incident for last 3 years 3
17 Guards attitude 6
18 International company 2
Total 70

The Technical offer score will be calculated according to the percentage distribution for the technical and financial offers. The cut-off point for submissions to be considered technically-compliant will be 35 point out of the 70 points

The Financial offer will use the following percentage distribution: 30 % from the total score.

The financial component will be analyzed only for those proposals that pass the technical evaluation.

The maximum number of points will be allotted to the lowest price offer that is opened and compared among those invited firms. All other price offers will receive points in inverse proportion to the lowest price; e.g., [total Price Component] x [US$ lowest] \ [US$ other] = points for other supplier’s Price Component.

            For evaluation purposes only, the offers submitted in currency other than US Dollars will be converted into US Dollars using the United Nations rate of exchange in effect on the date the submissions are due.

2.6       SUBMISSION OF PROPOSALS:

Bids should be submitted by e-mail and all attachments should be in PDF format. (Copies of the PDF format documents may be, as an addition, included in Excel or other formats etc.).

The Technical and Financial offers shall be clearly separated. The offers must bear your official letter head, clearly identifying your company.

Bid must be sent by e-mail ONLY to: arecaten@unhcr.org

Please indicate in e-mail subject field:

  • Bid CAI/RFP/002/2019
  • Name of your firm with the title of the attachment
  • Number of e-mails that are sent (example: 1/3, 2/3, 3/4).
  • Whether it is your “Technical proposal” or “Financial offer”

It is your responsibility to verify that all e-mails have been received properly before the deadline. Please be aware of the fact that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 7 Mb so it may be necessary to send more than one e-mail for the whole submission.

IMPORTANT:

The technical offer and financial offer are to be sent in separate documents. Failure to do so may result in disqualification.

Deadline: 25/06/2019, 23:59 hrs. Cairo Local Time.

IMPORTANT:

Any proposal received after this date or sent to another UNHCR address may be rejected. UNHCR may, at its discretion, extend the deadline for the submission of proposals, by notifying all prospective bidders simultaneously.

UNHCR will not be responsible for locating or securing any information that is not identified in the proposal. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the proposal, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer.

2.7       BID ACCEPTANCE:

UNHCR reserves the right to accept the whole or part of your proposal, or allow split or partial awards on this contract.

UNHCR may at its discretion increase or decrease the proposed content when awarding the contract and would not expect a significant variation of the rate submitted. Any such increase or decrease in the contract duration would be negotiated with the successful bidder as part of the finalization of the Purchase Orders for Services.

UNHCR may, at its discretion, extend the deadline for the submission of proposals, by notifying all prospective suppliers in writing. The extension of the deadline may accompany a modification of the solicitation documents prepared by UNHCR at its own initiative or in response to a clarification requested by a prospective supplier.

Please note that UNHCR is not bound to select any of the firms submitting proposals and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the proposal considered most responsive to the needs, as well as conforming to UNHCR’s general principles, including economy and efficiency and best value for money.

2.8       CURRENCY AND PAYMENT TERMS FOR PURCHASE ORDERS

Any Purchase Order (PO) issued as a result of this RFP will be made in the currency of the winning offer(s). Payment will be made in accordance to the General Conditions for the Provision of Goods and Services and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.

2.9       UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES

Please note that the General Conditions of Contracts (Annex F) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing.

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