REQUEST FOR PROPOSAL FOR THE ESTABLISHMENT F A FRAME AGREEMENT FOR THE PROVISION OF CUSTOMS CLEARANCE AND INLAND TRANSPORTATION SERVICES FOR UNHCR OPERATION IN EGYPT

REQUEST FOR PROPOSAL: No. CAI/RFP/009/2018 FOR THE ESTABLISHMENT

OF A FRAME AGREEMENT FOR THE PROVISION OF CUSTOMS CLEARANCE AND INLAND TRANSPORTATION SERVICES FOR UNHCR OPERATION IN EGYPT

 CLOSING DATE AND TIME: 18/07/2018 – 23:59 hrs EET

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 and http://www.unhcr.gr/.

  1. REQUIREMENTS

The Office of the United Nations High Commissioner for Refugees (UNHCR) Egypt, invites qualified service providers to make a firm offer for the establishment of Frame Agreement(s) for:

  • Lot 1 – Provision of customs clearance and
  • Lot 2 – Inland transportation services (referred to hereinafter as services).

Please note that the preferred option is to award all two (2) Lots to a single provider, however UNHCR reserves the right to select more than one supplier covering all or partial services, therefore interested parties are invited to bid either for the whole range of services described in detail in the following sections, for only one of the Lots or for any combination.

IMPORTANT: 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 the period of 1 (one) year. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).

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.

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.

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.

Please take careful note of article 5 (Subcontracting), 15 (Termination) and 18 (Settlement of Disputes) 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.


  1. BIDDING INFORMATION:
  • RFP DOCUMENTS

The following annexes form integral part of this Invitation to Bid:

Annex A:         Terms of Reference (TORs) (08 Pages)

Annex B:          Financial Offer Form (05 Pages) – (to be filled and submitted in two copies 1. Excel and 2. PDF (signed))

Annex C:         Vendor Registration Form (06 Pages) – (to be filled and submitted signed with supporting documents)

Annex D:         UNHCR General Conditions of Contracts for the Provision of Services (11 Pages)

 

2.2       ACKNOWLEDGMENT

 

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

–           Your confirmation of receipt of this invitation to bid

–           Whether or not you will be submitting a bid

 

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 Dahab@unhc.orh Cc Mr. Pablo Verdu Larrosa, Associate Supply Officer at LARROSA@unhcr.org. The deadline for receipt of questions is 16:00 hrs on 09 July 2018. Bidders are requested to keep all questions concise.

 IMPORTANT: Please note that Bid Submissions are not to be sent to the e-mail address above they will only be excepted when sent to the address provided in the “Submission of Bid” section 2.6) of this RFP.

UNHCR will compile the questions received and publish at UNHCR website.

BID CONFERENCE

Interested bidders are requested to send an email to Mr Ahmed Dahab to Dahab@unhcr.org to confirm the assistance.  :

Date: 02 July 2018 (Monday)

Time: 13,00

Venue: UNHCR Zamalek Office

2.4       YOUR PROPOSAL:

 

Your offer should be prepared in English or Arabic, English language preferable.

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

Your offer shall comprise the following two sets of documents:

–           Technical offer

–           Financial offer

2.4.1    Content of the TECHNICAL PRPOSAL

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. Your technical offer should be concisely presented and structured in the following order to include, but not necessarily be limited to, the following information:Tender -UNHCR Custom clearance and inland transportation 110618

  • Description of the company and the company’s qualifications:

A description of your company with the following documents: company profile, registration certificate and last audit reports:

      • Year founded; If multi location company, specify headquarters location;
      • Copy of valid company registration and tax documents;
      • Copy of valid insurance certificates of proposed fleet;
      • Financial stability
      • Number of similar projects currently underway and successfully completed projects in the past 5 years;
      • Total number of clients;

Any information that will facilitate our evaluation of your company’s substantive reliability, financial and managerial capacity to provide the services.

  • Description of your company’s capacity to provide the services:

A description of your organization’s capacity to provide the service.

      • Prime carriers proposed (quality, network)
      • Number and type of trucks/ferries owned/leased by the company
      • Geographical coverage area.
      • Any additional relevant documentations/certificates proofing the company’s capacity
  • Understanding of the requirements for services, proposed approach, solutions, methodology and outputs

Detailed description of the manner in which your company would respond to the TOR:

      • A description of your organization’s experience in these services
      • Aid & relief cargo specific experience
      • Contracts/Cooperation’s with proposed subcontractors/carriers
      • Any comments or suggestions on the TOR.
  • Proposed personnel to carry out the assignment
      • Dedicated Key Account Manager (qualifications, experience)
      • The composition and skills of proposed teams/personnel to provide the requested services at each location.
  • Vendor Registration Form: If your company is not already registered with UNHCR, you should complete, sign and submit with your technical proposal the Vendor Registration Form (Annex C).
  • UNHCR General Conditions for Provision of Services: Your technical offer should contain your acknowledgement of the UNHCR General Conditions for Provision of Services by signing Annex D.

 

2.4.2    Content of the FINANCIAL PROPOSAL

 

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

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 B). Bids that have a different price structure may not be accepted.

UNHCR Egypt is not exempt from all direct taxes and customs duties. With this regards, price has to be given with VAT applicable.

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.

 

 

 

 

 

 

 

 

 

 

 

 

Tender -RFP 009 customs clearance and inland transportation Annex-A TOR Custom Clearance and Inland Transportation in Egypt 180618 Annex_C_RFP-CAI-2018-009_Vendor_Regitration_Form Annex_B_-RFP-CAI0092018_Financial_Offer_Form Annex_D_RFP-CAI-2018-009_General_Conditions_of_Contract_ServicesAnnex-A TOR Custom Clearance and Inland Transportation in Egypt 180618Questions and answers RFP009 customs clearance and inland transportation

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