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REQUEST FOR PROPOSAL: No.CAI/RFP/002/2018 FOR THE ESTABLISHMENT OF FRAME AGREEMENT(S) FOR THE PROVISION OF TRAVEL MANAGEMENT SERVICES FOR UNHCR EGYPT EXTENDABLE TO OTHER UN AGENCIES |

REQUEST FOR PROPOSAL: No.CAI/RFP/002/2018 FOR THE ESTABLISHMENT OF FRAME AGREEMENT(S) FOR THE PROVISION OF TRAVEL MANAGEMENT SERVICES FOR UNHCR EGYPT EXTENDABLE TO OTHER UN AGENCIES

DATE: 21 February 2018

REQUEST FOR PROPOSAL: No.CAI/RFP/002/2018 FOR THE ESTABLISHMENT?? OF FRAME AGREEMENT(S) FOR THE PROVISION OF TRAVEL MANAGEMENT SERVICES FOR UNHCR EGYPT?? EXTENDABLE TO OTHER UN AGENCIES

??CLOSING DATE AND TIME: 31 March 2018 ??? 23:59 hrs Cairo local 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.?? For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org.

  1. REQUIREMENTS

The United Nations High Commissioner for Refugees (UNHCR) Cairo Office invites qualified service providers to make a firm offer for the establishment of Frame Agreement(s) for the provision of Travel Management Services (referred to hereinafter as services).

UNHCR may award several Frame Agreement(s) with initial duration of 2 (two) years, potentially extendable for a further 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).

The estimated annual requirement of UNHCR and other UN agencies can be found in Annex B.

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.

 

IMPORTANT:

When a Frame Agreement is awarded, either party can terminate the agreement only upon 90 days (3 months) notice, in writing to the other party.

The initiation of conciliation or arbitral proceedings in accordance with article 18 ???settlement of disputes??? of the UNHCR General Conditions of Contracts for provision of Services shall not be deemed to be a ???cause??? for or otherwise to be in itself a termination clause.

  1. BIDDING INFORMATION:

 

  • RFP DOCUMENTS

 

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

 

Annex A:???????????????? Terms of Reference (ToR)

Annex B:???????????????? Expected Volume by Offices/Agencies

Annex C:?? ???????????? Example Offer for Flight Search, to be completed by 16/03/2018 between 09.00 and 12:00 Cairo time

Annex D:???????????????? Financial Offer Form

Annex E:???????????????? UNHCR Vendor Registration Form

Annex F: ?????????????? UNHCR General Conditions of Contracts for the Provision of Services ??? 2010

 

2.2???????????? YOUR OFFER

Your offer shall comprise the following two sets of documents:

– ?????????????????? Technical offer

-???????????????????? Financial offer

2.2.1.???? Content of the TECHNICAL OFFER

IMPORTANT: ??No pricing information should be included in the Technical Offer.

The Contents of the Technical Offer are found in The Terms of Reference (TORs) Annex A.

-?????? Company Qualifications

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

  • Year founded;
  • IATA registration number;
  • The last two (2) financial audit reports;
  • Number of similar and successfully completed services;
  • At least two reference letters attached with contact information for similar services
  • Any information that will facilitate our evaluation of your company???s substantive reliability, financial and managerial capacity to provide the services as for instance a list of current customers

-?????? Proposed Services

  • A description of your organization???s experience in travel management services;
  • A description of your organization???s capacity to provide the service, including the timeframe for answering quote and price refresh requests and Travel Agency???s opening hours;
  • A description of Emergency Service;
  • A description of ticket issuance and delivery for different methods of transportation.
  • Example Offer for Flight Search (Annex C)
  • Personnel Qualifications
  • The composition of the team you propose to service this contract – at least two Curriculum Vitae

???????? 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 E).

???????? UNHCR General Conditions for Provision of Services: Acknowledgement of UNHCR General Conditions of Contracts signing (Annex F).

2.2.2.???? Content of the FINANCIAL OFFER

The Financial Offer is to be submitted as per the Financial Offer Form (Annex D)

The Financial Offer must be in a separate envelop/email from the Technical Offer and must contain an overall offer in a single currency, in US Dollars or EGP.

The Financial Offer must cover all the services to be provided (price ???all inclusive???).

UNHCR is NOT exempt from all direct taxes and customs duties. With this regards, price has to be given indicating the VAT applicable.

You are requested to hold your offer valid for 160 days from the deadline for submission.

2.2.3 REQUESTS FOR CLARIFICATION

Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to dahab@unhcr.org Cc larrosa@unhcr.org.The deadline for receipt of questions is 17:00 hrs Cairo local time on 17/03/2018.

?????????? Bidders are requested to keep all questions concise.

??Tender_ Travel Management Services_CAIRFP0022018 200218 Annex A – Terms of Reference RFP-2018-002_ 200218 Annex B – expecetd volume _RFP-2018-002 F 200218 Annex C- Example offer for flight booking RFP-2018-002 200118 Annex D – Financial Offer Form_CAIRFP0022018 Annex E – UNHCR Vendor Registration Form_RFP-2017-002 Annex F- Gen Conds – Services – JAN 2010

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