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DATE: 02/05/2018 REQUEST FOR PROPOSAL: No. RFP/2018/UNHCR/PSP/MENA/002 FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE PROVISION OF Recruitment, on-boarding and staff administration services United Arab Emirates (UAE) CLOSING DATE AND TIME: 31st of May 2018 – 23:59 pm (CET)
INTRODUCTION TO UNHCR The Office of the United Nations High Commissioner for Refugees was established on 14 December 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 8,600 people in more than 125 countries continue to help more than 33.9 million globally displaced persons. To help and protect some of the world’s most vulnerable people in so many places and types of environments, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org. UNHCR’s Private Sector Partnerships (PSP) department plays a crucial role in helping expand the organization’s funding base, while ensuring a sustainable and predictable stream of income. These non-governmental funds raised by PSP are very crucial for dealing with new displacement crises as well as the progression of numerous on-going emergencies. PSP UAE focuses on two main income pillars: leadership giving (high net worth individuals, corporations, foundations, and national partners from the Gulf region) and individual giving (digitally raised from the public in the region). To learn more about UNHCR’s work in the MENA region, please visit http://www.unhcr.org/middle-east-andnorth-africa.html 1. REQUIREMENTS PSP UAE is looking for an agency for recruitment, on-boarding and staff administration services. The agency needs to be experienced in hiring employees for sales and marketing activities. The objective is to identify qualified and motivated candidates that are suitable for the Face-to-Face frontliner position as outlined in the role position description. Quality candidates, to fill the Face-to-Face frontliner position should be recruited through a comprehensive search and hiring process. PSP UAE is looking for enter into a frame agreement with qualified service provider for two years, further extendable for one year, subject to satisfactory performance. Service providers will be requested to maintain their quoted price structure for the duration of the contract.
IMPORTANT: Terms of Reference (TORS) are detailed in Annex A of this document. 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: 2.1.
The following annexes form an integral part of this Invitation to Bid: Annex A: Annex B: Annex C: Annex D: Annex E: 2.2
Terms of Reference (TORs) / the basis of the technical offer/ no template provided, proposal to be submitted Financial Offer Form / to be submitted Vendor Registration Form / to be submitted UN General Conditions of Contracts for the Provision of Services (2010) / to be submitted RFP Checklist Form / to be submitted
We would appreciate your informing us of the receipt of this RFP by return e-mail to Erzsebet Gal [email protected] as to: 2.3
Your confirmation of receipt of this invitation to bid Whether or not you will be submitting a bid REQUESTS FOR CLARIFICATION
Bidders are required to submit any request for clarification or any question in respect of this RFP by e-mail to Erzsebet Gal [email protected] The deadline for receipt of questions is on 16th of May 2018 23:59 p.m. CET. 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. UNHCR will compile all the questions received and respond after the deadline. The response will consists of one documents with all questions received from all bidders, and their respective answers, and this will be shared with all bidders. UNHCR may, at its discretion, copy any reply to a particular question to all other invited bidders at once. 2.4
Your offer shall be prepared in English. Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may be not taken into consideration. IMPORTANT: Inclusion of copies of your offer 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 2
disqualification of the offer. Please send your bid directly to the address provided in the “Submission of Bid” section 2.6) of this RFP. Your offer shall comprise the following five sets of documents: - Technical offer in the form of a proposal as required in Annex A - Completed financial offer, Annex B - Completed Annex C if you are not already registered with UNHCR - Signed copy of Annex D, the General Conditions of Contracts - Completed Annex E, the RFP checklist 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. 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 with evidence of your company’s capacity to perform the services required, including: - Company profile, - Registration certificate in UAE - License approved by UAE Government - Last audit reports1 - Year founded If a multi-location company, please specify the location of the company’s headquarters, and the branches that will be involved in the project work with founding dates; Presence and experience in United Arab Emirates Similar experience in the business or the number of similar and successfully completed projects; Number of similar projects currently underway; Any relevant experience working with UNHCR, other UN Agencies and NGOs should be included; You are requested to provide two (3) references that UNHCR will contact from your current client list, including ones from working relationships with UNHCR or other UN Agencies Any information that will facilitate our evaluation of your company’s substantive reliability, financial and managerial capacity to provide the services Please include your company policy, Code of Conduct and the terms of conditions related the requested services.
Understanding of the requirements for services, proposed approach, solutions, methodology and outputs Please see point 2 Requirements on Annex A.
The audit report is necessary to make sure that your company is financially sound and it is a mandatory document for vendor registration in UNHCR ERP system in order to issue the contract and future payments. In case your audit report is not yet ready due to new regulatory and VAT implementation in the UAE in January 2018, please indicate this information on Annex E (RFP checklist form) for our information. The selected company can submit the report on a later stage. 3
Proposed personnel It is mandatory to provide Curriculum Vitae of core staff and account managers of your company dedicated to UNHCR, in case of selection. The qualification of project staff will be scored during the technical evaluation. CVs should not exceed two pages and should contain: a. b. c. d. 2.4.2
Academic background Relevant professional experience Language certifications References- including contact details Content of the FINANCIAL OFFER
Your separate Financial Offer must contain an overall offer in a 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 B). Bids that have a different price structure may not be accepted. Bidders should provide costs, as per Annex B, for each service. The Price Component of your proposal should detail your fee structure for each activity listed above in the Technical Component (your proposal), as well as other associated costs to deliver the required services. Kindly note: Travel associated with visits to suppliers, contractors or UNHCR offices are the sole responsibility of the vendor. UNHCR is exempt from all direct taxes and customs duties. With this regards, price has to be given without any taxes VAT, GST or HST. You are requested to hold your offer valid for 90 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. 2.5
The qualified supplier(s) will be added to the Vendor Database after investigation of suitability based on the submitted Vendor Registration Form and supporting documents. The investigation involves consideration of several factors such as:
For the award of this project, UNHCR has established evaluation criteria which govern the selection of offers 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 the following criteria and percentage distribution: 70% from the total score (out of 100 points). CRITERIA DESCRIPTION 1. Company Qualifications (max score 20) Capacity to undertake contract (10) Ability to scale up team & response time for short-notice emergency programs (5) Sector experience (non-profit and fundraising, proven experience with clients) (5) 2. Quality of Service (max score 35) Understanding of the service requirements (quality of the offer) (20) Reporting capabilities (15) 3. Qualification of Project Staff (15) Account management skills (5) Staff Experience (5) Employees profiles & skills (5) Remark: The Technical offer score will be calculated according to the percentage distribution for the technical and financial offers. The Financial offer will use the following percentage distribution: 30% from the total score. 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 [USD lowest] \ [USD other] = points for other supplier’s Price Component. 2.6
SUBMISSION OF BID:
The offers must bear your official letter head, clearly identifying your company. Bids should be submitted by e-mail and all attachments should be in PDF format. (Copies of the PDF format documents may, as an addition, be included in Excel or other formats etc.).
Bid must be sent by e-mail ONLY to: [email protected] IMPORTANT: The technical offer and financial offer are to be sent in separate emails. Technical offer cannot contain any pricing details. Do not compy any UNHCR staff member on your submission email. The bids are to be sent ONLY to [email protected] Failure to do so will result in disqualification.
Deadline: 31st of May 2018 – 23:59 pm (CET) IMPORTANT: Any bid 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 bids, by notifying all prospective bidders simultaneously.
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 5 MB, so it may be necessary to send more than one e-mail for the whole submission, to send in a compressed file or to send a link to an online file storage modality. Please indicate in e-mail subject field: - Bid RFP/2018/UNHCR/PSP/MENA/002 - Name of your firm with the title of the attachment - Number of e-mails that are sent (example: 1/3, 2/3, 3/3). UNHCR will not be responsible for locating or securing any information that is not identified in the bid. Accordingly, to ensure that sufficient information is available, the bidder shall furnish, as part of the bid, any descriptive material such as extracts, descriptions, and other necessary information it deems would enhance the comprehension of its offer. 2.7
UNHCR reserves the right to accept the whole or part of your bid. 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 bids, 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 bids and does not bind itself in any way to select the firm offering the lowest price. Furthermore, the contract will be awarded to the bid 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 Purchase of 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
UN GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF SERVICES
Please note that the General Conditions of Contracts for the Provision of Services (Annex D) 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.
Sincerely, Houssam Chahin PSP Regional Manager for MENA 6