RFP-DAN-2006-500260ISSUED BY:

UNICEF – UNDP – UNOPS – UNFPA IN COPENHAGEN

REQUEST FOR PROPOSAL

RFP-DAN-2006-50026019 June 2006

UNICEF – UNDP – UNOPS – UNFPA

(referred to as “The UN Agencies”)

Based in Copenhagen

Wishes to contract for

CANTEEN CATERING SERVICES

SEALED proposals MUST be sent to:

UNICEF

Attention: BID SECTIONRFP-DAN-2006-500260

UNICEF

Attn: Bid Section

UNICEF Plads

DK-2100 Copenhagen O

Denmark

It is essential that this reference RFP-DAN-2006-500260 is shown on the envelope containing the offer. The Proposal Form on page 3 must be used when replying to this Request. Offers must be received at the above address by latest 16.00 hours (Copenhagen time) on 14 July 2006 and will be opened on 17 July 2006. Due to the nature of this RFP, there will be no public opening.

IMPORTANT – Proposals received in any other manner will be INVALIDATED.

THIS REQUEST FOR PROPOSAL HAS BEEN:

Prepared by:

Susanne Kriegbaum

Contracts Assistant

(To be contacted for additional information, NOT FOR SENDING OFFERS)

e-mail:

Telephone: (45) 35 27 30 01Telefax: (45) 35 26 94 21

Verified by:

Abiye Degafie

Contracts Officer

Approved by:

Mikko Lainejoki

Chief of Contracting

PROPOSAL FORM

This PROPOSAL FORM and Tables of Prices (Annexes A and B) must be completed, signed and returned to UNICEF. Proposal must be made in accordance with the instructions contained in this RFP.

TERMS AND CONDITIONS OF CONTRACT

Any Contract resulting from this RFP shall contain the General Terms and Conditions of the UN Agencies and any other specific Terms and Conditions detailed in the RFP.

INFORMATION

Any request for information regarding this RFP must be forwarded by fax or e-mail to the attention of the person who prepared this document, with specific reference to the RFP number.

PROPOSAL

The Undersigned, having read the Terms and Conditions of RFP-DAN-2006-500260 set out in the attached document, hereby offers to execute the services specified in the Terms and Conditions set out in the document.

Signature:______

Date:______

Name & Title:______

Company:______

Postal Address:______

Tel./Cell. Nos.:______

Fax No.:______

E-mail:______

Validity of Offer:______

Currency of Offer:______

Please indicate after having read UNICEF Terms of Payment stated in document, which of the following terms are offered by you.

10 days 3.0% ______15 days 2.5% _____20 days 2.0% ______30 days net _____ Other ______

INSTRUCTIONS TO PROPOSERS

REQUEST FOR PROPOSAL

1. SUPPLIER REGISTRATION AND EVALUATION

1.1 The UN AGENCIES are all part of the United Nations Global Marketplace (UNGM) (previously the UN Common Supplier Database.) Accordingly, all proposers must apply to become a UN supplier and this must be done via the UNGM website at Following this application, the UNGM informs the UNICEF Quality Assurance Supplier Evaluation Unit (SEU) automatically and a determination will be made as to whether the application will be accepted. The determination is based on relevance of the products to UN AGENCIES, together with a financial assessment.

1.2 Simultaneously with application to UNGM, and unless this information has already been provided to UNICEF within the previous 12 months, proposers shall submit their most recent Audited Financial Statement and Quality System Certificate to the UNICEF Quality Assurance Supplier Evaluation Unit, UNICEF Plads, Freeport, DK-2100, Copenhagen, Denmark. This information will be used by UN AGENCIES for evaluation and approval purposes before making an award. It is in the interest of the bidders to provide information as complete as possible, as awards will only be made to suppliers who meet UN AGENCIES's supplier selection criteria.

  1. MARKING AND RETURNING OF PROPOSALS

SEALED BIDS must be securely closed in a suitable envelope, clearly MARKED on the outside with the BID/RFP NUMBER and despatched to arrive at the UNICEF office indicated NO LATER THAN the CLOSING TIME AND DATE. Bids received in any other manner will be INVALIDATED.

Sealed Bids received prior to the stated closing time and date will be kept unopened. The Officer of the Bid Section will open Bids when the specified time has arrived and no Bid received thereafter will be considered. UNICEF will accept no responsibility for the premature opening of a Bid not properly addressed or identified.

  1. INFORMATION IN THE PROPOSAL

The Proposer must provide sufficient information in the proposal to demonstrate compliance with the requirements set out in each section of this Request for Proposal. The proposal shall include, as a minimum:

  • Description of the services offered;
  • Proposed pricing arrangement;
  • Information on the expertise and capabilities of the organization submitting the proposal;
  • Methodology, organization of the project team, expertise and experience of proposed personnel;
  • Compliance with the General Terms and Conditions of THE UN AGENCIES;
  • List of current clients with particular emphasis on international and humanitarian organizations;
  • A copy of the latest audited financial statements; if applicable, outline of a financial plan to ensure viability of the company;
  • Information, which the Proposer considers proprietary, must be marked clearly “proprietary” next to the relevant part of the text, and THE UN AGENCIES will then treat such information accordingly.
  1. VALIDITY

Proposals shall remain valid for a period of ninety (90) days from the date of closing for the Proposals.

  1. NO LETTER OF CREDIT OR ADVANCE PAYMENT

Financial Regulations and Rules of THE UN AGENCIESpreclude advance payments and payments by letter of credit, except in special circumstances. Such provisions in a proposal will be prejudicial to its evaluation by THE UN AGENCIES.

  1. REQUESTS FOR ADDITIONAL INFORMATION OR CLARIFICATION

All requests for changes or alterations to the Request for Proposal or requests for clarifications must be submitted in writing by fax or e-mail to Mrs. Susanne Kriegbaum (e-mail:– Fax: (45) 35 26 94 21). No verbal requestswill be considered.

Inquiries received less than five (5) working days prior to the Proposal closing date cannot be guaranteed any response. Only written inquiries will receive an answer. All inquiries and answers will be provided to all invitees in writing, regardless of the source of the inquiry.

  1. REFERENCES

The Proposer is requested to provide the name of at least three (3) customers to which it provides the same type of services, preferably customers with a similar number of staff members to be serviced and with similar requirements as the UN AGENCIES. THE UN AGENCIES reserve the right to contact these references, without notifying the Proposer. If the Proposer has similar set-up as the one proposed for the UN AGENCIES, we would be interested in hearing more about these; i.e. how the contract is managed, subsidy, prices charged to the customers, etc.

  1. COPIES

The Proposer must submit five (5) copies of the sealed technical proposal. Five (5) copies of the price proposal must be submitted in a separate sealed envelope. Pricing information shall not appear in any other part of the technical proposal.

  1. RIGHTS OF THE UN AGENCIES

THE UN AGENCIES reserve the right to accept any proposal, in whole or in part; or, to reject any or all proposals. THE UN AGENCIES also reserve the right to negotiate with the Proposer who has submitted the best proposal. THE UN AGENCIES shall not be held responsible for any cost incurred by the Proposer in preparing the response to this Request for Proposal. The Proposer agrees to be bound by the decision of THE UN AGENCIES as to whether her/his proposal meets the requirements stated in this Request for Proposal. THE UN AGENCIES reserve the right to contract with any of the Proposers based on their sole discretion including different Proposers being selected for each location. THE UN AGENCIES also reserve the right not to enter into any contract based on this RFP if this is deemed to be in their best interest.

  1. PROPOSER’S REPRESENTATIONS

The proposer represents and warrants that it has the personnel, experience, qualifications, facilities, financial resources and all other skills and resources to perform his or her obligations under any resulting Contract.

9.1 The proposer represents and warrants that:

(a) It has a strong representation in the Copenhagen area of

Denmark,

(b) It has the personnel, experience, qualifications, facilities, financial resources and all other skills and resources to perform its obligations under any resulting LTA;

(c) The items offered shall be free from defects in workmanship and materials and fully meet the minimum standards of the Industry;

(d) The items offered shall be delivered in a manner adequate to protect them;

(e) It has not and shall not enter into any agreement or arrangement that restrains or restricts the UN AGENCIES' or the ultimate recipient's rights to use, sell, dispose of or otherwise deal with any item that may be acquired under any resulting LTA or Purchase Order.

9.2 The proposer accepts that this tender has been issued by

several UN Agencies based in Copenhagen and that any resulting LTA may be issued jointly or individually by the UN Agencies. The UN Agencies are separate entities and are to be regarded assuch.

The orders issued by each agency will be handled by that agency alone and payment will be done by the ordering agency inall cases.

10EVALUATION CRITERIAFOR CANTEEN CATERING SERVICES

Incoming proposals will be evaluated technically and commercially according to the following criteria, arranged by order of priority:

TECHNICAL Proposal 70%(100 points)

POINTS

10.1.Overall Response (20)

-Understanding of and responsiveness to the requirements

of THE UN AGENCIES

-Completeness of response

-Overall concord between RFP requirements and proposal

10.2.Implementation and Operational Methodology (50)

-Description of Implementation and Operational

Methodology

-Key personnel: i) Relevant Experience

ii) Qualifications iii) Certifications

-The perceived match between the needs of the

UN AGENCIES and the solutions proposed

10.3.Company (30)

-Range and depth of experience with similar projects

-Additional resources which can be made available to the

Project

-Audited Financial Statement for the two (2) most

recent financial statements. The following data should be

highlighted:

total sales

total profits

-References for similar contracts

11.EVALUATION OF PRICE/QUALITY Proposal 30% (100 points)

-Result of test visits to other clients

-Prices offered based on no subsidy for the following increments:

Breakfast: slice of bread, roll, slice of cheese, mug of coffee

Lunch: Sandwich (bun type with filling), salad, soup, warm meal

For the proposal to be considered technically compliant, the Proposer must achieve a minimum score of 70%. Proposal not meeting these minimum scores will be considered technically non-compliant and will be given no further consideration. In addition, clarity and completeness of presentation will be considered during the evaluation. The price table in Annexes A and B must be completed and submitted as part of the Price Proposal. Any Proposals submitted without the completed Annexes A and B will be INVALIDATED and not taken into consideration.

12.RATING SHEET TO BE USED FOR EVALUATION OF PROPOSAL – TECHNICAL/FINANCIAL

12.1.Overall Response

1.1Response according to Canteen Catering______

Requirements, Opening Hours and

Invoicing and Payment Terms

12.2.Implementation and Operational Methodology
  1. Description of Implementation and
Operational Methodology ______

12.2.1Key Personnel:

-Relevant Experience______

-Qualifications______

-Certifications______

  1. Resume of the Persons who will be

assigned to the account______

12.2.2Service Call Management, brief description______

12.2.3Reports:

-Monthly Invoice/Account Statement______

-Regular Reports on turnover/profit______

-Regular statistics______

-Management Reports on Expenditures______

-Other Reports______

12.3.Company

-Certifications______

-Experience______

-Additional resources which can be made

available to the Project______

-Audited Financial Statement for the two

most recent financial statements______

-References: List the names of 3 largest clients ______

-Hygienic standards maintained at 3 other clients______

-Computer System______

-Payment System in canteen______

13.RATING SHEET TO BE USED FOR EVALUATION OF PROPOSAL – COSTING/QUALITY

13.1Price versus Quality (based on quotations under No Subsidy)

-Prices for each breakfast element

slice of bread______

roll______

slice of cheese______

mug of coffee______

-Prices for each lunch element

Sandwich (bun type with filling)______

Salad______

Soup______

warm meal______

-Result of test of canteen of other customer(s)______

-Other cost saving(s) that can be obtained______

-Possible discounts to staff on vouchers______

STATEMENT OF WORK

1.INTRODUCTION

1.1Objective

THE UN AGENCIES seek proposals from qualified registered catering companies, small or large, for the operation of their cafeterias in a multi-cultural environment; the users represent more than 50 nationalities. In preparing meals, the caterer is required to give special consideration to the multi-cultural background of thestaff working at THE UN AGENCIES. One cafeteria is located at the UNICEF Premises in Copenhagen, UNICEF Plads, 2100 Copenhagen O, the other is located at the premises of UN House on Midtermolen 3, 2100 Copenhagen O; the premises of UNDP, UNOPS and UNFPA in Copenhagen.

The Canteen Caterer operates under the authority of UNICEF Human Resources Centre (HRC) at UNICEF. The reporting line will be established for UN House at Midtermolen 3, at the time of establishing an LTA.

The UN AGENCIES will not be committed to purchase any minimum quantity of the proposedelements.

However, during the last 6 months, an average of 100 staff members used the UNICEF canteen on a daily basis for lunch with the number at UN House being 60. The number at UN House is expected to double after the increase of staff this summer. The number of staff members buying breakfast from the canteen is around 50% of these figures.

These figures are provided in good faith and shall not in any way be deemed to be a commitment on the part of the UN AGENCIES regarding any quantity for future purchases.

THE UN AGENCIES are interested in having a canteen solution to provide its staff with access to basic, nutritious meals for breakfast, lunch and snacks during the opening hours of the canteen.

2.FACILITIES, ITEMS AND SERVICES SUPPLIED BY THE UN AGENCIES

At UNICEF:

The caterer's employees will have the kitchen at the UNICEF premises at their disposal for the preparation of the food, which will be served either over-the-counter or as a buffet arrangement or a combination of the two. Dishwashing facilities, including a large dishwashing machine, are available in a room adjacent to the kitchen. A small office between the kitchen and the dishwasher room is available for the use of the caterer. A PC with the Microsoft Office package is at the disposal of the caterer. A telephone is available in the office and calls up to a monthly amount of DKK50 will be paid by UNICEF.

There is self-service at the buffet/counter as well as in the clearing of tables and placing used china etc. on trolleys near the entrance to the dishwasher room.

AT UN HOUSE:

At UN House at Midtermolen 3, if the proposed solution is selected: same as at UNICEF

Proposers are welcome to include a proposal for preparing the food in one of the canteens or at an external location bringing the prepared food into the canteens.

THE UN AGENCIES premises are used exclusively for performance of services to THE UN AGENCIES under this agreement

Midtermolen 3 will face turbulent times in terms of the physical boundaries. The UN House has engaged in a major overhaul of the premises including the canteen facilities currently located in the building. This task has just been initialised and it must be expected to last for a period of the next 9-12 months. The current number of staff members in the building (app. 200) is projected to increase to around 360 medio 2007 thus imposing radical structural changes. The likelihood of using space currently allocated for kitchen purposes is relatively large thus changing the facilities as they are today. The possibilities of construction changes within the coming 12 months are significant thus suggesting a potential disturbance of the steady customer-base.

3.DATE OF COMMENCEMENT OF CONTRACT

1 September 2006

4.PERIOD

Any resulting LTA will be established for twenty four (24) months.

The initial period is twenty-four (24) months, the first three (3) of which will be considered as a trial period for both the Canteen Caterer and for THE UN AGENCIES. During the initial three (3) months period, the contract may be cancelled with one (1) month notice to the end of a month.

After the initial three (3) months, the LTA will continue based on satisfactory performance and in accordance with the terms and conditions of the contract for two more years. Following the first three (3) months period, the notice period will be three (3) months to the end of a month for both parties.

If the canteen catering company fails to perform in accordance with the stipulations of the contract, THE UN AGENCIES reserve the right to cancel the contract with immediate effect.

Prices offered by proposers, shall constitute maximum ceiling prices and shall remain fixed for 12 month periods from the commencement of the LTA, provided however that:

(a)The successful proposer shall have the right to review its prices every 12 months from commencement of the LTA based only on the net price index (Netto Prisindeks) issued by Dansk Statistik, and shall notify the UN AGENCIES in writing 90 days prior to the 12 month expiry, of price maintenance or a proposed price decrease or increase. UN AGENCIES shall be entitled to either accept the price decrease/increase or to cancel the LTA, and shall notify the successful bidder in writing of its decision;

(b)Prices can only be increased upon express written agreement by THE UN AGENCIES

5.NUMBER OF PERSONS TO BE SERVICED

5.1UNICEF

Approximately 250 persons per day plus visitors. Approximately 100 persons use the lunch facilities every day.

Please note that all outside guests will pay a guest price. Please also provide your list ofproposed guest prices as requested in Annexes A and B.

Special catering

Special catering for UNICEF staff and visitors will be requested regularly and generally with ample notice. Such arrangements may include refreshments served on a trolley at various locations on the UNICEF premises during the morning and/or the afternoon. For cost control purposes, it is acceptable if the UNICEF staff must pick-up the trolley(s) at the canteen and bring them back. Such special catering will be paid for by UNICEF on a separate invoice. Elements of this type of service should be included in the proposal with a price list for such services.

Occasional catering for receptions and parties for up to 300 persons. The details of such activities and the price will be agreed upon separately and on a case-by-case basis.

5.2UN HOUSE

Currently 200 and increasing to approximately 360 staff members by mid-2007 to be serviced per day plus visitors. Currently, an average of 60 staff members use the canteen for lunch.