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INVITATION TO BID (ITB)
LRPS-2017-9131120 Date: 10th April 2017
UNITED NATIONS CHILDREN'S FUND (UNICEF)
Wishes to purchase…
The Services of ENVIRONMENTAL AND SOCIAL EXPERT FIRM
“SUPPORT TO STRENGTHENING HEALTH SYSTEMS IN PUNTLAND (SSHSP 2017-19)
SEALED offers should be sent (a) via post to
UNICEF Somalia Support Centre
P.O. Box 44145, 00100, Nairobi, Kenya.
Attention: Nana Essah (Chief of Supply and Logistics)
OR
(b) Physically submitted at
UNICEF Somalia Support Centre
Block Q, UNON Compound
Gigiri, Nairobi, Kenya.
LRPS-2017-9131120
Attention: Nana Essah (Chief of Supply and Logistics)
Call telephone numbers +254 722-995703 or +254 721-642990
OR
(c) Electronic offers should be sent via email submitted at
IMPORTANT - ESSENTIAL INFORMATION
The reference LRPS-9131120 must be shown on the envelope containing the offer.
Bid form and schedule(s) must be used when replying to this invitation. You are welcome to enclose your own [specifications / terms of references] etc., if necessary.
Offers must be received by latest 11.00 am on 22nd May 2017. Bids received after the stipulated date and time will be invalidated. Bids received after the stipulated date and time will be invalidated.
There will be no public opening.
It is important that you read all of the provisions of the bid to ensure that you understand UNICEF’s requirements and can submit an offer in compliance with them. Note that failure to provide compliant offers may result in invalidation of your bid.
THIS INVITATION TO BID HAS BEEN:
Prepared by: Bethany Mann Approved by: Nana Essah
(To be contacted for additional information, NOT FOR SENDING OFFERS)
E-mails: /
TABLE OF CONTENTS
ANNEX I INSTRUCTION TO BIDDERS/PROCEDURES AND RULES 3
ANNEX II –TERMS OF REFERENCE 13
ANNEX III – DETAILED PROJECT SCOPE 20
ANNEX IV – WORKFLOW DIAGRAM 23
ANNEX V – RETURNABLE BIDS FORMS 24
SECTION A: TECHNICAL PROPOSAL 25
SECTION B: FINANCIAL PROPOSAL 27
SECTION C: POST-QUALIFICATION DOCUMENTS FORMS 28
ANNEX VI - GENERAL CONDITIONS OF CONTRACT / ESSENTIAL COMPONENTS OF THE CONSULTING CONTRACT 37
ANNEX VII – UNICEF GENERAL TERMS AND CONDITIONS OF CONTRACT 40
ANNEX I INSTRUCTION TO BIDDERS/PROCEDURES AND RULES
1.0 ORGANISATIONAL BACKGROUND
UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children’s rights as international standards of behaviour towards children. UNICEF’s role is to mobilise political will and material resources to help countries ensure a “first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children.
UNICEF carries out its work through its headquarters in New York, 8 regional offices and 125 country offices world-wide. UNICEF also has a research centre in Florence, a supply operation based in Copenhagen and offices in Tokyo and Brussels. UNICEF’s 37 committees raise funds and spread awareness about the organization’s mission and work.
2.0 PURPOSE OF THE RFP
The purpose of this RFP is to invite interested bidders to participate in a Request for Proposal (RFP) for the “SUPPORT TO STRENGTHENING HEALTH SYSTEMS IN PUNTLAND (SSHSP) 2017-2019. The aim is to identify a suitable Firm and establish an institutional contract for the provision of technical expertise to UNICEF to conduct feasibility studies and overall planning for various health construction works.
3.0 LANGUAGE OF THE BID
The Language of the Bid must be written in English. If the bid is submitted in another language other than English, it shall be deemed invalid.
4.0 ELIGIBLE BIDDERS
4.1 A Bidder shall:
Have the legal capacity to enter into a contract;
Not be insolvent, in receivership, bankrupt or being wound up, not have had their business activities suspended and not be the subject of legal proceedings for any of the foregoing; and
Have fulfilled their obligations to pay taxes according to the laws of the Somalia (if local firm).
4.2 In order to demonstrate compliance with the criteria in RFP sub-clause 4.1 above, a bidder shall submit with its bid either:
Its certificate of registration from the mandated public body demonstrating its registered supplier status; and
Appropriate documentary evidence demonstrating its compliance, which shall include:
Its trading license or equivalent;
Its tax clearance certificate and VAT registration, and
Any relevant professional practice certificates.
4.3 A bidder shall be required to obtain a certificate of registration from the mandated public body referred to in RFP Sub-Clause 4.2, demonstrating registered supplier status, as a condition of contract award.
5.0 EXCLUSION FROM AWARD CONTRACTS
Contracts will not be awarded to bidders, who during the procurement procedure are subject to conflict of interests.
UNICEF must ensure that on the date on which the tender is submitted , no bidder is subject to conflict of interest , such conflict of interest could arise in particular as a result of economic interest or family ties.
Bidders have therefore an obligation to disclose any situation of actual or potential conflict that impacts their capacity to serve the best interest of UNICEF. Bidders are also required to specify whether their companies includes among its staffs or shareholders current employee/s of UNICEF.
6.0 FORECAST SCHEDULE
The schedule of the contractual process is as follows: Closing date and time for submission of full proposal: 11.00 am on 22nd May 2017
7.0 RFP CHANGE POLICY and CLARIFICATIONS
Requests for clarifications can be sent but no later than fourteen calendar days prior to the deadline for submission. All requests for formal clarification or queries on this RFP must be submitted in writing to Nana Essah or Bethany Mann, via e-mail at and . Please ensure that the e-mail mentions the RFP reference number.
Only written inquiries will be entertained. Please be informed that if the question is of common interest, the answer will be shared with all potential RFP bidders.
Erasures or other corrections in the proposal must be explained and the signature of the applicant shown alongside. All changes to a proposal must be received prior to the closing time and date. It must be clearly indicated that it is a modification and supersedes the earlier proposal, or state the changes from the original proposal. Proposals may be withdrawn on written request received from bidders prior to the opening time and date. Bidders are expected to examine all instructions pertaining to the work. Failure to do so will be at bidder’s own risk and disadvantage.
8.0 RFP RESPONSE
8.1 Bid Forms and Proposal documents
The completed and signed Bid Forms must be submitted in accordance to the instructions in sections 8.2 and 8.3. This RFP is essentially a three stage tender comprising a Technical, Financial and Post qualification component. All proposals received by mail or email prior to the stated closing time and date will be kept unopened. The responsible officers will open technical proposals at the specified time. No proposal received after the stated time will be considered. UNICEF will accept no responsibility for the premature opening of a proposal not properly addressed or identified. Any delays encountered in the mail delivery will be at the risk of the bidder.
Offers delivered at a different address or in a different form than prescribed in this RFP, or which do not respect the required confidentiality, or received after the designated time and date, will be rejected.
All references to descriptive materials should be included in the appropriate response paragraph, though the material/documents themselves may be provided as annexes to the proposal/response.
The bidder must also provide sufficient information in the proposal to address each area of the Proposal Evaluations contained in Sections 9 – 10, to allow the evaluation team to make a fair assessment of the candidates and their proposal.
8.2 RFP Response Format: Submissions by mail/hand
Full proposals should be submitted in ENGLISH and must be received not later than 11.00 am on 22nd May 2017 in one (1) original and two (2) copies, duly signed and dated.
Bidders must submit their sealed proposal, with the Bid Submission Form and three separate sealed envelopes enclosed as follows:
Inner envelope (1) Technical Proposal only and should be marked with:
Name of company, LRPS-2017-9131120 Technical Proposal
Inner envelope (2) Price Proposal only and should be marked with: Name of company, LRPS-2017-9131120 Price Proposal
Inner envelope (3) Post-Qualification only Name of company, LRPS-2017-9131120- Post-Qualification
Sealed Envelope (4): A larger envelope in which envelopes 1 and 2 and 3 and returnable Bid Form 1, are enclosed and sealed
Sealed proposals must be securely closed in suitable envelopes and dispatched to arrive at the UNICEF office indicated no later than the closing time and date. They must be clearly marked as follows:
Outer Envelope: UNICEF SOMALIA Support Centre
Address: Block Q, UNON Compound, Gigiri, Nairobi, Kenya.
Proposals received in any other manner will be invalidated.
If Bidders are submitting their bids in person, they are requested to provide details (Name and ID No) of persons delivering the bids one day in advance to email to facilitate clearance in to the UN Complex.
8.3 RFP Response Format: Submissions by Email
The tender may be sent by email only to the following email address:
The tender must be submitted in PDF format and in four SEPARATE folders labelled as follows:
I. Bid Submission Form
II. Technical Proposal (including Bid Forms 2 - 6)
III. Financial Proposal (including Bid Forms 7)
IV. Post Qualification Documents including Bid Forms 8-14)
The email with the tender shall contain only the following information in the subject line:
The tender reference, a short Description and the deadline date.
For example: LRPS-2017-9131120 Feasibility Study May 2017
UNICEF will send an automatic reply via email once your email has been received.
You are required to resend your tender if you do not receive confirmation
It is a good idea to compress or ‘zip’ your response to save space and reduce upload time. It is strongly recommended to do this if your file(s) are in excess of 10MB in total.
UNICEF reserves the right to reject without further evaluation tenders arriving received in the inbox after he deadline, or those which have been submitted to the wrong email address or which use the wrong heading. By submitting a tender the Tenderer accepts all the terms and conditions set out in the Invitation to Bid and Bid Specifications including the annexes.
9.0 BIDDER RESPONSE
9.1 Formal submission requirements
The formal submission requirements as outlined in this Request for Proposal must be followed, e.g. regarding forms and timing of submission, marking of the envelopes, no price information in the technical proposal, etc.
9.2 Mandatory criteria
All mandatory (i.e. must/have to/shall/should) criteria mentioned throughout this Request for Proposal have to be addressed and met in your proposal.
9.3 Site Visit
An on-site information visit is not mandatory and if conducted the bidder does so at their own expense and risk.
9.4 Signed Bid Submission Form
Returnable Bid Form 1: Bid Submission Form
The Bidder must fill in, sign and complete the Bid Submission Form.
9.5 Technical Proposal
The technical proposal should address all aspects and criteria outlined in the Request for Proposal, especially in its statement of work. The technical proposal should include in the following sequential order:
Returnable Bid Form 2: Approach and Methodology
Include a description of the approach, methodology and implantation strategies describing how the Bidder proposes to execute and deliver the services to a high standard and in a timely manner.
Returnable Bid Form 3: Staffing Strategy
Include the estimated number and composition of the proposed staff team and identify the tasks/roles which would be assigned to each.
Finally attach a proposed Staffing Schedule, showing estimates of the total staff input to be provided to carry out the Assignment. Include an Explanation of the task of each member of the team. The overall schedule should account for envisaged back-up services from head office i.e. admin, finance support staff. The staffing schedule should correspond to the work plan and take into account the deadline for deliverables.
Returnable Bid Form 4: Key Personnel
Attach CVs of the proposed key professional staff. Key information should include number of years with the firm, and degree of responsibility held in various assignments during the last five (5) years. It is desirable that the majorities of the key professional staff are permanent employees of the bidder or have an extended and stable working relationship with the bidder.
Returnable Bid Form 5: Workplan
A detailed work schedule in the form of a Gantt chart showing the timing proposed for each activity, which must be consistent with the methodology and work plan described in the proposal.
Returnable Bid Form 6: References
Include two (2) references from past projects, clients, employers that must be from the past five (5) years. References should be written not verbal but include a contact phone number for further follow up if required. All references should highlight the subject’s capacity, ability and appropriateness for the project and associated tasks.
Refer to Annex V Section A for a list of all returnable bid forms.
However, all these requirements represent a wish list from UNICEF. The bidders are also free to propose other solutions. UNICEF welcomes new ideas and innovative approaches.
NO PRICE INFORMATION SHOULD BE CONTAINED IN THE TECHNICAL PROPOSAL.
9.6 Price Proposal
The Bidder will refer to Returnable Bid Form 7: Financial Bid Proposal guides/templates, for a list of templates and returnable bid forms to be filled in as directed.
The financial proposal shall list all costs associated with the assignment taking into account the Scope of Works and key deliverables. All costs are to be listed in USD. The price proposal shall be structured to show the Firm’s cost of staff and the cost of key tasks/activities. Information needed in the price proposal is listed below:
Fees for Personnel: For all proposed key staff should be shown separately according to expert personnel monthly rate[1], foreign allowance, subsistence and accommodation costs at place of service). Daily and Monthly rates should be shown keeping in mind the estimated project timeline.