PUR1507/19
PUR1308/14
Request for Proposal
Request for Proposals
PUR1507/19
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Provision of Shipping Services for the EBRD’s Annual Meetings in 2016, 2017 & 2018
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1.0 INTRODUCTION
The European Bank for Reconstruction and Development (the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 66 members (64 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.
1.1 Definitions:
· The terms ‘EBRD’ and the ‘Bank’ shall mean the European Bank for Reconstruction and Development.
· The term ‘Supplier(s)’ shall mean a party that submits a proposal in accordance with this RFP.
· The term “Tender” shall mean the process by which the Bank evaluates and selects a Supplier to provide the Services described herein.
· The term ‘RFP’ shall mean Request for Proposal.
· The term ‘Proposal’ shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.
· The term “Technical Evaluation Panel” or “TEP” shall mean the team of three EBRD Staff members, selected from operational departments who are directly involved with the services to be provided, who will/ have been nominated to evaluate Technical Proposals
· The term “Contract” shall mean the agreement entered into by the Bank and a Supplier for the delivery of the services described in Annex A of this RFP.
2.0 PROJECT BACKGROUND
2.1 Background and Objectives
The EBRD has a requirement for shipping services for the EBRD’s Annual Meetings in 2016, 2017 & 2018.
Each year, the Bank holds its Annual Meeting either in London or in one of its countries of operations. It comprises two main elements: the Meeting of the Board of Governors and the Business Forum.
Further information about the EBRD and its Annual Meeting can be found on the Bank’s website: www.ebrd.com/am.
The 2016 Annual Meeting will take place in London at the Bank’s headquarters (One Exchange Square, London EC2A 2JN).
The locations for the 2017 and 2018 Annual Meetings have not yet been finalised. It is anticipated that one will take place in Cyprus and the other in Jordan. Both exact locations will be confirmed at a later date.
Further detail of the Bank’s requirements can be found in Annex A.
3.0 EBRD CONTACT DETAILS
Your sole contact for the purposes of the RFP is:
Siobhan Hay
Corporate Procurement Unit
EBRD
One Exchange Square
London
EC2A 2JN
Telephone: 020 7338 7661
Email:
4.0 DESCRIPTION OF THIS RFP
4.1 Overview
Suppliers wishing to participate in this Tender will be required to make a submission (the ‘Submission’) comprising of the following documents in accordance with the timetable outlined in section 4.2:
· a technical proposal (the ‘Technical Proposal’) consisting of the Minimum Requirements Checklist (the ‘Checklist’) and a technical response (the ‘Technical Response’) and the additional information (the ‘Additional Information’) defined in section 4.4.3 and a completed quotation file (the ‘Quotation File’).
4.2 Timetable
Date or Target Date / ActivityWednesday 2nd September 2015 / Issue of Request for Proposals to Suppliers
Friday 11th September 2015 / Deadline for requests for clarification
Tuesday 15th September 2015 / EBRD response to requests for clarification
Friday 18th September 2015 / Confirmation of Participation from Suppliers
Friday 25th September 2015 / Deadline for submission of proposals
Week of 5th – 9th October 2015 / Site visit of Suppliers to the Bank and Presentation
Wednesday 14th October 2015 / Contract Award
Monday 2nd November 2015 / Service commencement
The EBRD reserves the right to amend or change these dates at any time.
4.3 Clarifications
The process for receipt and resolution of queries shall be as follows:
· suppliers will send queries by e-mail to the following address: . There will be one round of queries;
· the deadline for queries is shown in the timetable set out in section 4.2 of this RFP;
· the EBRD will circulate the responses to all queries to all participating Suppliers in accordance with the timetable set out in section 4.2 of this RFP; and
· the clarification document will make no reference to which Supplier raised any particular query.
4.4 Technical Proposal
4.4.1 Minimum Requirements
Suppliers wishing to participate in this Tender are required to provide confirmation that they meet the minimum requirements as outlined in Annex B, and provide supporting documentation/ information where appropriate. Only those Suppliers that meet the minimum criteria and provide the appropriate supporting information will be eligible to participate. Suppliers that do not meet the minimum criteria and/ or do not provide the appropriate supporting documentation will not be eligible for participation in this Tender and will not have their Technical Response evaluated.
4.4.2 Technical Response
The Technical Response shall be prepared with reference to Annex A – Scope of Works and shall be comprised of a written response to the questions contained in Annex C – Technical Response Guidelines.
4.4.3 Additional Information
Suppliers shall provide a statement giving a brief history of their company, how it is organised, and how its resources will be used to meet the EBRD's requirements. The Supplier shall submit the following information:
· The Supplier’s official name and address. The Supplier shall also indicate what type of entity it is — for example, a corporation or a partnership.
· The name, address and telephone number of the person to receive correspondence, and who is authorised to make decisions or represent the Supplier. Please state his or her capacity within the company.
· The total number of years the Supplier has been in business and, if applicable, the number of years under the present business name.
· The Supplier shall provide a complete set of audited financial statements for the past three years. All financial statements should be prepared to generally accepted accounting principles.
4.4.4 Technical Proposal Submission
Responses shall be submitted:
· on a CD or a USB drive and an original hard copy by courier in a sealed envelope clearly identified as “PUR1507/19 – Shipping Services for the Annual meeting 2016-2018;
in accordance with the timetable set out in section 4.2 of this RFP.
4.5 Site Visit to the Bank and Presentation
In addition to the Technical Response, the Suppliers will be asked to attend a site visit and to deliver a pre-prepared presentation to the Technical Evaluation Panel at the Bank’s premises. The details of this presentation are given in Annex C of this RFP documentation. The site visits are scheduled from Monday 5th to Friday 9th October 2015.
4.6 Quotation File
All Suppliers are required to complete the applicable quotation file (the ‘Quotation File’) attached as Annex D of this RFP. Prices are to be quoted in GBP net of VAT. All of the cells in the Excel spreadsheet shaded in yellow must be completed by Suppliers.
4.6.1 Quotation File Submission
The Quotation File must be submitted:
· on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1507/19 – Shipping Services for Annual Meeting 2016-2018 - Quotation File”;
· in an envelope clearly bearing the Suppliers’ name
in accordance with the timetable set out in section 4.2 of this RFP.
4.6.2 Quotation File Validity
Quotes submitted shall be valid for ninety (90) days following date of receipt.
5.0 EVALUATION METHODOLOGY
5.1 Technical Proposal & Presentation Evaluation
The Suppliers’ Technical Proposals will be evaluated in accordance with the following evaluation criteria and scored by a nominated Technical Evaluation Panel (TEP) of Bank staff selected from operational departments who are directly involved with the services to be provided.
Technical & Financial Evaluation Criteria / WeightingA. Technical Evaluation
1. Experience of shipping event/exhibition goods to the Bank’s countries of operations including customs clearance / 200
2. Risk Assessment & Mitigation / 100
3. Project Coordinator and Porter Supervisor / 200
4. Method Statement / 100
Total Marks available for Technical Offer: / 600
B. Financial Evaluation / 400
Maximum Financial Score / 400
OVERALL MAXIMUM SCORE / 1000
Only those Suppliers who meet the Minimum Requirements will have their Technical Proposals opened. They will be invited to the Bank for Presentations which will be an opportunity to clarify their Technical Proposals and answer questions from the TEP regarding those Proposals.
Suppliers will then have their Financial Proposals opened and evaluated as per section 5.2 below.
5.2 Financial Evaluation
The Bank will calculate a total bid price for each Supplier based on the costing provided.
The Supplier proposing the lowest total bid price will be given the maximum financial score available (400). Other Suppliers’ (higher) prices will be divided into the lowest price and the result multiplied by the maximum score given.
FSa = LP¸ EPa x Maximum Financial Score
FSa = financial score for proposal a
LP = the lowest evaluated financial proposal
EPa = the financial proposal of a.
5.3 Financial Errors
Mathematical errors detected by the Bank in the submitted Quotation Files will be corrected in the following manner:
· if there are errors in the mathematical extension of unit price items, the unit prices prevail and the mathematical extension is adjusted accordingly; and
· if there are errors in the additional of lump sum prices or unit price extensions, the bid is not rejected but the total is corrected and the correct amount reflected in the total bid price.
5.4 Preferred Supplier
The Supplier achieving the highest combined score following the technical and financial evaluations shall be nominated as the preferred Supplier (the ‘Preferred Supplier’).
5.5 Checking of References
The Bank may contact the three referees provided by the Preferred Supplier. The Bank reserves the right to speak to any company which has dealt with the Preferred Supplier, whether provided as a reference or not, without prior notification to the Supplier.
In the event that the Preferred Supplier’s references prove unsatisfactory, the Bank will consider the next highest scoring Supplier to be the Preferred Supplier and will repeat the procedure described above.
5.6 Negotiations
Upon satisfactory conclusion of the reference checking, the Bank will move to negotiate a Contract with the Preferred Supplier. In the event that a satisfactory conclusion to the Contract negotiations cannot be agreed the Bank may consider the next highest scoring Supplier to be the Preferred Supplier and will commence the procedure described above.
5.7 Right to Reject
The Bank reserves the right to accept or reject any RFP response, or part thereof, and to annul the RFP process and reject all RFP responses at any time prior to award of Contract without incurring any liability to the affected parties.
6.0 CONTRACT
6.1 Status of the EBRD
The EBRD is an international organisation established by international treaty. As such, the EBRD possesses a special status under public international law which has been confirmed under English law through statute (Statutory Instrument 1991, No. 757, The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), available at:
http://www.legislation.gov.uk/uksi/1991/757/contents/made.
Please also refer to the aforementioned establishment treaty of the Bank ("articles of incorporation") which lays out the immunities as found in Chapter VIII. These can be found at:
http://www.ebrd.com/pages/research/publications/institutional/basicdocs.shtml
The special status of the EBRD requires it to seek specific provisions relating to such status in all contracts with external suppliers and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation.
6.2 Contract Term
The initial term of the contract award shall be three years. The Bank may opt to extend the term by two further periods of one year.
6.3 Contract Negotiation
The Bank’s standard terms for services (attached as Annex E of this RFP) shall form the basis of any contract awarded as a result of this tender. EBRD reserves the right to subject each Proposal to final negotiations.
7.0 GENERAL TERMS AND CONDITIONS OF THIS RFP
7.1 Amendment
EBRD reserves the right to negotiate any or all terms and conditions, and to cancel, amend or resubmit this RFP in part or entirely at any time. None of the terms and conditions of this RFP can be revoked or amended in any way by Suppliers without the prior written agreement of EBRD.
7.2 Supplier Costs
EBRD is not responsible for any Supplier costs associated with this RFP, Supplier responses or any contract discussions or negotiations. Nor is EBRD responsible for any indirectly related costs. No statement by EBRD should be viewed as a request by EBRD or justification for Suppliers to increase or change inventory, staff, facilities, business relationships with its suppliers, or internal business processes. All actions by Suppliers in response to this RFP or subsequent discussions or negotiations should be taken with the clear understanding that neither this RFP nor subsequent actions or omissions by EBRD obligate or commit EBRD to pay or reimburse Suppliers for any costs or expenses they incur. This RFP is not an offer to enter into a contract.
7.3 Professional Competence
Suppliers shall absolutely rely on their own professional competence in evaluating and verifying the information contained in this RFP. Suppliers must take every opportunity to inspect and verify the information contained or referred to in this document or subsequent to it, subject to the confidentiality restrictions as detailed in section 7.6 of this RFP.
7.4 Intellectual Property
The information contained in this RFP will remain EBRD’s intellectual property. Suppliers are granted a limited, revocable license to use the same for the purpose of responding to the RFP. By submitting a response to the RFP Suppliers grant EBRD a royalty free, irrevocable license to use the intellectual property in the proposal for its internal business purposes in relation to the procurement of the services required.