Providing CISCO IPT Services

DATE: 29/01/2020

 

INVITATION TO BID: No. CAI/ITB/001/2020

 

FOR THE ESTABLISHMENT

OF A FRAME AGREEMENT FOR providing CISCO IPT Services

 

CLOSING DATE AND TIME: 29 Feb 2020 – 23:59 hrs Cairo local time

 

 

INTRODUCTION TO UNHCR

The Office of the United Nations High Commissioner for Refugees (UNHCR) 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. In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environment, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org.

1. REQUIREMENTS
 

The Office of the United Nations High Commissioner for Refugees (UNHCR), UNHCR Egypt office, invites qualified suppliers, to make a firm offer for the establishment of Frame Agreement(s) for providing CISCO IPT Services.

 

 

 

UNHCR may award Frame Agreement(s) with duration of [3] year(s), 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 is specified on Annex a.

 

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 require the totality of the above quantity. 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.

 

 

 

 

It is strongly recommended that this Invitation to Bid document and its annexes be read thoroughly. Failure to observe the procedures laid out therein may result in disqualification from the evaluation process.

 

Note: This document is NOT construed in any way as an offer to contract with your firm.

2.  BIDDING INFORMATION:

 

< >ITB DOCUMENTS 

 

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

 

Annex A:         Technical Specifications

Annex B:         Technical offer Form

Annex C:         Financial Offer Form (to be filled and submitted)

Annex D:         UNHCR General Conditions of Contracts for Goods & Services

Annex E:         Vendor Registration Form (to be filled and submitted)

Annex F:         UN Supplier Code of Conduct

                         

2.2       ACKNOWLEDGMENT

 

We would appreciate your informing us of the receipt of this ITB by return e-mail to arecasup@unhcr.org as to:

 

-           Your confirmation of receipt of this invitation to bid

-           Whether or not you will be submitting a bid

-           The source where you have acquired this tender document (e.g. E-Mail, Chamber of Commerce, UNGM website, printed, media etc.)

 

 

 

2.3       REQUESTS FOR CLARIFICATION AND BIDDERS CONFERENCE

 

Bidders are required to submit any request for clarification or any question in respect of this ITB by e-mail to arecasup@unhcr.org , with subject Clarification ITB001/2020 CISCO IPT Services. The deadline for receipt of questions is 19 Feb 2020 at 13:00 hrs.

 

Clarification mails sent with different subject lines may not be addressed.

 

           

 

 

UNHCR will compile the questions received and will respond to all bidders participating in the tender competition, shortly after the query deadline.

 

In addition, UNHCR invites all interested bidders to participate in a bidders conference (participation is strongly recommended).      

                        Date: 17 Feb 2020, Monday

                        Time: 11:30 am

                        Venue: UNHCR Zamalek Office.

 

A maximum of two representatives per company is allowed. Names and contact details of the company’s representatives must be provided, at least two working days in advance, by e-mail to arecasup@unhcr.org 

 

Participation to the pre-tender conference shall be at the bidders’ own expenses. There will

be no reimbursement from UNHCR.

 

Participation to the pre-tender conference is strongly recommended given the complexity of the requirements. However, after the supplier conference, a Questions & Answers document will be prepared and posted on the UNHCR website or distributed by email to all invited bidders.

 

 

2.4       YOUR OFFER

 

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.

 

 

Your offer shall comprise the following two sets of documents:

 

-           Technical offer

-           Financial offer

 

2.4.1    Content of the TECHNICAL OFFER

           

 

The technical specifications of the requested goods/services by UNHCR can be found in Annex A. Clearly state and disclose any discrepancies with the specifications given. Please submit you technical offer using Annex B

 

The following details shall also be provided in the Technical Offer.

 

< >A description of your company profile with the following information and documentation: Year founded and Description of core business and management structure;Copy of license to carry out the services;  

 

< >UNHCR General Conditions of Contract (Annex D): By submitting an offer for this tender, you are automatically acknowledging the UNHCR General Conditions for Goods and Services.  

 

< >Vendor Registration Form: your company should complete, sign and submit with your technical proposal the Vendor Registration Form (Annex E) – must include information on company’s business bank account.UN Supplier Code of Conduct (Annex F): By submitting an offer for this tender, you are automatically acknowledging the provisions of the UN Supplier Code of Conduct.Your separate Financial Offer must contain an overall offer in a single currency, either in US Dollars, Euros or Egyptian Pound (EGP).

 

 

For evaluation purposes only, the offers submitted in currency other than US Dollars might be converted into US Dollars using the United Nations rate of exchange in effect on the date the submissions are due.

 

The Financial Offer to be provided (price “all inclusive” Delivery, VAT..etc…).

 

The Financial Offer is to be submitted as per the Financial Offer Form (Annex C). Bids that have a different price structure may not be accepted.

 

 

 

UNHCR is not exempt from all direct taxes and customs duties. With this regard, price has to be given reflecting the VAT applicable.

 

Prices must remain the same in case of partial or complete award is received by the bidder.

You are requested to hold your offer valid for 150 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       BID EVALUATION:

 

2.5.1    Supplier Eligibility and Registration:

A prerequisite for any supplier to be deemed eligible for an award of contract is, that the company is not, or not associated with a company or individual, under procurement prohibition by the United Nations, including but not limited to prohibitions derived from the Consolidated United Nations Security Council Sanctions List, available at: https://www.un.org/sc/suborg/en/sanctions/un-sc-consolidated-list#entities.

 

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: Financial standing; Core business; Track record; Contract capacity.

 

< >Vendor Registration Form (Annex E) should be signed and submitted with required attachments 

 

This will be followed later by performance evaluation as a supplier such as:

< >Random / periodic testing of the supplier's products,Ability to respond quickly to Agency's needs,Timely delivery,Dependability of products and services.Lead time for deliveryTechnical and Financial evaluation:Technical Evaluation: The technical component of the submission will be evaluated using the criteria PASS or FAIL by using the exact same structure as outlined in Annex B, and based on the requirements from Annex A: 

 

 

 

 

Financial Evaluation:

 

The financial offer will be analyzed only for those suppliers that pass the technical evaluation.

 

UN Global Compact and other factors: UNHCR supports the UN Global Compact Initiative put forward on 31 January 1999 by UN Secretary-General Kofi Annan that would bring companies together with UN agencies, labor and civil society to support ten principles in the areas of the human rights, labour, environment and anti-corruption. We encourage our suppliers to sign up with the UN Global Compact Initiative.

 

2.6       SUBMISSION OF BID:

 

2.6.1    Submission of Offers:

 

Deadline: 29 Feb 2020, 23:59 hrs Cairo Local time

 

 

Bids should be submitted by E-MAIL ONLY and must contain all required attachments.

 

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.).

The Technical and Financial offers shall be clearly separated.

 

< >SUBMITTED BY EMAIL: 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 7 Mb so it may be necessary to send more than one e-mail for the whole submission. Documents should be submitted in PDF format.

 

 

E-mail submissions must be sent ONLY to: arecaten@unhcr.org

 

Please indicate in e-mail subject field:

< >CAI/ITB/001/2020- CISCO IPT Services Name of your firm  The title of the attachment (e.g. technical or financial proposal)Number of e-mails that are sent (example: 1/3, 2/3, 3/4).Please Note: 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       BID ACCEPTANCE:

 

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 Goods.

 

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 ITB 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 Goods/Service 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       UNHCR GENERAL CONDITIONS OF CONTRACTS FOR THE PROVISION OF GOODS AND SERVICES

 

Please note that the UNHCR General Conditions of Contracts (Annex D) will be strictly adhered to for the purpose of any future contract. By submitting an offer for this tender the Bidder automatically accepts these terms and conditions.

 

 

 

 

 

 

 

Andre Lukovics

Assoc. Supply Officer

UNHCR Egypt Operation