PROVISION OF SANITARY & CLEANING SUPPLIES ON " AS & WHEN" REQUIRED BASIS TO UNAMI/UNITAD IN BAGH ...

1.1 UNAMI/UNITAD intends to enter into a contract for the provision of supply and delivery of Sanitary & Cleaning Supplies (as listed in Appendix D) to the UN Compound in Baghdad (Green Zone), Iraq for an initial period of three (3) years with an option for an additional 2-year extension, one year at a time for a total cumulative contract duration of five (5) years (3+1+1), subject to satisfactory performance by the prospective Contractor and continued validity of the UNAMI/UNITAD service requirement and extension of the UNAMI/UNITAD’s mandate. 1.2 The Prospective Contractor/s will be required to supply and deliver the items as per UNAMI/UNITAD Supply Release Order (SRO)/Purchase Order (PO) that will be issued at different times during the term of the Contract based on DAP-UNAMI/UNITAD Compound, Baghdad (Green Zone) delivery terms, (Incoterms 2020). 2.1 Compliance with technical specifications: The prospective contractor shall supply the Sanitary & Cleaning Supplies in strict compliance with the technical specifications and units of measure detailed in Appendix D and as per quantities in UNAMI/UNITAD SRO/PO and the remaining provisions of this SOR. Items should be offered with supporting catalogue/brochures/data cards in English Language, including photos, for each offered item. Offered line items without supporting documents will be disqualified as technically non-conforming as outlined in SOR Para 7. 2.2 Quality assurance: The prospective contractor shall warrant that all offered items are of merchantable quality and fit for their purpose, and provide certification that ALL offered items meet the requirements and conditions such as but not limited to HACCP, WHO standards and CDC recommendations, as well as the below detailed internationally recognized standard, or other equivalent standards: BS 3970-1:1990 Sterilizing and disinfecting equipment for medical products specification for general requirements and CDC guidelines as per the link below;. Guideline for Disinfection and Sterilization in Healthcare Facilities, 2008 (cdc.gov) Prospective Bidders are requested to provide a written statement by signing Appendix E1. 2.3 Warrantees: The contractor shall guarantee a minimum one (1) year manufacturer warranty from the date of delivery to UNAMI/UNITAD for all line items listed under technical specifications-Appendix D by signing a written statement Appendix E4. 2.4 Security clearances: The contractor should have the capability to independently organize security access clearances for its personnel, truck, tools, equipment and supplies to UNAMI/UNITAD compound in Baghdad (Green Zone). The successful bidder/s shall provide all necessary documents (color copies of ID/Jensiya, national passport, contact mobile number, vehicles details, plate number, color and registration, list of equipment, tools, and materials) as requested by the UNAMI Contract Manager (Chief Centralized Warehousing and Life Support Section or his/her Designated Representative) to enable issuance of UNAMI/UNITAD visitor gate passes through UNAMI/UNITAD Security Section for access to the UNAMI/UNITAD compound. Therefore, the successful bidder/s must ensure that all their employees under the contract hold proper identification documents and are security vetted by their local police departments as not involved in any terrorist or criminal activities. 2.5 Compliance with UNAMI/UNITAD Security Instructions: All personnel employed by the Contractor in the performance of the prospective contract or any representative of the contractor entering UNAMI/UNITAD compound, shall abide by all security regulations of the compound and will be subjected to such checks as may be deemed necessary. 2.6 Local business presence in Iraq: The successful bidder/s should have a reliable business presence and/or local partner/authorized distributor in Iraq to ensure successful attendance meetings, delivery of samples and delivery of all ordered items/quantities. a. The successful bidder/s should provide the name and contact details of the authorized local distributor or partner/sub-contractor in Iraq responsible for delivery of the items in case of contract award. b. The successful bidder/s should provide a statement affirming that bidder or Bidder’s Local Partner/Subcontractor, are able to secure security access clearances and escort for its personnel, trucks and supplies to UNAMI/UNITAD compound inside Baghdad (Green Zone). 2.7 Replacement of non-conforming items: The successful bidder shall replace, at its own expense and without extra charge to UNAMI/UNITAD, any delivered items/quantities, in case of manufacturing defects, damages and/or non-conformance to the technical specifications of the ordered/approved items. The successful bidder shall cover all transportation and other expenses related to the return of the items/quantities rejected due to technical non-conformance or damaged because of poor packaging, handling and/or transportation by the successful bidder within 15 calendar days. 2.8 Packaging: The successful bidder/s should supply the UNAMI/UNITAD ordered items/quantities in proper packages to protect the items from transportation and handling damages. 2.9 Delivery: Upon receipt of a UNAMI/UNITAD PO, the successful bidder/s shall acknowledge the PO receipt within maximum One (1) working day confirming exact delivery date and subsequently deliver all SRO items/quantities within maximum ten (10) Calendar Days from the PO acceptance. The successful bidder/s shall use the best endeavors to ensure timely delivery in compliance with the terms and conditions of the contract during normal UNAMI/UNITAD working hours (08:30 hrs through 16:30 hrs from Sunday – Thursday) unless otherwise required by UNAMI/UNITAD. The annual projected quantities in Appendix D are an estimation based on historical and projected consumption and UNAMI/UNITAD reserves the right to order below or above these quantities from the successful bidder/s. 2.10 Provision of services: The successful bidder/s shall be responsible to provide all specialized manpower, trucks, equipment, tools and materials required for the transportation, handling, delivery of the ordered items. 2.11 Environmental Requirements: The Contractor(s) shall render its services in strict compliance with Industry Standards and Applicable Law so as to avoid the pollution of the environment at all locations where the Contractor operates pursuant to the contract. The contractor shall take all reasonably required actions, whether or not required by Applicable Law, to protect the environment and to avoid damage or nuisance to persons or to public property or to property of third parties. The Department of Operational Support (DOS) operates an Environmental Management System and requires environmental management details of potential Suppliers /Contractors / Services providers for our records and to assist in the assessment of the capabilities of supplier / contractor to comply with our environmental management system requirements. Please note that failure to complete the following forms may affect the contractor’s opportunity to work with UN Missions: · ETSU 0015_Service Provider Evaluation Form (Appendix A) · ETSU 0042_Environmental Commitment for Potential Suppliers & Contractors (Appendix B) Also, prospective contractor shall comply with all applicable Iraq environmental laws, regulations and standards and any relevant UN policies and instructions in the performance of their services. In particular, the requirements of DOS Environmental Policy shall be considered by all potential contractors when preparing their bids. According to UNAMI’s environmental policy, use of single use plastic substances is prohibited within the UNAMI/UNITAD managed compounds. Solid waste must be segregated from the source. Therefore, the contractor is obliged to segregate the waste generated during the service delivery and place in the color-coded bins provided by UNAMI/UNITAD. 2.12 Split award: Bidders must submit complete offers for all line items including supporting technical documents as outlined in Para 2.1. Partial offers and/or offered items without supporting documents will be rejected. UNAMI/UNITAD reserves the right to split the award in any manner that it deems to be in the best interest of the UN. Consideration will be given to, among other factors, the unit prices offered by different vendors, delivery times, warranty provisions and after sales support offered. Therefore, acceptance of split award is mandatory and failure to confirm split award acceptance may result in bid disqualification. 2.13 Pricing format: All eligible bidders must prepare and submit their bids in the pricing format of Appendix D duly considering compliance with the UNAMI/UNITAD’s detailed technical specifications, and projected annual requirements. The bidders must offer for each line item a fixed unit price based on delivery DAP-UNAMI/UNITAD Headquarters Compound, (INCOTERMS 2020). 2.14 Pricing to other UN Organizations: The successful contractor will be requested to extend the same price and contract conditions to other UN Organizations which may place their orders and make payment directly to the prospective contractor/s. 2.15 Contractor Liability for its Employees. The contractor shall be fully responsible and liable for, and the UN shall not be liable for: (i) any action, omission, negligence or misconduct of the contractor or its employees, (ii) any insurance coverage which may be necessary or desirable in connection with the performance of the contract, or (iii) any costs, expenses or claims associated with any illness, injury, death or disability of such employees in connection with the performance of the Contract. 3. Please note that this request for EOI is not an invitation for submission of a tender/bid. Its sole purpose is to establish a roster of vendors for upcoming tender. In addition, any company interested in participating in this EOI and subsequent tender, will be required to complete the UNGM Registration at Basic Level or above. 4.0 Please note on the following: • UNAMI/ UNITAD reserves the right in selecting the invitees for the competitive bidding based on substantial and proven records of performance in the subject field of activities and mere expressing an interest would not automatically warrant for RFQ/ITB/RFP document. • UNAMI/ UNITAD reserves the right to reject EOIs received after the above deadline. NOTE : SPECIFIC REQUIREMENTS / INFORMATION (IF ANY) 51.0 PRE-QUALIFICATION CRITERIA: i. Duly completed and signed Pre-Qualification questionnaire and the Vendor Response Form ii. UNGM registered at basic level or above and agrees to comply Level 1 upgrade prior to award if required Note: Proof of Documents must be submitted as part of technical requirements ONLY upon receipt of the tender document (ITB). 5.0 Pre-Qualification Questionnaire 5.1. Company’s Authorized Representative(s) (Name/Title): 5.2.……………………………………………………………………………….………………………. 5.3.……………………………………………………………………………….………………………. 5.4.……………………………………………………………………………….………………………. 5.5 Number of employees: ……………………………………………………….………………………. 5.6 Year Established : ……………………………………………………………………………………... 5.7 Experience in the field of similar required Services (No. of Years): ………………. 5.8 Does your company comply with All EOI Pre Qualification Criteria ? Yes [ ] No [ ] 5.9 Time (Calendar Days) required to initiate the services in case of selection: ___________________ 5.10 Reference to existing & previous comparable/similar Service Contracts to other International Organizations, private or state institutions: 5.11 Contract-1 a) Description:__________________________________________________________________ b) Location:______________________________________________Year Executed:__________ c) Contract Price (USD)___________________________________________________________ d) Client Organization:____________________________________________________________ e) Client Contact : Name and Telephone_____________________________________________ f) Email:_______________________________________________________________________ 5.13 Contract -2 a) Description:____________________________________________Year Executed:__________ b) Location:____________________________________________________________________ c) Contract Price (USD)___________________________________________________________ d) Client Organization:________________________________________________________ e) Client Contact : Name and Telephone_____________________________________________ f) Email:____________________________________________________________ 5.14 Contract -3 a) Description:____________________________________________Year Executed:__________ b) Location:____________________________________________________________________ c) Contract Price (USD)___________________________________________________________ d) Client Organization:________________________________________________________ e) Client Contact : Name and Telephone_____________________________________________ f) Email:____________________________________________________________