INVITATION TO BID: No. ITB/BO/YEMSA/23/01 FOR SUPPLY AND CONSTRUCTION OF WORKS FOR TRANSITIONAL SHELTER UNITS IN COLD & HOT AREAS

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 the mandate to help stateless people.

In more than six decades, the agency has helped tens of millions of people restart their lives.

Our workforce is the backbone of UNHCR. As of 31 December 2021, we employ 18,879 people, of whom around nearly 91 per cent are based in the field.

We work in 137 countries and territories, with personnel based in a mixture of regional and branch offices and sub and field offices. Our teams work hard to help the displaced, specializing in a wide range of disciplines, including legal protection, administration, community services, public affairs and health. 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), Branch Office Sanaa, invites qualified suppliers and contractors to make a firm offer for the establishment of Frame Agreement(s) for the Supply and Construction of Transitional Shelter Units (referred to hereinafter as “TSU” or “goods and services”)

 

 

The estimated requirement of UNHCR is for 4,000 units (Four thousand) of Transitional shelter units (TSU) in Hot & Cold Areas in 15 governorates and districts which are Ibb, Taizz, Al Dhale’e, Al-Jawf, Hajjah, Al-Hudaydah, Raymah, Al-Mahwit, Sana’a, Amran, Dhamar, Al Bayda, Marib, Sana'a City and Sa'adah. The list of estimated number of TSU for each governorate and district mentioned in the attached Scope of Work for both Hot and Cold Areas in (Annex B1 & B2).

 

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 purchase the above quantities. Quantities and Locations may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders/Contracts.

 

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 Contract with other UN Agencies.

 

LOT 1: TRANSITIONAL SHELTER IN HOT AREAS

 

Supply and Construction Transitional Shelters (HOT Areas) TSU Hot area according to the following Annexes: -

• Annex A Wood Specifications & Accepted Crack Details
• Annex B1 Scope of Work for Hot Areas
• Annex C1 Drawings for TSU in Hot Areas
• Annex D1 Bill of Quantity for Hot Areas

 

 Estimated location is in two hot governorates “Al-Hudaydah & Hajjah”.

The list of estimated districts in the two governorate is listed in the attached Scope of work ( Annex B1).

 

LOT 2: TRANSITIONAL SHELTER IN COLD AREAS

 

Supply and Construction Transitional Shelters (Cold area) TSU Cold area according to the following

• Annex A Wood Specifications & Accepted Crack Details
• Annex B2 Scope of Work for Cold Areas
• Annex C2 Drawings for TSU in Cold Areas
• Annex D2 Bill of Quantity for Cold Areas

 

Estimated location is in thirteen governorates Ibb, Taizz, Al Dhale’e, Al-Jawf, Raymah, Al-Mahwit, Sana’a, Amran, Dhamar, Al Bayda, Marib, Sana'a City and Sa'adah.

The list of estimated districts in the Thirteen governorate is listed in the attached Scope of work ( Annex B2).

 

Important Note: -

Bidders may bid for their offer as per the below options: -

• Provided their offer for Lot One only. (OR)
• Provided their offers for Lot Two only. (OR)
• Provided their offers for both Lot One and Lot Two.
• Partial offer with in a Lot are not accepted otherwise the bid may be disqualified.

 

 

This tendering process will result in establishing contracts (Frame Agreements) on equal footing with up to five (5) to ten (10) vendors offering the respective lowest‐priced items conforming to the UNHCR technical specifications. These vendors will form a “pool” of suppliers of the concerned transitional shelters units for the subsequent secondary bidding (i.e. mini competition) if any additional location or updated drawings/specification may differ comparing to the announced one. Further, Purchase Order(s) will be placed with the vendor(s) offering the lowest overall price under each separate instance of the secondary bidding.

 

UNHCR Yemen may award Frame Agreement(s) with an initial duration of 1 (one) year, potentially extendable for a further periods of 1 (one) year each up to three years [1+1+1], for supplying of the goods and services. The successful bidders will be requested to maintain their quoted price model for the duration of the Frame Agreement(s).

 

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 purchase the above quantities of transitional shelter units. Quantities may vary and will depend on the actual requirements and funds available regulated by the issuance of individual Purchase Orders against the Frame Agreement.

 

 

 

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:

 

1. ITB DOCUMENTS

 

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

 

Annex A:           Wood specifications & Accepted Crack Details.

Annex B1:         Technical Specifications (SoW) for Hot Areas.

Annex B2:         Technical Specifications (SoW) for Cold Areas.

Annex C1:         Technical Specifications (Drawings) for Hot Areas.

Annex C2:         Technical Specifications (Drawings) for Cold Areas.

Annex D1:         Bill of Quantity - BOQs Hot Areas.

Annex D2:         Bill of Quantity - BOQs Cold Areas.

 

Annex E1:         Financial Offer Form for Hot Areas. (To be completed and submitted in the financial offer)

Annex E2:         Financial Offer Form for Cold Areas. (To be completed and submitted in the financial offer)

Annex F:            Technical Evaluation Offer Form. (To be completed and submitted in the technical offer)

Annex G:           Vendor Registration Form (To be completed and submitted in the technical offer)

Annex H:           UNHCR General Conditions of Contracts for Civil Works.

Annex I1:           UN Supplier Code of Conduct (English)

Annex I2:           UN Supplier Code of Conduct (Arabic)

Annex J1:          E-TenderBox Supplier guidelines (English)

Annex J2:          E-TenderBox Supplier guidelines (Arabic)

 

 

2.2        ACKNOWLEDGMENT

 

We would appreciate your informing us of the receipt of this ITB by return e-mail to yemsasu@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, UNHCR Office, Friend etc.)

 

 

 

ملاحظة مهمة لتقديم العطاء:

 

1- كيفية تقديم العروض الفنية والمالية:

يجب تقديم كل من العروض الفنية والمالية عبر موقع المناقصات الخاص بالمفوضية http://etenderbox.unhcr.org

 

لمعرفة كيفية التقديم عبر الموقع اعلاه يجب قراءة الملفات المرفقة جي1 و جي 2

 

أخر موعد لتقديم العروض الفنية والمالية في يوم الأربعاء  الموافق 01 فبراير 2023 الساعه الحادي عشر وتسعه وخمسون دقيقه مساءً (11:59 مساءً)

 

2- كيفية تقديم صورة الظمان البنكي:

يجب أرفاق صورة من الظمان البنكى الخاص بالمناقصة مع العرض الفني عبر موقع المناقصات الخاص بالمفوضية http://etenderbox.unhcr.org

عدم أرسال (صورة الظمان البنكى) سيؤدي الى استبعاد المتقدم والى فقدان أهليته في إستكمال المنافسة و إجراءات المشتريات

في حالة الطلب من قبل المفوضية يلتزم المتقدم بأخضار اصل الظمان البنكي.

 

قد يؤدي عدم الأمتثال لهذا الى استبعاد المتقدم والى فقدان أهليته في إستكمال المنافسة و إجراءات المشتريات

 

 

2.3        PRE-BID MEETING

 

1.               UNHCR will organize a supplier pre-bid conference in UNHCR main office at Algeria street, building # 2, Yemen – Sana’a, on Sunday 22/01/2023 at 10:00 am to 11:00 am. 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 yemsasu@unhcr.org   

       Participation in the pre-tender conference is strongly recommended given the complexity of the requirements. All your questions and issues will be clarified and answered in the meeting.

 

2.4        REQUESTS FOR CLARIFICATION

 

       Bidders are required to submit any request for clarification in respect of this ITB by sending an e-mail to yemsasu@unhcr.org . The deadline for receipt of questions is 23:59 hrs. local time on 23/01/2023. 

 

       Within a week after the deadline for receipt of questions, all questions asked by bidders and their answers will be sent to all those email IDs from where questions will be received as well as these will be uploaded on the same UNGM link and other websites or media where the tender documents are made available.

                      

 

        

2.5        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 (Scan copy of bid security should be the part of the technical offer)
• Financial Offer.

 

 

 

2.5.1     Content of the TECHNICAL OFFER

             

 

The technical details of the products requested by UNHCR can be found in Annex A, B1, B2, C1, C2, D1 and D2

Your technical offer should clearly state whether or not the “goods and services or TSU” you are offering are fully conforming to the product specifications given. Clearly state and disclose any discrepancies or deviations with the specifications given.

 

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

 

I) COMPANY QUALIFICATIONS:

 

Company Profile: The bidder shall provide:

• company profile (Year founded, specify headquarters location and other branch location if any; description of the core business; Total number of current clients)
• Contact details of at least 2 current or former clients for reference checks (excluding UNHCR);
• Valid company registration document
• Local supplier certificate issued on behalf of the bidder for construction related work in Yemen (if not registered as a business in Yemen)
• In the case of a joint venture, submission of a Joint Venture Deed is mandatory.
• Scan copy of bid security

 

Financial Capacity of the company: Your offer must include bank statements, audited financial statements or financial turnover records from a financial institute for the past 2 years showing an annual turnover of at least USD 100,000 or equivalent in local currency @ USD 1 = 595 Yemeni Rial.

 

Experience of Firm: The bidder shall show proof of a minimum of 2-years’ experience in the field of construction related area by submitting at least 2 (two) contracts, work orders, POs or reference letters that must be on letterheads of the clients.

 

Construction equipment: Bidder should provide a list of owned/rental construction equipment.

 

Proposed project personnel: Bidder should provide a CVs of Minimum 2 Engineers, 4 technicians 10 Casual workers can mobilize. Provide CVs of proposed engineers and technicians.

 

Workplan: Bidders should provide implementation work plan on the items delivery, construction workshops, required construction team, and installation work.

 

Delivery capacity: Bidder should confirm the ability to construct a Minimum required TSU are 150 shelter units per month per lot.

 

UNHCR Vendor Registration Form: Acknowledgement of UNHCR Vendor Registration Form (by filling Annex G)

 

UNHCR General Conditions of Contract for civil works: Acknowledgement of UNHCR General Conditions of Contract for civil works (by signing Annex H)

 

UN Supplier Code of Conduct: Acknowledgement of UN Supplier Code of Conduct ( by signing Annex I1 0r I2)

 

 

             

 

II) PRODUCT SPECIFICATIONS:

 

Technical Item Description: Detailed description of the technical specifications of the offered items must match with the tendered specification, SOW and Drawings

 

Warranty: The bid shall include information on material defects and liability period with terms of warranty for each item, where applicable.

 

Country of Origin / Manufacturer: The technical offer shall state the country of origin of the offered products and the manufacturer.

 

Usable lifespan: The bidder shall clearly state the recommended usable lifespan of each component of the product, i.e. the recommended usage period.

 

Certificate: If available, the bidder must submit a copy of quality assurance certificates for the items in Lot 1 & 2 (preferably internationally recognized quality certificates like ISO etc and/or quality certificate issued by the authorized State Quality Certification Agency of the country of Manufacture of the finished product issued on behalf of the manufacturer).

 

III) DELIVERY CAPACITY:

             

Incoterms: The DDP International Chamber of Commerce Incoterms 2010 shall apply for this ITB and for any resulting purchase orders(s).

 

Monthly Delivery Capacity: The bidder shall state the quantity that can be consturcted each month / per lot. Bidder must have a capacity to deliver a minimum of 150 TSU per month to be deemed technically compliant.

 

 

 

2.5.2    Content of the FINANCIAL OFFER

             

Your separate Financial Offer must contain an overall offer in a single currency of US Dollars.

 

The prices offered must remain unchanged for the duration of the Frame Agreement (1 + 1 +1 year).

 

 

The Financial offer is to be submitted as per the Financial Offer Form (Annex E1 for Lot 1 (Hot Areas) and Annex E2 for Lot 2 (Cold Areas)). Bids that have a different price offer form will not be accepted.

 

Please note that submitting an offer is deemed as full acceptance of UNHCR’s General Conditions of Contracts for Civil Works.

 

The following details shall be provided for each item:

 

Unit costs: The bidder shall quote the all-inclusive DDP unit price with instalation per specification, BOQ and drawings mentioned in this ITB for both hot or/and cold governorates/districtions

 

The supplier is expected to deliver the goods/services to the specified locations with installation and construction. All taxes payable need to be settled in full by the supplier.

 

You are requested to hold your offer valid for 180 days from the deadline for submission. UNHCR will make its best effort to select a company within this period. The pricing model quoted in the Supplier’s offer will remain valid for the duration of the Frame Agreement. 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.

 

 

 

 

2.6        BID EVALUATION:

 

For the award of this project, UNHCR has established evaluation criteria which govern the selection of offers received. Evaluation is made in three (3) steps (1. Preliminary Evaluation Criteria, 2. Technical Qualification Criteria, 3. Financial) described in the following sections.

 

2.6.1    Eligibility and Commercial/Registration Documentation Check:

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 (Annex G) and supporting documents.

 

1. Technical evaluation:

The technical component of the submission will be evaluated using the criteria PASS or FAIL to the Provided offer using the exact same structure as outlined in Annex F (Technical Evaluation Form).

 

Technical Evaluation Criteria:

 

The following are the criteria based on which UNHCR decides if a company has the basic eligibility to be considered for a contract award:

 

Preliminary Evaluation:

Category

Preliminary Evaluation Criteria

Criteria Description

Pass/Fail

Mandatory

Company Registration & license

Valid Company registration certificates, valid business registration certificate in the field of Civil Works, Construction and rehabilitation services.

Pass/Fail

Mandatory

Financial Capacity

Submitted any one or composition of the following financial instruments - certified financial statements/balance sheets, and/or audit reports, and/or turnover records for 2020, 2021 for min turnover of 100,000 USD.

Pass/Fail

Mandatory

Construction equipment

Bidder should provide the list of owned/rental construction equipment

Pass/Fail

Desired

Vendor Registration Form

If your company is not already registered with UNHCR, you must complete, sign and submit with your technical proposal the Vendor Registration Form (Annex G)

Pass/Fail

Desired

UNHCR General Conditions of Contract for the Provision of Construction Services

Acknowledgement of UNHCR General Conditions of Contracts for civil works(by signing Annex H (attached hereto)

Pass/Fail

Desired

UN Supplier Code of Conduct

Acknowledgement of UN Supplier Code of Conduct (by signing Annex I1 or/and I2 (attached hereto)

Pass/Fail

 

Technical Evaluation:

Category

Technical Qualification Criteria

Criteria Description

Pass/Fail

Mandatory

Experience

2 years experience in delivering similar projects for comparable organization (i.e. UN, NGO, government) evidence by provision of at least 2 contracts (Civil Works/Construction/Rehabilitation) implemented over the past 5 years. ( Minimum contract value is 100,000 USD)

Pass/Fail

Mandatory

Delivery capacity

Minimum 150 shelter units per month / per lot

Pass/Fail

Mandatory

Proposed project personnel

Minimum 2 Engineers, 4 technicians 10 Casual workers can mobilize. Provide C.Vs of proposed engineers and technicians

Pass/Fail

Mandatory

Workplan

Provide implementation work plan on the items delivery, construction workshops, required construction team, and installation work

Pass/Fail

All of the above criteria have to be met, otherwise, the bidder’s submission will not be considered for further evaluation.

 

1. Financial evaluation:

The financial component will be analyzed only for those suppliers that pass the technical evaluation for all items in the offered Lot(s). Financial bids from suppliers who are technically compliant will be evaluated based on:

 

• Competitiveness of the quoted prices by complete Lot(s)
• Unit cost DDP to the hot and cold locations, including installation and construction.

             

              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.

 

1. Performance evaluation:

The above will be followed, during the implementation of the contract, by performance evaluation as a supplier such as:

• Random / periodic testing of the supplier's products,
• Ability to respond to emergency needs,
• Lead time and timely delivery,
• Dependability of products and services (no damages and losses),
• Accuracy of invoices.

 

             

2.7        SUBMISSION OF BID:

 

 

 

 

ملاحظة مهمة لتقديم العطاء:

 

1- كيفية تقديم العروض الفنية والمالية:

يجب تقديم كل من العروض الفنية والمالية عبر موقع المناقصات الخاص بالمفوضية http://etenderbox.unhcr.org

 

لمعرفة كيفية التقديم عبر الموقع اعلاه يجب قراءة الملفات المرفقة جي1 و جي 2

 

أخر موعد لتقديم العروض الفنية والمالية في يوم الأربعاء  الموافق 01 فبراير 2023 الساعه الحادي عشر وتسعه وخمسون دقيقه مساءً (11:59 مساءً)

 

2- كيفية تقديم صورة الظمان البنكي:

يجب أرفاق صورة من الظمان البنكى الخاص بالمناقصة مع العرض الفني عبر موقع المناقصات الخاص بالمفوضية http://etenderbox.unhcr.org

عدم أرسال (صورة الظمان البنكى) سيؤدي الى استبعاد المتقدم والى فقدان أهليته في إستكمال المنافسة و إجراءات المشتريات

في حالة الطلب من قبل المفوضية يلتزم المتقدم بأخضار اصل الظمان البنكي.

 

قد يؤدي عدم الأمتثال لهذا الى استبعاد المتقدم والى فقدان أهليته في إستكمال المنافسة و إجراءات المشتريات

 

The proposals must bear your official letterhead, clearly identifying your company name.

 

Bids should be submitted by file and uploaded to e-TenderBox, the online bid registration tool of UNHCR. The e-TenderBox can be accessed via the following URL:

http://etenderbox.unhcr.org

 

In order to use e-TenderBox, registration on the website is required. This registration is exclusively for e-TenderBox and does not replace any other registration with UNHCR.

 

A supplier should have only one registered email account in the system. The supplier must use only that e-TenderBox account for managing its offers to UNHCR.

 

In case the password is forgotten, that account cannot be used anymore, and new registration is required. The e-TenderBox Registration Guide and Use Manual are available at the above URL and provided as annexes to this ITB.

 

Uploaded files can be amended by the Supplier while the tender is open. The selected files for upload are submitted when the ‘Save & Submit’ button is clicked on. Therefore, this button must be clicked before the deadline expires. If done so, the selected files will be submitted and uploaded successfully even if the deadline expires during the file upload. It is the Supplier`s responsibility to ensure that all files of the final offer are submitted by the tender expiration deadline.

 

Once the deadline for submission is expired, the bid will be automatically closed after which the uploaded files can be reviewed but options for additional upload and deletion of previously uploaded files are not available anymore. In order to ensure the safe submission of the full and final offer, it is recommended to have all files uploaded well before the tender deadline.

 

 

 

 

 

 

TENDER CLOSING DEADLINE:

 

 

#

REQUIRED SUBMISSIONS

CLOSING DATE AND TIME:

Submission location

1

Technical & Financial proposals are to be uploaded in separate documents, under separate links for ‘Technical’ & ‘Financial’ Offers on e-TenderBox.

Submit a scanned copy of your bid security with the technical proposal

(Bidder should submit the original bid security when required)

 

Failure to do so may result in disqualification.

01 of Feb. 2023 – 23:59 hrs Local Time

To E-tender box: http://etenderbox.unhcr.org

 

 

Your quotation must be valid at least for [180] days.

 

2.8        BID ACCEPTANCE:

 

UNHCR reserves the right to accept the whole or part of your bid, or to allow split or partial awards.

 

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.

 

 

 

 

 

2.9        CURRENCY AND PAYMENT TERMS FOR PURCHASE ORDERS

 

Any Purchase Order (PO) issued as a result of this ITB will be made in the USD currency. Payment will be made in accordance to the General Conditions for the Purchase of Goods and in the currency in which the PO is issued. Payments shall only be initiated after confirmation of successful completion by UNHCR business owner.

 

 

 

2.10      General Conditions of Contract for Civil Works (October 2000 version)

 

Please note that the General Conditions of Contracts (Annex H) will be strictly adhered to for the purpose of any future contract. The Bidder must confirm the acceptance of these terms and conditions in writing.

 

 

 

 

David Rusinga

Supply Officer

                                                             UNHCR BO Sana’a