CANCELLED RFP for the establishment of Long term Agreements (LTA) for provision of Infrastructure Design and Review Services in French & English

Tender cancelled on 2023-06-07 15:01 UTC. The outcome of the RFP evaluation is not satisfactory. UNOPS decided to cancel the RFP and a new process will be launched in the near future. We thank you for your interest to submit a proposal and kindly request you to participate in the upcoming RFP process.Thank youEvaluation team. For any inquiries, please contact Buddhika KODITHUWAKKU. Email: buddhikaK@unops.org, Phone: Denmark 45337579

New clarification added: Q39: Could you kindly clarify whether, in case a consultant is not inclined to provide a quote for a specific Call of Order (COO), we are allowed the discretion to refrain from proposing a price for that particular COO?A39: If the consultant is fully occupied or the requested services are outside of the consultant's scope of services, consultants may notify UNOPS.   Q40: Could you please explain the procedure for requesting prices for the different COOs, considering that according to answer 36, a maximum of 5 LTA awardees is allowed? Is there a priority order in the request and budgeting of the COOs among the different LTA awardees, or will a price be requested from all of them equally for each COO?A40: UNOPS will solicit offers (secondary bidding) from all the LTA holders.

New clarification added: Q34:  Concerning Returnable Proposal Schedule 6 & 6A – Capacity Experience, Work in Hand and Completed, It is observed that there is redundancy concerning point 2, financial capability, since the document upload block requires this information to be uploaded separately as "Document name: Audited financial statements and Form C, Document category: Financial statements, Document is: mandatory."Please confirm that this documentation should be uploaded twice, once in the Returnable Proposal Schedule 6 & 6A and another in the "Financial statements" section.A34: Please upload Audited financial statements and Form C into the checklist folder named "Audited financial statements and Form C" Q35: According to the RFP, a master's degree counts as 2 years of experience. In the case of having multiple master's degrees, would each of them count as an additional 2 years of experience?A35: Only one master's degree of an individual will be considered to count additional years of experience.Q36: The RFP does not clearly state the maximum number of awardees for this contract. Could you please indicate the maximum number of awardees that could be included in this LTA?A36: Please refer to Particulars>Scope of Proposal. UNOPS will establish multiple LTAs (Maximum of 05)Q37: The RFP mentions that UNOPS may request pricing to verify the logic of the financial proposal for the various COOs. Could you please indicate whether these second options will be proposals made by companies participating/awarded in this LTA contract?A37: Companies who are successful in establishing an LTA with UNOPS will be given the opportunity to submit proposals for individual COOs under the LTA. COOs will be awarded using secondary bidding to establish value for money. UNOPS may request more details from the LTA holder to understand the pricing of financial proposals received if required. Q38: According to question 29, response  a) Detailed CV of all the expertise listed in the matrix including educational certificates and professional memberships shall be submitted.Please confirm that with your response you mean that it is necessary to include: 1) a copy of the educational certificates 2) the number of professional memberships (included by reference in the CV and Matrix 2),*not a copy of the actual professional membership certificate (this document is issued by professional associations and obtaining it may involve a very slow procedure, which could make it impossible to obtain this document prior to the tender submission deadline).A38: Please provide a copy of the highest education obtained and a list of professional memberships along with the membership number for each nominated person.

New clarification added: Q30: We would like to kindly request further information regarding the contract at hand. Specifically, could you please provide us with an estimation of the number of Call of Orders (COO) anticipated to be engaged throughout the duration of this contract? We would greatly appreciate it if you could share any available details regarding the estimated budget allocated for the entire contract.A30: The RFP is published for the establishment of Long Term agreement for an initial period of 3 years with the possibility of extension for further 2 years. The exact requirement is not known. UNOPS processes 30~50 Call Off Orders per year for Infrastructure services.Q32: In the case of a Joint Venture, please confirm that the SUPPLIER REGISTRATION FORM must be completed according to the information of the Joint Venture's Leader.A30: In the case of the joint venture, the leading party shall complete the supplier registration form.Q33: In accordance with the Returnable Proposal Schedule 4 – Bidder Details, please confirm that the Trade License title and No. refer to the number with which the company is registered in the commercial registry of its country of origin. Additionally, kindly confirm that, in the case of a Joint Venture, the details of the participating companies in said Joint Venture must be included.A33: Please provide details of the business registration at the country of incorporation. In case of a Joint venture, all parties must complete Returnable Proposal Schedule 4 separately.

New clarification added: Q29:  With respect to point 2 of the RETURNABLE PROPOSAL SCHEDULE 8, we have the following questions:a) Is it necessary to submit a copy of the educational certificates? Is it required to provide a copy of professional memberships?b) What do you mean by "Proof of nationally recognized license or registration"? Are you referring to the validation of the educational certificate/professional recognition in another country, or is it a different document? We would appreciate clarification on this point.c) We understand that copies of diplomas and certificates, if necessary should be included following the CV template attached as Form B. Please confirm.Please understand that obtaining certain certificates, particularly those related to professional memberships and Proof of nationally recognized license or registration, may take some time due to the issuing entities' processes.A29: please find below clarifications.a) Detailed CV of all the expertise listed in the matrix including educational certificates and professional memberships shall be submittedb) Proof of nationally recognized license or registration requirement is "at least one Level 3 expert for each core discipline shall have a professional membership in a professional institute in the country of residence or internationally recognized institution."c) please refer to the answer (a)

New clarification added: Q27: Refer to Section II.1 Schedule 1 part 3 Infrastructure Sectors and Section II.1 Schedule 1 part 5 Personnel RequirementsTable 1 Section 5 gives notes on Strategic Areas e.g. Public Private Partnership. However under part 5 Personnel Requirements expert categories 1 to 3, there is no explicit mention of a PPP expert (discipline) and therefore leaves room for interpretation. Please clarify under which expert discipline will each area listed under Table 1 Section 5 Strategic Areas falls for the purpose of eliminating interpretation errors.A27: Please provide the expert categories specified under part 5, personnel requirements. You may propose additional optional categories, if available.  In the event that UNOPS requests the provision of services that are not expressly priced,  but that are related to the services listed in Table 1, the Parties may enter into a Call-off Order under the Long-Term Agreement as long as the rates of the experts to provide such services are not higher than the maximum daily rates set out in the Consultant’s submitted Schedule of Rates.Q28: For the design phase, it is often necessary to obtain construction permits from engineering firms. However, at this stage, we lack information about the locations of each design, making it likely that the people included in the matrix will not cover all the locations where the projects will be executed. Consequently, this situation implies either the need for support from in-house staff not included in the matrix or support from local subconsultants with professionals registered to legally execute projects according to local regulations and with the authority to obtain the various relevant permits.Please confirm that the key personnel to be included should consist entirely of in-house staff participating in the bidding process./Please confirm that the personnel to be included in the matrix must belong entirely to the bidding company at the time of the bid submission, and it is not possible to include commitment letters for hiring between the bidding company and the individual who will perform the specific role.A28: Please refer to section 9.1 of the document named "Section_II.I_Schedule of requirements_LTA design&design review_RFP45010.pdf" for sub consultants. Retainers and freelance experts may be included in the matrix. however, the bidder is fully responsible for the work done by the outsourced individuals. in such cases, a commitment letter between the bidding company and an individual must be provided.

New clarification added: Q26: May you please advise if we are sending detailed CVs of Experts at this stage of the submission?A26: Please refer to RETURNABLE PROPOSAL SCHEDULE 8 - TEAM STRUCTURE in the document named "RFP33548_Section_III_ReturnableProposalSchedules_45010.docx" 

New clarification added: Q25: A. Dans le cadre du RFP/2023/45010,nous avons une discordance dans la section III ( le document word y afférent est intitulé section II.I) .D'autre part,,dans le document section I , vous mentionnez les documents SECTION III (CONDITIONS OF THE CONTRACT) ,SECTION V,SECTION VI et PARTICULARS qui ne font pas partie des documents mis à notre disposition sur la plateforme. Merci de mettre à notre disposition les documents demandés pour nous permettre de participer à cet RFP.  B. In the context of RFP/2023/45010, we have a discrepancy in section III (the related word document is titled section II.I). On the other hand, in the document section I, you mention the documents SECTION III (CONDITIONS OF CONTRACT), SECTION V, SECTION VI and PARTICULARITIES which are not part of the documents made available to us on the platform. Please provide us with the requested documents to enable us to participate in this RFP.A25: Please refer to the below documents for the requested detailsCONDITIONS OF CONTRACT - Consultant Services Contract for Works_45010.pdfUNOPS Requirements -  Section_II.I_Schedule of requirements_LTA design&design review_RFP45010.pdfPARTICULARS - particulars section in eSourcingRETURNABLE SCHEDULES - RFP33548_Section_III_ReturnableProposalSchedules_45010.docx  

New clarification added: Q24: This refers to Q5 & A5,  What do you mean by "prior to signing the contract"? Are you referring to before signing the contract once the award has been made? At this moment, the intention is to submit the bid with only one of the companies with a UNGM number. Please confirm that this process would be valid for bidding jointly.A24: Please find an extract from section 3.1 of the UNOPS Procurement Manual."UNOPS contracts shall only be awarded to vendors that are registered with the UNGM, except for a) processes in advisory services projects where UNOPS does not sign the contract with the vendor, b) contract awards for values under $2,500. In the event of joint ventures or consortia, at least the leading entity must be registered in UNGM and preferably all other members too.". You may submit the bid through a UNGM account of one party. However, we recommend you register all Joint venture partners in UNGM.

New clarification added: Q22:  Please advise whether the project leaders have to be identified at the RFP stage as it would normally be expected that a project leader is identified on a case to case basis when a project is assigned/instructed and therefore does not need to be identified at the RFP stage. Please clarify. In case it is required to identify the project leaders at the RFP stage, then the potential project leaders should be identified and this shall be done using the Returnable Proposal Schedules 6A_8A since the terminology ‘project leader’ is available under the drop down menu of the Proposed Role column? Please confirm/clarify. Should this be confirmed , then it would be understood that the Project Leader would also count as a Technical Expert by default. Please confirm/clarify.A22: The proposal should contain a Director and Coordinator for the management of the overall Long-Term Agreement. Individual project leaders and technical experts will be identified at the time of a COO, when specific services are requested. Q23:  We would like to ask if there is a possibility for an extension of time for the tender submission due to the upcoming holidays.A23 : Submission deadline has been extended to 21 April 2023.

New clarification added: Q20: Given the contract's nature, the services may be extensive, and therefore, the pricing for each professional could increase or decrease depending on the activities performed within each COO. Could you please kindly confirm that each COO will be economically estimated, and the consultant will submit an independent financial proposal for every COO?A20:  Please refer to A19.Q21: We would greatly appreciate it if you could provide a real-life example of a COO within an LTA contract, in order to observe how the economic estimation/breakdown is requested for each COO.A21: UNOPS will provide necessary guidance after awarding LTAs.

New clarification added: Q18: Our company is established in 2012 and has completed various design-build projects with US ARMY Department of Defence in Afghanistan as a prime contractor. Can we participate in the bidding of this project?A18: All companies that meet the specified eligibility criteria are welcome to submit a proposal.Q19: During the solicitation phase of this LTA, we must provide a cost breakdown for each category and level. However, it remains unclear how this pricing will be applied during the bidding process for each COO that emerges throughout the contract's duration. Could you kindly clarify whether UNOPS will determine the number of hours for each professional (by category or level), or if it is the consultant's responsibility to estimate the number of hours required?A19:  The RFP requests all-inclusive maximum daily rates for each discipline. At the time of the COO, LTA holders will be invited to price the specific scope of services requested, based on established maximum rates and the necessary time to complete the services in the consultant’s professional judgment. UNOPS will conduct secondary bidding to ensure value for money.

New clarification added: Q15: In relation to RETURNABLE PROPOSAL SCHEDULE 6, CAPACITY, EXPERIENCE AND WORK COMPLETED  "a)     Certificate of completion or a copy of the contract for the one design in French in excess of $500,000 construction value in the last 5 years." - would a project which involved design review be considered compliant with this requirement? A15:  Please refer to the criteria established in the criteria section: “Bidders must have executed at least one (1) design in French whose construction cost, net of land acquisition and taxes exceeds $500,000 in value in the last 5 years.”Q16: In your Terms of Reference for  RFP/2023/45010, you have listed in the English version of page 10 in Section II.I Schedule of Requirements that for Category 2 of Personnel Requirements " Consultants must price at least 2 of the following disciplines in all three experience levels." However in Schedul 5A Financial Proposal, CATEGORY: 2 (Minimum 4 disciplines shall quote).  We would like to know is it 2 or 4 of the three levels of disciplines for Category 2 to be provided.A16:  Bidders must quote 100% requirement in Category 1 and at least 2 disciplines in Category 2.Q17: Could you please confirm that the services within this LTA can range from the design phase (design or review) to the tendering and construction phase?A17: The scope of the LTA is for the Design and Design review services and related technical services. Tendering and construction are excluded from the scope.

New clarification added: Q12:  3.5: "Returnable Proposal Schedule 11 - Outline Statement of Proposed Methods. The bidder's proposed method statement demonstrates the bidder's capacity to provide the services in a professional and properly staged manner. Bidders are required to submit a separate method statement for Design services and review services (Scored separately, 8 x2)."&3.3: "Returnable Proposal Schedule 8 – Composition and structure of the team proposed and the capacity of the proposer’s proposed team to provide the Services outlined in the TOR. The proposed roles of the management and the team of key personnel shall be suitable for the provision of the necessary services. Bidders shall provide an organogramme of the company's organizational structure, including company offices and staff numbers. ( max 4 points for team structure, 10 points for proposed team and 2 points for LTA director and LTA coordinator)" Could you please kindly clarify the maximum number of pages for these points? A12: There are no page limits for these sections. Page limits are specified where applicableQ13: In a joint venture, regarding contract management, are there any restrictions on which company (e.g., leader, etc.) each key personnel member (LTA Director, LTA Coordinator, Project Leader) must belong to?A13: An LTA director and coordinator should be nominated from the leading party who will sign the LTA with UNOPS, if awarded.Q14: In the case of a joint venture, please confirm if meeting any or all technical and financial criteria by any member of the JV will be considered as covered for the joint venture as a whole.A14: Please refer to the particulars session of the RFP. In the case of joint ventures, all joint venture members combined must meet the criteria. However, all parties must meet eligibility criteria.

New amendment added #2: Details of the amendment are as below,1. Proposal submission deadline has been extended to 21 April 2023.2. Deadline for clarification extended to 18 April 2023.

New clarification added: Q9: In no part of the RFP is it explicitly stated that it is necessary to include a certificate of good execution/reference letter for each of the projects included in Matrix 1. Please confirm that it is not required.A9: Please refer to Returnable Proposal Schedule 6 (1.b). Extract “Certificate of completion or a copy of the contract for the one design in French in excess of $500,000 construction value in the last 5 years. “Q10: Technical capacity, expertise and experience for required sectors Introductory brief indicating your company’s expertise and experience in successfully implementing designing or design review services.It is written that:"a) Matrix of past experience Design Services/Design review services (Matrix 01) must be completed.b) Certificate of completion or a copy of the contract for the one design in French in excess of $500,000 construction value in the last 5 years."Additionally, it is mentioned that the limit is 3 pages. Please confirm that the three-page limit refers only to the narrative, and points a) and b) are excluded from the number of pages (3 pages). Please confirm that the narrative will be evaluated and not just points a) and b)A10: 3 page limit is excluding the Matrices. The limit applies to the narrative only. Please refer to the evaluation criteria specified in the Criteria section.Q11:  Refer Qualification Criteria 2.5 :  “Bidders should have at least 10% female representation in the proposed expertise in Category 1 & 2” Please confirm our understanding that total number of female experts combined for all disciplines quoted for Category 1 & 2  over the total number of experts combined for all disciplines quoted for Category 1 & 2 shall be greater than 10%A11: Yes, understanding is correct. Minimum of 10% female representation in the proposed expertise in Category 1 & 2 

New clarification added: Q7: According to the matrix 1, it literally states to include "References of projects that the company has been involved with infrastructure design & design review in the last 5 (five) years."  Please clarify, Is it acceptable to include projects that are currently ongoing?A7: Yes , you may include ongoing projects. However, bidders shall meet the requirement specified in the evaluation criteria 2.3Q8: Please clarify whether it is possible to include not only design project scopes or project reviews, but also various technical supports such as detailed design (shop drawings), quality control revisions, safety manager services, scheduler services, etc. We consider that these services could be included within the contract scope, and thus, these services would demonstrate the company's diverse expertise and contributions to the different projects it is involved in.A8: Yes, bidders can include relevant services in the matrix.

New clarification added: Q7: According to the matrix 1, it literally states to include "References of projects that the company has been involved with infrastructure design & design review in the last 5 (five) years."  Please clarify, Is it acceptable to include projects that are currently ongoing?A7: Yes , you may include ongoing projects. However, bidders shall meet the requirement specified in the evaluation criteria 2.3Q8: Please clarify whether it is possible to include not only design project scopes or project reviews, but also various technical supports such as detailed design (shop drawings), quality control revisions, safety manager services, scheduler services, etc. We consider that these services could be included within the contract scope, and thus, these services would demonstrate the company's diverse expertise and contributions to the different projects it is involved in.A8: Yes, bidders can include relevant services in the matrix.

New clarification added: Q5: In the various deliverable forms required for the tender, the UNGM registration number is requested. Given that the intention of this bidder is to submit as a Joint Venture, would it be necessary to provide the registration number of any member of the consortium, or on the contrary, should a joint registration be made for the Joint Venture, thereby obtaining a unique number for both parties?A5:  In the case of Joint Ventures formed only for submitting the RFP, all partners shall be registered in UNGM before signing the contract. If the joint venture is legally incorporated, UNGM registration of the Joint Venture will be required.Q6: Our current registration as an entity is a basic registration. Please confirm if this is sufficient to submit the tender. Furthermore, we would greatly appreciate it if the process could be postponed further in order to prepare the most consolidated proposal possible.A6: Level 1 UNGM registration is sufficient

New clarification added: Q3:  Can you please let us know if we can bid only for LTA for the provision of multi-disciplinary engineering consultancy services required to carry out design services and review infrastructure designs only in  English language?A3: Bidders must fulfil the dual language requirement as specified in the "Section_II.I_Schedule of requirements_LTA design&design review_RFP45010"Q4: In the interest of developing as consolidated a proposal as possible, we would deeply appreciate if the delivery of the tender could be postponed by two weeks.A4: The deadline for submission has been extended until 14 April 2023.Q4: We would like to have more information on the Schedule 3 - Bank Guarantee Form. What are we to submit?A4: BANK GUARANTEE FOR PROPOSAL did not request in this RFP.

New amendment added #1: Details of the amendment is as below,1. Proposal submission deadline has been extended to 14 April 2023.2. Deadline for clarifictaion extended to 07 April 2023.

New clarification added: Q1: Would you be so kind as to inform about the page limitation for: 1. Internal quality assurance plan for design services and 2. Internal quality assurance plan for design review services.A1: No page limitation for Quality Assurance plansQ2: The tender particulars state that "Partial proposals shall not be allowed. Offerors must quote prices for the total goods, services and/or works for the total requirement. Evaluation will be done for the total requirement." However, in the evaluation method, it is specified that partial proposals are acceptable under certain conditions. Kindly confirm if Partial proposals will be accepted by the ClientA2:  Partial proposals are accepted as specified in the Evaluation method details,Bidders shall provide 100% of the expertise required in Category 1 (6 disciplines), and at least 2 disciplines in Category 2. However, the bidder shall provide prices for all three experience categories (Expert Level 1, 2 & 3) in the discipline which the bidder quoted for. Category 3 is optional.