REQUEST FOR PROPOSAL (RFP) Provision of Non-Exclusive long-term agreements for the provision of Construction Voucher Scheme

Terms of Reference

for Construction Voucher Supply

Background:

IOM Ukraine will implement a voucher programme aimed at enabling selected households to purchase construction materials and tools for use in repairing their dwellings. IOM seeks to enter into long-term agreements for the provision of vouchers with one or more suppliers operating in one or more of the following oblasts: Kharkivska, Sumska, Khersonska, Mykolaivska, Zaporizka, Dnipropetrovsk, and Donestska. Voucher values may vary but will likely range from USD 100 to USD 1000.

Objective of the Terms of Reference (TOR):

IOM seeks to contract one or more construction material vendors to provide IOM with vouchers of an agreed value that can be redeemed by project beneficiaries to purchase construction materials and tools from the vendor or vendors. Although the initial scope of the project is at least 5,000 vouchers with a unit cost of approximately 350 USD, selection through this tender does not oblige IOM to commit to a minimum number of vouchers or value. This initial scope may be allocated to one vendor or split among multiple, and IOM may substantially increase the number of vouchers under this project subject to the capacity of vendors. IOM may also change the value of the vouchers issued according to its needs. This TOR aims to provide an outline of the project and the tasks and requirements expected therein for potential vendors supplying construction vouchers under this project.

Scope:

Under this project, IOM will reach at least 5,000 households with construction vouchers in oblasts that will include one or more of the following oblasts:

• Kharkivska
• Sumska
• Khersonska
• Mykolaivska
• Zaporizka
• Dnipropetrovsk
• Donestska

IOM will be responsible for:

• Selecting and verifying project participants
• Sharing the vouchers/voucher codes with the project participants
• Monitoring the implementation of the project

The vendor selected through this tender will be responsible for issuing the vouchers and enabling their redemption against a set of agreed upon items.

The vouchers will enable selected households to purchase at no cost to themselves construction materials and tools up to the value of the voucher. Vendors participating in the project will need to be able to:

1. Stock a wide range of construction materials and tools in one or more of the listed oblasts.

1. Enable the rapid issuance of vouchers that can be redeemed both online and instore to beneficiaries selected by IOM, and are electronically tracked and validated.

1. Enable the restriction of vouchers to construction materials and related items, as defined by IOM.
2. Enable the value of the vouchers to be redeemed over multiple uses.
3. Charge items redeemed against the voucher at the same or lower price as that advertised and sold to all other retail customers.

1. Credit back to IOM the value of unused or partially used vouchers after the period of validity.
2. Enable itemised expense reports for each voucher redeemed, and share these with IOM on an agreed upon schedule.
3. Deliver items to beneficiaries in their areas of operation and allow delivery charges to be redeemable with the voucher.

Vendors taking part in the tender will be considered eligible if they have the capacity to do all of the above.

Assessment Criteria:

Eligible vendors will then be assessed and scored according to the following criteria:

Stock

1. The size of a vendor’s construction material (and related items) stocklist, as indicated by the number of items currently in stock (online or instore) at the time of tender submission.

1. The speed with which items on annex A can be restocked.
2. The current availability of items and services on annex B.

Price

1. Current retail prices for the list of items specified in annex A.
2. The discount rate that the vendor can apply to items redeemed using the voucher

Presence

1. The geographical scope of the vendor in the mentioned oblasts, as defined by the number of physical stores and the number of oblasts they are present within.
2. The ability to offer both online and instore redemption.
3. The ability to deliver all items (including bulky items) to all areas of the oblasts the vendor is operational in, excluding any areas occupied by the Russian Federation or unsafe to access.

Start-Up Time

1. The possession of an existing system that can generate vouchers in line with IOM requirements.
2. The number of days between the date the contract is signed and the date the first voucher could be issued by the vendor.

Experience

1. The experience of the vendor in the supply of construction materials and related items.

The Proposer achieving the highest combined technical and financial score will be invited for negotiations. If multiple applicants meet IOM’s requirements and are deemed sufficiently competitive, IOM will seek to contract multiple vendors.