FOR THE ESTABLISHMENT OF A FRAME AGREEMENT FOR THE SUPPLY DELIVER OF FUEL (DIESEL & PETROL) TO UNHCR’S OFFICES IN YEMEN

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
 

Type of services and deliverables: The Office of the United Nations High Commissioner for Refugees (UNHCR), Branch Office Sanaa, invites qualified vendors to make a firm offer for the establishment of Frame Agreement(s) for the Supply and Deliver of Fuel (Diesel & Petrol) as per the attached specification in Annex A, to UNHCR’s Offices in Yemen to the destinations mentioned below (referred to hereinafter as Fuel).

 

 

 

 

Estimated Fuel Requirement:

The estimated fuel consumption/ annual requirements and of UNHCR by location are as follows:

 

Location

UoM

Type of fuel

Quantity Per (1) Year

Quantity Per (3) Years

UNHCR Sana’a Offices

Liter

Diesel

200,000

600,000

UNHCR Sana’a Offices

Liter

Petrol

80,000

260,000

UNHCR Al-Hodidah Offices

Liter

Diesel

100,000

300,000

UNHCR Al-Hodidah Offices

Liter

Petrol

20,000

60,000

 

Please note that figures above have been stated in order to enable bidders to have an indication of the estimated requirements. It does not represent a commitment that UNHCR will purchase the above quantities. Quantities may vary and will depend on the actual requirements and funds available regulated by issuance of individual Purchase Orders/Contracts.

 

 

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 fuel procurement for the subsequent secondary bidding (i.e. mini competition).

 

UNHCR Yemen may award Frame Agreement(s) with an initial duration of 2 (Two) years, potentially extendable for a further period of 1 (one) year, for supplying of the goods and services.

 

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:           Technical Specification for Fuel.

Annex B:            Technical Offer Form

Annex C:            Financial Offer Form

Annex D:           Vendor Registration Form

Annex E:            UNHCR General Conditions of Contracts of Goods and Services

Annex F1:          UN Supplier Code of Conduct (English)

Annex F2:          UN Supplier Code of Conduct (Arabic)

Annex G1:         E-TenderBox Supplier guidelines (English)

Annex G2:         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 (خ1 , خ2)

 

أخر موعد لتقديم العروض الفنية والمالية في يوم الاثلاثاء  الموافق 20 يونيو 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 بأحضار اصل الظمان البنكي.

 

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

 

 

 

2.3        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 Tuesday 13/06/2023. 

 

       Within a 3 to 5 days 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

             

 

Your technical offer should clearly state whether or not the “goods and services” 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.
• Valid Tax rehistration doucment.
• Scan copy of bid security

 

Experience of Firm: The bidder shall show proof of a minimum of 1-years’ experience in the field of supplying fuel or Oil services related area by submitting at least 2 (two) contracts, work orders, POs or reference letters that must be on letterheads of the clients.

 

Delivery Lead Time & Capacity: When submitting your offer, you should indicate the fuel delivery time (bulk delivery) to [specify destinations], and conform the ability to deliver  minimum required capacity within one week (as indicated in the technical evaluation form in Annex B) from the date of receipt of the purchase order. Please keep in mind that UNHCR operates under emergency situations at times and the product should be made available as requested.

 

 

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

 

UNHCR General Conditions of Contract for Goods and Services: Acknowledgement of UNHCR General Conditions of Contract for civil works (by signing Annex E)

 

UN Supplier Code of Conduct: Acknowledgement of UN Supplier Code of Conduct ( by signing Annex F1 0r F2)

 

 

             

 

 

II) DELIVERY CAPACITY:

             

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

 

 

 

 

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 Financial offer is to be submitted as per the Financial Offer Form (Annex C). 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 Goods and Services.

 

The following details shall be provided for each item:

 

Unit costs: The bidder shall quote the all-inclusive DDP unit price for:

• Sana’a
• Al-Hodidah

 

The supplier is expected to deliver the fuel to the specified UNHCR fuel storage facilities located in officesl ocaions on DDP INCOTERMS. 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 C) 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 A (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 Fuel supply or/and Oil services or Gas station license approval from local authority.

Pass/Fail

Mandatory

Bank Security Bond

Please include a scanned copy of your bid security with your technical proposal. If you do not provide bid security with your technical proposal, your offer will not be further evaluated.

Pass/Fail

 

 

 

 

 

Desirable Administrative Documents

 

Category

Preliminary Evaluation Criteria

Criteria Description

Desirable

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 D)

Desirable

UNHCR General Conditions of Contract for Goods and Services.

Acknowledgement of UNHCR General Conditions of Contracts for Goods and Services (by signing Annex E)

Desirable

UN Supplier Code of Conduct.

Acknowledgement of UN Supplier Code of Conduct (by signing Annex F1 or/ F2 (attached hereto)

 

Technical Evaluation:

 

Category

Technical Qualification Criteria

Criteria Description

Pass/Fail

Mandatory

Experience

1 years’ experience in delivering similar goods / services for comparable organization (i.e. UN, INGO,) evidence by provision of at least 2 contracts.

Pass/Fail

Mandatory

Delivery Lead Time & Capacity

Supplier should indicate the fuel delivery time (bulk delivery) to [specify destinations], and conform the ability to deliver  minimum required capacity within one week (as indicated in the technical evaluation form in Annex B.

Pass/Fail

All of the above mandatory 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. Financial bids from suppliers who are technically compliant will be evaluated based on:

 

• Competitiveness of the quoted prices by complete.
• Unit cost DDP to the UNHCR office’s locations.

             

              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 خ1 خ 2

 

أخر موعد لتقديم العروض الفنية والمالية في يوم  الثلاثاء  الموافق 20  يونيو 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 بأحضار 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.

 

 

 

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.

 

Aman Aligo

Snr. Supply Officer

UNHCR BO Sana’a