RECORDS, ARCHIVES AND MAIL SERVICE CONTRACTOR

General Background

World Health Organization, Western Pacific Regional Office located at United Nations Avenue, Manila annually have high needs on service provision for Record, Archives and Mail service contractor who will provide support and assistance in recording incoming/outgoing mails, faxes, distribution and pick up of documents to/from various offices within WHO/WPRO. 

This Request for Proposal solicits on proposals/quotations for Record, Archives and Mail service contractor for WPRO from experienced and professional service providers.

Objectives of the assignment

WPRO is conducting this bidding to choose and contract the best service provider(s) to meet the needs on Record, Archives and Mail Services.  
This will include assistance in recording mails, faxes, distribution and pick up of documents within WHO/WPRO.

Scope of work

WHO requires the successful bidder to carry out the following services:

• Contractor shall be responsible for the data input of WHO’s incoming and outgoing mails, using the Registry Dispatch System Software (RDS), live-stamps sale, and monitoring and report generation.
• Contractor shall be responsible for the overall support for the whole facsimile operation from outgoing, incoming, inventory, proofreading and machine operations.
• Contractor shall be responsible in the distribution and pick up of documents to be delivered to the respective units/addressees and responsible in sorting WHO’s incoming and outgoing mails delivered by external and internal messengers.
• Contractor shall be responsible for the operations, maintenance and training of staff in regard to the RDS.
• Contractor shall be responsible for the pick-up and delivery of mail bags and registered mails and parcels from/to different destinations, among which from
  Post Office to WHO and vice-versa. 

Duration of assignment
A contract will be signed with the successful bidder for an initial period of three years with possible extension (maximum five years) subject to:

• WPRO requirements
• Satisfactory performance of the contractor
• The rates offered for the contract years remain competitive

Final products
Timely services of Record, Archives and Mails for WPRO.

Provision of monitoring and progress controls
The contractor’s performance will be reviewed and monitored by WPRO regularly.

Degree of expertise and qualifications

a.  Primary purpose of incorporation must be clerical including records, archives and mail service provision with minimum of ten (10) years of experience.
b.  Must be maintaining at least ten (10) or more similar projects at the time of bid.
c.  Committed to provide cost-effective services.
d.  Provide manpower that will help project a professional and healthy environment to WHO.  
e.  Must provide a Project Supervisor or personnel who shall be responsible for the performance of the contract or and remain the Client's contact person for the duration of the contract.  The Project Supervisor shall establish a routine for communications with the Organization thru RAM (Record, Archive and Mail Service) and ASO to provide a prompt and timely response to any concerns or problems that may arise.  Time and frequency of direct meetings may vary as determined by the Organization.  The Project Supervisor shall review and report to the Organization the overall performance of personnel, receive special instructions or discuss other pertinent items regarding the contract and Contractor's performance.
f.   Must be able to provide reliable, trustworthy and dependable employees. Retain loyal, hardworking and dedicated employees (on the same schedule) in the same area for as long as possible.  If there will be any change in staff, the Project Manager/Supervisor shall notify the Organization prior to the change/removal as quickly as possible and permission from WHO is required, including submission to WHO of the Curriculum Vitae of such personnel.

Review time required and payment term
Payment will be made based on:

• Formal invoice (VAT excluded)
• Monthly report on provided services with certification by authorized WPRO staff.

Where two currencies are involved, the rate of exchange shall be the official rate applied by WPRO on the day WPRO instructs its Bankers to effect the payment(s).

Required documents for submission

*(please send pdf file; word/excel file for Budget Proposal – labelled properly/document for easy reference and review)

• Duly licensed corporation organized/registered under the laws of the Philippines with paid-up capital of at least One Million Pesos. (Php1,000,000);
• Primary purpose of incorporation must be clerical including records, archives and mail service provision with minimum of ten (10) years of experience, and
• Must provide the following supporting documents for evaluation;
  • Company Profile (general information) must include:
    • Years of service and type of clients;
    • Volume of business with corporate accounts;
    • Main thrust of business;
    • List of Clients
• Certified true copy of SEC registration, Department of Trade and Industry (DTI) business name registration, Articles of Incorporation and By-laws;
• Audited financial statement and Certified copy of Income Tax Return for the last two (2) years duly stamped and received by the Bureau of Internal Revenue (BIR);
• An undertaking that the contractor shall pay its workers at least minimum wage and that it shall comply with the SSS, PhilHealth and Pag-Ibig Law on compulsory remittance of premiums;
• Issue authorization letter to any WHO representative to check /validate the authenticity of submitted documents;
• Certification on the following:
  • that the company is not blacklisted or barred to any government or private agencies;
  • proof that the company is in good financial standing (bank certification, accreditations, etc.); and
  • Good track record in serving Multinational Corporation, International Organizations and Embassies.
• Must be able to post a bidder's bond of One Hundred Fifty Thousand Pesos   (Php 150,000.00).

Time period and contracting  
A successful service provider will be appointed for a minimum of three years and enter into a service level agreement which will be closely monitored to ensure quality in delivery of services.

Pricing

• A detailed cost breakdown structure must be included
• All pricing must be shown exclusive of any applicable VAT 
• All pricing assumptions or unknown costs must be clearly documented

Interested should submit one (1) copy of required documents and proposal on sealed envelope by 5 December 2017 to:
World Health Organization
Office for the Western Pacific Region
UN Ave cor Taf Ave Ermita Manila
Subject: Tender Notice No. 64693 RECORDS, ARCHIVES AND MAIL SERVICE CONTRACTOR 
The proposal should be concisely presented and structured to include the following information:

• Legal Documents
• Financial proposal
  • please provide in a yearly basis for three years
  • signed proposal – pdf copy
• Suppliers have to provide a price list valid for three years
• Suppliers’ offers must use currencies in Philippines Pesos /US dollars (please indicate exchange rate that was used) without added value tax, as the Organization is exempted from any kind of taxes.

Communications during the RFP Period

A prospective bidder requiring any clarification on technical, contractual or commercial matters may notify WHO via email at the following address no later than 27 November 2017, prior to the closing date of the submission offer/s:

Email for submissions of all queries:  wprosao@who.int  (use subject: Tender Notice No. 64693)

WHO will respond in writing (via email only) to any request for clarification of the RFP that it receives by the deadline indicated above.  A consolidated document of WHO's response to all questions (including an explanation of the query but without identifying the source of enquiry) will be sent to all prospective bidders who have received the RFP.

There shall be no individual presentation by or meeting with bidders until after the closing date.  From the date of issue of this RFP to the final selection, contact with WHO officials concerning the RFP process shall not be permitted, other than through the submission of queries and/or through a possible presentation or meeting called for by WHO, in accordance with the terms of this RFP.