RFQ/CAI/054/2023 - CANTILEVER, RENOVATION IN WAITING AREAS, CARAVAN, SHADES, REMODELING WINDOWS, FLOOR FOR EXTERNAL PLOT IN BACKYARD AT THE MAIN UNHCR BUILDING

DATE: 13 July 2023

REQUEST FOR QUOTATION: [No. RFQ/CAI/054/2023]

FOR THE SUPPLY, DELIVERY, INSTALLATION AND PROVISION OF

CANTILEVER, RENOVATION IN WAITING AREAS, CARAVAN, SHADES, REMODELING WINDOWS, FLOOR FOR EXTERNAL PLOT IN BACKYARD AT THE MAIN UNHCR BUILDING

QUOTATION TO BE RECEIVED ON OR BEFORE: 23 July 2023 by 14:00 Hrs (Local Time)

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 a mandate to help stateless people.

In more than five decades, the agency has helped tens of millions of people restart their lives. Today, a staff of some 6,600 people in more than 110 countries continues to help about 34 million persons. To help and protect some of the world’s most vulnerable people in so many places and types of environments, UNHCR must purchase goods and services worldwide. For further information on UNHCR, its mandate and operations, please see http://www.unhcr.org.

1. REQUIREMENTS:

UNHCR Egypt Office invites qualified and eligible vendors, registered with the Government of Egypt, to make firm offers for the supply, delivery, installation and provision of cantilever, renovation in waiting areas, caravan, shades, remodeling windows, floor for external plot in backyard in UNHCR main building in 6^th October city. The detailed specifications as per attached Annex A, as follows:

Your offer shall be prepared in English. In case of error in the total, UNIT price will be considered for calculation.

Special Instructions:

• Cost must be all-inclusive to UNHCR main office in 06^th
• All rejected items/works must be replaced by the contractor at no cost to UNHCR.
• The quantity shown may increase or decrease although it is not expected to be substantial.
• Bidders are highly encouraged to submit complete offers for all above parts 1 to 6.

2. RFQ DOCUMENTS:

The following annexes form integral part of this request for quotation:

Annex A: Technical Specifications & Requirements

Annex B: Financial Offer Form

Annex C: UNHCR General Terms and Conditions for Goods and Services (July – 2018)

Annex D: UN Supplier Code of Conduct

MANDATORY SITE VISIT:

All interested bidders are invited to participate in the mandatory site visit. Bidders are kindly requested to be represented by one or more technical engineer(s). Attendees will be requested by UNHCR focal point to sign on an attendance sheet.

From UNHCR side, the site visit will be represented by Mr. Ahmed Afifi and will take place at the UNHCR Main Office at 06^th of October.

The primary objectives of the site visit are:

• To provide an opportunity for interested bidders to view the location and observe the existing conditions.
• To enable bidders to take all necessary measurements, dimensions, and note any technical aspects required for the submission of their offers.

The site visit should be coordinated and agreed, via email, with the UNHCR focal point to be conducted during these dates (18^th and/or 19^th July 2023). For UNHCR, please contact Mr. Ahmed Afifi, email: [email protected] cc’ing [email protected] and [email protected].

Please note that only offers from bidders who have attended the mandatory site visit will be considered for evaluation.

4. YOUR OFFER:

Your offer shall comprise the following two sets of documents:

• Technical Offer; and
• Financial Offer

• Content of Technical Offer:

Your offer must contain the following set of documents:

1. Confirmation of UNHCR Technical Specification and Requirements by signing and stamping (Annex A) as confirmation and acknowledgment of compliance.
2. Sign and stamp UNHCR general conditions (Annex C) for provision of Goods & Services (July – 2018).
3. Confirmation of UN Supplier Code of Conduct by signing and stamping (Annex D) as confirmation and acknowledgment of compliance.
4. Prove that your company has experience and able to provide such goods/services/works. For example, (company profile, similar completed or undergoing projects, etc.)

• Content of Financial Offer:

Your Financial Offer is to be submitted as per the Financial Offer Form (Annex B) covering Supply, Delivery, Installation and Works (all-inclusive cost). Bids that have a different price structure may not be accepted.

• Annex B – Part 1: Financial – Cantilever Tents / Shades
• Annex B – Part 2: Financial – Renovations in the waiting areas
• Annex B – Part 3: Financial – Caravans
• Annex B – Part 4: Financial – Shades
• Annex B – Part 5: Financial – Remodeling Windows in October to Interview Rooms
• Annex B – Part 6: Financial – Flooring for external plot in backyard
• Currency: EGP or USD
• Unit Cost: without tax + the percentage of applicable VAT/Taxes
• Cost of all services - all inclusive: EGP or USD

The following details shall also be provided as part of your Offer in Annex B:

• Warranty Period: bidder shall state the warranty period.
• Liability Defect Period: bidder shall state the liability defect period.
• Delivery Lead time: bidder shall state the time needed to complete and hand over the services/works from the date of receiving UNHCR Purchase Order.

You are requested to hold your offer valid for 20 days from the deadline of submission. UNHCR will make its best effort to select a company within this period.

UNHCR’ 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.

5. BID EVALUATION:

The evaluation will be conducted in 2-stages as follows:

1. Technical Evaluation (Pass/Fail): UNHCR technical team will review to ensure the following five (5) criteria are met:

• Bidder must have attended mandatory site visit.
• Bidder submitted signed and stamped Annex (A).
• Bidder submitted signed and stamped Annex (C).
• Bidder submitted signed and stamped Annex (D).
• Bidder proved to have experience in the domain (company profile, similar executed projects/works, etc.)

1. Financial Evaluation: bids will be tabulated and compared for all participating bidders passing the Technical Evaluation stage. The contract may be awarded to the vendor(s) with the lowest priced offer passing the technical evaluation.

RFQ SUBMISSION:

We would appreciate receiving your quotation on/or before 23 July 2023 @ 14:00 hrs.

Please submit your offer using the Annexes provided. Offers not conforming to the requested formats may not be taken into consideration. Your offer should be inclusive of taxes and duties.

Your offer/quotation must be duly signed and stamped with date sent via email on the given email address on or before the closing date and time. Submission email address: [email protected]; [email protected]; and [email protected].

Please be aware that the e-mail policy employed by UNHCR limits the size of attachments to a maximum of 10 Mb so it may be necessary to send more than one e-mail for the whole submission.

Please indicate in the e-mail subject field:

RFQ/CAI/054/2023 for cantilever, renovation in waiting areas, caravan, shades, remodeling windows, floor for external plot in backyard

Number of e-mails that are sent (example: 1/2, 2/2)

Please note that mail sent with different subject line may be disqualified.

IMPORTANT: Quotations that are otherwise addressed and/or copied or sent to other addresses or individuals other than the above-mentioned Supply staff members or unless otherwise advised, will be marked invalid and not considered for evaluation.

The standard payment terms of UNHCR are net 30 days upon satisfactory delivery of goods and acceptance thereof by UNHCR.

Submitting your quotation for this RFQ will be considered as acknowledgement/agreement for the UNHCR standard payment terms.

Thank you for your kind attention.

RFQ Documens - 054