Somalia: LRPS-2016-9124314 - Life Support Services for UNICEF Premises in Mogadishu

1.0 PROCEDURES AND RULES

1.1 ORGANISATIONAL BACKGROUND

UNICEF is the agency of the United Nations mandated to advocate for the protection of children’s rights, to help meet their basic needs and to expand their opportunities to reach their full potential. Guided by the Convention on the Rights of the Child UNICEF strives to establish children’s rights as international standards of behaviour towards children. UNICEF’s role is to mobilise political will and material resources to help countries ensure a “first call for children". UNICEF is committed to ensuring special protection for the most disadvantaged children.

UNICEF carries out its work through its headquarters in New York, 8 regional offices and more than 190 countries and territories world-wide. UNICEF also has a research centre in Florence, a supply operation based in Copenhagen and offices in Tokyo and Brussels. UNICEF’s 37 committees raise funds and spread awareness about the organisations mission and work.

1.2 PURPOSE OF THE RFP

The purpose of this RFP is to invite proposals from qualified companies for provision of Life support services for UNICEF Premises in Mogadishu. A contract will be made out with the successful bidder on a Long Term arrangement basis for a period of 2 years with possibility to extend for another 12 months.

1.3 FORECAST SCHEDULE

The schedule of the contractual process is as follows:

a) Closing date and time for submission of full proposal: 26/04/2016 at 10.00 a.m. Nairobi Time

b) Award Notice: To be detemined

c) Signature of contract: To be determined

1.4 RFP CHANGE POLICY’’contact any or all references supplied by the bidder(s);

• request additional supporting or supplementary data (from the bidder(s));

• arrange interviews with the bidder(s);

• reject any or all proposals submitted;

• accept any proposals in whole or in part;

• negotiate with the service provider(s) who has/have attained the best rating/ranking, i.e. the one(s) providing the overall best value proposal(s);

• contract any number of candidates as required to achieve the overall evaluation objectives.

1.9 VALIDITY

Proposal must be valid for a minimum of ninety (90) days from the date of opening of this RFP and must be signed by all candidates included in the submission. Bidders are requested to indicate the validity period of their proposal in the Proposal Form. UNICEF may also request for an extension of the validity of the proposal.

1.10 Technical Proposal

The technical proposals should not contain any costs or prices. Format for submitting the technical proposal is attached as Annex 1

1.11 Financial Proposal

The price proposal should be done as per the format attached as Annex 2.

1.12 PROPOSAL EVALUATION

After the RFP opening, each proposal will be assessed first on is technical merits and subsequently on its price. The proposal with the best overall value, composed of technical merit and price, will be recommended for approval. UNICEF will set up an evaluation panel composed of technical UNICEF staff and their conclusions will be forwarded to the internal UNICEF contracts Review Committee.

The evaluation panel will first evaluate each response for compliance with requirement of the RFP. Responses deemed not to meet all of the mandatory requirements will be considered non-compliant and rejected at this stage without further consideration. Failure to comply with any of the terms and conditions contained in this RFP, including provision of all required information may result in a response or proposal being disqualified from further consideration.

1.13- TECHNICAL EVALUATION

The Technical evaluation –award criteria method to be used is Lowest-Priced Technically Compliant evaluation (point system with a minimum threshold). Bids received on time will be assessed first on the technical aspect with a maximum of 80 points being awarded. All bidders must acquire at least 60 points on this technical assessment in order to be considered for phase two evaluation of the financial cost proposal. The detailed technical evaluation criteria is set below:

a) Presentation of the company profile, organizational structure and personnel experience in conducting similar business activities. Range and depth of the organization's experience with similar projects. (20 points)

· The company shows at least 6 years of experience providing similar services for international organizations in Somalia. (10 points)

· Company legal registration, operation documents and licenses attached. (5 points)

· List of trade references for similar services provided by international organizations operating in Somalia. (5 points)

b) Overall response assessed against the completeness and overall concord between the RFP requirements and the proposal. (40 points)

The TOR identifies six groups of services (summarized in section 9.1 scope of work under Qualifications and requirements and 45 individual tasks (summarized in the table of Annex 2).

· Provisions made in the proposal to undertake the 6 groups of work in a technically sound and logical manner. (15 points)

· Commitment made and adequate actions identified to address each of the 45 individual tasks shown in the TOR. (15 points)

· Provisions made to ensure quality of service with the staffing levels proposed. Is the proposal technically viable? Have they consistently provided/explained ‘How” activities are going to be carried out? (10 points)

c) Relevant experience and qualifications of the proposed key personnel in guesthouse management, cleaning and maintenance services. (20 points)

Individual CVs, references and certificates of:

· Project manager. Number of years managing similar services for organizations with international standards. (7.5 points)

· Chef: Number of years managing similar services for international organizations. (7.5 points)

· Generators maintenance technician. Number of years of experience with similar large equipment. (5 points)

Financial Proposal (only the technically compliant proposals) will be assessed

Contract will be awarded to lowest price proposal/fees for a hypothetical month of 30 days.

Price Proposal - Total 20 Points

The total amount of points allocated for the price component is 30. The maximum number of points will allotted to the lowest price proposal that is opened and compared among those invited firms/institutions which obtain the threshold points in the evaluation of the technical component. All other price proposals will receive points in inverse proportion to the lowest price e.g.

Score for price proposal X = Max. score for price proposal x Price of lowest priced proposal

Price of proposal X

The bidders should ensure that all pricing information is provided in accordance with the following: The currency of the proposal shall be in US Dollars. Invoicing will be in the currency of the proposal. The bidder will suggest a payment schedule for the contract, linked to unambiguous Contract milestones. All prices/rates quoted must be exclusive of all taxes as UNICEF

2.0 TERMS OF REFERENCE

Provision of Life Support Services for UNCEF Premises in Mogadishu

Purpose PROVISION OF THE FOLLOWING SERVICES FOR THE UNICEF COMPOUND IN MOGADISHU (OFFICES AND GUESTHOUSE):

· COOKING

· CATERING

· LAUNDRY

· MAINTENANCE OF GENERATORS and

· GENERAL MAINTENANCE SERVICES

Location UNICEF Compound located in Mogadishu

Airport Road

Duration 2 years (possibility of extension for an additional 1 year)

Start Date: To be determined

Reporting to Operations Manager- Mogadishu UNICEF compound

1- OBJECTIVES

The objective is to award a contract to the most qualified and experienced cooking, catering, laundry, cleaning and maintenance Services Company on a fulltime basis at the current UNICEF compound in Mogadishu.

2- BACKGROUND

UNICEF facilities in Mogadishu occupy an area of 10,000 SQM approximately and it’s located in the Airport Road… The offices area has 3 separate buildings and a few service areas, while the guesthouse is comprised of 2 areas with 16 accommodation prefab units (single occupancy with bathroom), one small apartment with 2 bedrooms, an additional area with 3 bedrooms (single occupancy with bathroom), a recreational area and kitchen and dining area.

UNICEF Guesthouse is meant to accommodate a maximum of 10 international staff while in Mogadishu so that staff have a secured and reasonable place to live and work. UNICEF needs to ensure that the guest house is managed professionally and the guests are provided with good quality food and cleaning and laundry services etc.

In addition, UNICEF must ensure that its offices, service areas, and the compound are kept clean and tidy at all times; the generators that serve the compound are properly maintained and are operational at all times; and other maintenance services and contingent repairs of the electrical and plumbing installations are available as necessary.

In this background, UNICEF is looking to outsource the provision of the following services to a professional company as a complete package:

· Cooking and catering;

· cleaning of offices, accommodations and courtyards;

· laundry;

· maintenance of fuel generators; and

· general maintenance and contingent repairs.

3- SCOPE OF WORK

The selected company will be expected to provide the abovementioned services according to the following terms:

Cooking and catering for the guesthouse

a. Catering service at the Guest House 7 days a week according to the following schedule:

· Breakfast 07:00 to 08:30 hours

· Lunch 12:00 to 14:00 hours

· Dinner 18:30 to 20:00 hours

Capacity: maximum of 10 people every day.

Standard: The contractor is expected to prepare, cook under hygienic conditions using high quality raw material, including meats, poultry, fish, spices/condiments, vegetables, fruit, etc., and serve variety of menus appealing to international customs and culture, providing variety of options to the customer, including one to follow halal and vegetarian standards in each meal whenever required

b. Permanent cafeteria service:

Residents at the guesthouse shall have access to permanent coffee and tea service and bottled water 7 days a week.

Capacity: maximum of 10 people every day.

It is expected that the provision of all consumables (foodstuff, ingredients, spices, cleaning items, etc.) will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section 7. Materials and Supplies of this document.

Cafeteria service for the offices

a. Access to coffee and tea services and bottled water shall be made available for UNICEF staff during working hours, 5 days a week from 07:30 to 17:00 hours

Capacity: From Sunday to Thursday: 60 people

Standard: Coffee, tea and bottled water shall be made available for self-service on a permanent basis.

b. The Contractor may also be requested to prepare and serve additional meals when meetings with invitees from outside take place in the compound. These request will be submitted in advance in order to allow the Contractor to be prepared and will be charged separately.

In executing catering services, the Contractor will:

· ensure that its staff are medically checked and certified to work in a kitchen and in a dining room;

· arrange for meals for its own staff;

· arrange for suitable uniforms for its staff employed for the execution of the services and ensure that the staff uniforms are changed and washed regularly;

· ensure that its kitchen and catering staff maintain the highest standards of personal hygiene and cleanliness;

· ensure daily cleaning and sanitation of assigned spaces (kitchen, dining hall, and cafeteria) to maintain a clean and hygienic condition;

· ensure that all food is served fresh and clean;

· ensure that all garbage originating from kitchen/dining areas is put in garbage bags and placed into designated garbage containers; and

· be responsible for provision, transportation, preparing and serving food items and meals.

Additionally, the Contractor should be able to provide for special occasions, meals of different dishes as requested by UNICEF guests at a reasonable price within market range to be agreed upon in advance.

It is expected that the provision of all consumables (coffee, tea, sugar, drinkable water, cleaning items, etc.) will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section

1. Materials and Supplies of this document.

Cleaning services

The Contractor shall provide cleaning services for office spaces, guesthouse and courtyard in a professional manner using qualified and trained staff. The service should cover entire the UNICEF premises, including the courtyards of the office, guesthouse and warehouses areas, as well as the gates and parking areas, as described below:

a. For the offices

· Perform cleaning functions, including washing, sweeping, dusting and polishing.

· Clean surfaces, floor, furniture, walls, doors, windows, carpets, etc. Special care should be observed with electronic equipment.

· Empty and clean waste paper baskets on daily basis.

· Keep office rooms and hallways clean and hygienic.

· Assemble furniture and set equipment in the conference room during and after meetings.

· Keep toilets clean and hygienic and replenish the toilets with soap, towels and toilet paper.

· Report faulty iron box, toilet fixtures, electrical sockets, doors and windows.

b. For the Guesthouse

· Perform cleaning functions, including washing, sweeping, dusting and polishing.

· Clean surfaces, floor, furniture, walls, doors, windows, etc.

· Empty and clean waste paper baskets on daily basis.

· Replace bed clothes at least once a week or every time there is a new occupant.

· Replace towels at least once a week or every time there is a new occupant.

· Replenish toiletries as required.

· Ensure rooms are well aerated.

· Close windows during windy, dusty weather.

· Report faulty iron box, toilet fixtures, electrical sockets, doors and windows.

· Ensure careful handling of personal property when cleaning.

· Prevention of rodents and cockroaches.

c. For the courtyards

· Perform cleaning functions, including washing and sweeping and ensure grounds maintenance.

· Remove all garbage and debris from the courtyards and keep it clean.

· Keep pathways free of garbage and debris.

· Clear dead leaves and other weeds.

· Daily watering of office and guesthouse lawn and flowers garden. Prevent wastage of water by using of those pipes, sprinklers and lawn mowers on the grass.

· Plant grass, flowers, vegetables, trees and cereal foods.

· Keep the grass cut and trees and plants pruned as required.

· Assist in the fumigation of the compound to keep away insects and snakes.

· Arrange for garbage disposal on a regular basis and keep the garbage disposal area clean and orderly.

In order to ensure this services are provided according to high quality standards, the Contractor should present a cleaning schedule for all the 3 areas that can be modified according to needs and over/under performance. The Contractor will keep a record of the activities that were actually carried out for each of the areas separately and will submit a report on these activities to UNICEF on a monthly basis. The report will be used for verification and payment purposes.

It is expected that the provision of all cleaning items will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section 7. Materials and Supplies of this document.

Laundry for the guesthouse

The Contractor shall provide laundry services for the Guesthouse in a professional manner using qualified and trained staff as described below:-

a) Capacity: maximum of 10

b) Frequency: Daily or as required by customers

c) Standard: Laundry should be pick up from rooms in the Guest House, washed and returned in the same day as earliest as possible; Shirts, t-shirt and pants should be duly ironed.

The contractor will submit a report on a monthly basis informing the activities performed. The report will be used for verification and payment purposes.

It is expected that the provision of all consumables required for laundry service will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section 7. Materials and Supplies of this document.

Maintenance of generators

UNICEF has 2 generators working in its compound that are currently in optimal operational conditions, models PRAMAC GBW30 Perkins, COELMO FDT6N and 2 WP50SS. The Contractor is expected to include among its staff a qualified technician, whose credentials will be evaluated as part of the Contractor’s offer. This technician is expected to perform at least the following functions according to a schedule that shall be submitted by the Contractor and approved by UNICEF on a prior basis:

· Keep the generator tidy and clean.

· Routine timely switch on and off.

· Refuel, change engine oil, filter oil, filter diesel, cleanse and submit daily consumption reports.

· Safe guard the generators during functioning hours.

· Report technical failures and damage of the generators and propose suitable repair.

It is expected that the provision of all the consumables for generators maintenance will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section 7. Materials and Supplies of this document.

General maintenance of offices and guesthouse

The Contractor shall be responsible for the upkeep of electrical and plumbing systems of both office spaces and Guesthouse, as well as for the minor repairs on electrical and plumbing installations and doors, locks and windows that might arise.

· Preventive maintenance especially related to doors, windows and bathrooms.

· Reporting and repairing minor electrical problems in the office/guesthouse.

· Check all security lights of the compound.

· Change office and guesthouse lights when blasted.

· Any other required activities related to electricity, plumbing and minor repairs.

The contractor may also be requested to help reorganizing offices, porting and moving furniture, hanging pictures and other works involving handling or carrying heavy furniture.

It is expected that the provision of all cleaning items and other consumables will be undertaken by the contractor. UNICEF will be responsible only for the provision of equipment and tools, described in Section 7. Materials and Supplies of this document.

4- PROJECT MANAGER

The entire operation of the contracted services shall be superintended by a qualified Project Manager, who shall maintain a close contact with UNICEF Operations Manager, or its alternate, in order to coordinate the performance of the contracted services with the needs of UNICEF.

The Project Manager shall be on duty throughout the normal office hours of the UNICEF office, and available twenty four hours, seven days a week on call for any emergency. S/he shall also superintend the performance of all contracted services on Fridays, Saturdays, and holidays.

The Project Manager shall be responsible for:

· Control scheduling and personnel work.

· Document and report on cleaning services.

· Monitor/manage corrective and preventive cleaning services.

· Surveillance and inspection of activities and personnel.

· Assessment of execution plan.

The Contractor will be provided one office for the use of the Project Manager. This office will be provided with internet connection and telephone within the building. All use of communications equipment shall be only for official use and shall follow standard UNICEF regulations.

The Project Manager shall receive, secure, issue and account for any keys issued for access to buildings, offices, equipment, gates, etc., for the purposes of this Contract. Keys shall not be duplicated without UNICEF approval. Where it is determined that the Contractor or its agents have duplicated a key without permission, the Contractor shall remove the individual(s) responsible from performing work under the Contract. If the Contractor has lost any such keys, the Project Manager shall immediately notify UNICEF. In either event, the Contractor shall reimburse UNICEF for the cost of re-keying that portion of the system so compromised.

5- PERSONNEL

The contractor shall ensure that motivated staff are hired, and that salaries/fees and benefits are reasonable. The Contractor shall maintain discipline at the site and at all times take all reasonable precautions to prevent any unlawful, riotous or disorderly conduct by or amongst those employed at the site and for the preservation of peace and protection of persons and property in the compound.

UNICEF may require in writing that the Contractor remove from the work any employee that the UNICEF deems incompetent, careless, insubordinate or otherwise objectionable, or whose continued employment on the project is deemed by UNICEF to be contrary to the UNICEF's interests. In such a case the contractor shall replace the person concerned immediately.

6- SECURITY

The Contractor is responsible to carry out a security check on all staff to be employed for this Contract. After award of the Contract, the Contractor has twenty calendar days to submit to the UNICEF Security Officer a list of all workers assigned to this project. The UNICEF Security Officer shall have the right to reject any of the proposed staff members with reason. The contractor shall provide for temporary or permanent replacements, who will go through the same security screening and shall be previously approved by the UNICEF Security Officer.

Once the UNICEF Security Officer has approved the applicants, a badge will be provided by UNICEF to each individual for access to the site. This badge may be revoked at any time due to the falsification of data, violation of terms of this TOR, or misconduct on site.

All employees when on duty shall wear clean, neat and complete uniforms clearly identifying them as staff of the Contractor. The Contractor shall provide for each employee and supervisor uniforms and personal equipment appropriate for their work.

7- MATERIAL AND SUPPLIES

UNICEF will provide the following equipment and spaces to support the Contractor:-

a. Containerized kitchen equipped with:

· Heavy duty stove with 4 electrical burners (without oven)

· Heavy duty microwave oven

· 22.6 cu ft. refrigerator

· 22.6 cu ft. freezer

· Dining chairs

· Dining tables

· Crockery/Cutlery

b. Empty prefab with air conditioning for storage purposes (same size of a 20 ft. container)

c. Office space for 1 person fully furnished (no computer), including internet access and telephone.

d. Water and electricity

A list of all furniture, fixture, equipment and utensils supplied by both UNICEF and the Contractor incorporated into the service will be prepared and verified and signed off at the commencement of the services. Items in the list will be kept under inventory records under safeguarded of the Contractor and will be clearly tagged.

It should be noticed that UNICEF is not in the capacity to provide accommodation for the contractor’s employees and that the contractor will be responsible for transporting its own staff to and from the UNICEF compound on a daily basis.

1. DELIVERABLES

The following documents shall be provided by the Contractor on a monthly basis that will be used to assess the quality of the service provided and for payment purposes:

AT THE START OF EVERY MONTH:

· Complete menu for lunch and dinner, including halal and vegetarians standards when required.

· Schedule and frequency of cleaning office spaces, including specific items for windows, bathrooms, etc.

· Schedule and frequency of cleaning guest rooms, including replacement of bed clothes and towels.

· Program for works in the yards, including gardening activities.

· Schedule and frequency of generator maintenance, prepared according to the specific equipment requirements.

· Schedule and frequency on preventive maintenance of electrical and plumbing services.

AT THE END OF EVERY MONTH

· Report on the menu that was available each day.

· Report on the number of meals served per day.

· Report on the activities performed.

· Report on the activities performed, including number of rooms cleaned per day.

· Report on the activities performed.

· Report on emergency works performed.

· Report on laundry services provided per day.

· Report on activities performed.

· Report on activities performed, including emergency repairs.

8- QUALIFICATIONS AND REQUIREMENTS

Interested bidders must meet the following requirements and provide proof with the following documents:

a. Company profile showing service experience in cooking and catering services and management of a large institution, preferably with international organizations. Experience developing similar works in Somalia will be considered.

b. Legally registered documentation with the government of Somalia.

c. Valid license to perform in Somalia.

d. A list of the main staff the company will employ with their individual CVs, references and service certificates.

e. Proof of comprehensive health insurance for employees.

f. Medical certificate for each employee, guaranteeing good health.

g. Minimum of 5 years’ experience in managing the cooking and catering for companies with over 50 staff.

h. Detailed description on how the company will perform the services described above.

Bidding companies are requested to prepare and submit their proposals following the same order of services used in this Annex 2 and Annex 3 Technical Proposal / Business Plan and Financial Cost proposal document for ease of reference and evaluation.

9.1 SCOPE OF WORK

· Cooking and catering for the guesthouse

· Cafeteria service for the office

· Cleaning services

· -For the offices

• For the guesthouse

• For the courtyards

· Laundry services for the guesthouse

· Maintenance of generators

· General maintenance services

• For the offices

• For the guesthouse

Bidding companies are also requested to complete the two templates Annex1 & 2 and attach supporting documents, registration documents, licenses, references, CVs etc.

Bidding companies should visit the UNICEF compound in order to familiarize itself with the UNICEF compound prior to the submission of their proposals and assess the number and functions of staff required to perform this job.

Sealed Hard copy proposals should be hand-delivered or sent by Courier to reach UNICEF at the below address on 26/04/2016 by 10.00 a.m. Nairobi Time. Bids received later than this date will be disqualified:

Supply & Logistics Section

UNICEF Somalia Support Centre

UN Gigiri Complex,

Block Q, Ground Floor

P.O. Box 44145-00100

Nairobi

NOTE:

1.Bidders are requested to provide details i.e. Name/ID No. of person delivering the bids a day before the deadline to facilitate entry into the complex to:somsupply@unicef.org

2.A printed set of the completed technical and cost proposals should be submitted in three separate sealed envelopes. (Individual envelopes for technical and price proposals) clearly marked with RFP No., Name of Company, Technical Proposal and Financial Proposal

3.Interested bidders to request for a full set of this RFP by sending an email to:somsupply@unicef.org. Quote LRPS-EMU-9124314**