PUR1308/14
Request for Proposal
Request for Proposals
PUR1409/12
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Provision of Porterage, Storage and Removal services
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PUR1409/12
1.0 INTRODUCTION
The European Bank for Reconstruction and Development (the "EBRD") is an international financial institution. The EBRD was established by treaty in 1990 to foster the transition towards open market oriented economies and to promote private and entrepreneurial initiatives in Central and Eastern Europe, the Baltic States and the Commonwealth of Independent States that are committed to and applying the principles of multiparty democracy, pluralism and market economics. The EBRD has 66 members (64 countries, the European Community and the European Investment Bank). Further information about the EBRD's roles and activities can be found on the EBRD's website: www.ebrd.com.
1.1 Definitions:
· The terms ‘EBRD’ and ‘The Bank’ shall mean the European Bank for Reconstruction and Development.
· The term ‘Contractor(s)’ shall mean a party that submits a proposal in accordance with this RFP.
· The term “Tender” shall mean the process by which the Bank evaluates and selects a Contractor to provide the Services described herein.
· The term ‘RFP’ shall mean Request for Proposal.
· The term ‘Proposal’ shall mean a combination of the documents defined in section 4.4 of this RFP. Specifically the Technical Proposal and the completed Quotation File.
2.0 PROJECT BACKGROUND
2.1 Background and Objectives
The EBRD is tendering its contract for removal, storage, installation and porterage services of furniture and other equipment.
A standard services contract will be awarded. The contract award would be for five years with the possibility of extending it for three further one year periods
From February 2015 the Bank will need additional removals, storage and porterage services for a Re-stack project of all of its floors. The majority of the furniture in the building will need to be stored for a short period of time and re-installed.
Approximately 1500 staff will move from their original positions to swing space and then to their final positions, requiring 3000 moves. In addition approximately 8000+ pieces of furniture, 6000 crates and 2000+ pieces of IT equipment need to be moved.
Contractors will be asked to quote separately for the re-stack as well as BAU (business as usual) projects, storage and the transferring of current stored from their existing location, Belvedere in Kent to the successful bidder’s premises. We will also require a breakdown of your cost, to include but not limited to, resource used and charge rates for vehicles, labour and misc cost such as hire of crates, labels etc. .
Detailed requirements are outlined in Annex B the Scope of Works.
3.0 EBRD CONTACT DETAILS
Your sole contact for the purposes of the RFP is:
Amanda Forrester – Procurement Manager
Corporate Procurement Unit
EBRD
One Exchange Square
London
EC2A 2JN
Email:
4.0 DESCRIPTION OF THIS RFP
4.1 Overview
Contractors wishing to participate in this Tender will be required to make a submission (the ‘Submission’) comprising of the following documents in accordance with the timetable outlined in section 4.2:
· a technical proposal (the ‘Technical Proposal’) consisting of the Minimum Requirements Checklist (the ‘Checklist’) and a technical response (the ‘Technical Response’)
· a completed quotation file (the ‘Quotation File)’
4.2 Timetable
Date or Target Date / Activity27/11/14 / Issue Request For Proposal (RFP)
27/11/14 / Contractors intention to bid
28/11/14 / Deadline for Contractor’s requests for clarification
3/12/14 / EBRD response to requests for clarification
8/12/14 / Deadline to submit proposals
8/12/14 – 22/12/14 / Evaluation of proposals. Contractors passing the Minimum Requirements and Technical proposal will be shortlisted. A site and IT tool evaluation will be carried out for shortlisted Contractors and financial quotations will be reviewed at this stage.
January 2015 / Contract negotiations and contract signature
1 February 2015 / Service commencement
The EBRD reserves the right to amend or change these dates at any time.
4.3 Clarifications
The process for reception and resolution of queries shall be as follows:
· Contractors will send queries on an excel spreadsheet by e-mail to the following address: ;
· there will be one round of queries;
· the deadline for queries is shown in the timetable set out in section 4.2 of this RFP;
· the EBRD will circulate the responses to all queries to all participating Contractors in accordance with the timetable set out in section 4.2 of this RFP; and
· the clarification document will make no reference to which Contractor made any particular query.
4.4 Technical Proposal
4.4.1 Minimum Requirements
Contractors wishing to participate in this Tender are required to complete the Checklist provided as Annex A to this RFP. Only those Contractors capable of answering “yes” to all of the questions are eligible to participate. Contractors that answer “no” to any question or that provide an incomplete answer will not be eligible for participation in this Tender.
4.4.2 Technical Response
The Technical Response shall be comprised of a written response to the questions contained in Annex C – Technical Response Guidelines.
4.4.3 Additional Information
Contractors shall provide a statement giving a brief history of their company, how it is organised, and how its available products and resources will be used to meet EBRD's requirements. The Contractor shall submit the following information.
· The Contractor’s official name and address. The Contractor shall also indicate what type of entity it is — for example, a corporation or a partnership.
· The name, address and telephone number of the person to receive correspondence, and who is authorised to make decisions or represent the Contractor. Please state his or her capacity within the company.
· The total number of years the Contractor has been in business and, if applicable, the number of years under the present business name.
· The number of years that the Contractor has been providing Porterage, Storage and Removal services including office moves.
· The Contractor shall provide a complete set of audited financial statements for the past three years. The statement shall include segmented reports for the Porterage, Removal and Storage Business Unit if part of a larger organisation. All financial statements should be prepared to generally accepted accounting principles.
· The Contractor shall provide details of two customers for reference. References should be for customers with requirements similar to those of EBRD. References should include information about the contract (specific products in use, date of contract execution, "go live" date, support and maintenance and any services provided), as well as contact information for the client's project manager or other senior staff members familiar with the project.
4.4.4 Technical Proposal Submission
Responses shall be submitted:
· on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1409/12 – Porterage, Storage and Removal services;
· in an envelope clearly bearing the Contractors’ name; and
· in accordance with the timetable set out in section 4.2 of this RFP.
4.5 Site visit/ IT inventory tool demonstration
In addition to the Technical Response, the Bank would like to carry out site visits to the shortlisted Contractor/s to review their storage facilities and IT inventory tool.
4.6 Quotation File
All Contractors are required to complete the applicable quotation file (the ‘Quotation file’) attached as Annex D of this RFP. There are four spreadsheets to be completed, restack project, standard BAU project 1,2 &3, Storage and Transfer of products (currently stored) if successful and a final spreadsheet to detail your Labour, Transport and misc rates which will be used for the duration of the contract. Prices are to be quoted in GBP net of VAT and will be fixed for 5 years. All of the cells in the Excel spreadsheet shaded in yellow must be completed by Contractors. Contractors are to detail any assumptions they are making.
4.6.1 Quotation File Submission
The Quotation File must be submitted:
· on a CD or a USB drive and in an original hard copy by courier in a sealed envelope clearly identified as “PUR1409/12 – Porterage, Storage and Removal services - Quotation File”;
· in an envelope clearly bearing the Contractors’ name; and
· will be opened in accordance with the timetable set out in section 4.2 of this RFP.
4.6.2 Quotation File Validity
Quotes submitted shall be valid for ninety (90) days following date of receipt.
5.0 EVALUATION METHODOLOGY
5.1 Technical Evaluation
Technical Proposals will be evaluated by a nominated Tender Evaluation Panel (TEP) of Bank staff selected from operational departments who are directly involved with the services to be provided.
The TEP will assign a score to each element of the Contractors’ Technical Responses. Where a Contractor fails to provide a complete answer to any of the questions provided in Annex C, they shall automatically receive a score of 0.
Contractors’ Technical Responses shall consist of answers to each of the numbered paragraphs in Annex C. The Bank has set a minimum threshold for passing the technical evaluation.
A Contractor will be deemed to have passed this threshold on meeting all of the following conditions:
· meets all of the minimum requirements; and
· the highest scoring top three suppliers will go through to the next stage of the process .
Only those Contractors whose Technical Proposal passes the minimum threshold as stated above will have their Quotation Files opened and evaluated.
5.2 Financial Evaluation
Following the review of the Technical Proposals, the Quotation Files of those Contractors who have passed the technical qualification threshold will be opened.
The Bank will calculate a total bid price (the “Total Bid Price”) for each Contractor based on the costing provided to the “TEP”.
5.3 Financial Errors
Mathematical errors detected by the Bank in the submitted Quotation Files will be corrected in the following manner:
· if there are errors in the mathematical extension of unit price items, the unit prices prevail and the mathematical extension is adjusted accordingly; and
· if there are errors in the addition of lump sum prices or unit price extensions, the bid is not rejected but the total is corrected and the correct amount reflected in the total bid price.
5.4 Preferred Contractor
Contractors at shortlisted stage proposing the lowest Total Bid Price will be nominated as the preferred Contractor (the “Preferred Contractor”).
5.5 Checking of References
The Bank may contact the two references provided by the Preferred Contractor. The Bank reserves the right to speak to any company which has dealt with the Preferred Contractor, whether provided as a reference or not, without prior notification to the Contractor.
In the event that the Preferred Contractor’s references prove unsatisfactory, the Bank will consider the next highest scoring Contractor to be the Preferred Contractor and will repeat the procedure described above.
5.6 Negotiations
Upon satisfactory conclusion of the reference checking, the Bank will move to negotiate a contract with the Preferred Contractor. In the event that a satisfactory conclusion to the contract negotiations cannot be agreed the Bank may consider the next highest scoring Contractor to be the Preferred Contractor and will commence the procedure described above.
5.7 Right to Reject
The Bank reserves the right to accept or reject any RFP response, or part thereof, and to annul the RFP process and reject all RFP responses at any time prior to award of contract without incurring any liability to the affected parties.
6.0 CONTRACT
6.1 Status of the EBRD
The EBRD is an international organisation established by international treaty. As such, the EBRD possesses a special status under public international law which has been confirmed under English law through statute (Statutory Instrument 1991, No. 757, The European Bank for Reconstruction and Development (Immunities and Privileges) Order 1991), available at:
http://www.legislation.gov.uk/uksi/1991/757/contents/made.
Please also refer to the aforementioned establishment treaty of the Bank ("articles of incorporation") which lays out the immunities as found in Chapter VIII. These can be found at:
http://www.ebrd.com/pages/research/publications/institutional/basicdocs.shtml
The special status of the EBRD requires it to seek specific provisions relating to such status in all contracts with external Contractors and service providers. EBRD is unable to agree to terms that expressly contradict its special status and internal policies as an international organisation.
6.2 Contract Negotiation
In respect of any services, the Bank’s standard contract for services shall form the basis of any contract that may ensue, as attached in Annex F. EBRD reserves the right to subject each Proposal to final negotiations.
7.0 GENERAL TERMS AND CONDITIONS OF THIS RFP
7.1 Amendment
EBRD reserves the right to negotiate any or all terms and conditions, and to cancel, amend or resubmit this RFP in part or entirely at any time. None of the terms and conditions of this RFP can be revoked or amended in any way by Contractors without the prior written agreement of EBRD.
7.2 Contractor Costs
EBRD is not responsible for any Contractor costs associated with this RFP, Contractor responses or any contract discussions or negotiations. Nor is EBRD responsible for any indirectly related costs. No statement by EBRD should be viewed as a request by EBRD or justification for Contractors to increase or change inventory, staff, facilities, business relationships with its Contractors, or internal business processes. All actions by Contractors in response to this RFP or subsequent discussions or negotiations should be taken with the clear understanding that neither this RFP nor subsequent actions or omissions by EBRD obligate or commit EBRD to pay or reimburse Contractors for any costs or expenses they incur. This RFP is not an offer to enter into a contract.
7.3 Professional Competence
Contractors shall absolutely rely on their own professional competence in evaluating and verifying the information contained in this RFP. Contractors must take every opportunity to inspect and verify the information contained or referred to in this document or subsequent to it, subject to the confidentiality restrictions as detailed in section 7.6 of this RFP.
7.4 Intellectual Property
The information contained in this RFP will remain EBRD’s intellectual property. Contractors are granted a limited, revocable license to use the same for the purpose of responding to the RFP. By submitting a response to the RFP Contractors grant EBRD a royalty free, irrevocable license to use the intellectual property in the proposal for its internal business purposes in relation to the procurement of the services required.