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Request for Proposal - Gharbia CTF for Medical and Electronic Waste Management Project
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Request for Proposal - Gharbia CTF for Medical and Electronic Waste Management Project

Request for Proposal - Gharbia CTF for Medical and Electronic Waste Management Project has been closed on 25 Oct 2018. It no longer accepts any bids. For further information, you can contact the United Nations Development Programme

Bellow, you can find more information about this project: 

Location: Egypt

General information

Donor:

United Nations Development Programme

Industry:

Retail

Status:

Closed

Timeline

Published:

27 Sep 2018

Deadline:

25 Oct 2018

Value:

Not available

Contacts

Description

Overview :

REQUEST FOR PROPOSAL (RFP) - Turnkey Project for the Supply, Installation, Testing and Commissioning of Equipment for Two Central Infectious Waste Treatment Facilities in Gharbia Governorate, Egypt, including Construction of Buildings and Training of Operators for Protect human health and the environment from unintentional releases of POPs originating from incineration and open burning of health care- and electronic waste Project.

Project Background:The project objective is to prevent and reduce health and environmental risks related to POPs and harmful chemicals through their release reduction achieved by provision of an integrated institutional and regulatory framework covering environmentally sound Health Care Waste and E-waste management. The project will reduce emissions of UPOPs as well as other hazardous releases (e.g. mercury, lead, etc.) resulting from the unsound management, disposal and recycling of a) Health-Care Waste (HCW), in particular due to substandard incineration practice and open burning of HCW; and, b) Electronic Waste, in particular due to the practice of unsound collection and recycling activities and open burning of electronic waste. 

The Medical and Electronic Waste Management Project (MEWM) hereby invites you to submit your proposal for providing the services for the above-referenced subject. 

Your offer, comprising of a Technical Proposal and a Financial Proposal, TWO Separate Sealed Envelopes, should be submitted in accordance with Section 2.

You are kindly requested to submit an acknowledgment letter to the following address:

Medical and Electronic Waste Management Project
Address: Borg Al Hadara #12 S – Flat #13
Madinat Al Fostat Al Gedida – Al Megawra #2
Hadekat Al Fostat St. – Misr El-Kadima, Cairo – Egypt
fax # 02 27429569;
email address: [email protected]
[email protected][email protected]

Att. Dr. Tarek Mohamed El-Araby

The letter should be received by the Medical and Electronic Waste Management Project (MEWM) no later than October 4, 2018, 3 pm C.L.T. The letter should advise whether your company intends to submit a proposal. If that is not the case, MEWM would appreciate your indicating the reason, for our records.

Should you require any clarification, kindly communicate with the contact person identified in the attached Data Sheet as the focal point for queries on this RFP. 

MEWM looks forward to receiving your proposal and thanks you in advance for your interest in MEWM procurement opportunities.

Section 2:  Instruction to Offerors

Definitions

“Proposal” refers to the Offeror’s response to the Request for Proposal, including the Proposal Submission Form, Technical Proposal and Price Schedule and all other documentation attached thereto as required by the RFP. 

“Offeror” refers to any legal entity that may submit, or has submitted, a Proposal for the supply of goods and provision of related services requested by MEWM.

“Contract” refers to the legal instrument that will be signed by and between the MEWM and the successful Offeror, all the attached documents thereto, including the General Terms and Conditions (GTC) and the Appendices.

Country” refers to the country indicated in the Data Sheet. 

“Data Sheet” refers to such part of the Instructions to Offerors used to reflect conditions of the tendering process that are specific for the requirements of the RFP.

“Day” refers to calendar day.

“Goods” refer to any tangible product, commodity, article, material, wares, equipment, assets or merchandise that MEWM requires under this RFP.

“Government” refers to the Government of the country where the goods and related services provided/rendered specified under the Contract will be delivered or undertaken.

“Instructions to Offerors” refers to the complete set of documents which provides Offerors with all information needed and procedures to be followed in the course of preparing their Proposal.

“RFP” refers to the Request for Proposal consisting of instructions and references prepared by MEWM for purposes of selecting the best supplier or service provider to fulfil the requirement indicated in the Schedule of Requirements and Technical Specifications.

“LOI” (Section 1 of the RFP) refers to the Letter of Invitation sent by MEWM to Offerors.

“Material Deviation” refers to any contents or characteristics of the Proposal that is significantly different from an essential aspect or requirement of the RFP, and (i) substantially alters the scope and quality of the requirements; (ii) limits the rights of MEWM and/or the obligations of the Offeror; and (iii) adversely impacts the fairness and principles of the procurement process, such as those that compromise the competitive position of other Offerors.

 “Schedule of Requirements and Technical Specifications” refers to the document included in this RFP as Section 3 which lists the goods and works required by MEWM, their specifications, the related services, activities, tasks to be performed, and other information pertinent to MEWM’s receipt and acceptance of the goods and works.

“Services” refers to the entire scope of tasks related or ancillary to the completion or delivery of the goods and the completion of the works required by MEWM under the RFP. 

Supplemental Information to the RFP” refers to a written communication issued by MEWM to prospective Offerors containing clarifications, responses to queries received from prospective Offerors, or changes to be made in the RFP, at any time after the release of the RFP but before the deadline for the submission of Proposal.

GENERAL

  • MEWM hereby solicits Proposals as a response to this Request for Proposal (RFP).  Offerors must strictly adhere to all the requirements of this RFP.  No changes, substitutions or other alterations to the rules and provisions stipulated in this RFP may be made or assumed unless it is instructed or approved in writing by MEWM in the form of Supplemental Information to the RFP.  
  • Submission of a Proposal shall be deemed as an acknowledgement by the Offeror that all obligations stipulated by this RFP will be met and, unless specified otherwise, the Offeror has read, understood and agreed to all the instructions in this RFP. 
  • Any Proposal submitted will be regarded as an offer by the Offeror and does not constitute or imply the acceptance of any Proposal by MEWM. MEWM is under no obligation to award a contract to any Offeror as a result of this RFP.
  • MEWM implements a policy of zero tolerance on proscribed practices, including fraud, corruption, collusion, unethical practices, and obstruction. MEWM is committed to preventing, identifying and addressing all acts of fraud and corrupt practices against MEWM as well as third parties involved in MEWM activities.  (See
  • http://www.undp.org/about/transparencydocs/UNDP_Anti_Fraud_Policy_English_FINAL_june_2011.pdf  and http://www.undp.org/content/undp/en/home/operations/procurement/procurement_protest/ for full description of the policies).
  • In responding to this RFP, MEWM requires all Offerors to conduct themselves in a professional, objective and impartial manner, and they must at all times hold MEWM’s interests’ paramount.   Offerors must strictly avoid conflicts with other assignments or their own interests, and act without consideration for future work.  All Offerors found to have a conflict of interest shall be disqualified.  Without limitation on the generality of the above, Offerors, and any of their affiliates, shall be considered to have a conflict of interest with one or more parties in this solicitation process, if they:

a.5.1         Are, or have been associated in the past, with a firm or any of its affiliates which have been engaged by MEWM to provide services for the preparation of the design, Schedule of Requirements and Technical Specifications, cost analysis/estimation, and other documents to be used for the procurement of the goods, works and related services in this selection process;

b.5.2         Were involved in the preparation and/or design of the programme/project related to the goods, works and related services requested under this RFP; or

c.5.3         Are found to be in conflict for any other reason, as may be established by, or at the discretion of, MEWM. 

  • In the event of any uncertainty in the interpretation of what is potentially a conflict of interest, Offerors must disclose the condition to MEWM and seek MEWM’s confirmation on whether or not such conflict exists.
  • Similarly, the following must be disclosed in the Proposal:
  • Offerors who are owners, part-owners, officers, directors, controlling shareholders, or key personnel who are family of MEWM staff involved in the procurement functions and/or the Government of the country or any Implementing Partner receiving the goods and related services under this RFP; and
  1. 6.4         Others that could potentially lead to actual or perceived conflict of interest, collusion or unfair competition practices.

c.Failure of such disclosure may result in the rejection of the Proposal.

  • The eligibility of Offerors that are wholly or partly owned by the Government shall be subject to MEWM’s further evaluation and review of various factors such as being registered as an independent entity, the extent of Government ownership/share, receipt of subsidies, mandate, access to information in relation to this RFP, and others that may lead to undue advantage against other Offerors, and the eventual rejection of the Proposal. 
  • All Offerors must adhere to the MEWM Supplier Code of Conduct, which may be found at this link: http://web.ng.undp.org/procurement/undp-supplier-code-of-conduct.pdf

 CONTENTS OF PROPOSAL

Sections of Proposal

Offerors are required to complete, sign and submit the following documents:

  1. Proposal Submission Cover Letter Form (see RFP Section 4);
  2. Documents Establishing the Eligibility and Qualifications of the Offeror (see RFP Section 5);
  3. Technical Proposal (see prescribed form in RFP Section 6);
  4. Price Schedule (see prescribed form in RFP Section 7);
  5. Any attachments and/or appendices to the Proposal (including all those specified in the Data Sheet

Clarification of Proposal

Amendment of Proposal

11.1       At any time prior to the deadline for submission of Proposal, MEWM may for any reason, such as in response to a clarification requested by a Offeror, modify the RFP in the form of a Supplemental Information to the RFP.  All prospective Offerors will be notified in writing of all changes/amendments and additional instructions through Supplemental Information to the RFP and through the method specified in the Data Sheet (DS No. 18). 

11.2       In order to afford prospective Offerors reasonable time to consider the amendments in preparing their Proposal, MEWM may, at its discretion, extend the deadline for submission of Proposal, if the nature of the amendment to the RFP justifies such an extension.

PREPARATION OF PROPOSAL

Cost

The Offeror shall bear any and all costs related to the preparation and/or submission of the Proposal, regardless of whether its Proposal was selected or not.  MEWM shall in no case be responsible or liable for those costs, regardless of the conduct or outcome of the procurement process.

Language

The Proposal, as well as any and all related correspondence exchanged by the Offeror and MEWM, shall be written in the language (s) specified in the Data Sheet (DS No. 4).  Any printed literature furnished by the Offeror written in a language other than the language indicated in the Data Sheet, must be accompanied by a translation in the preferred language indicated in the Data Sheet.  For purposes of interpretation of the Proposal, and in the event of discrepancy or inconsistency in meaning, the version translated into the preferred language shall govern. Upon conclusion of a contract, the language of the contract shall govern the relationship between the contractor and MEWM.

Proposal Submission Form

The Offeror shall submit the Proposal Submission Form using the form provided in Section 4 of this RFP.

Technical Proposal Format and Content

Unless otherwise stated in the Data Sheet (DS no. 28), the Offeror shall structure the Technical Proposal as follows:

Offerors must be fully aware that the goods, works and related services that MEWM require may be transferred, immediately or eventually, by MEWM to the Government partners, or to an entity nominated by the latter, in accordance with MEWM’s policies and procedures.All Offerors are therefore required to submit the following in their Proposals:

  1. A statement of whether any import or export licences are required in respect of the goods to be purchased or services to be rendered, including any restrictions in the country of origin, use or dual use nature of the goods or services, including any disposition to end users;
  2. Confirmation that the Offeror has obtained license of this nature in the past, and have an expectation of obtaining all the necessary licenses, should their Proposal be rendered the most responsive; and
  3. Complete documentation, information and declaration of any goods classified or may be classified as “Dangerous Goods”.
  4. Management Structure and Key Personnel – This section should include the comprehensive curriculum vitae (CVs) of key personnel that will be assigned to support the implementation of the Technical Proposal, clearly defining their roles and responsibilities. CVs should establish competence and demonstrate qualifications in areas relevant to the requirements of this RFP. 

In complying with this section, the Offeror assures and confirms to MEWM that the personnel being nominated are available to fulfil the demands of the Contract during its stated full term.If any of the key personnel later becomes unavailable, except for unavoidable reasons such as death or medical incapacity, among other possibilities, MEWM reserves the right to render the Proposal non-responsive.Any deliberate substitution of personnel arising from unavoidable reasons, including delay in the implementation of the project of programme through no fault of the Offeror, shall be made only with MEWM’s acceptance of the justification for substitution, and MEWM’s approval of the qualification of the replacement who shall be either of equal or superior credentials as the one being replaced.

Price Schedule

The Price Schedule shall be prepared using the attached standard form (Section 7). It shall list all major cost components associated with the goods, works and related services, and the detailed breakdown of such costs. All goods, works and services described in the Technical Proposal must be priced separately on a one-to-one correspondence. Any output and activities described in the Technical Proposal but not priced in the Price Schedule, shall be assumed to be included in the prices of the items or activities, as well as in the final total price of the Proposal. 

Currencies

All prices shall be quoted in the currency indicated in the Data Sheet (DS no. 15). However, where Proposals are quoted in different currencies, for the purposes of comparison of all Proposal:

  1. MEWM will convert the currency quoted in the Proposal into the MEWM preferred currency, in accordance with the prevailing UN operational rate of exchange on the last day of submission of Proposal; and
  2. In the event that the Proposal found to be the most responsive to the RFP requirement is quoted in another currency different from the preferred currency as per Data Sheet (DS no. 15), then MEWM shall reserve the right to award the contract in the currency of MEWM’s preference, using the conversion method specified above.

Documents Establishing the Eligibility and Qualifications of the Offeror

  1. The Offeror shall furnish documentary evidence of its status as an eligible and qualified vendor, using the forms provided under Section 5, Offeror Information Forms. In order to award a contract to an Offeror, its qualifications must be documented to MEWM’s satisfactions. These include, but are not limited to the following:
  2. That, in the case of an Offeror offering to supply goods under the Contract which the Offeror did not manufacture or otherwise produce, the Offeror has been duly authorized by the goods’ manufacturer or producer to supply the goods in the country of final destination;
  3. That the Offeror has the financial, technical, and production capability necessary to perform the Contract; and
  4. That, to the best of the Offeror’s knowledge, it is not included in the UN 1267 List or the UN Ineligibility List, nor in any and all of UNDP’s list of suspended and removed vendors.

Proposals submitted by two (2) or more Offerors shall all be rejected by MEWM if they are found to have any of the following:

  1. they have at least one controlling partner, director or shareholder in common; or
  2. any one of them receive or have received any direct or indirect subsidy from the other/s; or
  3. they have the same legal representative for purposes of this RFP; or
  4. they have a relationship with each other, directly or through common third parties, that puts them in a position to have access to information about, or influence on the Proposal of, another Offeror regarding this RFP process;
  5. they are subcontractors to each other’s Proposal, or a subcontractor to one Proposal also submits another Proposal under its name as lead Offeror; or
  6. an expert proposed to be in the Proposal of one Offeror participates in more than one Proposal received for this RFP process.  This condition does not apply to subcontractors being included in more than one Proposal.

Joint Venture, Consortium or Association

If the Offeror is a group of legal entities that will form or have formed a joint venture, consortium or association at the time of the submission of the Proposal, they shall confirm in their Proposal that : (i) they have  designated one party to act as a lead entity, duly vested with authority to legally bind the members of the joint venture jointly and severally, and this shall be duly evidenced by a duly notarized Agreement among the legal entities, which shall be submitted along with the Proposal; and (ii) if they are awarded the contract, the contract shall be entered into, by and between MEWM and the designated lead entity, who shall be acting for and on behalf of all entities that comprise the joint venture.

After the Proposal has been submitted to MEWM, the lead entity identified to represent the joint venture shall not be altered without the prior written consent of MEWM.   Furthermore, neither the lead entity nor the member entities of the joint venture can:

  1. Submit another Proposal, either in its own capacity; nor
  2. As a lead entity or a member entity for another joint venture submitting another Proposal. 

The description of the organization of the joint venture/consortium/association must clearly define the expected role of each of the entity in the joint venture in delivering the requirements of the RFP, both in the Proposal and in the Joint Venture Agreement.  All entities that comprise the joint venture shall be subject to the eligibility and qualification assessment by MEWM.

Where a joint venture is presenting its track record and experience in a similar undertaking as those required in the RFP, it should present such information in the following manner:

  1. Those that were undertaken together by the joint venture; and
  2. Those that were undertaken by the individual entities of the joint venture expected to be involved in the performance of the services defined in the RFP.

Previous contracts completed by individual experts working privately but who are permanently or were temporarily associated with any of the member firms cannot be claimed as the experience of the joint venture or those of its members, but should only be claimed by the individual experts themselves in their presentation of their individual credentials.

If the Proposal of a joint venture is determined by MEWM as the most responsive Proposal that offers the best value for money, MEWM shall award the contract to the joint venture, in the name of its designated lead entity, who shall sign the contract for and on behalf of all the member entities.

Alternative Proposal

Unless otherwise specified in the Data Sheet (DS nos. 5 and 6), alternative Proposal shall not be considered.Where the conditions for its acceptance are met, or justifications are clearly established, MEWM reserves the right to award a contract based on an alternative Proposal.

Validity Period

21.1   Proposal shall remain valid for the period specified in the Data Sheet (DS no. 8), commencing on the submission deadline date also indicated in the Data Sheet (DS no. 21).  A Proposal valid for a shorter period shall be immediately rejected by MEWM and rendered non-responsive. 

21.2   In exceptional circumstances, prior to the expiration of the Proposal validity period, MEWM may request Offerors to extend the period of validity of their Proposal.  The request and the responses shall be made in writing, and shall be considered integral to the Proposal.

Offeror’s Conference

When appropriate, an Offeror’s conference will be conducted at the date, time and location specified in the Data Sheet (DS no. 7). All Offerors are encouraged to attend. Non-attendance, however, shall not result in disqualification of an interested Offeror.  Minutes of the Offeror’s conference will be either posted on the MEWM website or disseminated to the individual firms who have registered or expressed interest with the contract, whether or not they attended the conference. No verbal statement made during the conference shall modify the terms and conditions of the RFP unless such statement is specifically written in the Minutes of the Conference or issued/posted as an amendment in the form of a Supplemental Information to the RFP.

D.SUBMISSION AND OPENING OF PROPOSAL

Submission

  1. The Technical Proposal and the Price Schedule must be submitted in 2 separate and sealed envelopes, delivered either personally, by courier, or by electronic method of transmission. If submission will not be done by electronic means, the Technical Proposal and Price Schedule must be sealed together in an envelope whose external side must:
  2. Bear the name of the Offeror;
  3. Be addressed to MEWM as specified in the Data Sheet (DS no.20); and
  4. Bear a warning not to open before the time and date for Proposal opening as specified in the Data Sheet (DS no. 24).

If the envelope is not sealed nor labelled as required, the Offeror shall assume the responsibility for the misplacement or premature opening of Proposal due to improper sealing and labelling by the Offeror.

  1. Offerors must submit their Proposal in the manner specified in the Data Sheet (DS nos. 22 and 23).  When the Proposal is expected to be in transit for more than 24 hours, the Offeror must ensure that sufficient lead time has been provided in order to comply with MEWM’s deadline for submission.  MEWM shall indicate for its record that the official date and time of receiving the Proposal is the actual date and time when the said Proposal has physically arrived at the MEWM premises indicated in the Data Sheet (DS no. 20). 
  1. Offerors submitting Proposal by mail or by hand shall enclose the original and each copy of the Proposal, in separate sealed envelopes, duly marking each of the envelopes as “Original Proposal” and the others as “Copy of Proposal”.  The two envelopes, consisting of original and copies, shall then be sealed in an outer envelope.  The number of copies required shall be as specified in the Data Sheet (DS no. 19).  In the event of any discrepancy between the contents of the “Original Proposal” and the “Copy of Proposal”, the contents of the original shall govern.  The original version of the Proposal shall be signed or initialled by the Offeror or person(s) duly authorized to commit the Offeror on every page.  The authorization shall be communicated through a document evidencing such authorization issued by the highest official of the firm, or a Power of Attorney, accompanying the Proposal.   
  1. Offerors must be aware that the mere act of submission of a Proposal, in and of itself, implies that the Offeror accepts the General Contract Terms and Conditions of MEWM as attached hereto as Section 11.

Deadline for Submission of Proposal and Late Proposals

Proposal must be received by MEWM at the address and no later than the date and time specified in the Data Sheet (DS no. 20 and 21).

MEWM shall not consider any Proposal that arrives after the deadline for submission of Proposal.Any Proposal received by MEWM after the deadline for submission of Proposal shall be declared late, rejected, and returned unopened to the Offeror.

Withdrawal, Substitution, and Modification of Proposal

Proposal Opening

MEWM will open the Proposal in the presence of an ad-hoc committee formed by MEWM of at least two (2) members.If electronic submission is permitted, any specific electronic Proposal opening procedures shall be as specified in the Data Sheet (DS no. 23).

The Offeror’s names, modifications, withdrawals, the condition of the envelope labels/seals, the number of folders/files and all other such other details as MEWM may consider appropriate, will be announced at the opening. No Proposal shall be rejected at the opening stage, except for late submission, for which the Proposal shall be returned unopened to the Offeror.

Confidentiality

Information relating to the examination, evaluation, and comparison of Proposal, and the recommendation of contract award, shall not be disclosed to Offerors or any other persons not officially concerned with such process, even after publication of the contract award.

Any effort by an Offeror to influence MEWM in the examination, evaluation and comparison of the Proposal or contract award decisions may, at MEWM’s decision, result in the rejection of its Proposal.

In the event that an Offeror is unsuccessful, the Offeror may seek a meeting with MEWM for a debriefing.The purpose of the debriefing is discussing the strengths and weaknesses of the Offeror’s submission, in order to assist the Offeror in improving the Proposal presented to MEWM. The content of other Proposals and how they compare to the Offeror’s submission shall not be discussed.

E. EVALUATION OF PROPOSAL

Preliminary Examination of Proposal

MEWM shall examine the Proposal to determine whether they are complete with respect to minimum documentary requirements, whether the documents have been properly signed, whether or not the Offeror is in the UN Security Council 1267/1989 Committee's list of terrorists and terrorist financiers, and in UNDP’s list of suspended and removed vendors, and whether the Proposal is generally in order, among other indicators that may be used at this stage.  MEWM may reject any Proposal at this stage.

Evaluation of Proposal

  1. MEWM shall examine the Proposal to confirm that all terms and conditions under the MEWM General Terms and Conditions and Special Conditions have been accepted by the Offeror without any deviation or reservation.
  2. The evaluation team shall review and evaluate the Proposals on the basis of their responsiveness to the Schedule of Requirements and Technical Specifications and other documentation provided, applying the procedure indicated in the Data Sheet (DS No. 25). Absolutely no changes may be made by MEWM in the criteria after all Proposals have been received. 
  3. MEWM reserves the right to undertake a post-qualification exercise, aimed at determining, to its satisfaction the validity of the information provided by the Offeror.  Such post-qualification shall be fully documented and, among those that may be listed in the Data Sheet (DS No.33), may include, but need not be limited to, all or any combination of the following:
  4. Verification of accuracy, correctness and authenticity of the information provided by the Offeror on the legal, technical and financial documents submitted;
  5. Validation of extent of compliance to the RFP requirements and evaluation criteria based on what has so far been found by the evaluation team;
  6. Inquiry and reference checking with Government entities with jurisdiction on the Offeror, or any other entity that may have done business with the Offeror;
  7. Inquiry and reference checking with other previous clients on the quality of performance on on-going or previous contracts completed;
  8. Physical inspection of the Offeror’s plant, factory, branches or other places where business transpires, with or without notice to the Offeror;
  9. Testing and sampling of completed goods similar to the requirements of MEWM, where available; and
  10. Other means that MEWM may deem appropriate, at any stage within the selection process, prior to awarding the contract

Clarification of Proposal

To assist in the examination, evaluation and comparison of Proposals, MEWM may, at its discretion, ask any Offeror to clarify its Proposal. 

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